How to Create a Chart of Accounts

After you click Create a chart of accounts in Charts of Accounts, General Ledger Manager requires you to complete two steps: In step 1 you define the chart of accountsNumbered lists of accounts, including the account codes and their names/descriptions, that make up the general ledgers of companies and that form the bases of trial balances. In General Ledger Manager, you must create a chart of accounts for each trial balance file that you will upload. To each chart of accounts, you must attach an import layout for each trial balance file. The charts of accounts and their import layouts will be applied to their respective trial balance files for file validation when the files are added to the application. for the trial balance file to be uploaded/imported; and, in step 2 you assign an import layoutAn import layout contains the unique file attributes of a trial balance file(s). These attributes include the delimiter used in the file and the starting row of its data. Also included are the column numbers/letters where the required trial balance data fields reside. Administrators assign import layouts to charts of accounts, and both are used together by the application to validate trial balance files as they are uploaded to the Import Queue. to the chart.

Define the Chart of Accounts

In step 1 of Create a Chart of Accounts, do the following:

1. Define the chart of accounts for the trial balance file to be uploaded/imported by entering:

• A unique name for the chart.
• The year of the chart.
• The general ledger accounts associated with the trial balance file. There are two ways that you can add the account codes:

• To add them individually, click Add an Account, which is located at the top of grid that lists the account codes. The Add an Account window is displayed in which you must enter a unique alpha, numeric, or alphanumeric account code and in which you can optionally enter a description for the code. Then click Add.
• To add an .xlsx or .xls file of general ledger account codes, click Import on the grid. When the Windows Explorer tool is displayed, select the .xlsx or .xls file of account codes that you want to import and click Open.

Note: .You can use an import template that is designed to import xlsx or .xls files of account codes. To get the template, click Download Import Template on the grid and then follow the Requirements for Template-based Imports discussed in Data Import and Export. If you decide not to use the recommended import template, then follow the Requirements for Non-template Imports of Setup Data.

2. Click Next at the bottom of the detail view, or click 2. Select the import layout with the attributes of the trial balance file to be imported at the top of the detail view.

Assign an Import Layout

In step 2 of Create a Chart of Accounts, do the following:

1. Select the import layoutAn import layout contains the unique file attributes of a trial balance file(s). These attributes include the delimiter used in the file and the starting row of its data. Also included are the column numbers/letters where the required trial balance data fields reside. Administrators assign import layouts to charts of accounts, and both are used together by the application to validate trial balance files as they are uploaded to the Import Queue. that you want to assign to the chart of accounts by clicking the radio button next to its name. You must assign an import layout that contains all of the file attributes of the trial balance files that will be uploaded using the chart of accounts that you are creating.
   
   If you do not see the appropriate import layout in the list of those available, then you will need to create one in Import Layouts.
   
2. If your installation of General Ledger Manager automatically uploads trial balance files using General Ledger Manager connect, enter the file name prefixAll trial balance files uploaded to General Ledger Manager must be associated with a chart of accounts for file validation purposes. For the automatic upload of trial balance files, General Ledger Manager applies the correct chart of accounts to trial balance files by matching its file name prefix to the file name prefix in the names of incoming trial balance files. Therefore, if your trial balance files are automatically uploaded, you must enter a file name prefix on a chart of accounts that is unique and that matches that of the trial balance files to which you want the chart to be applied. File name prefixes must not include underscoring or the following special characters: \ / : ? " < > |. of the file names of the trial balance files to which this chart applies in the Enter File Name Prefix field. (See note below regarding rules for the file name prefix entry.) If your installation does not automatically upload files, then the Enter File Name Prefix field will not be displayed at all.
   

3. Click Save.

General Ledger Manager returns you to Charts of Accounts where the chart that you created should be displayed in the list.

NOTE: Follow these rules with regard to the file name prefix that you enter:

• Enter a file name prefix that matches to the file name prefix of the file names of the trial balance files to which you want General Ledger Manager to apply this chart of accounts when they are automatically uploaded.
• Enter a file name prefix that is unique to this chart of accounts. In other words, do not enter a file name prefix that has been entered on another chart of accounts that exists in General Ledger Manager.
• Do not enter the data time period of the trial balance files along with the file name prefix. The read-only text of a sample data time period that displays after the Enter File Name Prefix field is meant to indicate the additional data that must follow the prefix in the name of the trial balance files to be automatically uploaded. General Ledger Manager accepts trial balance data for three different time periods: Month, Year, and Date-Year-to-Date. The file naming convention for files automatically uploaded to General Ledger Manager specifies that their names must be composed of a prefix that matches to a prefix on a chart of accounts and a date for one of the three accepted time periods as follows:

Prefix_mm_yyyy.csv should be the format of the file name used for a trial balance that contains a month of data.

Prefix_yyyy.csv should be the format of the file name used for a trial balance that contains a year of data.

Prefix_mm_dd_yyyy.csv should be the format of the file name used for a trial balance that contains a year to date of data.

• Do not use underlining or underscores or any of the following special characters in the file name prefix that you enter: / \ : * ? " < > |.