Introduction to Setup

Setup must be completed by General Ledger Manager administrators before trial balance files can be uploaded/imported into General Ledger Manager and combined into master trial balances. One of the goals of setup is to add information about the trial balance files that you will be uploading so that General Ledger Manager can attempt to validate them, and can find the required trial balance dataEach trial balance data file uploaded to the application must contain a single trial balance with at least one reporting unit, general ledger accounting code, and ending balance.. The other goal of setup is to create maps that can be used to combine valid trial balance files into master trial balances.

Required Setup Steps

To complete Setup, you must take the following steps:

Step 1 - Create Import Layouts

Create an import layout in Import Layouts for each uniquely formatted trial balance file that you will upload to General Ledger Manager. In each import layout, you enter the format and layout characteristics of a trial balance file such as its delimiter, the starting row of its data, and the column letters/numbers in which the required trial balance dataEach trial balance data file uploaded to the application must contain a single trial balance with at least one reporting unit, general ledger accounting code, and ending balance. reside. You will assign an import layout to each chart of accounts that you create in the next step.

Step 2 - Create Charts of Accounts

Create a 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 each unique trial balance file that you will upload to General Ledger Manager. In each chart of accounts, you enter all of the account codes for each trial balance file, and then you assign the correct import layout for the trial balance file to the chart. In Charts of Accounts, you can add each account code one at a time, or import a file of them. The charts of accounts will be used in the validation of uploaded trial balance files. You will also use charts of accounts to create account maps in step 4 below.

Step 3 - Add Reporting Units

Enter all of the reporting units that are expected in the trial balance files that will be uploaded to General Ledger Manager. In Reporting Units, you can add each reporting unit one at a time, or import a file of them.

Step 4 - Create Account Maps

Create an account mapMaps that associate accounts in charts of accounts, which underly trial balance data files, to master accounts in a master chart of accounts. You must create and apply these maps to control how trial balance files are merged and summed in the creation of master trial balances. For example, you might map Petty Cash and Other Cash in a chart of accounts to the Cash master account in an account map. When trial balance files are merged to create a master trial balance, all of the Petty Cash and Other Cash accounts in the various files will be itemized and summed under Cash on the resulting master trial balance in accordance with the account map. for each group of trial balance files that you want to combine into a master trial balance. To do this, you first include in an account map the charts of accounts for trial balance files that you want to combine, and then you map the account codes in the charts to master accounts in a master chart of accounts. This mapping determines how the individual trial balance files are merged and summed in the creation of each master trial balance. In Account Maps, you can manually map each individual account code from a chart of accounts to a master account, you can import a file of mapping relationships, and you can create automapping rules.

Optional Setup Steps

As part of setup, you may also need to do one or all of the following:

• Create or edit master charts of accountsA master chart of accounts is the complete list of all of the accounts used by the business, including subsidiaries, for financial transactions. It forms the basis for the creation of a master trial balance.. A master chart of accounts is required in the creation of an account map in General Ledger Manager. Master charts of accounts are delivered to Account Maps in General Ledger Manager by Web service from ONESOURCE Income Tax through TAS. When creating an account map, you can select one of these master chart of accounts, if one is available for the year of the account map that you are creating. If one is not available, however, or an existing one that you want to use must be changed, you can create or edit one in Master Charts of Accounts in Setup.
• Create reporting unit rollups in which you map the reporting units that you want to have rolled up under entities in the master trial balances that you create. If a reporting unit rollup is not applied in the creation of a master trial balance, then General Ledger Manager defaults to mapping reporting units in the trial balances that are combined into a master trial balance as entities on a one-to-one basis.
• RolloverThe rollover function enables you to reuse charts of accounts, account maps, and reporting unit rollups, which all have a year associated with them, from tax year to tax year. When you rollover these items, General Ledger Manager clones them and increments the year associated with them by one. For example, if you rollover a chart of accounts with a year of 2012, then you will get a clone of it with a year of 2013. charts of accounts, account maps, and/or reporting unit rollups to a new tax year.