How to View or Edit a Chart of Accounts

To view the details of a chart of accounts or to edit a chart, click its name on the list in Charts of Accounts. The chart will then appear in the Edit Chart of Accounts view, which allows you to make changes as discussed below.

Step 1: Editing the Defined Chart of Accounts

In step 1 of Edit Chart of Accounts, you can make all of the following changes to the defined chart of accounts:

• To change the name of the chart of accounts, enter the new name in the Enter a name field. If you have finished editing the chart of accounts, then click Save & Close.
• To add an account code to the chart,

1. Click Add an Account, which is located above the grid of account codes. The Add an Account dialog is displayed.
2. In the Add an Account dialog, enter a unique alpha, numeric, or alphanumeric account code and, optionally, enter a description for the code.
3. Click Add in the dialog.
4. If you have finished editing the chart of accounts, then click Save & Close in the Edit Chart of Accounts view.

• To remove account codes,

1. Select one or more account codes in the grid.
2. Click Delete in the grid menu.
3. If you have finished editing the chart of accounts, then click Save & Close in the Edit Chart of Accounts view.

Note: General Ledger Manager does not allow you to delete account codes that have been mapped to master charts of accounts in account mapsMaps 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..

• To change an account code,

1. Select the account code in the grid.
2. Click Edit in the grid menu. The Edit Entry dialog is displayed.
3. In the Edit Entry dialog, change the code or its description.
4. Click Update in the dialog.
5. If you have finished editing the chart of accounts, then click Save & Close in the Edit Chart of Accounts view.

Note: General Ledger Manager does allow you to modify account codes that have been mapped to master charts of accounts in account mapsMaps 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..

• To import a .xlsx or .xls file of new accounts,

1. Click Import. The Open dialog in the Windows Explorer tool is displayed.
2. Select the .xlsx or .xls file of account codes and their descriptions in the Open dialog that you want to import and then click Open.

General Ledger Manager then attempts to import the file. If the file is imported, then the message "Success: Imported successfully" is displayed in a green banner at the very top of Edit Chart of Accounts. If the import of the file fails, then an error message is displayed in a red banner at the very top of Edit Chart of Accounts.

3. If you have finished editing the chart of accounts, then click Save & Close in the Edit Chart of Accounts view.

Note: If you imported a file of account codes to create the chart of accounts, and then you changed or added account codes in this file over time, just re-import it into the appropriate chart of accounts.

• Update the accounts by importing a file of accounts as discussed above.

Note: .xlsx and .xls files of codes must be based on the required template. If you need 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.

Step 2: Assigning a Different Import Layout/File Name Prefix

In step 2 of Edit Chart of Accounts, you can do the following:

• Assign a different import layout to the chart of accounts by selecting a different one in the list of those that are available as follows:

1. Click the radio button next to the import layout that you want to assign to the chart.
2. Click Save after you have made all of your changes to save all of the changes that you made in steps 1 and 2 of Edit Chart of Accounts.

Note: If you need to change any of the import layout attributes of the import layout currently assigned to the chart of accounts that you are editing, you will need to do so in Import Layouts.

• Enter a 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: \ / : ? " < > |. or change an existing one if your installation of General Ledger Manager automatically uploads trial balance files using General Ledger Manager connect. To do so, take these steps:

1. In the Enter File Name Prefix field, enter a new file name prefix or change the existing one. If you do not see the Enter File Name Prefix field, then your installation of General Ledger Manager has not been licensed and configured to automatically upload trial balance files.
2. Click Save after you have made all of your changes to save all of the changes that you made in steps 1 and 2 of Edit Chart of Accounts.

Note: Take care when changing the file name prefix since changes to it can affect an automatic upload process involving many trial balance files. Follow the rules below with regard to entering a file name prefix.

Rules for Entering File Name Prefixes

• 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 date-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: / \ : * ? " < > |.