FastTrac: GL Code Setup Considerations
Implementation Training: Considerations when setting up your GL Records
Summary
Join Brian Hatch as he reviews items to consider when creating GL Codes within RecTrac.
Video
Transcript
GL codes are usually a pretty straightforward discussion. The GL codes typically already exist either in your current system or on the financial software that is in the back end. Generally speaking, you just need a user of all your current GL records. In RecTrac, every GL Code is going to be represented with a numerical code. So on the left list on the left, here, I have my six digit code, we can do up to a maximum nine numerical characters. Typically, that is some sort of abbreviation of one of the other values or other values. So the account number, for example, could be what is my GL Code that could be one and the same depending on their length, or it could be a segment of the account number that is ultimately what we go with the GL Code. But the GL Code itself has to be numeric or has to be unique and numeric. In addition, we can have multiple GL codes that funneled back to the same account number on the financial side. So if you want to break something out on the RecTrac side, and have it funneled back to one account number, these values actually can be the same. The fund, department, bank code, project code and miscellaneous interface information are all optional fields. There's really two approaches to setting up GL records. In RecTrac, I'm gonna pull up my database, and I'm in GL Code management. So this is where you're going to Build and populate your GL codes. But the two different program revenues I have here are kind of two maybe good examples. The first one I have highlighted here, they actually have a full count string listed in the account number Field. And it's separated by a delimiter or dash in this case. And this is kind of one option for building out your GL codes will have the flexibility to kind of break out these segments when it comes to a GL interface. We'll be able to kind of break those out for whatever format you need. And this is an option number one. And then option number two is essentially doing the exact same thing but breaking across all of our fields. So you'll see that I've got one value and account number and other value and fund and then choosing to use the bank and project code for the other kind of components of that. And we have the same flexibility whether they're in one Field in the first example or if they're broken across multiple fields. In a second example, it might be more of a personal preference, but in either example, we're going to be able to kind of pull those values together and whatever your format you need for the GL interface. So a couple of different examples for what you'll need for GL records in RecTrac.
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