The GL Code Update Core Settings screen allows you to add a new or update an existing GL Code. GL Codes can be up to nine (9) digits in length. It is a good idea to get your Finance/Accounting Department involved with the construction of a GL numbering scheme. Try to incorporate your current numbering scheme, if possible.
For Example: If your Finance office uses General Ledger numbers of nine (9) digits or fewer, use them for your GL Codes in RecTrac:
- 100000 = Sales Tax Revenue
- 200000 = Pool Revenue
- 300000 = Concession Stand Revenue
If your Finance office uses General Ledger numbers greater than nine (9) digits, try to use a portion of the number:
- 11005655440 = Sales Tax Revenue might use RecTrac GL CODE = 115655440
- 12005645331 = Pool Revenue might use RecTrac GL CODE = 125645331
- 13005825778 = Concession Stand Rev might use RecTrac GL CODE = 135825778
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen...
Click Save to save your changes. You will be returned to the GL Code Management DataGrid.
Click Cancel to return to the GL Code Management DataGrid without saving your changes.
SAGLCODEUpdate_help_Tab1
GL Code (SAGLCODE_GLCode)
If you are creating a new GL Code, enter your code in this field. Codes must be numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing GL Code you will not visit this field.
DeleteStatus (SAGLCODE_RecordStatus)
Expand the Drop-down List icon to select the status of your GL Code:
- Active
- Inactive
Description (SAGLCODE_Description)
Enter a description for this GL Code. This field will accept up to 100 alpha-numeric characters.
DeleteAccount Number (SAGLCODE_AccountNumber)
Enter the actual general ledger account number that your Finance Department wants to associate with this GL Code. These are the account numbers which the finance department has set up for your income and expense reporting.
For Example: 1-201-87400
Note: IF you use funds or multiple funds the FUND Number must be incorporated into the GL Account Number as a two-digit number followed by a hyphen followed by the GL Account Number.
For Example: 01-123456-9000 where "01" is Fund 1 and "123456-9000" is the GL Account Number.
EXCEPTION: when setting up the GL Code for your inter-fund wash account/inter-fund control account you need to replace the Fund portion of the account number with XX. The XX acts as a wildcard and will be filled in with a legitimate fund number when entries are posted.
For Example: XX-123456-9000 means Account 123456-9000 in any Fund XX.
Fund Number (SAGLCODE_FundNumber)
Enter the Fund Number your finance/accounting number wishes to associate with this GL Code, if applicable. This information will be available when running a GL Interface.
DeleteDepartment (SAGLCODE_Department)
Enter the Department Number your finance/accounting number wishes to associate with this GL Code, if applicable. GL Codes can be sorted and sub-totaled by Department on numerous GL Reports.
DeleteBank Code (SAGLCODE_BankCode)
Enter the Bank Code your finance/accounting number wishes to associate with this GL Code, if applicable. This should be the same Bank Code your finance department uses for the Account Number.
DeleteProject Code (SAGLCODE_ProjectCode)
Enter the Project Code your finance/accounting number wishes to associate with this GL Code, if applicable. This should be the same Project Code your finance department uses for the Account Number, if any.
DeleteMisc Interface Information (SAGLCODE_MiscInterfaceInformation)
Enter any miscellaneous information about this GL Code in this field. When running a GL Interface, this information will be included.
DeletePermissions (SAGLCode_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this GL Code.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Used To Track Sales Tax? (SAGLCODE_UsedToTrackSalesTax)
Select this option if this GL code is used for tracking sales tax. Leave blank if not.
When selected, this GL Code will be designated as a Tax GL Code for reporting purposes. Transactions linked to it will appear on Sales Tax reports or in the Sales Tax" section of GL reports for example.
Transactions linked to Tax GL Codes are exempt from GL Accrual Processing.
DeleteUsed To Track Over Short Postings? (SAGLCODE_GLCodeTracksOverShortPostings)
Select this option if this GL Code is for tracking over/short postings for reporting purposes. Transactions linked to this GL Code will appear in the Over/Short" section of GL reports for example.
Generally speaking Over/Short postings are used in an End of Shift environment to track the efficacy of daily cash-outs.
DeleteUsed To Track Receivables? (SAGLCODE_ReceivableGLCode)
Select this option if this GL Code is for tracking Receivables. When selected, transactions linked to this GL Code will be:
- Included on GL Interfaces for departments that run in a Receivables environment, such as the SAP GL Interface used primarily by the Navy.
- Reportable on Sales Tax reports.
Inventory GL Code (SAGLCODE_InventoryGLCode)
For use with Inventory sales GL Codes only.
Link a GL code in this field if desired. The system will create inventory transactions after a sale is completed. These transactions will be included in the interface file.
DeleteCost Of Goods GL Code (SAGLCODE_CostOfGoodsGLCode)
For use with Inventory sales GL Codes only.
Link a GL code in this field if desired. The system will create inventory cost-of-goods transactions after a sale is completed. These transactions will be included in the interface file.
DeleteGL Line Item XRef1 (SAGLCODE_SAPXRef1)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item XRef2 (SAGLCODE_SAPXRef2)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item XRef3 (SAGLCODE_SAPXRef3)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item Ticket Description (SAGLCODE_SAPTicketDescription)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item Value Date (SAGLCODE_SAPValueDate)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item ZUONR (SAGLCODE_SAPZUONR)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item SGTXT (SAGLCODE_SAPSGTXT)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item Quantity (SAGLCODE_SAPQuantity)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
GL Line Item UOM (SAGLCODE_SAPUOM)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item Price Code (SAGLCODE_SAPPriceCodeARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item Ticket Description (SAGLCODE_SAPTicketDescriptionARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item ZFBDT (SAGLCODE_SAPZFBDTARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item ZUONR (SAGLCODE_SAPZUONRARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item SGTXT (SAGLCODE_SAPSGTXTARline)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item Quantity (SAGLCODE_SAPQuantityARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.
AR Line Item UOM (SAGLCODE_SAPUOMARLine)
Select your export value for this column, if needed.
Note: The field label represents a columnn on the export file. For example SAP XRef1 is the XRef1 column on the export SAP Ticket Description is the Ticket Description column on the export file etc.