Home » Help Sheet: Exchequer Support – How To Add A New GL Code

Adding A New GL Code

Difficulty

Moderate

Methods

Steps

This guide will give you an insight on how to add a new GL code. It will go through:

  • Setting up a General Ledger Account window
  • Various Different Settings within the General Ledger Account window
  • A detailed step-by-step guide on how to add a new GL code

Step 1: Opening the General Ledger Drill Down Window

Click on the General Ledger button to open the General Ledger Drill Down window. The button is located on the top bar and looks like a folder with ‘GL’ inside of it. Below is a preview of the General Ledger Drill Down and what it should look like.

Step 2: Selecting the total line

Make sure that you are highlighting the total line of the folder that you want the new card to be added within.

Another thing to consider would be what code you would want to give that general ledger code. Every time you click on a general ledger code, it’s code is shown at the bottom left of the ‘General Ledger Drill Down’ window. It is advised to leave a gap between these general ledger codes in case another code is needed to be added in the future.

Step 3: Open ‘Add General Ledger Account’ window

Once you have highlighted the total line that you want to add the new code in, right click and then select ‘Add’.

Step 4: Setting a G/L Code

Set a General Ledger code. Be mindful about it falling within the whole process that you are using. The general ledger code is a key identifier so it will have to be unique.

Step 5: Setting an Alternative Search Code

An Alternative Search Code can be set if wanted. This is not required.

Step 6: Setting a Description

Give a description as to what this new GL Code will be.

Step 7: Setting a code type

Specify a type that will match your new GL code.

Step 8: Setting the Currency

Specify a currency in which will be used with this new code.

Step 9: (Optional) Setting Carry Forward To

The ‘C/Fwd to:’ box is used for carry forward general ledger codes. It is advised for advanced used for adding a carry forward general ledger code.

Step 10: (Optional) Setting Page Break

The ‘Page Break’ tick box is used then your balance sheet and your profit and loss reports will force a page break after this general ledger code is displayed.

Step 11: (Optional) Setting Inactive A/C

Inactive account means that this general ledger code is inactive and you no longer will able to post to it.

Step 12: (Optional) Setting Revalue

Revalue means that this general ledger code will be available to revalue as part of the currency evaluation process.

Step 13: (Optional) Setting Force JC

Force JC means that if you select this general ledger code on a transaction line then you will be forced to enter a job code. This is mainly used for your job costing module.

Step 14: Adding the code to the General Ledger

Once you have clicked ‘Ok’, the ‘Add General Ledger Account’ window will close. Once this has closed, check that your code has been added successfully.

This code can be deleted but only if there is nothing posted to it. If a code is to be edited then it can be done by right clicking on the code you want to edit, going to ‘Records’ and then finding the ‘Edit’ option in the menu.

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Video Transcript
Hello and welcome to the Exchequer help video, adding a new general ledger code.

If you need to add a new general ledger code into your general ledger tree in Exchequer, the first thing that you need to make sure is that you're highlighting the total line of the folder that you want the new code to be added within.

The second thing to consider here is what code you want to give that general ledger code. As you can see, every time you highlight a general ledger code its code is shown at the bottom down here so most of the time the general ledger would be set up with general ledger code in sequence and I tend to leave a gap between these general ledger codes in case we need to add another code in there in the future. So, this code is 2010 and this code is 2015. So, the purpose of this exercise I'll add code to 2013.

So, you need to highlight the total line for the folder you want to add it within and so right click and select add.

The first thing that we do is give it a general ledger code of course that could be any code, whatever you wish to call it really and but as I said it'd be nice for it to fall within the whole of the process that you're using currently with your coding, you can give it an alternative search code if you wish and a description.

Here you specify the type so because this is a bank code this will be a balance sheet and here you specify the currency so whether this is a consolidated account which is all currencies consolidated into your main, or whether you only wish to be able to post early transactions to their only wish to be able to post your own transactions to their and so on.

So, I'm just going to leave this consolidated which means that I can post any currency at all to this particular general ledger code.

This carry forward box is used for carry forward general ledger codes. I would advise that you contact the help desk if you do want to add a carry forward general ledger code.

The page break ticks which simply means that if this is selected on your try balance, your balance sheet and your profit and loss reports will force a page break after this general ledger code is displayed.

Inactive account means that this general ledger code is inactive if you no longer wish to be able to post to it.

Revalue means this particular general ledger code will be available to revalue as part of the currency evaluation process.

‘Force JC’ basically means that if you select this general ledger code on a transaction line, you will be forced to enter a job code - that is used for your job costing module.

If I select ok I can see that my general ledger code is added within this list. I can delete that general ledger code as long as nothing is posted to it and to do that I would select records and delete and obviously if I want to edit that at any point I will go to record and edit. thank you for listening to the Exchequer help video for how to add a new general ledger code.

If you've got any questions whatsoever please don't hesitate to contact us here on the HBP system support help desk.