GL00.1 - Chart of Accounts Use GL00.1 (Chart of Accounts) to define and maintain your account structure. Defining the chart of accounts is the first step in defining information in the General Ledger system. There are three methods to create your chart of accounts. You can define a new chart using this program, copy an existing chart, or use Chart Interface Maintenance (GL60.1) to convert a chart of accounts from a non-Lawson environment, such as a spreadsheet, to the Lawson General Ledger system. The chart of accounts is not company specific. You can use the same chart of accounts for multiple companies, but each company can use only one chart. Each chart of accounts must contain both Balance Sheet and Income Statement accounts. For a complete chart of accounts, you define summary, detail, and system accounts. Summary accounts are used as headings and determines how accounts are totaled or rolled up. A summary account contains detail accounts, which are used to post journal entries and store general ledger information. A system account are detail accounts that are used to post retained earnings, undistributed retained earnings, error suspense, and translation gain and loss transactions. 1. Define the chart of accounts. 2. Define your company structure using GL10.1 (Company). 3. Define your accounting unit structure using GL20.1 (Accounting Unit - Account). The following is a "standard" chart of accounts. Summary Accounts ---------------- Assets Liabilities Equity Revenue Expenses Detail Accounts/Account - Subaccount Numbers -------------------------------------------- Cash/11100-0000 Cash-Checking/11200-0000 Interzone Receivable/12000-0000 Accounts Receivable/13000-0000 Fixed Assets/17999-0000 Accounts Payable/21200-0000 Interzone Payable/22000-0000 Error Suspense/38000-0000 When you define a new chart of accounts, you must assign a name, select the type or chart (balance sheet and income statement), define summary accounts, select totaling depts, and define detail and system accounts. This program contains the following buttons to define your chart structure. New Chart - Choose the New Chart button to define a name that identifies the chart, a description of the chart, and optionally, assign a user analysis group. Preview - Choose the Preview button to view the entire chart of accounts online. Sys Accts - Choose the Sys Accts button to select the detail accounts you want to post retained earnings, undistributed retained earnings, error suspense, and translation gain and loss transactions to. Accounts - Choose the Accounts button to define detail accounts for each summary account. More - Choose the More button to define additional options for each summary account. Run GL200 (Chart of Accounts Listing) to list the chart of accounts structure. Use this report to verify your information and that the structure is correct before processing or defining additional information. Updated Files GLCHART - Used to update the last sequence number assigned to the chart's summary accounts. GLCHARTSUM - Used to store the summary account definition maintained by this program. Referenced Files ACACCTCAT - Used to validate the account category assigned to a summary account. GLACCTVLD - Used to validate the existence of a system code restriction. GLCHARTDTL - Used to validate the existence of a summary account's detail account. MXLISTHDR - Used to validate the existence of the dynamic account generation accounting unit list. SLRELATHDR - This file is used to validate the user analysis relation exists. GL00.2 - Define Chart Name Use GL00.2 (Define Chart Name) to define a name that identifies the chart of accounts, a description of the chart, and select a user analysis group to attach to the chart. You can only delete a chart of accounts if it is not assigned to a company. A user analysis group is defined in SL02.1 (User Analysis Group) and is a combination of up to four user analyses. A user analysis is a flexible, user-defined element, much like an accounting unit, account, or attribute that stores additional transaction information you can use for reports and analysis. You can use a user analysis in all subsystems that report and post data to the General Ledger system. You can assign a user analysis group to more than one chart. Within this subform, you can choose the Copy button to open the Chart Copy subform. Use this subform to copy an existing chart of accounts to help create a new one. Updated Files GLCHART - Used to store the chart name definition maintained by this program. GLCHARTDTL - Related detail account records deleted when chart name is deleted. GLCHARTSUM - Related summary account records deleted when chart name is deleted. Referenced Files GLSYSTEM - Used to validate the chart name's association to a company. SLGROUPHDR - Used to validate the existence of a user analysis group. GL00.3 - Detail Accounts Use GL00.3 (Detail Accounts) to define and maintain the detail accounts contained within a summary account. Summary accounts are used as headings and determine how detail accounts are totaled or rolled up. Detail accounts are used to post journal entries and store general ledger information. For each detail account, you determine the account status (Active or Inactive), how transactions are summarized, whether to allow units, and whether activities defined in the Activity Management system are required. To define additional detail account options, choose the More button to open the Account Information subform. The detail account uses options defined for the summary account unless you override the options on this subform. An asterisk displays next to the button if options are defined for a detail account. Updated Files GLCHARTDTL - Used to store the detail account definition maintained by this program. Referenced Files ACACCTCAT - Used to validate the existence of the account category. GLACCTVLD - Used to validate the existence of a system code restriction for this account. GLCHART - Used to validate the chart. GLCHARTSUM - Used to validate the summary account. GLMASTER - Used to validate posting accounts. MXLISTHDR - Used to validate the dynamic account generation accounting unit list. SLRELATHDR - Used to validate the existence of a user analysis relation. TRCODES - Used to validate translation codes. GL00.6 - Move Detail Account Use GL00.6 (Move Detail Account) to move the detail account to a different summary account in the chart of accounts. Updated Files GLCHARTDTL - This file is updated with the detail account's new summary account association. Referenced Files GLCHART - Used to validate the chart. GLCHARTSUM - Used to validate summary accounts. GL00.7 - System Accounts Use GL00.7 (System Accounts) to select the detail accounts used to post retained earnings, undistributed retained earnings, error suspense, translation gain and loss transactions, and report currency transaction gain and loss transactions. The detail accounts must already be defined in the chart of accounts. Lawson recommends that you do not use system accounts for any other process other than retained and undistributed retained earnings, error suspense, and translation gain and loss. Each company must have at least one retained earnings, undistributed retained earnings, and error suspense accounts. The following table indicates the system accounts required by specific General Ledger procedures. Procedure System Account --------- -------------- Fiscal Year End Closing Retained and Undistributed Retained Earnings Journal Posting Undistributed Retained Earnings and Error Suspense Subsystem Journal Posting Error Suspense Recurring Journal Posting Error Suspense Allocation Journal Posting Error Suspense Currency Translation Transaction Gain and Loss Report Currency Journal Posting Report Currency Rounding Adjustment To select different error suspense accounts for each system, choose the By System button to open the Error Suspense by System subform. Updated Files GLCHART - Updates the chart name with the system accounts maintained by this program. Referenced Files CUAMOUNT - Used to validate the existence of a non-base currency for the posting account. GLAMOUNTS - Used to verify the existence of undistributed retained earnings postings. GLCHARTDTL - Used to validate detail accounts. GLESACCT - Used to validate the existence of multiple error suspense definitions. GLMASTER - Used to validate accounts. GLSYSTEM - Used to validate the existence of a company. GL00.8 - Rename Summary Account Use GL00.8 (Rename Summary Account) to change the name of a summary account. Updated Files GLCHARTSUM - This file is updated with a summary account's new name. Referenced Files GLCHART - Used to validate the chart. GL00.9 - Chart Copy Use GL00.9 (Chart Copy) to create a new chart of accounts by copying an existing chart of accounts and making changes. The copy process copies summary accounts, detail accounts, and all account options. Updated Files GLACCTVLD - Used to validate accounting unit, account, and subsystem information. GLCHART - Used to store the copied chart name records. GLCHARTDTL - Used to store the copied detail account records. GLCHARTSUM - Used to store the copied summary account records. Referenced Files None. INVOKED Programs IFCC |