MANUALS > G/L Interface > G/L Interface Module > G/L Interface, Update Menu > G/L Accounts > Creating a New G/L Account

Creating a New G/L Account

Select the New button to create a new account code:

The following information/options are available in this window:
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Active checkbox

Check this box to indicate that this G/L account is currently active within the system. If unchecked (inactive status), the account will be displayed in red. Also, when the G/L account is selected throughout the system, the user is notified and is unable to save the transaction. Therefore, upon deactivating an account, it is recommended that all parts or P/N Categories be reassigned to an active account.

G/L Account

The G/L Account codes consist of four fields each with a maximum length of EIGHT (8) alpha numeric characters. Each field in the account code will represent (or reference) some entity within your organization. A standard method of filling each field must be adopted before setting up the accounts. The two common standards that may be adopted for the fields are as follows:

First Option (Typically used by U.S. based companies)

Field 1 - Function

Field 2 - Objective

Field 3 - Cost Center

Field 4 - Location

Second Option (Typically used by companies based outside the U.S.)

Field 1 - Company

Field 2 - Expenditure

Field 3 - General Ledger Reference

Field 4 - Cost Center

G/L Description

A description of the G/L account code.

Category

The category to associate with the G/L account code. The available options are Expense, Inventory, or All. 'Inventory' is typically used for accounts reflecting parts that are new to the system (i.e. Purchase and Exchange Orders) while 'Expense' is used for parts going out of the system (i.e. Repair Orders).

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This account code will now be available for use in the system. Users can set up as many accounts as needed.