General Ledger Allocations {FCSO-6}

As was said before, the creation of accounts and cost centres merely supports "what" is to be reported on and "where" or for "whom" the reporting is done. In order to post transactions, (G)eneral (L)edger (A)llocations must be created by combining a cost centre and an account.

The code of the cost centre to which allocations are to be done is entered in Block 1. The program will validate that the Cost Centre is a (D)etail and not a (C)onsolidation Cost Centre. The system will display the name of the cost centre and the number of accounts already linked for the current GL financial year. The user will then be prompted with the question: "Do you want to do major allocations"

If the answer is (N)o, the user can do individual allocations in Block 2 after the <NEXT BLOCK> command, as follows:
the system will display the cost centre from Block 1.
enter the code of the account to be added. A <LIST> of all detail Accounts currently linked to the Cost Center specified, for the current GL financial year, is available. Thus, Users can use the <LIST> function to agree with the records created in their working papers.
the names of the cost centre and account are displayed * the system defaults and displays the present financial year of the General Ledger. If another financial year is entered, the system will respond with: "GLA year is not equal to the current year of the GL Subsystem".
enter the (A)ctive or (N)on-active indicator * a reason for (A)ctive or (N)on-active can be entered.
The user can acknowledge the message of the financial year field and the transaction will be <COMMIT>ted. The program will validate that duplicate records cannot be created for the same financial year.

Major allocations can be done by replying (Y)es, and the following menu will be displayed:

Select a number from each list:

Cost Centres : Accounts :

Fields in the option:

Panelbox: General ledger Allocation

Field	Type & Length	Description
Cost Centre	A6	Enter code for Cost centre in GLA.
Account	A6	Enter the account code.
Financial Year	(YYYY)	Enter the year in which you want to use the GLA's.
Active Indicator	A1	Enter (A) active or (N) non active.
Reason	A30	Enter reason for active or non active.

Example(s):

Processing Rules
	1. CC's From => To 1. Accounts From => To 2. CC's per Consolidation 2. Accounts Indicated 3. CC's per Department 3. Accounts per Account List Code 4. CC's per Fund Group 4. Select Up To 10 Accounts 5. CC's Masked 6. Select Up To 10 CC's 7. CC's/Acc's Non-/active Indicator 8. Copy all GLA's to Next Fin. Year Q. RETURN CC - Option 1. will link to the cost centres within the range CC - Option 2. will link to all cost centres consolidated into the specified cost centre CC - Option 3. will link to all cost centres linked to the specified department CC - Option 4. will link to all cost centres linked to the specified fund group CC - Option 5. will link to all cost centres which match the mask criteria, e.g. F would link to all cost centres starting with an "F" CC - Option 6. Will link up to 10 cost centres CC -. Option 7. will set the non-/active flag for a range of cost centres, accounts and financial years. If the flag is set to non-active a "Reason for non-active indicator" can be supplied by the user CC -. Option 8. will copy all active GLA's of the current year to the next year as active GLA's. If this option is re-run in the same year, then it will add the active GLA's not yet in the next year Acc - Option 1. will use all accounts in the range Acc - Option 2. will use all accounts with specified exception indicator Acc - Option 3. will use all accounts linked to the specified list. Acc - Option 4. will use up to 10 accounts The system will control that: Duplicate GLA's for the same financial year cannot be created * (H)eader, (S)ub-total and (T)otal accounts cannot be created * GLA's in use and the balance is not zero, cannot be deleted. Non-active Cost centres and/or Accounts are not copied.

Processing
Rules

1. CC's From => To 1. Accounts From => To
2. CC's per Consolidation 2. Accounts Indicated
3. CC's per Department 3. Accounts per Account List Code
4. CC's per Fund Group 4. Select Up To 10 Accounts
5. CC's Masked
6. Select Up To 10 CC's
7. CC's/Acc's Non-/active Indicator
8. Copy all GLA's to Next Fin. Year Q. RETURN

CC - Option 1. will link to the cost centres within the range
CC - Option 2. will link to all cost centres consolidated into the specified cost centre
CC - Option 3. will link to all cost centres linked to the specified department
CC - Option 4. will link to all cost centres linked to the specified fund group
CC - Option 5. will link to all cost centres which match the mask criteria, e.g. F would link to all cost centres starting with an "F"
CC - Option 6. Will link up to 10 cost centres
CC -. Option 7. will set the non-/active flag for a range of cost centres, accounts and financial years. If the flag is set to non-active a "Reason for non-active indicator" can be supplied by the user
CC -. Option 8. will copy all active GLA's of the current year to the next year as active GLA's. If this option is re-run in the same year, then it will add the active GLA's not yet in the next year

Acc - Option 1. will use all accounts in the range
Acc - Option 2. will use all accounts with specified exception indicator
Acc - Option 3. will use all accounts linked to the specified list.
Acc - Option 4. will use up to 10 accounts

The system will control that:

Duplicate GLA's for the same financial year cannot be created * (H)eader, (S)ub-total and (T)otal accounts cannot be created * GLA's in use and the balance is not zero, cannot be deleted.
Non-active Cost centres and/or Accounts are not copied.

Date	System Version	By Whom	Job	Description
25-Sep-2006	v01.0.0.0	Charlene van der Schyff	t133474	New manual format.
21-May-2019	v04.1.0.0	Tshidiso Dennis Koetle	T231722	New manual format