G/L Setup

Overview

The General Ledger Setup screen is used to set up account segment definitions. Account number segment definitions are used to break down a company into small segments in order to retrieve detailed information for each segment defined. For example, if your company is set up using region, division, and branch, it will appear in the General Ledger menu as a new menu option entitled: Region, Division, and Branch Maintenance. Access this screen to set up values for each segment name entered in the Account Number Segment Definitions.
Note: the segment names that you enter should be short and descriptive in nature. If the names contain too many characters, they may not be completely displayed on certain screens

In this screen you will also determine your next General Ledger Batch Number. The batch numbers are used to track postings from each subsidiary ledger. Each time you post from the subsidiary ledgers, a General Ledger batch number is assigned to this entry. This should not be mistaken as the subsidiaries ledgers batch number since each module has its own set of batch numbers for tracking purposes. The number you key as your next batch number should be an unused tracking number in any previous General Ledger posting.

The Retained Earnings and Net Income account numbers are also entered in this screen. They are included in this screen to allow the system to create an automatic update of these accounts for each period. The net income account will reflect activity from the nominal accounts for the current year. The retained earnings account will reflect the activity of the nominal accounts for all periods prior to the current year.

However, the process of adding these accounts to this screen is done after the Chart of Accounts is created. Because of this, you will visit this screen one more time during setup.

From the G/L menu select Special Function/ General Ledger Setup.

Enter the Segment #1 Name (This may be alpha or Numeric).
Enter the Segment #2 Name (This may be Alpha or Numeric).
Enter the Segment # 3 Name (This may be Alpha or Numeric).
Enter the next Journal Batch Number - must be a unique batch number.
After setting up the chart of accounts, you will need to return to this screen and:
- Enter the retained earnings account.
- Enter the Net Income Account.
- Click on the Save icon

Note this screen impacts the entire processing of TRX Enterprise, and cannot be changed for this company after the processing begins. Remember to return to this screen after completing the G/L Chart of Accounts to add the Net Income and Retained Earnings account numbers.