Module Implementation and Setup

Learn about the tasks for implementing and setting up the General Ledger module.

Define and Analyse Current Business Requirements

Review of your current business processes around the GL function. Analyse your requirements to determine how Greentree Desktop should be set up to support your business needs.

This analysis should also include a review of your chart of accounts and existing reports, to assist you in determining how to set up your general ledger, and understand how the reports will meet your needs.

Your Greentree consultant can help you prepare your business requirements definition, and help you to understand how Greentree Desktop satisfies your process requirements.

Determine Data Conversion Method

You must determine how you will transfer data (GL accounts and opening balances) from your current system into the system. There are three main ways to do this:

Enter data into Greentree Desktop (using journals).
Convert data from your current system into Greentree Desktop. If this method is selected, a data mapping exercise is required (field mapping from old system to Greentree), and a conversion form will need to be developed.
Upload data into Greentree Desktop from Excel, using the FREE functions. If this method is selected, the data has to be extracted from your current system, and manipulated within Excel, before applying formulas to load data into Greentree Desktop.

The method you choose will depend on how many general ledger accounts you use.

Note: If you are using Accounts Receivable and Accounts Payable modules, the opening balance for Debtors and Creditors Control accounts can be created by using the System and Opening Balance Entry forms within those modules.

Review and Define System Setup Parameters

Define the structure of your general ledger. A setup wizard is built into the Greentree Desktop system, which will guide you through the steps required to do this.

When you've defined the general ledger's structure, you can continue with the remaining setup tasks. You must complete these tasks before you can create general ledger accounts, and assign defaults to the General Ledger Module Control form:

Define Calendar(s). These are used system-wide.
Define Currency Code(s). These are used system-wide.
Set up Taxation parameters.

Setup General Ledger Accounts

You can setup General Ledger Accounts, upload them into Greentree Desktop using the FREE functions, or create your own conversion form if you are mapping data from an old system into Greentree Desktop.

Define General Ledger Module Control Parameters

When you have set up the general ledger accounts, you can specify the defaults and integration accounts on the General Ledger Module Control form.

Define Other General Ledger Parameters

Setup these GL parameters, to support your business processes:

Allocations (optional)
Account Trees (optional)
Transaction Trees (optional if sub-module in use)
Inter-Company Definitions (optional)
Posting Periods (mandatory)
User Fields (optional)

Create & Reconcile Opening Balances

There are two main ways that general ledger account balances can be loaded into Greentree:

Use Excel FREE functions to create journal transactions to represent opening balances.
Manually enter journals to represent opening balances.

Once the account balances have been created, you should reconcile them with your old system balances.

Develop Procedures Documentation & Train Users

When you have set up the General Ledger module to meet your business needs, you should update your process and procedures documentation as required, if the process or function differs from your existing system. You should train key users in the general ledger functions.

You are now ready to start using the general ledger functions: