General Ledger Preferences

Form ID: (GL102000)

You use this form to configure the general ledger. The settings defined on this form include numbering sequences for GL batches, document and payment processing options, mailing settings, and special accounts used in the general ledger.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

General Tab

The general settings for the general ledger functionality include chart of account settings, posting settings, and data entry settings. On this tab, you can also specify the numbering sequences used to generate the identifiers of GL batches and multiple types of GL transactions.

Table 1. Numbering Settings SectionIn this section, you define the numbering sequences for various entities in the general ledger. You can use the predefined sequences, which are selected in the boxes by default, or define new numbering sequences on the Numbering Sequences (CS201010) form. For details, see Use of Numbering Sequences.
Element	Description
Batch Numbering Sequence	The numbering sequence assigned to batches.
Import Numbering Sequence	The numbering sequence assigned to imports of trial balances on the Trial Balance (GL303010) form.
Schedule Numbering Sequence	The numbering sequence assigned to schedules of recurring transactions on the Recurring Transactions (GL203500) form.
Allocation Numbering Sequence	The numbering sequence assigned to allocations on the Allocations (GL204500) form. This box appears on the form only if the Allocation Templates feature is enabled on the Enable/Disable Features (CS100000) form.
Document Batch Numbering Sequence	The numbering sequence assigned to batches of documents (that is, journal vouchers) that users enter on the Journal Vouchers (GL304000) form.
Reuse Reference Numbers in Journal Vouchers	A check box that indicates (if selected) that reference numbers for documents created on the Journal Vouchers form are reused in case the number was allocated for the document that was not saved (thus, not created), or the reference number was allocated for a deleted document.

Table 2. Chart of Accounts Settings SectionIn this section, you specify the system-maintained YTD (Year-to-Date) Net Income and Retained Earnings accounts, as well as define the order in the chart of accounts and the sign of the trial balance.
Element	Description
YTD Net Income Account	The account that holds the net income accumulated since the beginning of the financial year. This account is maintained by the system, and transactions cannot be posted to it. You must create the account on the Chart of Accounts (GL202500) form before you specify the account in this box. Once you have specified an account in this box and saved your changes, the account can be replaced by another one as long as transactions have not been posted in the system. After any transaction has been posted to any income or expense account, the account selected in this box cannot be changed.
Retained Earnings Account	The account that accumulates the company’s net income or loss that is retained by the company. This account is maintained by the system. An account is available for selection in this box only if it has first been defined on the Chart of Accounts form. The lookup table that opens when you click the magnifier button lists accounts with the Liability type only. Once you have specified an account in this box and saved your changes, the account can be replaced by another one as long as no journal transactions have been posted to it. After any transaction has been posted to an income or expense account, the selected account cannot be changed.
Sign of the Trial Balance	The way the balances of the liability and income accounts are represented in the trial balance. The following options are available: Normal: The credit balances for liability and income accounts are displayed with a plus sign, and the debit balances are displayed with the minus sign. The YTD Net Income account is included in the trial balance. In the trial balance of this type, the total balance of all asset accounts is equal to the total balance of all liability accounts. Reversed: The credit balances of liability and income accounts are displayed with a minus sign, and the debit balances are displayed with the plus sign. The YTD Net Income account is excluded from the trial balance. In the trial balance of this type, the total balance of all accounts is equal to zero. Note: You need to specify an appropriate option before importing the trial balance to MYOB Advanced depending on the type of the trial balance to be imported.
Chart of Accounts Order	The order of accounts on the general ledger reports. Select one of following option buttons to define the order: 1:Assets 2:Liabilities 3:Income and Expenses: The system generates GL reports that have accounts listed in the following order: assets accounts, liabilities accounts, and then income and expense accounts in mixed order, sorted by the account ID. 1:Assets 2:Liabilities 3:Income 4:Expenses: The system generates GL reports that have accounts listed in the following order: assets accounts, liabilities accounts, income accounts, and expense accounts. Within each group, the accounts are sorted according to the account ID. 1:Income 2:Expenses 3:Assets 4:Liabilities: The system generates GL reports that have accounts listed in the following order: income accounts, expenses accounts, assets accounts, and liabilities accounts. Within each group, the accounts are sorted according to the account ID. 1:Income and Expenses 2:Assets 3:Liabilities: The system generates GL reports that have accounts listed in the following order: income and expenses accounts in mixed order, then assets accounts, and finally liabilities accounts. Within each group, the accounts are sorted according to the account ID. Custom Chart of Accounts Order: You specify the order of accounts manually in the COA Order column on the Chart of Accounts form.

Table 3. Posting Settings SectionIn this section, you specify settings related to posting to the general ledger.
Element	Description
Generate Reversing Entries	The option that indicates when the system generates reversing batches: On Period Closing or On Post.
Automatically Post on Release	A check box that indicates (if selected) that transactions will be posted on release of a batch. This simplifies batch processing, because no batches with an Unposted status will be generated. This check box is selected by default.
Restrict Access to Closed Periods	A check box that indicates (if selected) that only users that belong to the Financial Supervisor role can post to closed periods; users with this role can also reopen closed periods and unlock periods with the Locked status. If the check box is cleared, all users can post transactions to closed periods; they can also reopen and unlock financial periods. Note: Closed periods do not appear in the lists of financial periods on data entry forms and thus cannot be selected; instead, users have to type the identifier of the closed period into the box.
Generate Consolidated Batches	A check box that indicates (if selected) that on release of multiple documents in the accounts payable, accounts receivable, cash management, inventory, and payroll subledgers, documents are grouped by branch, posting period, and currency, and the batches are generated on a per-group basis rather than on a per-document basis. If this check box is cleared, for each document released in the accounts payable, accounts receivable, cash management, inventory, or payroll subledger, a separate batch is generated in the general ledger.
Automatically Release Reclassification Batches	A check box that indicates (if selected) that Reclassification transactions will be posted automatically on release.

Table 4. Data Entry Settings SectionIn this section, you specify settings related to data entry in the general ledger.
Element	Description
Hold Batches on Entry	A check box that indicates (if selected) that when new batches are saved, they have the On Hold status by default.
Hold Vouchers on Entry	A check box that indicates (if selected) that when new vouchers are saved, they have the On Hold status by default.
Validate Batch Control Totals on Entry	A check box that indicates (if selected) that batch control totals will be validated: Users must enter the batch control total before they save the batch on the Journal Transactions (GL301000) form or the batch of documents on the Journal Vouchers (GL304000) form. If the check box is cleared, validation will be performed only when the user clears the Hold Batches on Entry check box for a batch, and unbalanced batches may be saved as drafts.
Require Ref. Numbers for GL Documents with Taxes	A check box that indicates (if selected) that the document reference number (the Ref. Number column) is required when users add tax-related journal transactions on the Journal Transactions form. This box is available only if the Tax Entry from GL Module feature is enabled on the Enable/Disable Features (CS100000) form.
Default Subaccount	A subaccount to be used as the default subaccount with accounts for which the Use Default Subaccount option is selected on the Chart of Accounts (GL202500) form.

Approval Tab

You use this tab, which is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, to set up the approval process for batches of GL transactions.

In the table, you specify the approval map or maps to be used to assign GL transactions to employees for approval.

Table 5. Table Columns
You use this table to specify the approval map or maps to be used in the approval process.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Active	A check box that indicates (if selected) that approval is required for batches of GL transactions of the type selected in the Type column. The system will use the map specified in the Approval Map column for processing the approval.
Type	The type of the batch of GL transactions that is subject to approval, which is one of the following options: Normal: A batch of GL transactions that has been manually created on the Journal Transactions (GL301000) form or generated by the system on the Generate Recurring Transactions (GL504000) form Consolidation: A batch of GL transactions generated by the system when a user runs the process of importing data from consolidation units to the parent company on the Import Consolidation Data (GL509000) form Trial Balance: A batch of GL transactions generated by the system when a trial balance is released on the Trial Balance (GL303010) form Reclassification: A batch of GL transactions generated by the system when a user reclassifies a GL transaction with the Normal type on the Reclassify Transactions(GL506000) form Allocation: A batch of GL transactions generated by the system when the allocation process is run on the Run Allocations (GL504500) form
Approval Map	The approval map to be used for processing the approval of these batches of GL transactions. The map specifies the employees responsible for approving GL transactions of this type and the approval conditions to be used by the system for assigning the transactions to approvers. To view or modify approval maps, use the Assignment and Approval Maps (EP203000) form.
Pending Approval Notification	The template that the system uses to generate notification emails for employees who approve these batches of GL transactions. You can create new templates or edit existing ones by using the Email Templates (SM204003) form.