PUBLIC SECTOR General Ledger GENERAL LEDGER 2 NOTICE SUNGARD PUBLIC SECTOR BI-TECH LLC MAKES NO REPRESENTATIONS OR WARRANTIES, ORAL OR WRITTEN, EXPRESS OR IMPLIED, WITH RESPECT TO THE SYSTEM, SERVICES, SOFTWARE, DOCUMENTATION, OPERATING ENVIRONMENT, ANY OTHER SOFTWARE OR SERVICES PROVIDED HEREUNDER OR ANY OTHER MATTER ADDRESSED HEREUNDER, AND SUNGARD PUBLIC SECTOR BI-TECH LLC EXPLICITLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF TITLE, MERCHANTABILITY AND FITNESS FOR A SPECIFIC PURPOSE. SunGard Public Sector Bi-Tech LLC shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance or use of this material. This documentation is proprietary and confidential information of SunGard Public Sector Bi- Tech LLC. Copying, reproduction or distribution is strictly prohibited. All rights reserved. Copyright © 2008 by SunGard Public Sector Bi-Tech LLC 890 Fortress Street Chico, CA 95973 Should you wish to make a comment, or if you find an error in the text, please contact us via email: [email protected] GENERAL LEDGER 3 Document Change Log Version Date Change Description 7.9 April 2008 7.9 Version GENERAL LEDGER 4 Contents 1 System Overview ............................................................................................................... 8 1.1 Introduction .............................................................................................................................. 8 1.2 System Flow Diagram ............................................................................................................ 10 1.2.1 The Big Picture ...................................................................................................................................11 1.2.2 The Integration Picture .......................................................................................................................11 1.2.3 Project, Grant, and Contract Management Integration .......................................................................17 1.2.4 Manual Data Entry..............................................................................................................................18 1.2.5 Manual Data Entry 2 ...........................................................................................................................19 1.2.6 Automated Reporting..........................................................................................................................20 1.2.7 Automated Budget/Actual/Encumbrance Output ................................................................................21 1.2.8 Automated Budget Entry.....................................................................................................................22 1.3 Terminology ........................................................................................................................... 23 1.4 The General Ledger Structure(s) ........................................................................................... 24 1.4.1 GL Side - General Ledger...................................................................................................................25 1.4.2 JL Side - Job Ledger (Project Accounting) .........................................................................................29 1.4.3 Multiple Ledgers .................................................................................................................................31 1.5 Journal Entries ....................................................................................................................... 32 1.6 Reporting and Inquiry............................................................................................................. 33 1.7 Budgeting............................................................................................................................... 33 1.8 Relationship to Other Systems (Interfaces) ........................................................................... 33 1.9 Closing and Controls.............................................................................................................. 34 1.10 Installation and Implementation ..........................................................................................35 1.11 Set up system parameters ..................................................................................................36 1.11.1 Define Organizational Part Codes ....................................................................................................36 1.11.2 Define Subsystem Interfaces............................................................................................................36 1.11.3 Learn How to Use the Security System ............................................................................................36 2 The General Ledger Structure .......................................................................................... 38 GENERAL LEDGER 5 2.1 General Information ............................................................................................................... 38 2.1.1 Organization Parts Definition ..............................................................................................................38 2.1.2 Object Structure..................................................................................................................................39 2.1.3 Calendar Definition .............................................................................................................................40 2.1.4 Budget Version Definition ...................................................................................................................41 2.1.5 Presentation........................................................................................................................................41 2.1.6 Miscellaneous.....................................................................................................................................43 2.1.7 Associated Text ..................................................................................................................................43 2.2 Organization Keys and Object Codes ....................................................................................43 2.2.1 Organization Key Parts Codes............................................................................................................44 2.2.2 Organization Key Definition ................................................................................................................45 2.2.3 Object Group Definition ......................................................................................................................53 2.2.4 Object Code Definition........................................................................................................................54 2.2.5 Associated Text for Organization Keys, Object Codes, Key Parts, and Object Groups......................55 2.2.6 Transaction Trapping..........................................................................................................................56 2.2.7 Budget Checking ................................................................................................................................58 2.3 Optional System Features...................................................................................................... 59 2.3.1 Quick Account Numbers .....................................................................................................................59 2.3.2 Rule Logic for Key Creation................................................................................................................62 2.4 JE Approval Definitions .......................................................................................................... 63 2.4.1 S GL Approval User Definitions ..........................................................................................................66 2.5 Default Account Mapping .......................................................................................................66 3 Journal Entries................................................................................................................... 68 3.1 General Ledger Journal Entries ............................................................................................. 68 3.2 Standard General Ledger Journal Entries.............................................................................. 71 3.3 Journal Entries Functions....................................................................................................... 72 3.4 Journal Entry Approval Functions ..........................................................................................78 3.5 Recurring Calculation Process............................................................................................... 80 3.6 General Transaction Processing............................................................................................ 81 3.7 Copy Set Tool for GLJEUP ....................................................................................................83 4 Reporting............................................................................................................................ 85 GENERAL LEDGER 6 5 : Fiscal Year-End...............................................................................................................