Functional Area: General Ledger / Create or Change General Ledger Account Master Record
Purpose - Account Code Custodian - GL
Use this procedure to create, change, mark for deletion or block a G/L account master record.
Trigger
Perform this procedure when an approved A-123 is received that requests a new G/L account be created, a change be made to a G/L account, or a G/L account be blocked or marked for deletion.
Prerequisites
- The corresponding Commitment Item must be established before the G/L is created.
- An approved A-123 must be submitted before a G/L can be created, changed, blocked or marked for deletion.
Use the following menu path to begin this transaction:
- Select Accounting Financial Accounting General Ledger Master Records Individual Processing Centrally to go to the Edit G/L Account Centrally screen.
FS00
Helpful Hints
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional C).
- Always begin on the Type/description tab. Selections on this first tab determine the fields that are displayed on some of the other tabs.
- When you begin FS00 you will be taken to the Edit G/L Account Centrally screen and SAP usually defaults to the last G/L you used. At this point you’ll need to change the G/L and select the function (create, change, block, delete) if you do not wish to edit fields in the G/L.
- This one transaction is used to perform any of the functions associated with the G/L master data (display, display changes, create, change, display changes, block, mark for deletion).
- Cost Elements have been programmed to be created at the same time that G/Ls are created.
- On certain screens you may have to scroll to view some data entry fields.
1. Start the transaction using the menu path or transaction code.
Edit G/L Account Centrally
2. As required, change/review the following fields:
Field Name / R/O/C / Description
G/L Account No. / R / Code identifying the account in the general ledger where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Assets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9)
Example: 530207
Company Code / R / Organizational unit within Financial Accounting
Enter: UC
3. Perform one of the following:
If You Want To / Then / Go To
Create a G/L account (without a template) / Click . / Step 4
Create a G/L account with reference to another G/L account / Click . / Step 26
Change a G/L account / Click . / Step 32
Block a G/L account / Click . / Step 28
Mark a G/L account for Deletion / Click . / Step 41
Exit this transaction / -- / Step 44
Create G/L Account Centrally (Type/description tab)
4. As required, change/review the following fields:
Field Name / R/O/C / Description
Account group / R / Summary of attributes that control the creation and maintenance of master records; The account group determines which data is required for the master records and the number range assigned to those master records; You must assign each master record to an account group
Example: Departmental Operating Expense
Select the appropriate account group from the drop-down box based on the type of account that is being established.
5. Perform one of the following:
If You Want To / Then
Create a P&L account / Select to the left of P&L statement acct
This account type will only be used for general ledger accounts that begin with the numbers 4 – 9.
Create a balance sheet account / Select to the left Balance sheet account
This account type will only be used for general ledger accounts that begin with the numbers 1 – 3. 1 (Assets), 2 (Liabilities) or 3 (Fund Balance Accounts.
6. As required, complete/review the following field:
Field Name / R/O/C / Description
Functional Area / R / Organizational unit in Accounting that classifies the expenses of an organization by functions such as Instruction, Research, Public Service, Academic Support, Student Services, Institutional Support, Operation and Maintenance, Scholarship and Fellowship, Auxiliaries, Hospital, None
Leave Blank – We ARE NOT completing this field at UC.
7. As required, complete the following fields:
Field Name / R/O/C / Description
Short text / R / Text description of an object limited to 40 characters
Example: FIowers & Cards
This is a 20 digit field:
Use both upper and lower case. Always capitalize the first letter. Nothing should be in all caps unless it is a standard abbreviation normally capitalized.
Do not use periods with abbreviations.
Use no spaces between hyphens and slashes.
Avoid running two words together to fit the field.
G/L acct long text / R / Text description of the G/L account
Example: FIowers & Cards
This is a 50 digit field.
Use both upper and lower case. Always capitalize the first letter. Nothing should be in all caps unless it is a standard abbreviation normally capitalized.
Do not use periods with abbreviations.
Use no spaces between hyphens and slashes.
Avoid running two words together to fit the field.
8. Click the tab.
Create G/L Account Centrally (Control data tab)
9. As required, complete/review the following field:
Field Name / R/O/C / Description
Account currency / R / Currency in which the account is managed
Enter: USD
10. Select to the left of Only balances in local crcy.
11. As required, complete the following field:
Field Name / R/O/C / Description
Tax category / R / Indicator used to determine if the account is tax-relevant, if it is a tax account, and if it is a tax-relevant G/L account
Example: *
Enter * ONLY IF it is an expense account (5), otherwise leave blank.
12. Perform one of the following:
If You Want To / Then
Allow posting without tax allowed for an expense account / Select to the left of Posting without tax allowed.
Allow open item management / Select to the left ofOpen item management.
Treasury will identify the general ledger account that should be selected.
Only for some bank accounts that are all in the balance sheet general ledger.
13. Select to the left of Line item display.
14. As required, complete the following field:
Field Name / R/O/C / Description
Sort key / R / Default value for sorting line items in a line item display
Example: 008
The following sort keys should be used based on the account group assigned to the G/L.
001 – Use when Account Groups are Marketable Securities, Real Estate, Accounts Receivable (except billed receivables), Inventories, Prepaid Expenses, Notes Receivable, Funds Held in Trust Other, Fixed Assets, Accounts Payable (except Vouchers Payable), Accrued Liabilities, Deposits, Bonds & Notes Payable, Lease Payable/Bank Loans, Fund Balance (except on asset recon accounts), Revenues, Miscellaneous, Transfers, and Conversions.
002 – Only use for AR Billed Receivables and AP Vouchers Payable.
003 – Use when Account Groups are Cash Accounts, Cash for Investments, and Petty Cash.
008 – Use when Account Groups are Salaries, Benefits, Department Operating Expenses, Capital, Scholarships, Other Grant, Recovery Expenses.
018 – Use when Account Groups are Fund Balance that are also asset recon accounts.
15. Perform one of the following:
If You Are / Go To
Creating a balance sheet account / Step 16
Creating a P&L account / Step 18
16. As required, complete the following field:
The Recon. account for acct type field will only show up on the Control data tab when a balance sheet G/L (1, 2, or 3) is created and that balance sheet is assigned to certain account type groups. Otherwise the field normally won’t appear on the SAP screen.
Field Name / R/O/C / Description
Recon. account for acct type / R / This field characterizes the G/L account as a reconciliation account and ensures the integration of a subledger account into the general ledger
Example: Customers
UC will use the following:
Assets – Use with Real Estate balance sheet accounts that are not full accrual and for all modified accrual capital asset balance sheet accounts. Asset Management will determine when use of this is appropriate.
Customers – Use only with the A/R Billed Receivables account and with the Downpayments and Downpayments-Grants account.
Vendors – Use only with the Accounts Payable Vouchers Payable account.
Leave blank if a recon account is not required.
17. Perform one of the following:
If The / Then
Recon account for account is required / Click to select the appropriate account.
Recon account for account type is not required / --
18. Click the tab.
Create G/L Account Centrally (Create/bank/interest tab)
19. As required, complete the following field:
Field Name / R/O/C / Description
Field status group / R / Code used to determine the screen layout for document entry
Example: G004
G001 – Use when Account Groups are Marketable Securities, Real Estate (except ones with asset recon accounts-see G007), Accounts Receivable (except billed receivables-see G012), Inventories, Prepaid Expenses, Notes Receivable, Funds Held in Trust Other, Accounts Payable (except Vouchers Payable-see G012 plus AP Vendor and the Clearing Account for Stop Pay Checks – see G011), Accrued Liabilities, Deposits, Bonds & Notes Payable, Lease Payable/Bank Loans, Fund Balance (except on asset recon accounts-see G), Transfers, and Conversions.
G004 – Use when Account Groups are Salaries, Benefits, Department Operating Expenses, Capital, Scholarships, Other Grant, Recovery Expenses plus all Miscellaneous accounts that are depreciation or settlement expenses.
G005 – Use when Account Groups are Cash Accounts, Cash for Investments, and Petty Cash.
G007 – Use for Real Estate Asset accounts that have asset recon accounts and Fixed Asset Accounts.
G011 – Use for AP Vendors and AP Clearing Account-Stoppay Checks.
G012 – Only use for AR Billed Receivables and AP Vouchers Payable.
G029 – All Revenue Accounts.
G067 – Use when the Account Group is Fund Balance and it is also an asset recon accounts.
20. Deselect to the left of Post automatically only.
This selection box should not be selected for any of the G/Ls we will be using at UC.
21. Deselect to the left of Supplement auto. Postings.
This selection boxshould not be selected for any of the G/Ls we will be using at UC.
22. Perform one of the following:
If You Want To / Go To
Create a Fixed asset account group / Step 23
Create other groups / Step 24
The Commitment item field will only show up on the Create/bank/interest tab when an asset categorized as a “Fixed Asset” account group type has been selected for the G/L or if an expense categorized as a “Recovery Expense” account group type is being established. Otherwise the field normally won’t appear on the SAP screen.
23. As required, change/review the following field:
Field Name / R/O/C / Description
Commitment item / R / Number representing the Commitment Item being processed
Example: 546000
Record the Commitment Item that is appropriate. The Fixed Assets commitment items will be assigned by Asset Management. Normally no other G/Ls will be mapped directly through master data. The rest of the transactions will be mapped via a derivation rule.
24. Click to save.
The system displays the message, "Data saved."
You must notify SPA that a new general ledger account has been created so they can update the Grants Management module.
25. Return to Step 3
Reference Account
26. As required, complete/review the following fields:
Field Name / R/O/C / Description
G/L Account No. / R / Similar G/L account which will be used as a copy to create the new G/L with similar characteristics
Example: 530207
The best reference G/L to use is one that is part of the same numbering sequence as the one you are creating and that has the same characteristics. When using a reference G/L such as this, only the short & long text then needs to be edited.
Company Code / R / Organizational unit within Financial Accounting
Enter: UC
27. Click .
Create G/L Account Centrally (Type/description tab)
28. As required, complete/review the following fields:
Field Name / R/O/C / Description
Short text / R / Text description of an object limited to 40 characters
Example: Certificates
G/L acct long text / R / Text description of the G/L account
Example: Certificates
You can skip all the other fields and tabs if the reference G/L you used has the exact same characteristics as the new G/L should have. If not, adjust the fields following the create a G/L (without a template) steps.
29. Click .
The system displays the message, "Data saved."
30. Return to Step 3.
Change G/L Account Centrally
31. Perform one of the following:
If You Want To Change / Then / Go To
Type and description information / -- / Step 32
Control information / Click the tab. / Step 34
Bank information / Click the tab / Step 36
Exit this transaction / Click .
The system displays the message, "Data saved."
You must also update the Commitment Item in FM via transaction FMCIA if there is a change to the G/L’s Name. / Step 3
32. As required, complete/review the following fields:
Field Name / R/O/C / Description
Short text / R / Text description of an object limited to 40 characters
Example: Certificates/PIaques
G/L acct long text / R / Text description of the G/L account
Example: Certificates/PIaques
33. Return to Step 31.
Change G/L Account Centrally (Control data tab)
34. Change the data as necessary.
35. Return to Step 31.
Change G/L Account Centrally (Create/bank/interest tab)
36. Change the data as necessary.
37. Return to Step 31.
Block G/L Account Centrally
38. Perform one of the following:
If You Want To Prevent / Then
An account from being created / Select to the left of Blocked for creation.
Any further transactions from posting in the UC Chart of Accounts / Select to the left ofBlocked for posting.
Any planning/budgeting in the UC Chart of Accounts for this G/L / Select to the left ofBlocked for planning.
Any transactions from posting in our UC Company Code / Select to the left ofBlock for posting.
39. Click .
The system displays the message, "Data saved."
40. Return to Step 3.
Set for Deletion G/L Account Centrally
41. Perform one of the following:
If You Want To / Then
Mark this G/L account for deletion from the UC Chart of Accounts / Select to the left ofMark for deletion.
The G/L will not be deleted until the new fiscal year or it will be deleted during the current fiscal year ONLY IF the G/L has not been used during this fiscal year and a program is run to allow the deletion to occur immediately.
Mark this G/L account for deletion from the UC Company Code / Select to the left ofMark for deletion.
The G/L will not be deleted until the new fiscal year or it will be deleted during the current fiscal year ONLY IF the G/L has not been used during this fiscal year and a program is run to allow the deletion to occur immediately.
42. Click .
The system displays the message, "Data saved."
The Commitment Itemmust also be deleted if the G/L is being deleted. Use transaction FMCIA.
43. Return to Step 3.
44. Click until you return to the SAP Easy Access screen.
Work Instruction
Functional Area: General Ledger / Create or Change General Ledger Account Master Record
Result
xxxx
10/27/2017
Ver: / Test GL_FS00_CreateChangeGLAccount_0_AccountCodeCustodian-GL.udc
© University of Cincinnati / 1/22