General Ledger Setup

Overview

Updated 10/27/2021

Application Support Series: 

General Ledger

This article is part of series that describes the process of setting up (mapping) and using a GL feed in Avionté. This specific article is italicized and bold in the series table of contents below. 

General Ledger Setup

General Ledger Feed

• Click here for information regarding Accruals
  • Click here for the Accrual History AQ
• Click here for information regarding 401K
• Click here for information on Mapping and Exporting

This article is designed for the setup of General Ledger in Avionte. Once the GL has been set up, the GL data produced by Avionté can be mapped and exported to a third-party accounting system (e.g. QuickBooks). 

General Ledger Interactive Training Course
GL Setup Demo Video
GL Setup
Manage GL data in MS Excel
View Imported Data
Pull Data into 3rd Party Application

General Ledger Interactive Training Course

Click the image to access an interactive training course walking through the configuration and weekly process of the General Ledger feed.

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GL Setup Demo Video

This video demonstrates the basic steps of the General Ledger setup. 

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GL Setup

• Navigate to Main Menu > Back Office > Weekly Process
  
  
  
  
• Click GL (General Ledger) on the Shortcuts menu. The GL Feed Form window displays. Setup tabs are displayed along the top of the window.
  
  
  
  
• Click the GL Account Setup tab. The setup will occur right to left (with one exception) along the tabs. 
  
  
• Click the ‘+’ to the left of Actions. The “Initialize GL” drop-down menu becomes available. 
  
  
  
   Caution: Initializing the GL Account Setup will reset the existing GL configuration. If any of this process is already completed, up to and including mapping of accounts, do not Initialize.
    

• In the GL Category drop-down menu, select a Category.
  
  
  
  

• In the Account grid below, check the “IsVisible” box next to items to be shown in the GL Journal Entry.
  
  
  
  

• After all applicable items have been selected from each available Category, click the GL Account Option tab.
  
  

• In the GL Category drop-down menu, select a Category.
  
  
  
  

1. In the Select Column grid, click on a column name to display that column name's group options in the Select Group Option grid to the right. 
   
   
2. Place a check mark next to a GroupOption to indicate the level at which the option will be applied.
   
   
3. Click the Generate Account Mapping button after the levels have been indicated. 
   
   
4. Repeat this process for each GL Category in the drop-down menu until all categories have been addressed.

• Click the GL Account Mapping tab. The GL Account Mapping tab displays the breakout level options selected in the previous tab. 
  
  
  
  
• Click the Refresh button if expected breakout levels fail to display. Refresh reloads the data and reflects any changes to the account descriptions or numbers.
  
  
  

• Pagination is used in this tab. The Rows Per Page control determines how many records are displayed in a page.
• The Search fields at the top of the tab can be used to find and filter the records that are shown.
  • The grid updates when you tab off or click off the fields.
• The navigation arrows at the bottom of the tab load the expected page.
• The fields for Category and Display Name show all options available for the respective setup that is currently active.
  
  • Text fields can be typed or have partial entries.
  • The text fields auto-complete to suggestions from the list, but can be avoided if necessary.
• Export to Excel shows a dialog regarding what to export:
  
  • Exports with all selected data based on the subset/search items. Either the currently visible grid or the whole set will be exported
  • Otherwise, the whole table will be exported
• Selecting the System Mapping tab shows the respective row's mapping values
• Exclude Unmapped: This is an option to exclude unmapped accounts in the search

Notes BEFORE continuing	Ignore the Avionté Category name. Use the Description and DisplayName to inform mapping.
	Do not map the GL accounts until after verification of the journal entry break-down (next step).
	Verify the journal entry break-down after you have completed and closed at least one accounting period.  Data can be test or live.
	It is always best practice to close the accounting period before GL is generated.

• Click the GL Action Tab. The window displays the date range of the current accounting period. 
  
  
  
  
• For testing purposes, move the Start Date and End Date back one week to capture the data of the recently closed accounting period.
  
  
• Click Generate Journal Entry.

• Depending on the amount of data, this process may take a few minutes.
  
  
• A "Complete!" confirmation displays when the process is complete.
  
  
• Click the Journal Entry tab. 
  
  

• If the week was correctly closed, the Debit and Credit columns should balance. 
  
  
• Click the GL Account Mapping tab to proceed with mapping.
  
  
  
  
• In the Account Number column, replace the ‘x-x-x-x’ with the respective account number from your accounting package.  

• The Export to Excel option can be used to leverage Excel's filtering options to assist with mapping. 
  
  
  • With this option, the mapping is actually exported out to a Microsoft Excel spreadsheet where it may be easier to filter and sort data.
• The General Ledger has now been setup.

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Manage GL data in MS Excel

To manage GL data in MS Excel the Avionté data will have to be exported to a spreadsheet, edited, then imported back into the Avionté system.

1. Click Export to Excel.
   
   
2. Save the spreadsheet to your PC.
   
   
3. In the spreadsheet, edit the data as you would in the application grid (shown above in step 15).
   
   
4. Save the updated spreadsheet to your PC.
   
   
5. On the main Avionté menu, open the Import Export section.
   
   
6. Click New Batch.
   
   
7. Enter a description into the Description field.
   
   
8. Select "GL Account Number Import" from the Mapping Group drop-down menu.
   
   
9. Select a Processing Method.
   
   
10. Click Browse in the file field.
    
    
11. Search for the recently saved spreadsheet on your PC.
    
    
12. Click Open on the windows screen to open the file in Avionté. 
    
    
13. Click Finish on the Avionté Import Export Batch window.
    
    
14. Click Process Import Export Batch. A confirmation message informs the user that the data has been pulled into Avionté.

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View Imported Data

1. Select Weekly Process from the Main Menu.
   
   
2. Click the GL button.
   
   
3. Click the GL Account Mapping tab.
   
   
4. View the updated mapping in the grid.

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Pull Data into 3rd Party Application

To pull the data from Avionté into a 3rd party accounting platform (i.e. Quickbooks)

1. Select Weekly Process from the Main Menu.
   
   
2. Click the GL button.
   
   
3. Click Generate GL Feed. A .CSV file will be generated.
4. Save the .CSV file to your PC.
   
   
5. From the 3rd party platform, import the .CSV file from your PC.

• If new mapping is ever needed (i.e. a new branch is added, or new transaction types), click the GL Account Option tab and Generate Account Mapping again to create the new options.
  
  
• If a specific break-out is not required, an account does not need to be provided. The feed will ignore all items without an account.

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