Process Name:

Create and Update an Existing General Ledger Account

Role:

Internal SUITS user (UI Accounting only)

Objective(s):

Maintain and Create New GL Chart of Accounts Record.

Before you begin:

Request to create a new chart of accounts is received.

What happens next:

New GL Chart of Accounts Record is Created.

1. 

Select the Financial Management menu item from the Internal SUITS application.

The Financial Management Dashboard opens.

2. 

Select the Chart of Accounts menu option.

The General Ledger Chart of Accounts Lookup Screen opens.

3. 

Enter the search criteria and click Search, if updating an existing Chart of Accounts. Proceed to step #6 if creating a new Chart of Accounts.

If data is provided, ensure data exists in system.

4. 

Open the existing Chart of Accounts by clicking the Account Number in the Search Results panel.

The Chart of Accounts record for Account Number 4910 opens.

5. 

Make the necessary updates to the existing record and click the Save button.

SUITS will display a confirmation of the change at the top of the screen.

6. 

Click the New button on the General Ledger Chart of Accounts Lookup Screen.

A blank Chart of Accounts record opens.

These steps should be followed in the event a new Chart of Account needs to be created.

7. 

Enter the required data for the new GL record.

The non-required data that may be entered on this screen is:

•      Effective End Date.

•      Rollup Account Name.

•      Rollup Account Number.

8. 

Click the Save button.

SUITS will display a confirmation of the change at the top of the screen. SUITS will also update the GL Account ID and Account Status is updated to “Active”.

The system checks if the scheduled batch job for Daily Accounting Transactions can be run, and also checks if the scheduled batch job for Daily General Ledger Accounting Transactions can be run.