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Create a new GL Structure Element

Caroline Buckland Updated by Caroline Buckland

The Process

The main purpose of the structures facility within the General Ledger is to allow Balance Sheet and Profit and Loss enquiries to be carried out for divisions of a company, rather than for the company as a whole.

The structures facility allows balances to be built up using some criteria other than nominals.  For instance, a regional structure could be based upon the location management code or a divisional structure built using the cost centre management code.  The structures themselves are based on path codes relating to different segments of the account code definition.

Components of a Structure

Elements denote the levels at which balance information will be held.  Each element has a 'parent' element to indicate the way in which the levels feed into each other.  A top level element therefore has no parent.

Path key elements always form the bottom level of the structure.  The path code specified for use with the structure will indicate which path key elements will feed into each element to make up the balances.  These path key elements could be individual management codes or combinations of codes if the structure is based on a user-defined path code.

Structures will have been setup for you during implementation. This article guides you through how to make amendments to a existing structure.

Change the parent of an Element

Access the following menus:

General Ledger>GL Chart of Accounts>Structure Elements

Enter the Structure code ID on the Structure you wish to amend. The magnifying glass can be used to aid your search.

An Element code can be added or just select Search to retrieve the full list.

Select the Element you wisht to amend by selecting the line and using the Edit>Amend action.

Enter the New Parent in the New Parent field.

Select Save to complete the process.

When changes have been made to structures a rebuild process should be run, this would generally be part of your overnight batch processing.

It can be can ran from the Maintain GL Structures menu.

Care should be taken when running this process, if you are unsure please raise a support case for any questions.

Create a new Element

Access the following menus:

General Ledger>GL Chart of Accounts>Structure Elements

Enter the Structure code ID on the Structure you wish to amend. The magnifying glass can be used to aid your search.

Use the Insert action.

Make an entry in the following fields:

  • Element - 20 characters and is used to define the element code
  • Description - enter a description for the new element
  • New Parent - enter the parent element
  • Nominal Balances - this is optional, flag this to allow a user when enquiring at Balance Sheet and Profit and Loss levels to access all nominal balances for that element.

Select Save to create the new Element.

View an existing structure

Access the following menus:

General Ledger>GL Chart of Accounts>Structure Controls

Enter the Structure code ID on the Structure you wish to view.

Select the Search button.

From the Controls List screen, select Display>Hierarchical

The graphical view can then be displayed. Select the folder icon to break down the levels.

Any level that has a key indicator is the lowest level, i.e. Management code

The icon next to each path key also allows amendments, and will take you to a similar screen as described above.

Remember to save any changes made.

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Creating and Amending Nominal and Management code relationships

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