Where to define the GL code? GL Master – User Manual

Where to define the GL code? GL Master – User Manual

πŸ“˜ GL Master – User Manual
Version: V.1.0.32
Prepared by: Ramya R
Date: 07 July 2025

πŸ“‘ Table of Contents
πŸ”Ή 1. Introduction
πŸ–₯️ 2. System Requirements
πŸ” 3. Logging In
βš™οΈ 4. Main Features and Functions
  ‒ 4.1 Creating a New GL Master Entry
  ‒ 4.2 Editing an Existing GL Entry
πŸ› οΈ 5. Troubleshooting
❓ 6. Frequently Asked Questions (FAQs)
πŸ’¬ 7. Support

πŸ”Ή 1. Introduction
The GL Master module allows finance and administrative teams to create and manage General Ledger accounts. These accounts play a crucial role in financial reporting, reconciliations, and internal tracking.

πŸ–₯️ 2. System Requirements

Browser Compatibility:
β€’ Google Chrome v90 or later
β€’ Mozilla Firefox v85 or later

User Roles:
β€’ Admin
β€’ Finance
β€’ Accounts

πŸ” 3. Logging In

  1. Log in to the application using your credentials.

  2. Navigate to the GL Master screen from the Finance module on the left pane.

  3. Alternatively, search for GL Master using the search bar at the top right.

βš™οΈ 4. Main Features and Functions

πŸ†• 4.1 Creating a New GL Master Entry
To create a new GL record:

  1. Click Create New at the top right.

  2. Fill in the mandatory and optional fields:
      ‒ GL Code – Unique identifier for the GL account
      ‒ GL Description – Full name/description of the GL
      ‒ GL Description Local – (Optional) Local language description
      ‒ Company – Select the appropriate company from dropdown
      ‒ Main Account – Select main account type
      ‒ Nature of GL – Define whether the GL is Asset, Liability, Income, or Expense
      ‒ Category – Select applicable category
      ‒ GL Matching – Indicate if matching is required for the GL
      ‒ Manual Posting – Select Yes/No
      ‒ Status – Set to Active to enable the GL
      ‒ Reporting Type – Choose either Direct or Indirect
      ‒ Product Type – Select from the dropdown
      ‒ Notes – Add any relevant remarks


  3. Click Submit to save the new entry.

  4. Use the Download button to export all GL entries, or Upload to bulk-import GL data using the provided template.


✏️ 4.2 Editing an Existing GL Entry

  1. Locate the desired GL entry in the listing.

  2. Click the Edit icon next to the entry.

  3. Update required fields such as description, status, or company.

  4. Click Save to apply changes.

πŸ› οΈ 5. Troubleshooting Common Issues

IssueSolution
Duplicate GL Code       Ensure each GL Code is unique across all companies.
Main Account or Category Missing       Verify dropdown values are properly maintained in master data setup.
Upload Fails       Use only the latest template and fill all mandatory columns.
GL Not Saving       Make sure all required fields are filled and Status is set to Active.

❓ 6. Frequently Asked Questions (FAQs)

Q: Can one GL be used for multiple companies?
A: No. Each GL should be created specifically for a company using the Company dropdown.

Q: What is the purpose of β€˜GL Matching’?
A: Enables reconciliation processes by allowing auto-matching functionality for the GL.

Q: Can I edit the GL Code once created?
A: No. GL Code is a unique identifier and cannot be changed after creation.

Q: Can I bulk upload GL entries?
A: Yes. Use the Upload button with the standard format template to import GL entries in bulk.

πŸ’¬ 7. Support
For support related to GL Master, please contact:
πŸ“§ helpdesk@aggrandizeventure.zohodesk.in