General Ledger

Figure 566: General Ledger Flowchart

Figure 567: General Ledger Code Groups

General Ledger Setup in UMS

Setting up the GL Chart of Accounts

To create a chart of accounts, do the following:

• From the menu bar, select Setup>General Ledger>Chart of Accounts. The Setup GL Company dialog box displays

  

Figure 568: Setup General Ledger Chart of Accounts

Click Add. The New GL Account dialog box displays

Account No. Type the account number. To make it active, click in the Active checkbox

Description. Type a description for this account number

Click OK. When you return to the Setup GL Chart of Accounts dialog box, this entry is shown when All Record (No Filter) is selected

Figure 569: Adding a General Ledger Account

Setting up the GL Code Groups

Through this function, you create codes that are used to group a set of GL accounts for easy assignment of GL accounts to individual rate and/or charge codes.

• From the menu bar, select Setup>General Ledger>GL Code Group. The Setup GL Code dialog box displays

  

Figure 570: Setup General Ledger Code

Click Add . The New GL Code Detail dialog box displays

Figure 571: New General Ledger Code

GL Code Group. Type a code to identify this group. To make the code active, click in the Active checkbox

Type. Click the drop-down list arrow, and select from the available types

• Charge Related refers to all GL code groups related to billing

• Billing charges are Assets in accounting and viewed by the billing system as accounts receivable

• Deposits are treated by the software as liabilities since they are to be returned to the customer at some point. Thus, Deposit Related codes would be viewed differently

Description. Type a description for this code group

Click the Detail tab.

Figure 572: New General Ledger Code Details

Locate the Account Type under which this code falls

Move to the Ledger Account field, click the drop-down list arrow, and select the applicable GL account to associate with this code

Click OK

Assigning GL Code Groups

Once the GL Code groups have been created they need to be assigned to individual rate and/or charge codes. This includes any code in UMS that would result in a financial transaction such as rate codes, delinquency codes, deposit codes, tax codes, miscellaneous charge code, etc.

The General Ledger Report

General Ledger transactions are posted simultaneously along with any transactional posting performed in UMS once GL Code groups are assigned appropriately. To review the general ledger transaction you may run the general ledger report.

• From the menu bar, select Reporting>Financial Reports>General Ledger Report. The General Ledger Report form displays.

Figure 573: General Ledger Report

Supply the appropriate criteria for the limit option and/or code filters

Limit by. This option allows you to run the report either by a specified transaction date range or a session number

From/To. Enter the dates for which to find transactions. The dates shown in each field are included in the range

Session No. If limiting by session number then supply the specific session number

Include. Specifies what transactions to export: those that have not been exported and/or those that have not previously exported

Sort order. Click the drop-down list arrow and select how you want to sort the report

Report type. Click the drop-down list arrow and select the type of information the report contains—Detailed, Condensed, or Summary

Select whether to Preview, Print or Export the data

Figure 574: General Ledger Condensed Report

Figure 575: General Ledger Detailed Report

Figure 576: General Ledger Detailed Report

Understanding GL Transactions

The following table provides an explanation of how the UMS billing system creates the ledger transactions for each of the transaction types in UMS.

CHARGE RELATED
ID	Transaction Type	GLCode	UMS Transaction Polarity	Primary GL Transaction	Secondary GL Transaction
				DEBIT	CREDIT	DEBIT	CREDIT
1	Adjustment	GLCode From the Tran Type that is Adjusted	(-) ive	Sales/Revenue	Accounts Receivable
			(+) ive	Accounts Receivable	Sales/Revenue
2	Charge	GL Code from associated Rate Table	(+) ive	Accounts Receivable	Sales/Revenue
36	Collection Write-Off	GLCode From the Rate	(-) ive	Collection Write-off Expense	Accounts Receivable
16	Collections Sold	GLCode From the Tran Type that is Collection Sold is Created Against		Sale Of Collectables	Accounts Receivable
27	Contract	tblRateContract.BaseGLCodeID	(+) ive	Long Term Receivables	Deferred Income
29	Contract Interest	tblRateContract.InterestGLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
30	Contract Payment	tblRateContract.BaseGLCodeID, tblRateContract.InterestGLCodeID	(-) ive	Cash Receipts	Accounts Receivable
28	Contract Principal	tblRateContract.BaseGLCodeID	(+) ive	Accounts Receivable	Sales/Revenue	Deferred Income	Long Term Receivables
31	Contract Transfer
42	Convenience fee	tblConvenienceFee.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
5	Delinquency (Interest)	tblSLIP.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
5	Delinquency (Penalty)	tblSLIP.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
5	Delinquency (Shut-Off)	tblSLIP.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
4	Discount	GLCode From the Rate	(-) ive	Discount Taken	Accounts Receivable
32	Lien Write Off	tblSLIP.GLCodeID	(-) ive	Sales/Revenue	Accounts Receivable
6	Miscellaneous Charge.	tblMiscCode.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
10	NSF Fee	GLCode From the Rate	(+) ive	Accounts Receivable	NSF Fee
43	Online final bill fee	Not Implemented (Future Use)	N/A	N/A	N/A
11	Payment	GLCode From the Tran Type that Payment is Applied Against	(-) ive	Cash Receipts	Accounts Receivable
14	Payment Reversal	GLCode From the Tran Type that Payment is Applied Against	(+) ive	Accounts Receivable	Cash Receipts
33	Reconciliation Charge	GLCode From the Rate	(+) ive	Accounts Receivable	Sales/Revenue
			(-) ive	Sales/Revenue	Accounts Receivable
19	Refund	GLCode From the Rate	(+) ive	Accounts Receivable	Refunds Due
40	Reinstate Charge	GLCode From the Rate	(+) ive	Accounts Receivable	Sales/Revenue
22	Reinstate Debt	GLCode From the Tran Type that is Written Off and Reinstated	(+) ive	Accounts Receivable	Bad Debt Recovered
3	Tax	tblTax.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
8	Tax Lien	tblSLIP.GLCodeID	(+) ive	Accounts Receivable	Lien Receivable
41	Transfer	To be defined
39	Void Contract	tblRateContract.BaseGLCodeID	(-) ive	Deferred Income	Long Term Receivables
7	Work Order Fee	tblWorkOrderCode.GLCodeID	(+) ive	Accounts Receivable	Sales/Revenue
15	Write-Off	GLCode From the Tran Type that is Written Off	(-) ive	Bad Debt Expense	Accounts Receivable
44	Billing Adjustment		(-) ive	Sales/Revenue	Accounts Receivable
			(+) ive	Accounts Receivable	Sales/Revenue
45	Rebate		(-) ive	Rebate Taken	Accounts Receivable

Figure 577: Understanding Charge Related General Ledger Transaction

The following table provides an explanation of how the UMS billing system creates the ledger transactions for deposit transaction types in UMS.

DEPOSIT RELATED
ID	Transaction Type	GLCode	UMS Polarity	Primary GL Transaction	Secondary GL Transaction
				DEBIT	CREDIT	DEBIT	CREDIT
18	Deposit - Interest Refund	tblDeposit.GLCodeID	(+) ive	Deposit Interest Payable	Deposit Refund Payable	Checking Account	Deposit Receipts
24	Deposit Adjustment	tblDeposit.GLCodeID	(-) ive	Deposit Liability	Deposit Receivables
			(+) ive	Deposit Receivables	Deposit Liability
12	Deposit Applied	tblDeposit.GLCodeID	(-) ive	Deposit Liability	Accounts Receivable	Cash Receipts	Deposit Receipts
9	Deposit Charge.	tblDeposit.GLCodeID	(+) ive	Deposit Receivables	Uncollected Deposit Charges
37	Deposit Consumed	N/A
23	Deposit Interest	tblDeposit.GLCodeID	(-) ive	Deposit Interest Debit	Deposit Interest Payable
13	Deposit Interest Applied	tblDeposit.GLCodeID	(-) ive	Deposit Interest Payable	Accounts Receivable	Cash Receipts	Deposit Receipts
38	Deposit Interest Consumed	N/A
25	Deposit Payment	tblDeposit.GLCodeID	(-) ive	Deposit Receipts	Deposit Receivables	Uncollected Deposit Charges	Deposit Liabilities
26	Deposit Payment Reversal	tblDeposit.GLCodeID
17	Deposit Refund	tblDeposit.GLCodeID	(+) ive	Deposit Liability	Deposit Refund Payable	Checking Account	Deposit Receipts

Figure 578: Understanding Deposit Related General Ledger Transactions

General ledger transactions resulting from Open Credits and Service open credits are dependent on the originating source of the credit transaction. The following table provides an explanation of the GL transactions resulting from various scenarios.

Open Credits / Service Open Credits (When applying to non-deposit transactions)
Originating Transaction		Transaction Types	UMS Polarity	Primary GL Transaction	Secondary GL Transaction
				DEBIT	CREDIT	DEBIT	CREDIT
Adjustment or Reconciliation Charge or Billing (Advance / Negative) or Billing Adjustment	Credit	Open/Service-Open Credit	(-) ive	Sales/Revenue	Accounts Receivable
	Upon Re-Distribution	Open Payment	(-) ive	Adjustment OC Clearing	Accounts Receivable
		Open Applied	(+) ive	Accounts Receivable	Adjustment OC Clearing
Payment or Transfer or Convert SOC to OC	Credit	Open/Service-Open Credit	(-) ive	Cash	Accounts Receivable
	Upon Re-Distribution	Open Payment	(-) ive	Cash	Accounts Receivable
		Open Applied	(+) ive	Accounts Receivable	Cash
Rebate	Credit	Open/Service-Open Credit	(-) ive	Rebate Taken	Accounts Receivable
	Upon Re-Distribution	Open Payment	(-) ive	Rebate Credit Clearing	Accounts Receivable
		Open Applied	(+) ive	Accounts Receivable	Rebate Credit Clearing
Deposit Applied	Credit	Open/Service-Open Credit	(-) ive	Deposit Liability	Accounts Receivable	Cash	Deposit Receipts
	Upon Re-Distribution	Open Payment	(-) ive	Cash	Accounts Receivable
		Open Applied	(+) ive	Accounts Receivable	Cash
Deposit Interest Applied	Credit	Open/Service-Open Credit	(-) ive	Deposit Interest Payable	Accounts Receivable	Cash	Deposit Receipts
	Upon Re-Distribution	Open Payment	(-) ive	Cash	Accounts Receivable
		Open Applied	(+) ive	Accounts Receivable	Cash

Figure 579: Understanding Open Credits/Service Open Credits General Ledger Transactions

Exporting General Ledger Transaction to an accounting application

Export GL Transactions

Through this function, you export GL transactions based upon a date range and/or those transactions that have not previously been exported. A new option introduced in UMS v4.4, titled Great Plains Accounting Interface, is now available but must be using the Advanced Accounting configuration.

• From the menu bar, select Posting>Export GL Transactions. The

  Criteria to Export GL Transactions displays

  

  Figure 580: Exporting General Ledger Transactions

  Filter by:

• Date Range: Enter the date range for which the transactions are

  to be exported. The dates shown in each field are included in the range. (Note: The date range specified is against the transaction date)

• Session No.: Enter the session number that needs to be exported.

  This option allows you to export a single session of posted transactions

  Transactions to include:

• Transactions that have not been exported: BY default only the transactions that have not been exported are selected

• Transactions that have been previously exported: If you choose to export GL transactions that were already previously exported, a warning message appears about the possibility of duplicate GL postings. Click Yes to continue

• All: Include both transaction that have been previously exported as well as the ones that have not been exported

  Select GL Layout and Click the Search icon

  Click OK

Great Plains Accounting Interface

• In order to export to the Great Plains Accounting Interface:

  • UMS must be configured to use Advanced Accounting

  • Every transaction must fall within a fiscal period defined for the company

  • Each fiscal period must have a four digit code representing the fiscal year of the transaction

• To export accounting data:

  • Select Great Plains from the GL layout drop-down menu

  • Click Search to retrieve the data to export

  • Click Export

  • The Enter Path and Filename window will appear

  • Choose a file to export and click OK

  • A window will appear indicating how many records were exported

Post Adjustments

To utilize this feature, the user must have appropriate permissions to Post Adjustments to the General Ledger, select Adjustments from the setup adjustment screen, print a Posting Totals Report from setup adjustment, and view additional fields on the Setup Adjustment screen. To access these changes go to Setup>Company. Click Edit and select the Company Options tab.

Note: A new field, RequireAdjustmentReasonCodes, has been added to tblCompany. The default value is false.

Figure 295: Require Adjustment Reason Codes

• Click inside the box next to Require adjustment reason codes, then click OK.

• Once the company is set up to require adjustment reason codes, a user must select a Reason Code on the Add/Edit Unposted Adjustment screen in order to save changes. To access this screen go to Miscellaneous>Adjustment.

  

  Figure 296: Add/Edit Adjustment

• Transfer Payment Information: This contains information related to the payment selected from the CCP that is about to be transferred to another customer. It includes the date of when the transfer will occur, the total amount of the selected payment, and a list of services that the selected payment was applied.

• A user must have permission to “Delete” for the Post Adjustment activity. To assign a user that role, go to Setup>Security>Roles>Closing. Click on the Delete column within the Post Adjustments field.

  

  Figure 297: Post Adjustments-Security

• Miscellaneous/Adjustments: A user with permission to post adjustments will be able to post selected adjustments. Unselected adjustments will remain unposted. To access this screen go to Miscellaneous>Adjustments.

  

  Figure 298: Setup Unposted Adjustment