Nextgen GL ACCOUNT CREATE, EDIT,& SEARCH

GL Account Creation Adding the account to the COA Creating & adding the account to the GL Nextgen

Add Accounts to the Chart of Accounts Select: Financial Management, Administration, Chart of Accounts, & Choose New from the Ribbon Bar

Nextgen Add Accounts to the Chart of Accounts Select the Division Select the Account Segment. Select the Account Type Enter the Account Number of the account you wish to add.

Nextgen Select the year. Enter the description. Click the space Summarized Within Code and enter the first three digits of the account followed by two zeros. (example account would be summarized within 11100) If no red shields are displayed, you may click Save & Close. Note: After adding accounts to the COA you must add them to the GL before use. Add Accounts to the Chart of Accounts

Nextgen Creating & adding the account to the GL

Nextgen Creating & adding the account to the GL

Nextgen Creating & adding the account to the GL

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Add it to the chart of accounts, under Administration/Chart of Accounts. (look at another one first) Select New from the Ribbon Bar

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Select Account Segment of Sub Fund and type the new sub fund in the Code line. Double click in the description field on the fiscal year line and type in the sub fund description. Make sure it has Active selected. Choose Save and Close from the Ribbon Bar.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Add it to the Account Control, under Administration/Account Controls. (Tip: Look at another one first) Select New From the Ribbon Bar

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Enter the fund and sub fund, the fiscal year definition should default in. Click on Add Fiscal Year at the bottom.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination General Tab Select the current fiscal year Flag the correct Audit Controls Select Active Select Account Control will be used for next fiscal year You will also have to select the Description Structure from the drop down. Tip: Look at a similar account control to see what flags are set and go by that

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Periods Tab: Allow Posting and Allow Entries for any months that should be opened at this time. The periods allowed open defaults to 3 This will depend on when they want to start using this account control. If the customer will using Budgeting in Tip: Nextgen the Budgeting tab will need to be set up at some point, you can leave it blank for now or if you want to you can select the budgeting tab and see the next step.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Budgeting tab: Select the Standard Budgeting Method. Click the drop down and select the Budget Prep to use. Select the remaining criteria based on the customer preferences. Common selections:

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Select Save and Close from the Ribbon Bar From the Account Control Screen, now select the Accounts Segment Tab. Then select Add Account Segment at the bottom.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Select each account segment needed for this Account Control, one at time. Then add the different Account types Choose whether they are excluded or required. Select Save and Close to get back to the Account Control Screen.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Tip: Nextgen allows you to toggle between screens, it’s a good idea to pull up an account control that is similar to the one you are adding and toggle back and forth from that one to the new to see how to set up this screen. You will do this for each account type, for each account segment you will use for this Account Control. (examples object, cost center, sub object).

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Permissions tab: You will have to select at least one User Group that has permission to use this Account Control. There may need to be more than one selected. Now choose Save and Close from the Ribbon Bar.

Nextgen Under Financial Management go to General Ledger -> Duplicate GL Accounts. Enter the fiscal year. Enter the Account Control you want to copy from and hit Next. When a new Account Control is added the GL accounts for the account control are not set up. You can manually set them up as you need them, however the best option to ensure all control accounts and needed accounts are set up is to Duplicate GL Accounts. Adding a New Fund or New Fund/Sub Fund Combination

Nextgen Adding a New Fund or New Fund/Sub Fund Combination It brings all the GL accounts in, put a check in the top select box to select all, then Next.

Nextgen Select the new account control code you just added to Copy To. Optional you can also select to Duplicate GL account fiscal year notes or Duplicate GL account user defined fields. Click Next. Adding a New Fund or New Fund/Sub Fund Combination

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Review the information on the screen and verify it is correct before clicking Finish, if it is not correct you can go Back and correct. Once it is correct click on Finish.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Now verify the cash account for this Account Control is set up correctly with the correct bank info as well as add this info to the and pull up the cash account for the new fund/s Banking Services Cross Reference File in Flexgen. Go to General Ledger -> GL and pull up the cash account for the new fund/sub fund, on the general tab verify ‘this GL Account is a cash account’ is checked:

Nextgen Click on the Additional Info Tab and verify the correct bank account has been selected. Adding a New Fund or New Fund/Sub Fund Combination

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Now we need to go into Flexgen under Payroll or Purchasing and go to the Check Reconciliation Menu and select the Banking Services Option.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Once you are in the Banking Service Options, select Maint\Bank Account:

Nextgen Adding a New Fund or New Fund/Sub Fund Combination Add a bank account for payroll and vendor checks if this fund will write both kinds, the account name and number will need to match what is in Nextgen so that the Integration Process will work properly. You can find the bank account info in Nextgen under Financial Mngmt -> Administration -> Bank Accounts.

Nextgen Adding a New Fund or New Fund/Sub Fund Combination

Nextgen Adding a New Fund or New Fund/Sub Fund Combination