Adding and Maintaining a General Ledger Account

The GL Account - New/Maintenance window lets you add a general ledger account number, change the description of a general ledger account, or delete a general ledger account number. To access the GL Account - New window, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click GL Information, then click New GL Account.

GL Account - New

To access the GL Account - Maintenance window, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click GL Information, then click Maintain GL Account.

GL Account - Maintenance

How do I? and Field Help

When adding a new general ledger account, enter the general ledger account number in the GL Account Number field. To maintain a general ledger account , enter the general ledger account and branch, then click the green arrow to view the account information. If the branch field is left blank, Portico will use the branch you are logged into. Complete the remaining fields to add or maintain a general ledger account.

Field	Description
GL Account Number	The general ledger account number. When adding a general ledger account, consult the National Credit Union Association (NCUA) chart of accounts to ensure that the assigned number properly categorizes the account. This number dictates whether the Portico general ledger system classifies the account as income, expense, asset, liability, or capital. Portico does not allow a general ledger account number beginning with 0, 5, or 6. Length: 6 numeric (XXX-XXX format) Keyword: GL
Branch	The branch corresponding with the general ledger account number. Length: 3 numeric
Last Change	The last date changes were made to the GL account information.
Transfer Balance to Branch 000	If selected, Portico will transfer the balance of this general ledger to the corresponding general ledger account in branch 000 during the back-office cycle. Balance Information: Portico will transfer the general ledger balance at the beginning of the back-office cycle and prior to any back-office general ledger entries. All entries will have an effective date of the current day. No prior month entries will be made. The maximum transfer amount is 999,999,999.99. If a general ledger account balance exceeds this amount, a partial transfer will occur for the maximum amount. Portico will transfer any remaining balance each night until the general ledger account balance is zero. Limits: The following general ledger accounts cannot be selected for balance transfer to branch 000: Any general ledger account that exists in the share, certificate or loan profiles. Any interbranch general ledger account beginning with 998. Any general ledger account where the corresponding general ledger account does not exist in branch 000 or is marked for deletion in branch 000.
GL Description	The description of an existing general ledger account. If your credit union uses Wisdom: General Ledger, if you update the GL description in Portico, it will update the GL descriptions in all branches in Wisdom. Length: 35 alphanumeric Keyword: DE
ACH Indicator	Indicates if the ACH general ledger transactions, 42 for ACH general ledger credits and 47 for ACH general ledger debits, are allowed to post against this general ledger account. The valid values are: C - Allow ACH GL transactions to post on this general ledger account for credits only. D - Allow ACH GL transactions to post on this general ledger account for debits only. N - Do not post ACH GL transactions against this general ledger account. System default. Y - Allow ACH GL transactions to post on this general ledger account for both debits and credits. If N, transaction codes 42 and 47 will be processed as ACH exceptions, crediting or debiting ACH suspense. Security Permissions/Groups: This field will not appear if the user is assigned to a security group containing the Help – User Can Access Shared Branch Only Help security permission.
Status	Indicates if the general ledger account is: A - Active I - Inactive D - Delete Pending When you change a GL account status to Inactive, be sure that the GL is not assigned to an active product code or that it is being used on active share, loan, certificate, ACH, or share draft processing rules. Portico will attempt to prevent online transactions that affect an inactive general ledger directly. There are some online transactions that may bypass the direct affect on a general ledger and, therefore, the transaction will be processed successfully. When an online transaction is attempted using an inactive GL account, the error message “GL Account XXX-XXX, is Inactive in Branch XXX” will appear. All back-office transactions that are setup to use an inactive general ledger will be posted to prevent back-office processing errors. Keyword: ST Reporting Analytics: Acct Status (GL Master subject in the General Ledger folder) Security Permissions/Groups: This field will not appear on the GL Account - New window if the user is assigned to a security group containing the Help – User Can Access Shared Branch Only Help security permission.
Account Code	A credit union-defined code that you can use as a query item in your Reporting Analytics query. Length: 5 alphanumeric Keyword: AD
Branches to Update Branch	The Branches to Update grid allows you to specify up to 15 branches to add, change, or delete a general ledger account. Select the Update check box to choose the branches you wish to add the general ledger account to. The All check box allows you to add, change, or delete a new general ledger account to all branches at one time. If the Branches Allowed check box is selected in the Options section on the Credit Union Profile - Credit Union tab, you can select the All check box in the Branches to Update grid. If you do not select a branch, the system will only add the general ledger account to the branch you are signed into. System default. Keyword: BN

Click Save to save the general ledger account.

When adding a general ledger account, consult the National Credit Union Association (NCUA) chart of accounts to ensure that the assigned number properly categorizes the account. This number dictates whether the Portico general ledger system classifies the account as income, expense, asset, liability, or capital. Portico does not allow a general ledger account number beginning with 0, 5, or 6.

Deleting General Ledger Accounts

You can delete a GL account with zero activity and a zero balance for the past 13 months as well as for the current month by clicking Delete. The system deletes the general ledger account during the next back-office cycle. If year-to-date activity exists on the Statement of Income And Expenses Report 300, income and expense accounts will not be deleted until the next fiscal year. You can delete a general ledger account from multiple branches at the same time. Select the check boxes next to the branches and click Delete to delete all of the general accounts at the same time.

The following general ledger accounts are system-required and cannot be deleted:

Share, certificate and dividend general ledger accounts as specified for each share and certificate type.
Principal, Interest, Late Charge (if applicable) and Student Loan Interest Receivable (if applicable) GL accounts as specified for each loan type.
Teller Sales general ledger accounts as specified on the Transactions – Teller Sales/General Ledger tab.
Plus, the following general ledger accounts:

GL Account Number	Description
731000	Bank
739100	Vault Cash
739200	Teller Cash
739299	Checks Cashed
801900	MRCDI Payable
801910	Member Pay Loan Protection Payable
802100	Batched Receipts (092 Transaction)
803100	Undistributed Payroll
805100	Share Draft Liability
830100	Interest Refund (if applicable)
844000	IRA Withholding
871100	Payroll Suspense
872200	Share Draft Suspense
873300	Batched Receipts Suspense (092 Transaction)
874400	ACH Suspense
998100	Interbranch Share Clearing
998200	Interbranch Loan Clearing
998300	Interbranch Back-Office Clearing
998400	Interbranch Miscellaneous Clearing
998600	Accounts Payable (if applicable)
998900	Interbranch Shared Service Center (for Shared Service Center users only)
999999	Suspense

General Ledger Effects: none | Related Reports: General Ledger File Maintenance Transaction Register Report 310

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