General Ledger Setup Checklist

The following table lists the recommended order in which you can complete the General Ledger setup. 

#

Task

Description

1

Set up Fiscal Calendars

The Fiscal Calendar is used during transaction processing and for reporting annual or period financial statements. The Fiscal Calendar tab allows you to specify the number of accounting periods in the fiscal year and the valid date ranges for each period.

2

Set up GL District Administration

The General Ledger District Administration tab stores global parameters for General Ledger processing and reporting.

3

Set up Dimensions and Codes

A dimension identifies one element of a revenue, expense, or balance sheet account. Some dimensions are simple and only require a few dimension codes, while other dimensions may require a hierarchy of dimension codes. Campus is flexible and allows you to create a structure that meets state reporting requirements while also allowing you to add district-specific dimension codes.

4

Set up Dimension Structures

The Dimension Structure provides the sequencing logic and processing parameters for State and District financial operations. In Campus, an account's code structure is created by aggregating dimensions into a Dimension Structure.

5

Set up Code Group Types

Group Types organize Code Groups into manageable collections. Campus provides pre-defined Group Types and allows you to set up your own Group Types.

6

Define Code Groups

Code Groups are filters that specify specific ranges of dimension code(s). All records that include the account codes specified in the Code Group are used in processing or inquiry depending on the application using the Code Group.

7

Create General Ledger Account Numbers

General Ledger account numbers are created en masse on the GL Account Number Maintenance tab or individually on the GL Account Number tab.

8

Define Fund Parameters

Before Campus can process transactions, multiple parameters must be defined for each fund on the Fund Definition tab. These parameters define the default accounts, the calendar and other features for each fund.

9

Set up User Access Code Groups for Users

Access Groups control access to General Ledger accounts. Until you assign an Access Group to a user, the user does not have access to any General Ledger accounts. When you assign an Access Group to a user, the user is given access to the General Ledger Accounts contained within the User Access Code Group for all transactions, reporting and inquiry.

10

Set up Source Codes

Source Codes are unique values that identify different types of transactions. Campus assigns a source code to every transaction in the General Ledger. Source Codes are also used in searching and reporting in the Finance application.

11

Set up System Codes

System Codes are unique values that identify the Campus subsystem or third-party application process from which a transaction originated. Campus assigns a system code to every transaction in the General Ledger. System Codes are also used in searching and reporting in the Finance application.

12

Set up User Fields

The User Fields tab allows you to set up user-defined fields and values without requiring system administrator involvement. You can specify where the fields appear and whether they display.

13

Set up Subsystems

Subsystem transactions create Journal entries that automatically post to the General Ledger. Each subsystem must be set up for use with Campus General Ledger.

14

Assign Access Groups to Finance Users

Access Groups control access to General Ledger accounts and access to budgets. Until you assign an Access Group to a  user, the user does not have access to any General Ledger accounts. When you give General Ledger Access to a user, the user is  given access to the General Ledger Accounts contained within the User Access Code Group for all transactions, reporting and inquiry.

Access Groups are assigned on the Finance Account Rights tab. The Finance Account Rights tab is part of the User and User Group tool sets.

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