This is a handy quick reference list of important screens in Colleague UI related to the General Ledger module.

 

General Ledger Setup Forms

Menu Path: CF - CL - GAS

Mnemonic	Form / Process	Description
GLAS	Account Structure Maintenance Form	Defines all major components and subcomponents of the account number
CFBM	Cross Fund Balancing Mask Form	Creates due to/from at a level the fund, typically at the department level
GLCD	GL Class Definition Form	Asset, liability, fund balance/net assets, revenue, expense
GLFD	Fund Balance Definition Form	Net Assets; defines where revenue and expense accounts close at the end of the year
GLDU	GL Component Update	Used to update computed columns that describe the current GL structure
GLAP	GL Account Parameters	Sets security parameters & keys for GL, Purchasing, AP
GLND	Descriptions Display Form	Defines the order of account component descriptions on reports (order displayed)
GLID	GL Import Definition Form	Use to create the import definition template for journal entries

General Ledger Account Setup Forms

Menu Path: CF - GL - CAM

Mnemonic	Form / Process	Description
GLDM	GL Account Descriptions Form	Create individual component descriptions
GLAA	GL Account Authorization Form	Creates individual account strings (link fund, dept, activity, object to create complete string)
GLCN	Create New GL Accounts Form	Copy another dept (or component) to new dept to create strings without setting up each account individually

General Ledger Record Security

Menu Path: CF - GL - GAS - RSG

Mnemonic	Form / Process	Description
GLRD	GL Role Definition	Used to create, maintain and delete GL roles
GLUD	GL User Definition	Used to assign GL roles to users and define global restriction dates for the user
GRSU	GL Record Security Utility	Process to convert all of the records currently set up in the GLNO security parameter entry form (RSGL)
GSDU	GL Security Default Utility	Process used to assign the role ID that gives full access to those users that currently do not have a GL account number access definition on the GLNO security parameter form (RSGL)
GLBU	GL Access Batch Update	Used to update GL account security access for GL account numbers and tags
GLRU	GL Role Access Update	Used to rebuild the GL account access security based on your existing GL role definitions

1099 Setup

Menu Path: AP - TAX - TMP

Mnemonic	Form / Process	Description
MITR	1099-MISC T Record Setup Form	Used to setup organization and EIN 1099MISC record for IRS reporting
TNST	1099 State Information Form	Used to setup/maintain state information used in 1099MISC processing

Fiscal Year Setup

Menu Path: CF - GL - GSA

Mnemonic	Form / Process	Description
GLIN	General Ledger Installation Form	Defines the initial fiscal year and creates files to store data in GL; use AGLS for setup each year after initial year (initial setup only)
AGLS	Authorized Next GL File Suite Form	Create file suite and authorize and open new FY completed annually (A for authorize, O for open transaction entry, F for freeze prior year for transaction entry)

Account Maintenance Forms

Menu Path: CF - GL - CAM

Mnemonic	Form / Process	Description
GLMT	Account Maintenance Form	Maintain existing accounts individually (view status - activate or inactivate individually)
MACS	Modify Account Status Form	Maintain the fiscal year status for a group of GL account numbers
GLAT	GL Account Activation Form	Activate or inactivate accounts in batch (this is a trigger on what gets pulled into the next year's file suite)
GLDL	GL Accounts Deletion Form	Delete accounts if no activity has been posted in either prior or current/future years. If the account exists in any of the GLS.yyyy files, the record is not deleted
GLCI	GL Account Component Structure Inquiry	Used to view the structure of an entire GL account number's components
BOMA	Budget Officer Maintenance by Acct Form	Maintain budget officer information for a given account
USCC	Update Stored Computed	Used to batch process to initiate a batch recalculation of stored computed columns (for example, after changing a description in GLDM)
CLGA	Clear GL.ACCTS File Memo ASSC	Process to clear GL.ACCTS data fields associated with the available funds controller for all open ledger years. Run from the main account on a quiet system. Run PGLT before this and GLRA
GLRA	Rebuild GL.ACCTS from GLS.fyr	Process to reconstruct GL.ACCTS records from GLS.fyr records. Can only be run for the entire general ledger and must be run on a quiet system.

General Ledger Entry Processing

Menu Path: CF - GL - GLE

Mnemonic	Form / Process	Description
GLJE	General Journal Entry Form	Used for general journal or opening balance entries; automatically creates due to/from
GLJM	General Journal Manual Entry Form	Use for general journal; does not create due to/from
GLJR	General Journal Entry Reversal Form	Use to create a general journal entry that reverses an existing, completed journal entry
GLBE	Budget Journal Entry Form	Use for opening/approved budgets, budget adjustments, contingency budgets
GLEE	Encumbrance Journal Entry Form	Use to create opening balance encumbrance or encumbrance adjustments
GLRE	Requisition Encumbrance Journal Entry Form	Use for correcting purchasing problems related to requisition encumbrances
GLRJ	Recurring Journal Entry Form	Used for periodic transactions, adjustments or transfers
GLID	GL Import Definition Form	Use to create the import definition template for journal entries (CF - UT - SF - DTM)
FLUL	Colleague File Import Form	File upload utility to place the Excel spreadsheet created journal entries in GL.INTERFACES folder (CF - GL - GLI)
GLIM	GL Import Form	Used to import the file uploaded using FLUL into the general ledger (CF - GL - GLP)
GLTI	GL Transaction Inquiry	Where you can view GLIM journal entry
PGLT	Post GL Transactions Form	Post transactions to GL; best practice to run wide-open
RVRS	Reverse Posting Utility Form	Process to reverse a transaction that should not have been posted to the GL
GPES	GL Posting Error Summary Form	Be careful before deleting errors: check origin of entry and ensure subsidiary files are corrected. GPES details into GLEC - GL Posting Error Correction Form; move entries back to postings file, delete posting record, update posting record or close the record with no action

General Ledger Inquiry Forms

Menu Path: CF - GL

Mnemonic	Form / Process	Description
ACBL	GL Account Balance Inquiry Form	View account balance summary for a specific account in an open fiscal year; can detail into GLAI
AHST	GL Account History Inquiry Form	Displays the specific account balance for all fiscal years regardless of fiscal year status; includes posted figures only; balances are rolled forward for assets and liabilities
GLST	GL Account Status Form	Provides a snapshot of every fiscal year stored on the system for a specific account
GLRQ	GL Requisition Inquiry Form	Displays all requisitions for a specific account for a specific fiscal year
ENCI	GL Encumbrance Inquiry Form	Displays all purchase orders for a specific account for a specific fiscal year
GLJI	General Journal Inquiry Form	Used to view journal entries created directly in the general ledger

Journal Entry & Posting Reports

Menu Path: CF - GL - GLE

Mnemonic	Form / Process	Description
GBER	Budget Journal Entry Report Form	Provides a report of adjusting, contingency and opening budget entries
GEER	Encumbrance Journal Entry Report Form	Provides a listing of adjusting and opening encumbrance entries for purchase orders
GJER	General Journal Entry Report Form	Provides a report of both general and opening balance journal entries
GMER	Requisition Encumbrance Journal Entry Report Form	Provides a report of adjusting and opening encumbrance entries for requisitions
GRER	Recurring Journal Entry Report Form	Provides a report of recurring journal entries that have been created; run prior to creating new recurring journal entries
LPST	List GL Posting Form	Provides an on-demand listing of items pending posting (pre-report for PGLT)
GPES	GL Posting Error Summary Form	Provides access to transactions that did not pass the edits in PGLT

Financial Reports

Menu Path: CF - GL - CAM

Mnemonic	Form / Process	Description
COAR	Chart of Accounts Report Form	Provides a report of the general ledger accounts
GLCR	GL Component List Form	Provides a report of major components and subcomponents in your chart of accounts
GLTB	GL Trial Balance Form	Provides summary or detail general ledger account balances; proves ledger is in balance
LGLA	List GL Activity Form	Provides detail by transaction for an individual account number; lists budget, actual, or encumbrance amounts

Financial Reports

Menu Path: CF - GL - GLB

Mnemonic	Form / Process	Description
GLBA	Budget to Actual Report Form	Compares actual to budget and displays the calculated variances
GLSA	Summary Account Availability Form	Provides same info as GLBA with the addition of encumbrances
GLBR	Annual or YTD Budget Report Form	Allows comparison of budget to actual at an incremental point in time, assuming budgets are posted incrementally; allows suppression of detail of GL account numbers and a display of monthly actuals
GLBS	Budget Status Report Form	Provides a report of transactions for any selected period of time in the fiscal year in either summary or detail format

Financial Reports

Menu Path: CF - GL - GLA - GLPL

Mnemonic	Form / Process	Description
GLPV	GL Budget Pool Verification Form	Provides a report of one or more budget umbrella accounts and contains the budget data for the budget pool

Other Reports

Menu Path: CF - GL - GAS - RSG

Mnemonic	Form / Process	Description
GRAR	GL Role Access Report	Provides a report of GL Roles with either the GL numbers associated with the roles, the users associated with the roles, the GL definitions or all three
GLUA	GL User Access Report	Provides a report of all the GL user access definitions

General Ledger Month-End Close

Menu Path: CF - GL - GLC

Mnemonic	Form / Process	Description
GLME	GL Month-End Close Form	Month-end close process to establish control of the dates used by the system and protect against back-posting
GLVA	GL Balance Verification Aids Form	Used to locate out-of-balance conditions within GL detail files and between detail and summary files. Best practice is to run periodically and before year-end close (CF - GL - GLV)

General Ledger Year-End Close

Menu Path: CF - GL - GLC

Mnemonic	Form / Process	Description
GLYE	GL Year-End Closing Form	Process that closes the fiscal year and creates carry forward entries for balance sheet accounts and encumbrances. Run GLVA prior to year-end close process
GLFF	GL Import Flat File Update	Delete old GLIM Imports; need record delete access