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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 |