How do I update General Ledger?
Run the Update General Ledger routine to post transactions that are created in the Court Management application to an interfaced General Ledger application.
This routine also updates the current GL period in Court Management. The GL period, or date for a non-interfaced application, is assigned to any monetary transactions in Court Management.
The most common scenario occurs when you update the GL for the current posting period and then, update the current posting period to the next GL posting period.
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Update General Ledger
Run the Update General Ledger routine to post transactions that are created in the application to an interfaced General Ledger application.
Do this...
1. Open Connect Court Management > Organization > Update General Ledger.
2. Enter the GL Posting Period.
The GL posting period is the period in the General Ledger that the system will create amounts in the selected journal.
Do you want to post transactions to the default posting period?
Yes, I want to post transactions to the default period. This option is recommended.
No, I want to post transactions to a different period. Use the GL Posting Period drop-down list to select a posting period.
3. Enter the Beginning Date and Ending Date.
Use the beginning/ending date to define the date range. Only transactions with transaction dates that occur within the date range will be included. Use the beginning date field to enter the first date in the date range. Then, use the ending date field to enter the last date in the date range.
4. Select the GL Posting Journal.
The GL posting journal is the name of the journal in the General Ledger where transactions will be posted to. The default journal for Court Management is CM. Only journals that begin with CM____ are available to use.
Do you want to post transactions to the default journal?
Yes, I want to post transactions to the default journal. This option is recommended.
No, I want to post transactions to a different journal. Use the GL Posting Journal drop-down list to select a journal name.
5. Select the output type.
All of the following options will process the update file. The report prints the Update General Ledger properties and lists any processing errors.
What do you want to do with the transactions?
I want to post transactions. Select No Report as the Print option.
I want to post transactions AND print a report. Select Report as the Print option.
I want to print a report. Select Report Only as the Print option.
6. Set up the Print Detail Section.
Use Print Detail Section to include the credit, debit, and net amounts that will be updated to each GL account by assessment type, including fines, court cost, and so on.
Do you want to print the detail section on the GL report?
Yes, I want to print the detail section. Click to select Print Detail Section.
No, I do not want to print the detail section. Click to deselect Print Detail Section.
7. Set up the Print Summary Section.
Use the Print Summary Section to provide the credit, debit, and net amount totals by GL account.
Do you want to print the summary section on the GL report?
Yes, I want to print the summary section. Click to select Print Summary Section.
No, I do not want to print the summary section. Click to deselect Print Summary Section.
8. Skip the Update Transactions That Have Already Been Updated checkbox.
9. Set up the option to Create GL Update Export File.
If the interface is not set to update transactions to a Caselle General Ledger, use the option to create an export file to post transactions to a non-Caselle General Ledger.
Do you want to export transactions to a non-Caselle General Ledger?
Yes, I want to export transactions. If you aren't using the Caselle General Ledger yet, select the Create GL Update Export File checkbox. The system will create an export file that can then be used to post transactions in the non-Caselle General Ledger, and the system will change the status on the exported transactions to updated.
No, I do not want to export transactions. Clear the Create GL Update Export File checkbox.
10. Click GO (CTRL+G).
The routine runs.
Update transactions that have already been updated
When you use this routine to post transactions to the General Ledger application, the system flags the transactions as updated, which prevents the transactions from being posted more than once. In the event that the transactions were posted incorrectly, you can use Update Transactions that have already been Updated to reset the updated flag so you can post the transactions again.
Step 1: Remove transactions that have already been updated
First, remove the transactions that have already been updated to the General Ledger application. Then, run the Update General Ledger routine with the option to Update Transactions That Have Already Been Updated checkbox selected.
Do this...
1. Open Connect General Ledger > Journals > Enter Journal Amounts.
The Options form appears.
2. Enter the journal name and period.
Use the journal name and period of the transactions to delete.
3. Click OK.
4. Click Delete (CTRL+D).
The Delete form appears.
5. Set up the options on the Delete form to delete the transactions that were updated to the General Ledger from the last time the Update to General Ledger routine was run.
6. Click OK.
The transactions have been deleted from the journal in the General Ledger.
Step 2: Re-update transactions
Run the Update General Ledger routine again with the Update Transactions That Have Already Been Updated checkbox selected. If you do not remove the transactions that were updated from the General Ledger, you may create duplicate transactions. Make sure you complete the previous step before continuing.
Do this...
1. Open Connect Court Management > Organization > Update General Ledger.
2. Select the GL Posting Period.
The GL posting period is the period in the General Ledger with the transactions that you want to post again.
3. Set up the options on the form.
4. Click to select Update Transactions That Have Already Been Updated checkbox.
5. Click GO (CTRL+G).
The transactions have been re-posted to the General Ledger.
Options
Beginning/Ending date
Use the beginning/ending date to define the date range. Only transactions with transaction dates that occur within the date range will be included. Use the beginning date field to enter the first date in the date range. Then, use the ending date field to enter the last date in the date range.
Create GL update export file
If the interface is not set to update transactions to a Caselle General Ledger, use the option to create an export file to post transactions to a non-Caselle General Ledger.
Do you want to export transactions to a non-Caselle General Ledger?
Yes, I want to export transactions. If you aren't using the Caselle General Ledger yet, select the Create GL Update Export File checkbox. The system will create an export file that can then be used to post transactions in the non-Caselle General Ledger, and the system will change the status on the exported transactions to updated.
No, I do not want to export transactions. Clear the Create GL Update Export File checkbox.
GL posting journal
The GL posting journal is the name of the journal in the General Ledger where transactions will be posted to. The default journal for Court Management is CM. Only journals that begin with CM____ are available to use.
Do you want to post transactions to the default journal?
Yes, I want to post transactions to the default journal. This option is recommended.
No, I want to post transactions to a different journal. Use the GL Posting Journal drop-down list to select a journal name.
GL posting period
The GL posting period is the period in the General Ledger that the system will create amounts in the selected journal.
Do you want to post transactions to the default posting period?
Yes, I want to post transactions to the default period. This option is recommended.
No, I want to post transactions to a different period. Use the GL Posting Period drop-down list to select a posting period.
All of the following options will process the update file. The report prints the Update General Ledger properties and lists any processing errors.
What do you want to do with the transactions?
I want to post transactions. Select No Report as the Print option.
I want to post transactions AND print a report. Select Report as the Print option.
I want to print a report. Select Report Only as the Print option.
Print detail section
Use Print Detail Section to include the credit, debit, and net amounts that will be updated to each GL account by assessment type, including fines, court cost, and so on.
Do you want to print the detail section on the GL report?
Yes, I want to print the detail section. Click to select Print Detail Section.
No, I do not want to print the detail section. Click to deselect Print Detail Section.
Print summary section
Use the Print Summary Section to provide the credit, debit, and net amount totals by GL account.
Do you want to print the summary section on the GL report?
Yes, I want to print the summary section. Click to select Print Summary Section.
No, I do not want to print the summary section. Click to deselect Print Summary Section.
Process General Ledger update
If the interface to the Caselle General Ledger is turned on, you can use Process General Ledger Update to post transactions directly to a posting period in the General Ledger.
Do you want to post transactions to the Caselle General Ledger?
Yes, I want to post transactions to the Caselle General Ledger. Select the Process General Ledger Update checkbox. The system will post transactions to the Caselle General Ledger, and the system will change the status on the exported transactions to updated.
No, I do not want to post transactions the Caselle General Ledger. Select the Process General Ledger Update checkbox.
Update transactions that have already been updated
When you use this routine to post transactions to the General Ledger application, the system flags the transactions as updated, which prevents the transactions from being posted more than once. In the event that the transactions were posted incorrectly, you can use Update Transactions that have already been Updated to reset the updated flag so you can post the transactions again.
Note: Usually, this option is not selected.
Do you want to update transactions that have already been updated?
Yes, I want to update transactions that have already been updated. If you are updating transactions that have already been updated, you will need to remove the transactions that were previously posted to the General Ledger. Then, select the Update Transactions That Have Already Been Updated checkbox.
No, I only want to update transactions that have NOT been updated. Do not select the Update Transactions That Have Already Been Updated checkbox.
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