GLA Components
PCR-360 is able to use different types and configurations of General Ledger Account (GLA) numbers. The standard system operates on component based GLAs. Therefore, a GLA is a specific collection of components representing an account number. The specific number of components is controlled with a configuration option and the system can employ any number of these components to form the GLAs. The system has been tested with varying number of components from 1 to 15. Additionally the system can employ multiple different configurations of GLA components. These different GLA Formats can then be assigned to groups and services within the application.
Selecting GLA Formats
The GLA Format is set up when PCR-360 is brought online in the Configuration Options . To switch between Formats PCR-360 provides the 'Select GLA Format'
Clicking this button will bring up the 'GLA Selection' Form.
Simply double click on a GLA Format name to select it. The User can confirm they are looking at the Format that they want by checking the Path at the top of the Grid. In the following example the User is viewing the ADMIN GLA format.
Adding GLA Components
To build a component-based billing structure, the User must first add the components themselves to the 'GLA Components' grid (see Figure below). When building a new GLA the Components will be automatically added if they do not exist, but Component descriptions can only be added via this method.
Navigate to Admin > System Tables > GLA Components.
Click the 'Add' button located on the Grid Toolbar above the GLA Components grid.
This launches the 'Add New General Ledger Account Component' form.
Users must first select a 'Component Type' from a list of available types. This particular organization defined five component types, ranging from 'Fund' to 'Department'. The user organization can define an unlimited number of component types and their associated names.
The 'Code' data field compels users to enter a code that can be used to easily and consistently identify the new Component.
Keep in mind that both 'Component Type' and 'Code' are required fields. Entering a 'Description' is useful to describe similar GLA Components.
Users can also set the new Component status as 'Active' or 'Inactive' by clicking on either term.
Once all required fields have been defined, click the 'Save New'
button at the bottom of the Component Type data entry form. The new Component GLA will appear in the GLA Components grid.
Editing GLA Components
Navigate to the GLA Components grid by clicking the 'Admin' tab and opening the System Tables folder clicking on the node labeled 'GLA Components'.
Double-click an existing GLA or highlight an item on the grid and click 'Edit Selected' button located on the Grid Toolbar above the GLA Components grid.
The window is identical to the GLA Components data entry form displayed (see Figure above).
Assuming that all required fields have been defined, click 'Save' at the bottom of the window. The changes will be reflected in the GLA Components grid.
Deleting GLA Components
Navigate to the GLA Components grid by clicking the 'Admin' tab and opening the System Tables folder clicking on the node labeled 'GLA Components'.
Highlight the grid items to be removed and click the 'Delete Selected' button located on the Grid Toolbar above the GLA components grid.
Managing GLA Components
Users can manage new and existing GLAs by manipulating the GLA Components grid. Because this grid lists every separate GLA available for use, users are best served organizing the GLA data by column. For an in-depth discussion of how to organize data in a grid, see the Getting Started: Critical Interfaces section entitled The Grid.