How_do_I_update_general_ledger_

How do I update general ledger?

Run the Update General Ledger routine to post transactions that are created in the Project Accounting application to an interfaced General Ledger application.

You would update transactions created in Project Management to the Caselle General Ledger to transfer project-related financial activity into the organization’s official accounting records. This process ensures job costs, revenues, and accounting entries are accurately reflected in the general ledger without duplicate data entry. Updating transactions also helps maintain financial consistency, supports accurate reporting, and streamlines month-end and year-end accounting processes.

  • Turn on the General Ledger interface. See the help topic titled How do I turn on the General Ledger interface?

 

Updating the Caselle General Ledger

1. Open Connect Project Accounting > Organization > Update General Ledger.

2. Select the checkbox next to a transaction type to include it.

3. Click to select the checkbox titled Update Caselle General Ledger.

4. Click GO (CTRL+G).

Connect posts the selected transactions to the Caselle General Ledger.

 

 

Options

Beginning and ending date

Use the Beginning Date and Ending Date to define the report range. Only transactions with transaction dates that occur within the date range will be included. Use the Begin Date field to enter the first date in the date range. Then, use the End 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.

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.

The GL update report prints all of the transactions that will be updated to the General Ledger based on the current date range. None of the transactions will be updated to the General Ledger by printing the GL update report.

Do you want to print a GL update report?

  • Yes, I want to print a GL update report. Select the Print GL Update Report checkbox. The system will print the update report. None of the transactions will be updated to the General Ledger by printing the GL update report.

  • No, I do not print a GL update report. Deselect the Print GL Update Report checkbox,

Selection criteria

In Caselle, the Selection Criteria allows you to choose which information to include in the routine.

Update Caselle General Ledger

If the interface to the Caselle General Ledger is turned on, you can use Update Caselle General Ledger 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 Update Caselle General Ledger 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. Clear the Update Caselle General Ledger 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 ignore the updated flag so you can post the transactions again.  

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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