Use the General Ledger Groups form to create and maintain general ledger groups. These general ledger groups enable you to review, edit, approve, and report on multiple budgets at once.
You display the form in the General Ledger application.
Use the header fields to search for, create, and enter the name of a new general ledger group.
| Field | Description |
|---|---|
| Find general ledger group |
At the top of the form, enter a partial or complete name or number in the Find general ledger lookup field to find and select the budget record that you want to view or edit. Your current record selection will be preserved if you switch to another application and then return to this form. If you use multiple companies, you can select general ledger groups only for the active company that you are working in. The name of the active company displays on the right side of the Vantagepoint main toolbar. |
| Search Navigation Controls | 
The Search Navigation Controls display to the right of the Find lookup field at the top of most Vantagepoint hub and application forms. Use these controls and their related components to quickly locate a saved search, create ad hoc or new searches, page through records, find and select multiple hub records, and view selected hub or application records in ( On the Saved Search control ( When you add new records in most hub and application forms, you can easily group and track them from the Search Navigation Control in detail view. On the active form, click the + New <record> button, complete the required information for each new record, and then click Save. Vantagepoint displays both a saved confirmation message and the New Records label ( When you access a different field or search on the hub or application form or navigate away from the form, you lose the ability to view and track the new records. The New Records label then reverts to the Saved Search control ( For more information about Search Navigation Controls, see Components of a Search, Use Search Navigation Controls to Filter and Refine Records, and Use Search Navigation Controls to Track New Records. |
| Saved Searches list |
To filter the list of budgets, select one of the following search types:
For information about how to filter and refine search records, see the Use Search Navigation Controls to Filter and Refine Records task topic. For information about creating and using searches, see the Search Vantagepoint help topics. |
 x of x  |
Use these arrow icons to scroll through the records in the search results and display a different record on the form. The numbers indicate which record you are viewing out of the total number of records in the search results. |
| + New General Ledger Group | Click this option to create a general ledger group. A blank form opens with the appropriate fields enabled. |
| <General Ledger Group Name> | Enter the name of the general ledger group at the upper left of the form or click  to edit an existing name. Each general ledger group must have a unique name. |
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), click 
to display the 
) that appears in the Saved Search control. As you add new records, Vantagepoint orders the records sequentially. You can use the paging control to review and edit each new record on the active hub or application form.Use actions to copy or delete general ledger groups.
Actions
| Field | Description |
|---|---|
| Save | This action is available in edit mode. Click this action to save the changes that you made to the record. |
| Cancel | This action is available in edit mode. Click this action to discard the changes that you made to the record. |
| Copy | Click this action to copy the current general ledger group. A new form displays, with some fields populated with existing general ledger group information. Specify a unique name for the new group and edit the remaining fields. |
| Delete | Click this action to delete the general ledger group from the database. |
Use fields and options on this tab to assign names to general ledger groups, associate detail budgets with them, and review or edit amounts in related accounts.
Budget Settings
| Field | Description |
|---|---|
| Budget Year | When you create a general ledger group, the current year displays in this field. You can change the year. This entry in this field is used to select budgets by year for general ledger reporting. You can associate with this group any general ledger budgets that have the same year. |
| Available for Reporting | Select this option to make the group available for reporting. When this option is selected, the respective general ledger group is available when you select the Use Budget Group option on the General tab of the Profit Planning Monitor and Income Statement reports in Reporting. |
| Notes | Enter notes about the general ledger group. For example, enter details on what is required for budget creation, or describe changes that have occurred to the general ledger group throughout the year. This information does not print on any general ledger reports. |
Budgets in Group Grid
| Field | Description |
|---|---|
| Budgets | This field displays the name of the detail general ledger budget. |
| Budget Year | This field displays the budget year. The year in this field is used to select budgets by year for general ledger reporting. |
| + Add General Ledger Budget | Click this option to add a general ledger budget line to the grid. |
Account Details Grid
Budget Grid Actions
| Field | Description |
|---|---|
| Distribute Annual | Click this action to divide the total budget amount (in the Annual field) by the number of periods and enter the result in each of the period fields. |
| Reset Annual | Click this action to add the total of all amounts in each period field for the selected account and enter the result in the Annual field. |
Budget Grid Fields
For each account summary row, you can click the expand/collapse control to display/hide each individual general ledger budget that is associated with the respective account in the grid.
| Field | Description |
|---|---|
| Selection Checkbox | Select the row before applying actions from the grid toolbar. |
| Account | Enter an account number or select one on the Account Lookup dialog box.
If you use multiple companies, you can select only accounts to which the budget has access. A budget can access any account set up with the Available to all Companies option on the Accounts form () or any account to which the budget's associated organization and company have access. A budget is associated with an organization from the Organization field on this form, and each organization is associated with a company. Each account can be associated with any number of companies in the Company Access grid on the Accounts form in Settings. |
| Account Name | This field populates when you enter an account in the Account field. Vantagepoint uses the name of the account specified on the Accounts form in . You can change the account name here, but that will not change the name in Settings. The name that you enter here displays on the printed budget. |
| Annual | Enter the total annual amount of the budget. You can enter this amount manually or enter period-by-period amounts and click Reset Annual to have Vantagepoint calculate the resulting annual budget. |
| 1-12 | Enter a budget for each period in the year. You can enter these amounts manually, have them automatically calculated based on the annual amount, or copy them from the Income Statement, Balance Sheet, or another budget. |
| Reference | Enter an amount in this column if you want to track an amount associated with a budget line, such as if you want to adjust a budget amount but still keep track of the original amount. The reference column can be used for many purposes but is for display only. It does not affect any calculations or distributions. |
| Notes | Enter notes about the selected account budget. To change the text formatting, click and use the Text Editor. This field may include notes about changes to the budget or specific information for the individual reviewing the budget. This information does not print on any General Ledger report. |
Use the Summarized tab to consolidate multiple general ledger groups. If the same account is specified in more than one budget, the amounts are combined on a single line. If you use multiple currencies, you can consolidate budgets that share the same functional currency.
Summarized Budget Grid
The Summarized Budget grid reflects the addition of the budgets that you selected for consolidation.
| Field | Description |
|---|---|
| Account | This column lists the account numbers of all the accounts in the consolidated budget. |
| Account Name | This column lists the account names of all the accounts in the consolidated budget. |
| Annual | This column lists the total annual budgeted amount for each account in the consolidated budget. |
| 1-12 | These columns list the total period-by-period budgeted amounts for each account in the consolidated budget.
For example, if you enter 1 and 3 in the Period Range fields, select an account in the Budget grid, and click at 10%, Vantagepoint calculates the annual budget for three periods and populates the appropriate values in Fields 1, 2, and 3 only. |
| Reference | This column lists the total reference amount for each account in the consolidated budget. |
