GL - Accounts Grid Entry
This program provides a tool to simultaneously display and update multiple Accounts.
You would use this program instead of Finance > General Ledger > Account & Journal Information > Accounts when there is a need to edit more than one record in the database.
It populates the data into a spreadsheet where it can be modified in bulk within the columns.
Select an 'Account Grid' type from the drop-down menu to display the Accounts Grid Entry search screen.
A grid can be created and edited using two display options:
'Chart of Accounts Grid', and
'Reporting Codes Grid'.
The 'Chart of Accounts Grid' allows bulk updating of Chart of Account records — the fields available are those fields on the 'General' tab in Finance > General Ledger > Account & Journal Information > Accounts.
The 'Reporting Codes Grid' allows bulk updating of Chart of Account records — the fields available are those Reporting Codes fields as used by your school on the 'Reporting Codes' tab in Finance > General Ledger > Account & Journal Information > Accounts.
Reporting codes 2, 3, 4 and 5 have been reserved specifically for customisation of the layout of the TASS.web 'Balance Sheet' and 'Income Statement' (follow the relevant link for detail of their implementation).
It is strongly recommended that you click on the link above to the Income Statement and Balance Sheet online help and review the sections covering the use of reporting codes for the relevant reports.
The search screen provides the facility to search for existing Accounts in the database using various search fields.
Searchable areas include Search Criteria, Segment Filters, Accounts Selections and Ledger Search.
Click the 'GO' button (or press 'Enter') to execute the search and populate the 'Accounts Grid' with the matching records.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria, and each column is a field retrieved from either the 'General' or 'Reporting Codes' tab in Finance > General Ledger > Account & Journal Information > Accounts depending on the 'Account Grid' specified in the previous screen.
Click an individual cell to make a change.
If you are editing a table-referenced field that requires a code to be entered, the 'Lookup' (binoculars) icon will be displayed at the top of the screen. Select this icon to display the valid data options.
Use the 'Fill Down' icon to replicate the same data down the column.
If you make a mess, use the 'Restore' icon to undo your changes.
Select 'Save' to commit your changes to the database or 'Cancel' to return to the selection screens.