Divisions will only be an available item in the Items lists if Divisions is turned On for the selected database.
Use GL Accounts in the master files to add GL Accounts and their associated details.
The main tab, GL Account Setup, includes the ability to create, manage, and remove existing accounts.
The ID can be alphanumeric and no more than 50 characters long. The ID does not have to be a unique value. This is a required field.
The Effective Begin field accepts the date format (MM/DD/YYYY). This defines the beginning of the effective period for the GL Account record. This field is not required while the account has a status of Setup. For all other statuses this is a required field.
The Effective End field accepts the date format (MM/DD/YYYY). This defines the end of the effective period for the GL Account record.
The available Status radio options are Setup, Active, and Retired. By Default a new record has a status of Setup. The status for a new record cannot be modified while in New mode. After saving the new record, the status may then be modified.
The following restrictions apply, the record status is expected to progress in the following order:
● Setup to Active
● Active to Retired
For example, the status on an existing record of Setup cannot be modified to Retired without the Active Status being selected first.
The reason for these restrictions is directly related to the ability to delete records, which will be addressed later in this document.
The Expand All and Collapse All buttons allow you to expand and collapse simultaneously, all of the accordion sections beneath the buttons, of the Account Type Accordion. The accordion sections may be expanded or collapsed individually by clicking on the individual accordion heading.
Each GL Account record on the GL Account Setup tab has an Account Type accordion which consists of five account types:
● Revenue
● Cash
● Receivables
● Contractual Adjustments
● Other Adjustments
The Account Type accordion sections are always visible regardless of the Account Status. By default, all accordion sections are expanded.
Each Account Type accordion section contains two drag and drop lists:
● Available GL Account Items
● Selected GL Account Items
These lists can be edited only for Accounts with a Status of Setup.
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Divisions will only be an available item in the Items lists if Divisions is turned On for the selected database. |
To add items to the Selected GL Account Items List in Master Files | GL Accounts:
1. Select a record in the GL Account Setup grid with a Status of Setup.
2. Move the pointer over the desired item in the Available GL Account Items list.
3. Press and hold the mouse button, and drag the item to the Selected GL Account Items list.
4. Release the mouse button to add the item to the Selected GL Account Items list.
5. Click Save.
Some items in the drag and drop lists have a dependent relationship. This requires in some cases that both items must be present together in the Selected GL Account Item list. Office and Division, Payor and Plan are the items which have this dependent relationship. Division cannot be added to the Selected GL Account Item List without first adding Office. Plan cannot be added to the Selected GL Account Item List without first adding Payor.
To Add All Items to the Selected GL Account Item List, click the Add All button. This button may be clicked at any time while there are still items in the Available GL Account Items List. If there are already items in the Selected GL Account Item List at the time the Add All button is clicked, the additional items from the available list will be appended to the Selected GL Account Item list.
To remove items from the Selected GL Account Items List in Master Files | GL Accounts:
● Select a record in the GL Account Setup grid with a Status of Setup.
● Move the pointer over the desired item in the Selected GL Account Items list.
● Press and hold the mouse button, and drag the item to the Available GL Account Items list.
● Release the mouse button to add the item to the Available GL Account Items list.
● Click Save.
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If account numbers have been saved on the GL Account Details tab for an item in the Selected GL Account Items list and you remove the item and return it to the Available GL Account Items list, once Save is clicked the account numbers will be deleted in the system. |
Some items in the drag and drop lists have a dependent relationship. This requires in some cases that one of these items must be removed from the Selected GL Account Item List before the other item in the relationships can be removed. Office and Division, Payor and Plan are the items which have this dependent relationship.
Once Office and Division are in the Selected GL Account Item list, the Division must first be added to the Available GL Account Item list before the Office can be removed. Once Payor and Plan are in the Selected GL Account Item list, the Plan must first be added to the Available GL Account Item list before the Payor can be removed.
To remove all items from the Selected GL Account Item list, click the Remove All button. This button may be clicked at any time while there are still items in the Selected GL Account Items list.
The items in the Selected GL Account Items list can be ranked. The order in which the items appear in the Selected GL Account Items list is the order that the entered account numbers will be combined to make the Chart of Accounts.
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The segments will not automatically be defined. The fields in which the account number is entered are alpha numeric. A separator should be manually entered to define a segment. |
To create a GL Account under Master Files | GL Accounts:
1. Click New.
2. Enter an *ID to describe the account.
3. Enter an Effective Begin date.
4. The Status is defaulted to Setup and cannot be modified until the record is saved.
5. For each Account Type accordion section, drag items into the Selected GL Account Items list.
6. Click Save.
7. The GL Account record will appear in the GL Account Setup grid.
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*Indicates required fields. Pop ups as shown below will appear denoting required fields if all required fields are not entered. The GL Account record will not save if all required fields are not entered. |
The record status affects the operations which can occur, and the validation which occur on the GL Account Setup tab.
For a record with Status of Setup, the record can continue to be edited from the GL Account Setup tab. Records created in error may still be removed using the Delete button.
If an Effective End date is entered, there must be an Effective Begin date as well. The Effective End date must be equal to or after the Effective Begin date. Overlapping GL Account records, or gaps in coverage, are not considered for records with this status.
For a record with Status of Active, the record allows limited edits. The Effective End date and record status are the only details which may be modified.
Records with a Status of Active cannot be deleted using the Delete button. Instead, the status of these records should be modified to Retired and then saved.
To save a record with the Status modification of Active from Setup, the Selected GL Account Items list for each Account Type accordion section must contain at least one item. If the Account Type accordion section contains no items, an error message will appear
This item may or may not have account numbers entered on the GL Account Details tab. It is advised that the GL Account Details tab be reviewed prior to saving a record to Active status.
To save a record with the Status modification of Active from Setup, the record Effective Begin/Effective End period may not overlap with any existing GL Account records with a status of Active.
The Effective End date is not required for a record and until one is provided the record is considered to be effective indefinitely. If the following validation warning is encountered, an Effective End date may need to be provided on the most recent Active record.
To save a record with the Status modification of Active from Setup, the record Effective Begin/Effective End period may not create a gap in coverage with any existing GL Account records with a status of Active.
A gap in coverage may occur prior to the entered record when the Effective Begin date of the new record is more than 1 day later than the Effective End date of an existing Active record.
For example, an Active GL Account record exists with dates 1/1/13 – 4/1/13. To prevent a gap in coverage when selecting the Active status on another record, the Effective Begin date for that record should be 4/2/13.
Otherwise, if a date 4/3/13 or later is entered, an error message will display.
A gap in coverage may occur after the entered record when the Effective End date of the new record is more than 1 day earlier than the Effective Begin date of an existing Active record.
For example, an Active GL Account record exists with dates 1/1/13 – 4/1/13. To prevent a gap in coverage when selecting the Active status on another record, the Effective End date for that record should be 12/31/12.
Otherwise, if a date 12/30/12 or earlier is entered, an error message will display.
A record with Status of Retired, will not allow for edits to be made to the record.
Records with a Status of Retired cannot be deleted using the Delete button, and will continue to exist for historical purposes.
The GL Account Details tab allows the entry of account numbers for the selected GL Account record on the GL Account Setup tab. Select the desired record on the GL Account Setup tab in the GL Account Setup grid then select the GL Account Details to view the details for that record.
At the top of the GL Account Details tab is information for the selected GL Account Setup record. It includes the ID, Effective Begin and Effective End dates, and the record Status.
Each Account Type accordion section from the GL Account Setup tab is represented as its own tab on the GL Account Details Section. The Account Types are:
● Revenue
● Cash
● Receivables
● Contractual Adjustments
● Other Adjustments
On each Account Type tab, there is an accordion comprised of the items found in the Selected GL Account Items list. The order of the accordion sections directly correlates to the order of the items in the Selected GL Account Items list for that Account Type.
Within each row of an accordion section, a GL Account Number field is available to input the desired GL Account Number. This field is alphanumeric and will also accept symbol characters such as –.
Because a separator is not hard coded for the segments, it is within the GL Account Number field that any desired separators should be defined. This allows the flexibility to define segments which may consist of multiple Selected GL Account Items in the list.
For example, if the Revenue portion of my Chart of Accounts is expected to output as Line of Business-OfficePayor, you would include a – character appended to the Line of Business GL Account Number.
Only those Account Types which have items listed in the Selected GL Account Items list will display accordion sections. If a selected Account Type does not yet have an item in the Selected GL Account Items list, a message will display when the tab is selected.
The data which pulls into the GL Account Details accordion sections is data that currently exists in Enterprise Edition. If an Agency is set up for both lines of business, all data for both lines of business will pull into the accordion section on the GL Account Details tab. The Mode drop down (Homecare, Hospice) at the bottom right of the screen will have no effect on the data being viewed.
The data is pulled from the following areas within Enterprise Edition for the Selected GL Account Items list:
Each Account Type tab on the GL Account Details tab has a Cancel All and Save All button. The Cancel All button will discard all pending changes for all accordion sections on the selected Account Type tab. The Save All button will save all pending changes for all accordion sections on the selected Account Type tab.
Inside each accordion section on the selected Account Type tab are Cancel and Save buttons. The Cancel button will discard all pending changes for the single accordion section in which it is clicked on the selected Account Type tab. The Save button will save all pending changes for the single accordion section in which it is clicked on the selected Account Type tab.
Some accordion sections contain more data than is displayed on a single page view. When this is encountered, page numbers will appear for the accordion section. To navigate the pages, the First/Previous/Next/Last buttons around the page numbers can be clicked. The individual page numbers may also be selected to navigate directly to a page.
Pending changes must be saved or discarded when navigating among pages within an accordion section.
Some accordion sections contain more data than is displayed on a single page view. When this is encountered, the Next button will appear for the accordion section. This allows pending changes for the viewed page to be saved while simultaneously navigating to the next page in the accordion section.
When a GL Account Number is entered for a row and you tab out of that GL Account Number field, the accordion section heading will appear in red and have the text Unsaved Data appended to it. This feature clearly marks all sections which have pending changes to highlight which sections would be affected by clicking the Cancel All/Save All buttons.
The Expand All and Collapse All buttons allow you to expand and collapse, simultaneously, all accordion sections of the selected Account Type tab. The accordion sections may be expanded or collapsed individually by clicking on the accordion heading.
Viewing GL Account Details for all Status.
The record status affects the operations which can take place and the data which is displayed on the GL Account Details tab.
For a record with Status of Setup, all available rows of data for each accordion section within an Account Type tab will be displayed. The GL Account Number can be modified for each accordion section.
For a record with Status of Active or Retired, an accordion section will display for each item in the Selected GL Account Items list. Each accordion section may contain no rows, a single row, or many rows. Rows will only display where a GL Account Number has been saved or modified for each accordion section. The GL Account Number will be read-only and cannot be modified. All buttons related to saving or discarding pending changes will be disabled.
The New/Copy button exists on the GL Account Setup tab in Master Files | GL Accounts. Records of any Status may be copied. New/Copy will create a copy of the selected record which includes the Account Type accordion section modifications and all account numbers entered on the GL Account Details tab.
To create a copy of an existing record in Reference Files | MAR Reason Codes:
1. Select the record to be copied in the GL Account Setup grid.
2. Click New/Copy.
3. Enter a new IDin the field below the grid.
4. Optionally enter Effective Begin and Effective End dates.
5. Click Save.
6. The new GL Account record will now appear in the grid.
7. Select the GL Account Details tab, all saved account numbers for the copied from record will be present.