GL Accounts

GL Accounts
What are GL Accounts?
A general ledger contains user-defined account codes and related dimensional codes for recording different types of vouchers, invoices including on-balance-sheet, off-balance-sheet, post-balance sheet, financial and non-financial natures of Accounts.

1. Edit allows you to edit the view of Items list
2. Delete allows you to delete the saved view of Items list
3. Create New View allows you to create a new view of Items list
4. You can either Edit or to Delete an Item on clicking on the action button
5. All account numbers are listed in the accounts column
6. Account names are listed in the Chart of Account Names
7. If any account is linked to the parent account the name of the Parent Account is shown in this column
8. Account type is mentioned

Click to open a new page to enter a new GL Account

1. Enter the name by which you want to identify the account
2. Select the an account type by the dropdown list
3. If you want to link the account to a parent account then select it from the dropdown menu
4. Mention the description to the product
5. Mention a number to the account

Click Save to conclude adding a new GL Account.
When you need to create a huge number of accounts in the AccountingBook what do you do?
Consider an instance for creating about a 1000+ accounts. Creating all those 1000+ accounts in the AccountingBook may consume a lot of time. To overcome this issue we have a package called Data Loader.
Data Loader as a package is an easy to use graphical tool that helps you to get your data into Salesforce objects. The Data Loader can also be used to extract data from database objects. Data Loader supports Comma Separated Values files (CSV files).
When to Use Data Loader?

1. If you need to load 50,000 to 5,000,000 records? Data Loader is supported for loads of up to 5 million records
2. You need to load into an object that is not yet supported by the import wizards
3. You want to schedule regular data loads, such as nightly imports
4. You want to export your data for backup purposes

If the Accounts are maintained by your organization are in the hierarchy method, to put it in other words if the accounts are in the parent-child relationship in a large number we need to use data loader to upload those accounts to the AccountingBook.
If you are setting up AccountingBook instance in sandbox or in SalesForce you need to have CSV files of the required data to be imported to the AccountingBooks. Open Data Loader package and click on the Insert button.

On clicking the Insert button a new window opens

To proceed further you need to enter the credentials of your Sandbox or SalesForce in which the AccountingBooks is installed.

The next step is to select the object to which the data needs to be imported.
The next step is to select the object to which the data needs to be imported.

As we are setting up the AccountingBook the first thing we need to setup is GL Accounts or the Chart of Accounts, select GL Accounts from the SalesForce object from the given list. Browse the CSV file of Chart of Accounts which needs to be uploaded to the AccountingBooks.

Once you have selected the CSV file to import click on Next.

The App shows the number of records it is about to import into the AccountingBooks and you are suppose to click on OK button.

Either you can Choose an Exiting Map if there are any saved maps or you should click on the Create or Edit a Map button

1. The rows listed are the SalesForce mapped Lables
2. The rows are the CSV files' columns

You are supposed to match the SalesForce rows and the CSV files' columns by dragging the SalesForce items to the CSV files' items. To help you to map these fields the packages has an option of Auto-Match Fields to columns button. The only thing you need to do is to click on the button. Most of them will be auto matched and the remaining you need to manually drag the items to match them.

Once auto mapping and dragging is done click on OK button.

Now Data Loader will add data to the SalesForce, for that you need to click on the Next button.

The last step is to finish the activity by clicking on the Finish button.

Click on OK button to conclude the operation of importing data to the GL Accounts of the AccountingBooks package. But this will only add the accounts to the GL Accounts.
To add hierarchy or the parent-child relationship to the accounts you need to export the GL Accounts data to the CSV file and identify the SalesForce ID. The second step is to identify the SalesForce IDs of the Parent accounts to map those to the Child acounts. Insert Parent Account IDs next to the Child Account Names in the CSV file by V-lookup operation. Once you have the IDs of the Parent Accounts in CSV, you can perform the update operations on GL Accounts and map those respective parent accounts using Data Loader.