Description
How to add a GL Analysis Element code. This is used for a third level of analysis on GL expense accounts where mapping across sectors is required.
Process
Pre-Requisites:
- You will need to find out the code to be added, which is always a 3-letter code.
- You will also need to find out the description of the code to be setup.
Process:
In COINS, open the KCO where the GL Analysis code needs to be created.
Then search for “GL Elements (Group)” in the menu. You will find it under General Ledger -> Chart of Accounts -> GL Elements (Group).
Make sure the “GL Element” filter at the bottom of the page is set to “Analysis"
Enter the GL Analysis Element code you have been provided into the search filter, to check if it already exists.
- If it does exist with the same description, but under a different KCO then you are ok to continue setting it up in the KCO requested.
- If it has a different description, you will need to liaise with the user to create a new code.
- If nothing appears in the search, then it means that code doesn’t already exist, so you are ok to create it.
To create a new GL Analysis Element code:
Once you have checked it doesn’t already exist in the KCO you are setting it up in, Click the “Add” button at the bottom of the page:
Or you can copy from an existing analysis code by selecting it and then clicking “Copy”
Enter the KCO into the correct field. If you have been asked to set it up in multiple KCOs, you will need to create them individually.
If there are multiple, you can create these in bulk using the Bulk Copy / Bulk Add function.
Enter the ‘Code’, ‘Description’, and ‘Short’ code. (The ‘Short’ code will normally be the same as the ‘Code’).
Then click the Save Icon:
At this point it will open another new record so that you can continue creating another new code if needed.
If you do not need to, click the Undo button and it will take you back to the full list and show the new code you have created:
Notes