Free License Managing GL Accounts [v26.3] 

The GL Accounts tab (previously named the Accounts tab) in Administration displays all legal entity accounts.

Administrators use this tab to enable or disable accounts for reconciliation. There is no limit on the number of accounts that can be enabled. Enabled accounts can then be assigned to a reconciliation template in the Reconciliations tab.

Note: On Free License accounts, administrators add GL accounts manually.

To manage GL Accounts:

1. Navigate to the Administration module.

2. Select the GL Accounts tab.

   The GL Accounts page displays all GL accounts for your organization.

3. Use the following controls to filter accounts:

   Control	Function
   Search	Searches GL Accounts by account number, name, or keywords.
   All	Displays all GL Accounts regardless of status.
   Enabled	Displays only accounts that are enabled for reconciliation.
   Disabled	Displays only accounts that are not enabled for reconciliation.
   Mapped	Displays only accounts that are already assigned to a reconciliation template.

4. Review account information in the table:

   Column	Description
   Legal Entity	The name of the legal entity. The functional currency is displayed as a badge next to the name (for example, USD).
   Account #	The unique GL Account number.
   Account Name	The name or description of the GL Accountsy account.
   Enable/Disable	Toggle to enable or disable the account for reconciliation. The toggle reflects the account status: Toggle on, no lock — Enabled. The account is available for selection when creating a reconciliation template. Toggle on + lock icon — Enabled and mapped. The account is already assigned to a reconciliation template. Cannot be disabled until removed from the template. Toggle off — Disabled. The account is not active for reconciliation and does not appear in the reconciliation template setup.

Note: The Support Source column is no longer shown on this tab. Support source configuration is managed in the Reconciliations tab.

Enable or Disable an Account

To enable or disable a GL Account:

1. Locate the account in the list.

2. Click the Enable/Disable toggle on the account row.

Note: Only enabled accounts appear in the GL Account selector when creating or editing a reconciliation template.

Bulk Enable and Disable Accounts

Administrators can enable or disable multiple GL accounts simultaneously from the GL Accounts page.

To enable or disable multiple accounts:

1. Navigate to Administration > GL Accounts.

2. Select one or more accounts using the checkboxes in the table.

3. Use the Enable/Disable toggle on any selected account.

The action is applied to all selected accounts.

Accounts currently assigned to a reconciliation template cannot be disabled and are excluded from bulk disable actions. Hover over the disabled checkbox to view the reason the account cannot be selected.

After the update completes, the system displays a confirmation message and clears the current selection.

Add an Account Manually

Free License accounts do not use ERP integration. Administrators add GL  accounts manually from the Legal Entities tab.

To add a GL account:

1. Click the Add (+) button.

   The Add GL Account dialog opens.

   

2. Enter the following details:

   Field	Description
   Legal Entity Name	The name of the legal entity for this account.
   Legal Entity Functional Currency	The functional currency for the legal entity. Select from the dropdown.
   GL Account #	A unique identifier for the GL account.
   Account Name	The name or description of the account.

3. Click Create GL Account.

   The account appears in the GL Accounts list.

Note: The system validates for duplicate Legal Entity Name and Account Number combinations. Duplicate accounts are not allowed.

Note: Users can create and enable any number of legal entity accounts, but only 20 accounts can participate in reconciliations per period — i.e., reconciliation templates can be created for a maximum of 20 accounts. The 20 accounts do not have to be the same each period: if a reconciliation template is deleted, a template can be created for another account in its place. To reconcile more than 20 accounts, upgrade to Enterprise License.

For information on creating reconciliation templates and configuring support sources, see Free License Managing Reconciliation Templates.