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Enhanced GL Account Lookup - Screen Overview

Introduction

The GL account lookup page allows to easily find and select a general ledger (GL) account. The GL account lookup page is available throughout the OpenGov Financials application and can be accessed by clicking on the magnifying glass icon next to the account number data entry textbox on any screen where an account number can be entered. This lookup page provides more search options and better user experience than the current lookup, making it a convenient and efficient way to locate the GL account needed for a particular transaction.

*Note: The search capability works similar to that of the GL Flexible Inquiry screen. To know more about the Flexible Inquiry, visit the Flexible Inquiry article.

This article includes following sections:

  • Introduction
  • Navigation Tip
  • Screen Overview
  • Notes
  • How to Enter Search Parameters
  • Additional Search Parameters
  • Range on Alphanumeric Segments

Navigation Tip

Below is an example of how to access the GL account lookup screen from the Journal Entry Details screen.

Navigation : Master Menu >> General Ledger >> Journal Entries >> Journal Entries >> Create a new or open an existing Journal Entry and click on the Details tab.

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Use magnifying glass icon next to the Account Number textbox to open the lookup screen

This lookup screen is similarly accessible from any screen in Financials that has the GL Account Number data entry textbox (e.g. Invoice Entry Details screen, Account Summary Inquiry etc.).

Screen Overview

Screen Code: GLLMSTP

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GL Account Number Selection Lookup

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Show More / Fewer Options to expand / collapse additional filters

The filter parameters in the filter pane dynamically adjust to the screen size and may wrap into multiple lines on smaller screen. Following GL account segments are available to find the account:

  • Fund
  • Object
  • Department
  • Program
  • Project
  • Project Category
  • U1 (User Code 1)
  • U2 (User Code 2)
  • U3 (User Code 3)

Additionally, following search options are also available to find the account.

  • Account Number
  • Account Description
  • Account Type
  • Old Account
  • External Account

After entering one or more filter parameters, press the enter or click the find button to view the valid GL accounts in the result pane. Only the GL accounts having “Accept Transaction Status“ set to yes are displayed in the result pane and available for selection.

Reset button can be used to remove any search filters applied and all the available accounts will be listed in the result pane. Manage Columns button can be used to view/hide Accept Trans, Old Account and External Account columns in the result pane. Any changes made using Manage Columns is applicable to the current lookup screen only.

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Select an account from the result pane and the account is returned to the GL account number data entry textbox. Result pane data can be sorted by ascending / descending order using the up/down arrows beside each column.

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Select an account by clicking on the row

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The selected account is returned

Notes

The lookup screen only searches on accounts which accepts transactions. However there may be occasions on inquiry screens where the user may have a need to lookup an account that no longer accepts transactions. In this scenario, the user can directly enter that specific GL account. For example, if you need to use a non transaction accepting account on a screen (e.g. Account Summary Inquiry), then the account number can be directly entered in the GL account number textbox. Please note that you can also use the General Ledger > Inquiries > Flexible Inquiry screen to find such accounts which supports even the non transaction accepting accounts and then right-click and select Account Inquiry which will take you to the Account Summary Inquiry Screen.

How to Enter Search Parameters

By default, the lookup screen displays all the valid accounts available for selection without any filtering. To filter the list of accounts further, one or more search parameters can be used from the filter pane. There is no particular sequence necessary to enter the search parameters. For example, project code can be entered to view all the GL accounts of that project. And department or any other parameter can be entered to filter the result further as required.

All the search options provide a dropdown list to help select a value for that parameter. You can use mouse or keyboard up/down arrow keys to select a value from the dropdown list. Also, as you start typing, the dropdown will dynamically start showing the list of values beginning with it in ascending order. The dropdown can show a maximum of the first 100 values in the list. For example, if you enter ‘1' in the ‘fund' textbox, then the dropdown will list all the funds beginning with ‘1’. If you further type '2’ then it will start listing all the funds beginning with '12’.

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The dropdown list can also be narrowed by description. For example, you can type ‘Fire' in the Department textbox, and the dropdown will list all the departments containing word 'Fire’ in the description.

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In the example below, typing ‘park’ in the ‘Project' textbox has shown list of project codes containing word 'park’ in their description.

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You can also enter the search parameter as a range using '-’. For example, if you want to view all the accounts having object between 10000 to 19999 then you can enter 10000-19999 in the object search parameter. You can also enter a range as well as list in a search option. For example, program search parameter is entered as 50-55, 71, 98 in the below screenshot.

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Additional Search Parameters

You can also directly enter the partial account string you have to view all the accounts available beginning with the partial account string you entered. For example, you don’t have the project code but you have rest of the initial account string 52858670003020, then you can enter the same to view the accounts beginning with it.

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Similarly, you can also enter the full or partial old or external account number to view all the accounts linked with the old or external account number beginning with it. If you search using the old or external account criteria in the filter pane, the result pane will also display the corresponding column for those accounts.

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To narrow the search result, you can also select an account type and enter account description. For example, select account type asset and enter ‘cash' in the account description parameter to view all asset accounts containing word 'cash’ in their description.

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In order to make entering search parameters easy, the dropdown only lists those values that have a GL account in combination with other search parameters already entered. For example, fund 841 has two project categories CS and EN. Project MBROAD is linked with category CS and WA is linked with EN. Therefore, after entering fund 841 and project MBROAD, the category dropdown only shows value CS, whereas if project WA is entered then only EN category is available in the dropdown.

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Range on Alphanumeric Segments

As with numeric segments, alphanumeric segments (project, project category, and user codes 1, 2 and 3) can have their search parameters entered as a range using a hyphen (-). In this case, GL accounts will be searched on that segment according to dictionary search order. For example, consider the below instance where fund 992 uses the project segment and has the following GL accounts:

Account Number
992-51302-000-2004DT
992-51302-000-911SYS
992-51302-000-ADA
992-51302-000-ADMIN
992-51302-000-ALLEY
992-51302-000-ASPHLT
992-51302-000-BASA
992-51302-000-BASD
992-51302-000-BTRAIN
992-51302-000-BUILD
992-51302-000-CACITY
992-51302-000-CAFOOD
992-51302-000-CASCH
992-51302-000-CHAMBR
992-51302-000-DEA190
992-51302-000-DRNTDC
992-51302-000-DSOR
992-51302-000-EROSN
992-51302-000-ERPCON
992-51302-000-ETIMP

With the project search parameter specified as range “A-B“, the search results include the GL accounts with projects arranged in dictionary order that will appear after A and before B.

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In the example below, ADA and ADMIN project accounts do not appear in the results because they appear before “AE“, whereas all projects starting with B up to BUILD are selected because they appear before BZ in the dictionary order.

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