This article reviews the GL Codes page within Company Configuration. Here, Users can create, edit, and deactivate GL Codes.


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GL Codes Overview


The GL Codes page displays the chart of accounts that has been uploaded to Radar. GL Codes are used for all GL-associated modules (GL Sales, Accounts Payable, Inventory, and Recipes) and Budgets. 


In Radar, 'GL Code' refers to the base part of the GL Account. excluding Location-specific identification. For example, GL Code '7130 Office Supplies' is used for all Locations. If each Location then requires an additional designation, the Location Number will be added on export; 7130-01 (for Location 1), 7130-02 (for Location 2), and 7130-03 (for Location 3). Location Numbers are viewable on the Locations page. 


Security


Users with either of the following Privileges will be able to access the GL Codes page: 


Learn more about Privilege and User management here. 



The GL Code page is found in the Site Configuration drop-down menu in the Company Configuration Module.



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GL Code Grid

 

1) GL Code - The numerical GL Code associated with the GL Account


2) Name - The name of the GL Account


3) Ops - Indicates if the GL Code is used in an Ops Statement configuration


4) Daily Ops - Indicates if the GL Code is used in a Daily Ops Statement configuration


5) Force Location - This field is used for Custom Exports to roll up GL activity for multiple GL Codes or Locations


6) Force Extension - This field is used for Custom Exports to force a specified extension or provide an additional GL Code for Inventory adjustments. 


7) Cash Deposit? - Indicates that the account is the depository account. This is a system designation that is necessary for GL Sales posting to work. 

  • Important Note: Only one GL Code should have this option selected


8) Over Short? - Indicates that the GL Code is used for force balancing during GL Sales posting. 

  • Important Note: Only one GL Code should have this option selected


9) Not a GL Code? - Indicates that the GL Code only exists in Radar and is not part of the COA used in accounting. For example, GL Codes used for reporting Guests and Checks on the Ops Statement will have this setting.

  • Note: GL Codes with this setting will not be included in GL-level exports. 


10) Sort Order? - The number entered in this field will represent the order in which the GL Code is sorted in dropdown menus and reports


11) Sale Type - This is used for the Budgeting process, as it designates the GL Code as a sale type for reporting purposes.

  • Note: These values must be set prior to importing the Budget file, since they are used during the import process. If changes are made to this setting, a re-submission of the Budget file will be required before changes will be reflected in the Budget.


12) Cash and Carry? - Indicates whether or not this GL Code will be an available option when setting up a cash-and-carry Vendor in the AP module. This setting in AP allows Radar to filter out Vendors that should not be submitted in AP batches, since they have already been paid (cash and carry)


13) DS Rules - Indicates the number of GL Sales Rules using this GL Code


14) Inventory Items - Indicates the number of Inventory Items using this GL Code


15) Recipe Ingredients - Indicates the number of Recipe Ingredients using this GL Code


16) Edit - Click the pencil icon to edit the GL Code


17) Deactivate - Click the red x icon to deactivate the GL Code

  • Note: GL Codes that have associated DS Rules, Inventory Items, or Recipe Ingredients cannot be deactivated. 


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  1. GL Code Starts With - Enter the first digit of a GL Code to search for all GL Codes that start with the entered value

  2. GL Code or Name Contains - Enter all or part of a GL Code or name into this field.

  3. Disabled? - Select whether to show or hide disabled GL Codes from the search results

  4. SHOW - Click to view the results that match the search criteria


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Creating a New GL Code 



To create a new GL Code, click the 'New GL Code' button above the GL Code grid. The 'New GL Code' window will appear. 


The following fields are required for the GL Code to be saved:

  • GL Code - Unique GL Code
  • Name - Name of the GL Code


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Upload GL Codes 


GL Codes are typically uploaded during the initial implementation process for the database. After implementation, new GL Codes can be uploaded via a template. 


To download or upload the GL Code template, click 'Upload GL Codes'.




Learn more about Uploading GL Codes here. 


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Sort Order 


By default, the order that GL Codes are listed in for reports and drop-down menus throughout Radar is the order in which they were entered. This results in GL Codes entered after initial GL Code upload appearing at the bottom of the list. 


When the sort order of GL Codes is automatically assigned, either through upload or by clicking the 'Auto Set Sort Order button', each GL Code is assigned a number that is a multiple of 10. The 9 numbers between auto-assigned sort order numbers are reserved for manually reordering individual GL Codes.



Individual GL Codes can be reordered by editing the GL Code and updating the 'Sort Order' field. Sort Order numbers are not required to be unique; however, GL Codes that share the same Sort Order will be listed together in the order they were entered in



To re-sort all GL Codes in numerical order, click the 'Auto Set Sort Order' button, located above the GL Code grid. 



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Ops Statement Alias


The Ops Statement only displays the first 15 characters in the GL Code Name. Often, naming conventions for Sales and Cost accounts will start with the same 15 characters, and may cause confusion on the Ops Statement.


Each GL Code can be provided an Ops Statement Alias, which will override the GL Code Name on the Ops Statement and Daily Ops Statement. 



GL Codes with an Ops Statement Alias will display the Alias below the GL Code Name


Ops Statement with Ops Statement Aliases:




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Editing GL Codes


To edit an existing GL Code, click the pencil icon for that GL Code.



The line for the GL Code will be enabled for inline editing.



The following fields can be edited:

  • GL Code - Must be unique
  • Name
  • Ops Statement Alias
  • Force Location
  • Force Extension
  • Cash Deposit?
  • Over Short?
  • Not A GL Code?
  • Sort Order
  • Sales Type
  • Cash and Carry?


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Deactivating and Reactivating GL Codes  


Once added to Radar, GL Codes cannot be deleted. Instead, unneeded GL Codes are 'deactivated'. 


Deactivating


Clicking the red x icon will deactivate an active GL Code that is no longer needed.



GL Codes that are used in GL Sales, Inventory, or Recipes cannot be deactivated. The DS Rules column will indicate the number of GL Sales Rules using the GL Code. The Inventory Items and Recipe Ingredients columns will show GL Codes used in Inventory and Recipes.


Once the GL Code has been unassigned from all GL Sales Rules, Inventory Items, and Recipe Ingredients, it can be deactivated. 


Reactivating


Deactivated GL Codes can be reactivated by clicking the restore icon .



To view deactivated GL Codes, change the 'Disabled?' search filter to 'Show' or 'Only'.



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