Description

General Ledger (G/L) Accounts are used to categorize financial transactions within the Billing & Fees module. Administrators can create parent accounts and sub-accounts to organize tuition, fees, subscriptions, and other billable items. When QuickBooks integration is enabled, G/L accounts can also be synchronized to maintain consistency between openSIS and QuickBooks.

Navigation

Settings → Billing & Fees → General Ledger (G/L) Accounts

Create a General Ledger Account

1. Navigate to Settings → Billing & Fees → General Ledger (G/L) Accounts.
2. Click Add New G/L Account.
3. Complete the required information:
   • Code – Enter a unique account code.
   • Name – Enter the account name.
   • Description (Optional) – Provide additional details about the account.
4. If the account should be created as a child account, enable Is Sub-Account.
5. If your institution uses QuickBooks, select Synchronize this item with QuickBooks to create the account in both systems.
6. Click Submit.

The new G/L account is added to the account list.

Edit a G/L Account

1. Locate the account you want to modify.
2. Click the Edit (✏️) icon.
3. Update the required information.
4. Click Submit to save your changes.

Delete a G/L Account

1. Locate the account you want to remove.
2. Click the Delete (🗑️) icon.
3. Confirm the deletion.

The selected account is removed from the General Ledger list.

Creating a Sub-Account

Sub-accounts provide a more detailed classification within an existing General Ledger account.

To create one:

1. Click Add New G/L Account.
2. Enable Is Sub-Account.
3. Select the appropriate parent G/L account.
4. Enter the remaining account details.
5. Click Submit.

The new account appears nested beneath its parent account.

Synchronizing with QuickBooks

If QuickBooks integration has already been configured:

• Enable Synchronize this item with QuickBooks while creating the account.
• The account is created in both openSIS and QuickBooks, helping maintain consistent financial records across systems.

If QuickBooks is not configured, simply leave this option unchecked.

Best Practices

• Use a standardized coding structure for all accounts.
• Create parent accounts before creating related sub-accounts.
• Use descriptive account names that clearly identify their purpose.
• Synchronize accounts with QuickBooks only when accounting integration is active.
• Periodically review unused accounts to keep the ledger organized.

Notes

• Every G/L account requires a unique account code.
• Sub-accounts must belong to an existing parent account.
• QuickBooks synchronization is optional and requires an active QuickBooks integration.
• G/L accounts can later be assigned to Fee Types and Subscription Items.

Expected Outcome

Administrators can create, organize, update, and maintain General Ledger accounts that support accurate fee categorization and financial reporting within openSIS.