Set Up G/L Organization Sets

The Organization Association page allows authorized users to associate an organization function and sub function for the selected organization set. For existing organizations sets, the Organization Set dialog box is used to change an organization function and sub function for the selected organization. Refer to Organization Function and Sub Function for more information.

To set up or edit an organization function and sub function for the selected organization set, follow the steps below:

  1. Go to Maintenance > new world ERP Suite > Chart of Accounts > G/L Organization > Sets.
  2. Click New to add a new organization set and the Organization Association page appears; continue with the following account types. Use this page to associate the organization 1 (fund) elements with the organization 2 through 6 elements to create an organization set. You can link individual G/L Organization Components (e.g., Departments, Divisions, Cost Centers) to create valid G/L Organization Sets (the valid combinations of these three components) which will be used to create valid G/L Accounts later on the G/L Account page.
  • Expand a link below for more information on creating G/L organization sets for the following account types: 
    • Balance Sheet G/L account structure typically consists of a Fund and an Account.

    Example: 100-1010 General Fund - Cash

    • Therefore, the valid G/L Organization Set for these accounts is the Fund.
    • Each fund will automatically be added as its own Set when the Fund is created. Therefore, you do not need to do anything for this part of the setup.

    Revenue G/L account structure typically consists of a Fund, Department, and Account. If Revenue Departments do not already exist in your current Chart of Accounts, we strongly recommend setting them up for use on New World ERP.

    To add a Fund/Department as a Set, follow the steps below:

    1. In Fund, select a fund in the drop-down list. The Department box appears on the right side of the page next to the Fund field.
    2. Select the applicable Department by selecting the check box next to the Department number and name. A check mark appears in the check box next to the Department.
    3. Select the applicable Function, Sub Function in the drop-down list.
    4. Leave the Rollup check box blank.
    5. Click Save/New after you type an entry and want to add another organization set for revenue accounts. Click Save after you type the last entry.
    6. Click Cancel to close the dialog box. The new code appears in the Organizational Set List.
    7. Repeat the above steps 1-4 for all G/L Organization Sets for revenue accounts.

    Expense G/L account structure typically consists of a Fund/Department/Division/Account, or Fund/Department/Division/Cost Center/Account.

    To add a Fund/Department/Division as a Set, follow the steps below:

    1. In Fund, select a fund in the drop-down list. The Department box appears next to the Fund box.
    2. Select the applicable Department by selecting the check box next to the Department number. A check mark appears in the check box next to the Department. The Division section appears on the screen.
    3. Select the applicable Division by selecting the check box next to the Division number. A check mark appears in the check box next to the Division. The Cost Center section appears on the screen.
    4. Leave the Cost Center section blank for this set.
    5. Select the applicable Function, Sub Function in the drop-down list.
    6. Depending on the type of Organizational Set, select the Rollup check box or leave it blank. This check box is used for reporting and security purposes to roll up G/L account information to an organization level which is not directly linked with a specific account number in a G/L Account.
      The following Organizational components exist for the Police Department:
      • Fund 100 — General Fund
      • Dept 200 — Police
      • Div 1610 — Administration
      • Div 1620 — Operations

      G/L Accounts exist for the following Organizational Sets:

      • 100-200-1610 — General Fund/Police/Administration
      • 100-200-1620 — General Fund/Police/Operations

      G/L Accounts do not exist for the following Organizational Set:

      • 100-200 — General Fund/Police
      • Thus, because there are no G/L accounts associated directly with the Organization Set 100-200, the Rollup check box should be selected in order to summarize the G/L account information at the Fund/Dept level.
      • The Rollup check box should not be selected for the following Organizational Sets, because each has G/L accounts tied directly to it:
      • 100-200-1610 — General Fund/Police/Administration
      • 100-200-1620 — General Fund/Police/Operations
    1. Click Save/New after you type an entry and want to add another organization set for expense accounts. Click Save after you type the last entry.
    2. Click Cancel to close the dialog box. The new code appears s in the Organizational Set List.
    3. Repeat the above steps 1-6 for all G/L Organization Sets for expense accounts.

    To edit an existing organization set, click the Organization hyperlink of an existing organization set in the list and the Organization Set dialog box appears.

    Field Description
    Fund Displays the organization component levels. Level 1 (Fund) is required. Levels 2 through 6 are optional. The number of levels that display are defined on the Organization tab on the New World ERP Settings page at Maintenance > new world ERP Suite > System > New World ERP Settings. Organization levels are enabled as items are selected (e.g., level 2 is enabled after an item in level 1 is selected; level 3 is enabled after an item in level 2 is selected).
    Function, Sub Function Displays the overall purpose of expenditures for the organization set and the way in which the organization set is evaluated and measured for performance regarding the economy and efficiency of operations.
    Rollup This check box identifies whether the organization is being defined for report/inquiry roll-up purposes only. No accounts will be directly associated with the organization set.
    Organization Set Displays the levels of the organization sets being associated.
    Field Description
    Organization Displays the organization set and the organization levels associated with the organization set. This field cannot be modified.
    Description Displays a description of the organization set. This field cannot be modified.
    Function/Sub Function Displays the overall purpose of expenditures for the organization set and the way in which the organization set is evaluated and measured for performance regarding the economy and efficiency of operations. It displays all valid combinations of function and sub function from the table.
    Rollup This check box identifies whether the organization is defined for report/inquiry rollup purposes only. Rollup organization sets cannot have general ledger accounts associated directly with them.
    See Also

    Organization Set List

    Set Up G/L Organization Components

    Set Up Banks and Bank Accounts