1. NextGen Trustee General Ledger Accounting
Local Government Corporation
Resource 2018

2. GL Account Inquiry Financial Management General Ledger

3. GL Account Inquiry Choose a Fiscal Year for the search
Enter the account number
Click Find to return the results
Double click on the account to view

4. GL Account Inquiry
The General Tab lists the Periods, Beginning Balance, Debits, Credits, and Ending Balance for each period.

5. GL Account Inquiry
Double click on a period (Month) to open it and view activity on the account for that period.

6. GL Account Inquiry
The General screen for the month selected contains balance information.

7. GL Account Inquiry
On the Account Analysis Tab, you can click Find to display all transactions for the month or you can enter a specific date range to narrow your search results.

8. GL Account Inquiry Double click on a transaction to open it.
The General screen for the transaction has additional information.

9. GL Account Inquiry
You can add or view any notes related to the transaction on the Internal Notes screen.

10. GL Account Inquiry
The Entries screen shows the full GL entry associated with the account transaction selected

11. GL Account Inquiry
From the Fiscal Year Period screen, you can also go to the Transactions tab to search and view transactions.
From this screen, you have more options for searching.

12. GL Account Inquiry
From the GL Account Fiscal Year Inquiry screen, you can also go to the Account Analysis or Transactions tabs to search and view the account activity for the fiscal year.

13. GL Account Inquiry
On the Period Balances By Year screen, you can compare balances for the selected account by period across multiple fiscal years.
Select the number of years from the dropdown and click View Years.

14. GL Account Inquiry
Period Balances By Year Results

15. GL Accounts
Under GL Accounts, you can search for GL Accounts, add new accounts, or add a fiscal year to an existing account.
If you get an error like this one when trying to prorate receipts, you will need to go to the GL Accounts screen to add the account to the GL.

16. GL Accounts
If you aren’t sure if the GL account has ever been used before, change the fiscal year to “(None)” and enter the GL account number and click Find.
If no results are returned then the account has not been used in any fiscal year. Click on “New” in the ribbon bar or double click to add it.

17. GL Accounts Enter the GL Account number and click “Add Fiscal Year”
Everything should default in for you on the Add Fiscal Year Screen.
Click Save & Close to return to the previous screen. Save & Close again to finish.
NOTE: If you are going to use a liability or asset account like a revenue code (with a department number other than 999), you will need to choose “Close Account Balance” for the Year End Action.

18. GL Accounts
If you search for a GL account and the account is found in the search results, double click on the account to open it.

19. GL Accounts
When the account is listed but you have errors on the account when prorating, it is usually because it doesn’t have the current fiscal year added.
Click on “Add Fiscal Year” to add the year the same as you would if you were adding a new account.

20. Transactions Financial Management – Transactions
Transactions can be added under Transactions or Transaction Batches.

21. Transactions
Using Transaction Batches is a good choice if you will have several transactions to add and want to post them all at once.
To add a transaction batch, click on Transaction Batches in the menu and then click “New” in the ribbon bar.

22. Transactions
The batch ID defaults in for you, but you can change this to whatever you want. Most will leave their initials but change the date to whatever their transaction date is going to be if it is a different date.
Enter or select the batch date from the calendar.
Go to the Transactions tab and click Add Transaction to add a transaction.
You will be prompted to save the batch. Click Yes to save.

23. Transactions
If you have a template set up for the transaction you need to use, select it from the dropdown.
The “Post this transaction” box is checked only if you want the transaction to be posted when you finish entering it. Since we are doing this as a batch transaction for this example, we will not check this box

24. Transactions
Select your batch from the dropdown and enter the transaction date.
The period should default in for you if you.
Select the transaction type from the dropdown.
Enter a description for the transaction.
If you are entering a transaction type that requires you to select a bank account, you will have to select the bank account before continuing.
Click “Next” to continue

25. Transactions
Enter the account numbers and the debit and credit amounts in the appropriate fields
Click “Next” to continue.
A summary screen comes up.
You can print the pre-post report from this screen by clicking on the link, but since the transaction is being done in a batch, you can wait and print the pre-post for the entire batch before posting.

26. Transactions Click on the Entries tab to view your transaction.
You can click “Back” to go back and make any necessary corrections.
Click “Finish” to continue.
A Confirmation screen comes up where you can click on the link in the Tasks box to Add Another Transaction. You can also choose to Create a Template for the transaction.
For this example, we will click on the link to Add Another Transaction

27. Transactions
For this example, we will choose to “Use Allocation” for our transaction.
The use allocation feature will allow you to enter your revenue code and then choose an allocation table and the software will do the “split-out” of the revenues based on the allocation table chosen.
You can enter any notes for the transaction in the Internal Notes text box.
Click “Next” to continue

28. Transactions
If you need entries made for the commission, select the commission transaction type from the dropdown. In this example, we don’t need commission entries made.
Select the function and the allocation table from the dropdown and enter the debit or credit amounts for each line.
Click “Next” to continue

29. Transactions
Then entries screen will show the full entry created by the “use allocation” option.
Click “Next” to continue.
The summary screen comes up.
Click “Finish” to complete the transaction.

30. Transactions
Click “Close” on the confirmation screen if you are finished adding transactions.
The system takes you back to the Transaction Batch screen. You can click on “Add Transaction” to add another transaction or you can choose to Save & Close to close the transaction batch screen and come back to it later, or you can click on the General tab for posting options.

31. Transactions
Click on the Print Batch link in the Tasks box to print the “Pre-Post” report
Transaction Batch/Pre-Post Report

32. Transactions Click on the “Close Batch” link to close the batch.
After closing the batch, a link in the tasks box appears for “Re-Open Batch” so you can re-open it if necessary.

33. Transactions
Click on the “Post Batch” link when you are ready to post the transactions.
Make sure any batches you need to post are selected and click “Next” to continue.

34. Transactions
The Summary screen comes up. Make sure the totals are correct and click “Finish”.
A confirmation screen comes up when the transaction posting is complete.
Click “Close” to exit the batch screen.

35. Transactions
To enter a transaction without putting it in a transaction batch, go to Transactions and click on New in the ribbon bar.
Check the box for “Post this Transaction.”

36. Transactions
Enter the date, Transaction Type, Description and select the Bank Account if necessary.
Click “Next” to continue.

37. Transactions Enter the account numbers and debit/credit amounts.
Click “Next” to continue.

38. Transactions
Click on the Pre-Post Report link to print the pre-post report. You cannot go back and print a pre-post report for individual transactions after they have been posted.
Click “Finish” to post the transaction.

39. Transactions Templates
Financial Management – Transactions
Go to the Transaction Templates under the Transactions menu to add a new template.

40. Transactions Templates
Click “New” on the ribbon bar, enter a description for the template, select the transaction type, and enter a description for the transaction.
Select a bank account for the transaction if needed. (This is used for the transaction to appear on the bank statement)
Click “Entries” tab to enter the GL Accounts.

41. Transactions Templates
Enter the GL Account numbers for the template. You can enter amounts in the debit/credit fields, or just enter $0.00 as a “reminder” of which account lines to debit or credit when using the template to enter a transaction.
Click “Save & Close” in the ribbon bar when finished adding information for the template.

42. Import Bank Statements
Financial Management – Bank Reconciliation
You can use an import file for reconciling checks or department disbursements. In this example we will import a bank statement file for reconciling department disbursements.
You will need have a file downloaded from you bank and a file definition set up for the file in NextGen in order to use this process.
Click on “New” in the Ribbon Bar to start an import for a Bank Statement.

43. Import Bank Statements
Make any desired changes to the Batch ID
Enter the Batch Date
Select the Bank Account associated with the file you are importing
The File Definition defaults in for you
Click on the “Import Statement” link in the tasks box
Click “Yes” when prompted to save the batch.

44. Import Bank Statements
Browse to where the import file from the bank is saved, click on the file to select it and click “open.”
An Import Complete message comes up.
Click “OK” to continue.

45. Import Bank Statements
Click on the “Print Batch” link in the tasks box to print the disbursements imported with the bank statement.
Import Statement Report Example:

46. Import Bank Statements
Any records on the import file that do not match the department disbursements on your system will appear on the Exception Report.
Those records will not pull in for reconciliation and will need to be manually reconciled.
Click on the “Print Exception Report” link to run the exception report.

47. Import Bank Statements
A window comes up to browse to the location of the import file.
Select the file and click open. (When this is done, the system does a comparison of records in the import file to those actually imported.)
Exception report example:

48. Import Bank Statements
Click on the “Transactions Imported” tab to view the imported transactions.
Click on “Save and Close” in the ribbon bar when finished with the import statement option.

49. Reconcile Dept. Disbursements
After you have imported the bank statement, go to “Reconcile Bank Accounts.”
Click “New” in the Ribbon Bar.

50. Reconcile Dept. Disbursements
Make any changes to the Batch ID as needed.
Enter the reconciliation date.
Click on Add Statement.

51. Reconcile Dept. Disbursements
Select the Reconciliation type from the dropdown arrow and use the check boxes select the bank.
Make changes as needed to the description.
Enter the Reconcile Date and Amount.

52. Reconcile Dept. Disbursements
Go to the “Transactions” tab and click on “Filter Transactions.”
The disbursements imported from the bank statement are automatically marked as cleared.
If there were any records on the exceptions report from the statement import process, those would need to be marked as reconciled manually.
Click on Save and Close in the ribbon bar when finished.

53. Reconcile Dept. Disbursements
You are returned to the Bank Reconciliation Batch screen.
Print any Bank Account Statement Reconciliation Reports you need and then click on the link to complete the process.

54. Reconcile Dept. Disbursements
The reconciliation report from the bank reconciliation batch process can be ran for Payroll, Vendor, or all.
It can be ran for reconciled, unreconciled or all.

55. Reconcile Dept. Disbursements
Bank Reconciliation Batch Report – Ran for Reconciled items only.

56. Reconciling Bank Accounts
We have looked at reconciling department disbursements using bank reconciliation in NextGen, now we will look at reconciling bank accounts.
Financial Management – Bank Reconciliation – Reconcile Bank accounts
If you have started a bank reconciliation and need to go back to it, click on Find to display open bank reconciliation batches. You can also search by reconciliation date or batch ID

57. Reconciling Bank Accounts
To start a new bank reconciliation, click on “New” in the ribbon bar.
Make any changes you need to the Batch ID and enter the Reconciliation Date.
Click “Add Statement”

58. Reconciling Bank Accounts
Answer “Yes” to save the batch.
Select a Reconciliation Type – You can choose Bank Account, Cash Account, or Department Disbursement. In this example, we will choose Bank Account.

59. Reconciling Bank Accounts
Enter a description for the reconciliation batch and the statement ending date (this should be the same as your reconciliation date).
Enter the ending balance from your bank statement along with any interest, fees, or adjustments not already posted for the bank statement period.
The Adjusted Cash in Bank balance defaults in for you. (This is the ending balance for your bank account on the GL for the period you are reconciling.)

60. Reconciling Bank Accounts
Select “Filter Transactions to bring up transactions to reconcile.
You can enter specific filter data to narrow down the results if desired

61. Reconciling Bank Accounts
Check the boxes for items that have cleared on your bank statement.
When you have finished marking items as reconciled there should be no difference showing if everything balances.

62. Reconciling Bank Accounts
If there is a difference, make sure the cleared payments and deposit totals match what is on your bank statement.
You can click on the “Difference” link to view a summary report for the reconciliation.
TIP: If the difference on your bank reconciliation is a positive number, look for:
A check that was marked as cleared in error
A deposit that should be marked as cleared
Unrecorded revenue, such as bank interest

63. Reconciling Bank Accounts
TIP: If the difference is a negative number, look for:
A check that should be marked as cleared
A deposit that is marked as cleared in error
Unrecorded entry for expense, such as bank fees
Click “Back” in the ribbon bar to return to the transactions screen.
Click on “Save and Close” in the ribbon bar when finished.

64. Reconciling Bank Accounts
You are returned to the Bank Reconciliation Batch screen.
The system takes you back to the Bank Reconciliation Batch Screen, where you can add another statement or you can print the Bank Statement Reconciliation Report and then complete the reconciliation.

65. Reports
The Trustee “GL” reports are found under Financial Management – Reporting – Reports (with exception of the RDB report which is found under Trustee, Reporting, Reports).
From the Reports Search screen, click “Find” for a list of reports. You can also type the name or first few letters of the name of the report you are looking for to narrow your search results.
Double click on the report you need to open.

66. Reports
Choose the filter template and other report criteria as needed on the General Tab.
You can enter a specific account number or account number range in the From and Thru GL account number fields.
When entering a full account number in the From and Thru Account fields, you do not have to select the Account Control Code.
Click “Next” to generate the report when finished selecting the report criteria

67. Reports
You can leave the account number range blank on the General tab and select accounts to include in the report on the Account Segments tab.
For example, if you want to select specific functions to include in the report, click on the Function Segment Description and then select the function codes you want to include in the report.
You can also select any other account segments you would like by clicking on the Account Segment and then selecting the codes for the segment to include.

68. Reports
In most instances, you will not need to go to the Advanced tab for reports as long as you chose a report template that already had the standard “Advanced” criteria set up. One exception would be if you are running the account analysis and only want specific transaction types included in the report.

69. Reports
After you have selected the accounts to include in your report, you can save a filter template for use the next time you need to run an Account Analysis with the same report criteria. To do this, go to the General Tab and click on the ellipsis in the Filter Template field and choose “Add New Report Filter”.
When adding a new filter template or saving changes to an existing template, it is a good idea to not have the Fiscal Year and the periods selected since you will likely use the template across many fiscal years and periods.
Enter a Name and Description for the Filter Template.
Click “Save and Close” in the ribbon bar to save the template.

70. Reports Account Analysis Report:
When running the Account Analysis Reports, please keep in mind that the Account Analysis report does not have the transaction source on it.
Account Analysis Report:

71. Reports Trustee Account Analysis by Department Report:
If you need the transaction source on the report you should run the Account Analysis By Department (this report may be named Trustee Account Analysis by Department).
Trustee Account Analysis by Department Report:

72. Report Packages
Report Packages are used to create a “group” of reports that can be run all together.
Financial Management – Reporting – Report Packages
Click “Find” to search for existing report packages.

73. Report Packages
All NextGen Trustee/Financial Management sites will have a Month End and a Year End report package set up. Those are the report packages you select when doing the period end. These have the standard reports required for period end.

74. Report Packages
To add a new Report Package, go to System Administration – Report Packages.
From the Report Package Search screen click “New” in the ribbon bar.

75. Report Packages Enter a Description for the Report Package.
Edit Access should be Public unless you want the report package restricted to only the user that added it.
Special Processing should be “Period End”.
Choose the output format and printer (if desired).
Select the Reports to include in the package (Report Definitions).

76. Report Packages Enter the number of copies to print
Select the Report Filter (this should be a Report filter that is set up to run with the criteria you are setting the report package up for – example: if setting up a Report Package for BOE, then the Report filters should be set up to run for the BOE departments.)
Click “Save and Close” in the ribbon bar to save the Report Package.

77. Report Packages
When doing period end, select and run your normal Month End Reports Package and then select any additional monthly report packages you need to run.
In this example we have selected the report package for the Monthly BOE Reports.
Click “Next” to run the report package.

78. Questions?