A business rule is a system-wide preference. Use business rules to customize standard procedures and requirements that affect all users. Business rules do not work retroactively; i.e. changing a business rule will not change current records but will affect future records.

Because business rules can make fundamental changes to how General Ledger works, the system administrator must define business rules only after careful consideration.

You define business rules on the Business Rules page in Configuration.

Note:
Shared modules may have options which affect the other modules

  • General Business Rules
    • Exclude inactive accounts from
      Use this business rule to exclude inactive accounts from searches and queries. 
    • Exclude inactive projects from
      Use this business rule to exclude inactive projects from queries
    • When defining default distributions
      Use this business rule to select requirements for default distributions. You can automatically allow or disallow distributions that total less than 100 percent of the distribution amount, or you can have General Ledger warn when you make distributions totaling less than 100 percent. 
  • Fund Business Rules
    • Automatically generate new Fund IDs
      With this business rule marked, General Ledger automatically generates new fund ID numbers when you add new funds. 
    • Prevent data entry to Fund ID field
      With this business rule, you can lock fund ID numbers so they cannot be edited. This feature protects your account structure. 
    • Do not allow editing of class restrictions on Funds
      With this business rule, you can prevent tampering with any restrictions you may have on your classes, such as whether a class is required to balance the fund, the accounts on which it is required, and if details are saved on closing. 
    • Refer to Fund as
      With this business rule, you can enter a custom term your organization uses to identify funds. 
    • Refer to Fund Balance Account as
      With this business rule, you can select a term to identify balance accounts. You can select Net Assets Account, Fund Balance Account, or Retained Earnings Account.
  • Account Business Rules
    • When entering a transaction and the account does not exist
      With this business rule, you can mark an option for creating accounts when a user enters an account that does not exist. You can select to always or never create the account automatically, or you can require General Ledger to ask the user before creating the account. 
    • When creating new accounts to ensure balancing by fund or by segment
      With this business rule, you designate whether General Ledger always or never automatically creates accounts to enable balancing by fund or segment. If you select Strictly enforce account security and prevent the user from saving the transaction, you can save only transactions containing valid balancing accounts.
  • Project Business Rules (available with optional module Projects Grants & Endowments Management)
    • Automatically generate new project IDs starting with [ ]
      With this business rule marked, General Ledger automatically generates new project ID numbers when you add projects to the database. You also designate the first number to use when creating project ID numbers. 
    • Generated project IDs are [ ] characters long
      With this business rule, you designate how many characters to use when creating new project ID numbers. 
    • Prevent data entry to Project ID field
      With this business rule, you can lock project ID numbers so they cannot be edited. This feature prevents missing or duplicate project IDs. 
    • Duplicate project criteria
      In this grid, you select field names for finding duplicate records in queries and duplicate project reports. 
    • Automatically check for duplicate projects
      With this business rule marked, General Ledger automatically searches for duplicates when you save a new project. In the Automatically check for duplicate projects field, select whether Accounts Payable should warn you when duplicates exist, or never allow duplicates.
  • Budget Management Business Rules (available with optional module Budget Management)
    • When an account budget amount is increased
      With this business rule, you designate the action General Ledger takes when you increase an account budget. You can leave the amount distributed to each project the same, or increase the general account budget and project budgets proportionately. 
    • When an account budget amount is decreased
      With this business rule, you designate the action General Ledger takes when you decrease an account budget. You can decrease the undistributed budget to zero before decreasing the project budgets, decrease the undistributed budget and the project budgets proportionately, or decrease the project budgets to zero before decreasing the undistributed budget. 
  • Journal Entry Business Rules
    • Journal entry batches must be approved before they can be posted
      With this business rule marked, you can require approval from someone with security rights before journal entry batches are posted. 
    • Allow automatic creation of interfund entries in journal entry
      With this business rule marked, General Ledger automatically creates interfund entries to balance distributions that would not otherwise balance. You cannot save non-balancing distributions. 
    • Allow journal entries to cash accounts without adjusting the bank register
      With this business rule marked, a checkbox appears on batch records that you can mark to automatically create bank adjustments when posting to a banks cash account. If you do not mark this business rule, the option on batch records to automatically create bank adjustments when posting to a banks cash account is disabled. 
    • Allow these journal codes to be used during journal entry
      With this business rule, you mark the journals you want to use in journal entry. To exclude a journal, unmark the checkbox. 
  • Transaction Business Rules
    • Do not allow zero amount ($0 or 0%) transactions to be posted
      With this business rule, you can prohibit printing checks with a zero amount. To allow printing checks with a zero amount, unmark the checkbox. 
    • Use the text [ ] to represent reversing transactions in journal entry
      With this business rule, you can designate custom text to identify reversing transactions. If you use a text identifier, the total number of characters you can use for the journal reference is reduced an equal amount. For example, if you use the identifier , the number of characters available for your journal reference is reduced by 10 characters. 
  • Visual Chart Organizer Business Rules
    • Automatically generate new template IDs starting with [ ]
      With this business rule marked, General Ledger automatically generates new template ID numbers when you add templates to the database. You also designate the first number to use when creating template ID numbers. 
    • Generated template IDs are [ ] characters long
      With this business rule, you define how many characters to use when creating new template ID numbers. 
    • Prevent data entry to Template ID field
      With this business rule, you can lock template ID numbers so they cannot be edited. This feature prevents missing or duplicate template IDs. 
    • Allow advanced filters when defining account detail lines
      With this business rule marked, you can use advanced filters when selecting accounts to include on the Account Detail Definition tab.
  • Allocation Management Business Rules (available with optional module Allocation Management)
    • Refer to Management Fee as [ ]
      With this business rule, you can designate custom text to identify management fees. 
    • Refer to Money Manager Fee as [ ]
      With this business rule, you can designate custom text to identify money manager fees. 
  • Queue Business Rules (available with optional module Queue)
    • Add recurring queues to the schedule list [ ] days BEFORE the scheduled start date
      With this business rule, you can select the number of days before the scheduled start date to add recurring queues.  
    • Remove queues from the schedule list [ ] days AFTER they have been processed
      With this business rule, you can remove queues from the schedule after they have been processed.