General Ledger Link

You can use the General Ledger Link page to associate GL codes with multiple Course Load Type Details and Non-Teaching Types. You can then use the mapping of debit and credit accounts in associated Class Load Type Details and Non-Teaching Activity records and in the load validation process when splitting the loads.

The General Ledger Link functionality is available only if the Advanced Feature flag for Enable Course BudgetingClosed When Faculty Workload Management (FWM) is enabled in the Student Web App, staff members can select the Advanced Feature “Enable Course Budgeting”. This feature allows staff members to associate General Ledger (GL) codes with Faculty Workload Activity Types. The GL code mapping is implemented in the data tables related to Course Load Type Details, Class Load Type Details, Non-Teaching Type Details, and Non-Teaching Activities. Once the feature is enabled, it remains permanently enabled. is set to Yes (refer to Advanced Features).

Updating Default GL Account Mappings

You can update the mapping of debit and credit accounts to Course Load Types and Non-Teaching Types through configuration or settings.

When you save the debit and credit account mapping through configuration or settings, the mappings are updated as the new defaults for the selected records.

  • If the default value was not set up through configuration or settings, the Settings page loads the grid with just one row with the value (All) in the Course Load Types or Non-Teaching Types column.

  • If the default value was set up through configuration or settings, the Settings page is expanded and displays the previously set default values for the records that have the default mapping. For records that do not have a default mapping, the debit and credit account columns are blank.

You can search for valid ledger accounts or have the system validate manually entered account details.

Once the changes are saved, the latest default values are reflected in the Course Load Type and Non-Teaching Types configuration and settings.

The latest default mappings apply only to the selected Campus and Course Load Type/Non-Teaching Types combination and are not carried over to all campuses.

The latest default mappings cascade to new and existing Class Load Type Details/Non-Teaching Activities only when you use the Copy Load Details from Course Load Details/Non-Teaching Types functionality.

Anthology Student ensures that no duplicate debit and credit account values are saved for the Course Load/Non-Teaching Type records if the same combination already existed (but was not a default combination previously).

Prerequisites

To view the page, you must have Faculty Workload - Settings - View authorization.

To edit the page, you must have Faculty Workload - Settings - Manage authorization

Access Method

Select the Settings tile > locate Faculty Workload > select General Ledger Link.

Procedure to Edit Items

  1. Specify the following values to filter the records.

    Campus Closed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Course Load TypesClosed Select one or up to 10 values from the list of configured Course Load Types.

    Non-Teaching TypesClosed Select one or up to 10 values from the list of configured Non-Teaching Types.

    TypeClosed Select whether you want to configure General Ledger Links for Course Load Types or Non-Teaching Types. You can then select specific values in the Course Load Types or Non-Teaching Types field.

    You can filter records either by Course Load Types or Non-Teaching Types. The option you select determines the choices available in the following steps.

    When you remove the values for any of the fields, the grid is cleared so that you can reset the filters.

  2. Select the Apply Filters button. Records matching the filter criteria are displayed in a grid.

  3. If the grid displays the value (All) in the Course Load Types or Non-Teaching Types column, select the Expand Course Load Types button or Expand Non-Teaching Types button in the grid toolbar.

    The grid will display the consolidated records in separate rows. The Debit and Credit Account columns will be populated with the same value for all rows. If no values were set, the rows will be expanded without any values in the Debit and Credit Account columns.

  4. Review, specify, or change the values in the Credit and/or Debit Account columns.

    Course Load TypesClosed Select one or up to 10 values from the list of configured Course Load Types.

    Credit AccountClosed The account credited for the amount. Your institution configures the accounts.

    Debit AccountClosed The account debited for the amount. Your institution configures the accounts.

    Non-Teaching TypesClosed Select one or up to 10 values from the list of configured Non-Teaching Types.

  5. You can specify or edit a values in the Credit and Debit Account columns.

    • You can enter values directly in the grid. Anthology Student will validate your entry when you select Save. If the entry is valid, the system saves the account mapping details and displays a confirmation message. If the entry is invalid, a validation message is displayed and the entry is not saved.

    • You can also use the Search Ledger Accounts button in the grid toolbar and search for configured ledger accounts in your system. In the Search pop-up window, choose an account and select the Select button.

  6. Select the Consolidate Course Load Types button or Consolidate Non-Teaching Types button to apply the Credit or Debit Account settings of a selected records to all the rows in the grid, .

    The following message is displayed depending on the Types selected in step 1:

    If a Save is performed while the Course Load/Non-Teaching Type is consolidated, the Debit Account and Credit Account of the currently selected item will be applied to all the listed Course Load/Non-Teaching Types. Do you want to consolidate?

    Select Consolidate to proceed.

  7. Select the Save button in the grid toolbar.

    During the save operation Anthology Student validates the account mapping changes against the Finance system and saves the updated records to the database..