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• Major Head Code : The first 3 digit of the GL code

• Minor Head Code: The first 5 digits of the GL code

• Detailed Head Code: The 7 digits of the GL code

Data Table

Active

Procedure

Data Definition

• GL Code: The Detailed Head code consist of 7 digits numeric (This is of three levels; The First level of 3
  digits represent the Major Head, the next 2 digits represents the Minor Head and the last 2 digits represent the Detailed Head).

• Name: The Account Head “Name” of the Ledger Code

• Description: A short description for the “Name” of the GL Code

• Parent GL Code: If the GL code is the child of the other GL code then the parent GL code to be updated. (The Minor Head Code of 5 digits representing the second level of the code structure)

• Type: To specify the GL Code if it is for Income, Expenses, Assets or Liabilities

• Classification: To indicate whether it is Major, Minor or Detailed Code

• Major Code: The First 3 digit of the code representing the first level of code structure

• Subledger Type if Control Code: The subledger type associated with GL code (if it is Contractor Payable code, then value should be as "Contractor")

• Active for posting: To indicate with “Yes” or “No” if the particular GL code is active for posting the transaction

Steps to fill data

• Identify the GL Codes that exists at a ULB level.

• Collect the above information and feed it below the “COA” sheet accordingly.

• The description should be short and precise for the Name of the GL code.

• The format of the GL Code to be 7 digits numeric

• The respective mapping with the GL code with the Major code should be as per code structure

• The Type should be clearly specified against the individual GL code.

• Subledger Type if Control Code should be associated with control code or non control code

  • if it is Contractor Payable code, mention the value here as "Contractor"

• Active for Posting: To indicate “Yes” or “No” in the column if the particular GL code is active for posting the transaction.

Validations

• All the fields with * sign are mandatory to be filled in. Without this information, the system configurations cannot be executed.

• The GL Code should be numeric and unique no repetitive code should be entered.

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