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When a transaction is processed, GL Accounts are credited or debited based on the transaction code’s posting rules. GL Offset accounts are required to maintain balance of the ledger. When a transaction processes for a GL account, the associated offset account is credited or debited accordingly. The GL Offset Administration page (System Management > Recovery > GL Offset Administration) provides administrators the ability to create and manage offset accounts that are used for GL accounts.

When GL offset accounts are created, they display in ascending order with all sub-accounts expanded. The information for each GL offset displays within the following columns on the GL Offset Administration page:

Column	Description
Offset Account Number	Displays the offset account number as defined during creation of the account.
Active	Displays a  if the offset account is active within the Lifecycle Management Suite. To retain the integrity of the general ledger, offset accounts cannot be deleted from the Lifecycle Management Suite; they can only be made inactive. When an offset account is set to inactive, all of its sub-accounts are also deactivated.
Locked	Displays a  if transactions using the offset account have been booked. If the Locked flag is enabled, modifications cannot be made to the offset account.
Offset Account Name	Displays the name of the offset account as defined during creation of the account.
Full Offset Account Number	Displays the full offset account number, which is comprised of each segment defined while creating the account.
Description	If provided, displays the description of the offset account defined during creation of the account.
Last Modified	Displays the date and time the offset account was modified.
Modified By	Displays the user who last modified the offset account.

The GL Offset Administration page contains the following buttons and filters located in the toolbar:

Function	Description
	Click this button to create a new offset account. To create a sub-account, first select the desired parent account from the grid and then click . This prepopulates the GL Account segments that are required to create an offset.
	Click this button to create a new offset account based on a copy of the currently selected offset account. This button is disabled if there are no GL offset accounts created in the Lifecycle Management Suite or until an offset account is selected within the grid on the GL Offset Administration page. This button is useful when creating sibling and child accounts.
	Click this button to edit an offset account. This button is disabled if there are no GL offset accounts created in the Lifecycle Management Suite or until an offset is selected within the grid on the GL Offset Administration page.
	Enter any text within the filter text box to sort the offset accounts that display within the grid. The grid dynamically updates as text is entered within the text box. If a GL offset sub-account displays in the grid as a result of the filter text, its parent accounts are also displayed.
	From the drop-down, select whether to display active, inactive, or all offset accounts within the grid. By default, Active is selected.

GL Offset Attributes

The GL offset attributes are defined in the GL Offset window that displays upon selecting Create, Copy, or Edit from the toolbar on the GL Offset Administration page.

The following fields are displayed within the GL Offset window:

Field	Description
Offset Account Number	Enter the account number (segment) for the GL offset. A maximum of 50 numeric characters can be entered into this field.
Offset Account Name	Enter the name of the GL offset account. A maximum of 50 alphanumeric characters can be entered into this field.
Offset Account Segment	The Offset Account Segments section enables administrators to map multiple Account Segment levels to an offset account.  The number of available segments is determined by the Maximum Number of Segments parameter on the System Management > Modules > Recovery page. The offset account segments are dynamic. Once Offset Account Segment 1 is selected from the drop-down, the Offset Account Segment 2 drop-down dynamically includes all the second level offset accounts that have been mapped to the parent offset, as well as the GL segments defined on the GL Segment Mapping page. At least one offset account must be created prior to having any offset account segments available in the Offset Account Segments drop-downs. For example, an offset account (6666) was created for transactions regarding Allowance for Loan Loss (AFLL) Costs. A level two offset account (1111) was then created for AFLL Costs - Lawyers, to allow for Lawyer fees to be separated. An administrator can now configure a third level, and further classify Lawyer costs by creating an offset account number (22) for AFLL Lawyer Consulting fees. In the above example, the fully qualified offset account consists of the two parent segments and the new offset account number 6666.1111.22. The (.) character that separates the segments is determined by the GL Account Delimiter defined on the Recovery Settings tab in System Management > Modules > Recovery.
Description	If desired, enter a description of the offset account.
Active	Select this check box to activate the offset account in the Lifecycle Management Suite.
Locked	Displays a (disabled check box) to indicate that transactions using the offset account have been booked. This field is read-only. For more information on this attribute, please see the GL Offset Locking section of this topic.

When finished defining the offset account, click .

Assigning an Offset to a GL Account

Once an offset account is created and activated, it is available to be assigned to GL accounts. GL accounts are managed from the System Management > Recovery > GL Accounts page. When managing GL accounts, the Offset Account attribute contains all offset accounts defined in the GL Offset page.

GL Offset Locking

The Lifecycle Management Suite places locks on GL offset accounts that have transactions posted to them. Administrators cannot make modifications to locked GL offsets, as making any changes to these accounts would cause data inconsistency and corruption within the Recovery module.

When an administrator accesses the Edit GL Offset window for a locked account, a message is displayed to indicate why the account is locked and what can be done to remove the lock and enable editing. The message also lists the accounts related to the locked GL account or sub-account to assist administrators with resolving the locks.

 

The following table lists the reasons why a GL offset account may be locked and how the lock can be removed.

Locked Reason	Resolution
Money is posted to the GL offset or one of its children that is not a reversal or reversed transaction.	Create a View with the General Ledger View Type to list the involved GL offset accounts, then manually transfer money from one offset account to another.
A GL forward account that is currently active, or has been active in the past, references the GL offset or one of its children.	Remove the GL offset from the GL account in System Management > Recovery > GL Accounts.

Follow the instructions displayed within the message or click Ok to proceed to the Edit GL Offset window in read-only mode.

 

 

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