General Ledger Setup

Setup is the primary action for the General Ledger integration that enables you to perform numerous processes throughout other components of the Finance Enterprise (FE) integration.

The integration of Lucity and FE General Ledger requires the following setup.

Lucity System Settings

Update the following settings in Lucity's Admin Portal > Settings > System Settings > CentralSquare Integrations:

More information about System Settings: CentralSquare Integrations.

GL/JL import

The CS GL/JL fields can be imported to Lucity using the Lucity Import & Update program. Contact CentralSquare Support for assistance with this process.

Lucity records setup

1. The CS GL fields are not added to standard Lucity forms. These fields must be added to the forms in order to enter and view CS account information.
2. Populate the CS GL fields to assign account values to the Work or asset records required by each aspect of the FE integration you want to use.
   1. Select a CS General Ledger. This value must be selected to populate available values in all other CS lookup fields.
   2. Select a CS General Key. Options in this list are limited based on selected CS GL.
   3. Select a CS General Object. Options in this list are limited based on selected CS GL.
   4. Select a CS Job Ledger. Options in this list are limited to JL items defined for the selected CS GL.
   5. Select a CS Job Key. Options in this list are limited based on selected CS JL.
   6. Select a CS Job Object. Options in this list are limited based on selected CS JL.

      IMPORTANT: The CS fields provide lookups to FE; however, these fields support text entry and therefore do not perform validation.

   • When you select GL, Key or Object values, Lucity does not verify whether the selected combination is valid for FE Budgeting.
   • When you manually enter a GL, Key or Object, Lucity does not very whether that value exists in that field lookup.

General Ledger automation

The GL integration is intended for users to have the ability to automate the CS GL fields by setting default values. Administrators can set default values as well as set these fields to be read-only or even hidden on the form. The defaulted account values still function on the form, but without all users needing to understand these integration fields, processes and requirements.

The CS GL field values can be defaulted in Lucity through Work Flow Setup (Category, Task or Resource Setup) or asset configuration. Your defaulting method should be chosen based on whether you run category-based or asset-based accounting.

Work Flow Setup

Agencies who use category-based accounting, or who plan to use the FE Work Order Transactions or Stores integrations, will want to default CS fields through Work Flow Setup. Administrators can set up complete or partial defaulting of the CS fields. For example:

• CS General Ledger could be set in Category Setup
• CS General Key could be set on the Main Task
• CS Object could be set on a resource, such as in Employee or Equipment Setup

  Important: Work Order data will not be over-ridden. Therefore, any defaulting in Work Flow Setup will take precedent over any asset defaulting.

Asset configuration

Alternately, if you run asset-based accounting, you can set defaulting of CS fields from assets. This defaulting method pushes account information from the asset up into the Work Order.

Important: This automation method only works if you do not have account information pulling into Work Orders from one or more of the Work Flow Setup examples above.

Defaulting CS fields from assets requires two System Settings - Work Options: "Populate Empty WO Task Acct # w/Main #" and "Populate Empty WO Resource Acct # w/Task".