General Ledger

The General Ledger module is the architectural core of Sikasoft’s accounting system. Located within the Admin Setup menu, this module allows high-level administrators to create and manage the Chart of Accounts. It utilizes a highly structured, hierarchical approach—from broad Account Types down through Account Heads and multiple layers of Sub-Accounts—ensuring that every transaction is routed to the exact, correct ledger balance.

PURPOSE

  • Establish and maintain the institution’s official Chart of Accounts.
  • Enforce a strict hierarchy for financial reporting (Type -> Head -> Sub1 -> Sub2 -> Sub3).
  • Provide nested, on-the-fly creation of ledger categories without breaking the data-entry workflow.
  • Enforce an Authorization workflow (Pending/Unauthorised vs. Authorised) to prevent accidental or malicious alterations to core accounting structures.

STEP-BY-STEP GUIDE

Step 1 — Navigating the Dashboard

  1. Navigate to the Admin Setup module via the main navigation sidebar, and select the General Ledger page.
  2. The main dashboard is divided into tabs: Unauthorised (pending creation/modification) and Authorised (active, live ledger accounts).
  3. The table displays current chart structures: #, Account No., Account Name, Account Type, Main A/C Head, Description, and Action.

Step 2 — Initiating Account Creation

  1. Click the orange Add Account button at the top right of the dashboard.
  2. The Account Setup modal will open, initiating the hierarchical creation process.

Step 3 — Defining the Account Hierarchy The system requires you to build the account from the top of the hierarchy down.

  1. Type of Account: Select the broad category (e.g., Asset, Liability, Equity, Revenue, Expense) from the dropdown.
  1. Account Head: Select the specific reporting branch. (Note: If the desired Account Head does not exist, click the dark ellipsis [...] button to open the Account Head nested modal and create it).
  1. A/C Tag: Select the appropriate accounting tag for financial reporting categorization.
  1. Sub Accounts (1, 2, and 3): Sequentially select the necessary sub-account levels to build the specific ledger path. (Note: Sub-account fields dynamically unlock based on the previous selection. You can create new sub-accounts on-the-fly using their respective [...] ellipsis buttons).

Step 4 — Finalizing Account Details

  1. Once the hierarchy is defined, navigate to the bottom right of the modal to the A/C Code & Name section.
  2. Provide a descriptive, formal Name for the final ledger account.
  3. Verify the generated Account Code.
  4. Click the blue Save button in the modal footer to register the account.

Step 5 — Authorizing the Account

  1. Newly created accounts are placed in the Unauthorised tab.
  2. They will not be available for transactions until they are reviewed and approved via the central Authorization module by a secondary administrator.

KEY NOTES

  • Strict Hierarchy: The account structure is rigid by design. You cannot bypass Sub Account 1 to create a Sub Account 2. The fields will remain disabled until the preceding layer is satisfied.
  • Nested Modals: The [...] buttons open stacked modals (e.g., Sub Account 1 Modal). You can define a new sub-category, save it, and upon closing the nested modal, your new category will be immediately available in the main Account Setup dropdown.
  • Edit Mode: To modify an existing account structure that you’ve recalled from the dashboard table, you must click the grey Edit button in the modal footer to unlock the form fields before saving.