--- title: "GL Table Maintenance Screen" canonical: "https://kb.myframeworks.com.au/space/FRAM/28385052/GL%20Table%20Maintenance%20Screen" format: markdown --- The **GL Table Maintenance** screen allows you to create and maintain General Ledger Table Records for financial reporting at summary and granular levels. These records can be attached to General Ledger accounts, and Frameworks tracks all transactions entered against each code in the General Ledger transaction details. GL Table Records enable flexible financial reporting by: - **Organisational structure** - Company, Division, Branch, Cost Centre - **Financial structure** - Account Category, Account Type, Account Sub Type, Account Instance, GL Account Once you attach a record type to a General Ledger account, Frameworks keeps track of the transactions entered against that code in the General Ledger transaction details. > **Use Case: ** > > ABC Building Supplies operates multiple vehicles and has three General Ledger accounts for vehicle costs: > > - 63200 - Miscellaneous Motor Vehicle Expenses > - 63210 - Petrol > - 63220 - Motor Vehicle Insurance > > Without GL Table Records, ABC can only see total expenses per account ($45,000 total petrol costs), but cannot identify costs per vehicle. > > **Example:** ABC creates an Analysis Code GL Table Record with ID "ABC123" (vehicle registration) and description "Toyota Hilux - ABC123". When entering transactions against vehicle expense accounts, staff select this Analysis Code. ABC can now report that vehicle ABC123 consumed $4,500 in petrol, $850 in insurance, and $1,200 in miscellaneous expenses, totalling $6,550 for the period. This enables vehicle replacement decisions and project cost allocation. --- ## **Screen Access** From the **Frameworks Menu,** navigate to **General Ledger > Maintenance > GL Table Maintenance** ## Screen Structure ![image-20260121-223406.png](media://503ba1f9-105e-4b61-9016-62f97d99b445) The GL Table Maintenance screen is organised into 3 main sections: 1. **Search Options** - Search and filter criteria 2. **Results Grid** - List of matching GL Table Records 3. **Details** - Individual record information 4. **Command Buttons** - Maintenance option for GL Table Records --- ## Search Options ![image-20260121-062602.png](media://f02f62f3-91eb-4f2b-823a-fc0c2e2a8234) This section allows you to search for existing GL Table Records using multiple criteria. ### Type The **Type** field filters GL Table Records by their record type. Select from the drop-down menu to refine your search results to a specific type of record. - **Format:** Drop-down menu - **Options:** Account Category, Account Instance, Account Type, Account Sub Type, Analysis Code, Cost Centre, Division, Account Classification ### ID The **ID** field searches for GL Table Records by their unique identifier. Enter the specific ID to locate a single record. - **Format:** Text (alphanumeric) - **Note:** You cannot search by ID in the Description field - ID searches must be performed in this field only. ### Description The **Description** field searches for GL Table Records by their description text. Enter partial or complete description text to find matching records. - **Format:** Text - **Note:** This field searches description text only - it does not search by ID values. ### Find The **Find** button performs the search using the criteria entered in the Search Options fields. The Results Grid updates to display matching records. - **Action:** Performs the search and updates Results Grid - **Note:** At least one search criterion is required to perform a search --- ## Results Grid ![image-20260121-223455.png](media://33b7eb70-6aa7-4ad8-a169-6fdeafa79906) The **Results Grid **displays GL Table Records that match your search criteria. ### Record Type The **Type** column displays the record type classification. This indicates which category of GL Table Record each entry belongs to. - **Format:** Text (read-only) - **Values:** Account Category, Account Instance, Account Type, Account Sub Type, Analysis Code, Cost Centre, Division, Account Classification ### ID The **ID** column displays the unique identifier for each GL Table Record. The ID is a clickable link that loads the record details into the Details section. - **Format:** Hyperlink - **Action:** Click to load record details ### Description The **Description** column displays the descriptive text for each GL Table Record. This description appears on financial reports when the record is used. - **Format:** Text (read-only) --- ## Details ![image-20260121-223629.png](media://2b2d3b25-ae0b-4568-b7b6-4c9a53ae4113) The **Details** section displays and allows editing of individual GL Table Record information. The Details section populates when you click an ID link in the Results Grid or click the **New** button. ### Type The **Type** field specifies the classification of the GL Table Record being created or viewed. Different types serve different reporting purposes in the financial structure. - **Format:** Drop-down menu - **Required:** Yes - **Editable:** No (once saved) - **Options:** - **Account Category** - Top-level classification (Assets, Liabilities, Equity, Income, Expenditure) - **Account Instance** - Specific examples like "At Bank", "On hand", "Brochures", "Media Advertising" - **Account Type** - Groupings like "Cash Assets", "Admin Expenses", "Plant & Equipment" - **Account Sub Type** - Detailed groupings like "Cash", "Advertising", "Sales Revenue" - **Analysis Code** - Alphanumeric tracking codes (example: AAA123 for vehicle registration) - **Cost Centre** - Operational areas like "Shop Front", "Yard" - **Division** - Organisational segments like "NSW", "VIC", "Wholesale", "Retail", "Online" - **Account Classification** - Cash flow classifications for Phocas BI: Operating, Financing, or Investing > ℹ️ **Note:** Analysis Codes and Divisions are created for the Company currently in use. ### ID The **ID** field specifies the unique identifier for the GL Table Record. The format requirements differ based on the Type selected. - **Format:** Text (alphanumeric) - **Required:** Yes - **Editable:** No (once saved) - **Format rules:** - **Analysis Codes:** Six-character alphanumeric field - **All other types:** Three-digit number - **Related fields:** The **Type** field determines the ID format requirements. ### Description The **Description** field provides descriptive text that displays on financial reports when this GL Table Record is used. This field can be updated after a record is saved. - **Format:** Text - **Required:** Yes - **Editable:** Yes > ℹ️ **Note:** If you need to change the Type or ID, you must delete the existing record and create a new one. ### Category Group The **Category Group** field assigns the Account Category to a specific grouping for easier organisation and reporting. > ℹ️ The **Category Group** field only displays when the **Type** field is set to "Account Category". - **Format:** Drop-down menu - **Required:** No - **Editable:** Yes - **Options:** - **Revenue** - Money earned from sales or services - **COGS** - The direct costs of goods sold to customers - **Expense** - Costs incurred to run the business - **Asset** - Resources owned by the business - **Liability** - Amounts the business owes to others - **Equity** - The owner's share of the business value - **Related fields:** This field only appears when the **Type** field is set to "Account Category". --- ## Command Buttons ![image-20260121-223720.png](media://3d8163fd-28c1-4692-90c5-1a87ea6b91f4) ### New The **New** button creates a new GL Table Record. When clicked, the Details section clears and allows entry of new record information. - **Action:** Clears Details section and enables creation of new record - **Enabled when:** Always available - **Keyboard shortcut:** crtl + I ### Edit The **Edit** button enables editing of the selected GL Table Record. When clicked, the fields in the Details section become editable. - **Action:** Enables editing of current record - **Enabled when:** A record is selected and displayed in Details section - **Keyboard shortcut:** crtl +E ### Copy The **Copy** button creates a duplicate of the selected GL Table Record. When clicked, the Details section populates with the selected record's information, allowing you to modify the ID and create a similar record. - **Action:** Duplicates selected record for creation of new record - **Enabled when:** A record is selected and displayed in Details section - **Keyboard shortcut:** crtl +V > ⚠️ **Important:** You must change the ID field as duplicate IDs are not permitted ### Save The **Save** button commits changes to the GL Table Record. For new records, this creates the record in the system. For existing records, this updates the Description field. - **Action:** Creates new record or updates existing record\ - **Enabled when:** Required fields are completed and changes have been made - **Result:** Record is saved and available for use with GL accounts - **Keyboard shortcut:** crtl +S ### Cancel The **Cancel** button discards any unsaved changes to the current GL Table Record. When clicked, the Details section reverts to the last saved state. - **Action:** Discards unsaved changes and reverts to saved state - **Enabled when:** Changes have been made but not saved - **Keyboard shortcut:** crtl +Z ### Delete The **Delete** button removes the selected GL Table Record from the system. This action is permanent and should be used with caution. - **Action:** Permanently deletes the selected record - **Enabled when:** A saved record is selected - **Keyboard shortcut:** crtl +D - **Records cannot be deleted if:** - The record is assigned to a GL Account - The record is used in a Ledger Reporting Chart > ❌ If a record is in use, you must first remove it from all GL Accounts and Ledger Reporting Charts before deletion is permitted. Deletion cannot be undone. ### Close The **Close** button exits the GL Table Maintenance screen and returns to the previous screen or dashboard. - **Action:** Closes the GL Table Maintenance screen - **Enabled when:** Always available - **Keyboard shortcut:** crtl +O > ✅ ## Related Information > ✅ > ✅ - [Create a GL Table Record](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/427229187) > ✅ - [Search for GL Table Records](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/427065348) > ✅ - [Maintain GL Table Records](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/427261964) > ✅ - [Chart of Accounts](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390222) > ✅ - [Financial Reporting Templates](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28389678)