GL Division Feature in Profitz

Description: GL Divisions allow you to segment your General Ledger by department, region, or cost centre. This feature helps you generate targeted financial reports, such as Profit & Loss statements for specific areas of your business.

How to Access

Navigate to General Ledger › GL Division

Instructions for Use

Add a New GL Division

1. Navigate to General Ledger › GL Division.
2. Click Add to open the GL Division entry screen.
3. Complete the following fields:
   • Code: Enter a GL Division Code - e.g. SSE1
   • Chart Of Accounts Code: Select Division List code from pre- defined Drop-Down List – e.g. CON – Construction.

   • Add or Edit a Division Group Code: Setup > Codes Setup > Division Group 

     (Contact [e-mail]) to do this.

   • Description: Enter this option to optionally display division name in reports. The division code will be added before the account name to create a composite field name – e.g. Southeast Infrastructure – Materials.
   • Note: Display Name Tick Box: To display the description name in reports, tick the display name box.
4. Click Save to create the division.

Edit an Existing GL Division

1. Navigate to General Ledger › GL Division.
2. Double-click the division code you want to edit or select it and click Edit.
3. Update the necessary fields.
4. Click Save.

Delete a GL Division

1. Navigate to General Ledger › GL Division.
2. Select the division code you want to remove.
3. Click Delete.
4. Confirm the deletion when prompted.

⚠️ Deleting a division is permanent and may affect historical reporting. Ensure the division is no longer in use before deleting.

Import GL Divisions

1. Navigate to General Ledger › GL Division.
2. Click Import.
3. Select your import file and follow the prompts.

For file format requirements, see: [Importing Data Files]

Best Practices

• Use consistent naming conventions for division codes and descriptions.
• Group related divisions under a common Division Group for consolidated reporting.
• Enable Display Name to improve clarity in financial reports.

Limitations

• Division codes must be unique.
• Division codes are segmented using predefined structures.
• Cannot delete a division that is in use by GL accounts or transactions.

FAQ

How do I structure multi-level divisions? Use code segments to define hierarchical levels. For example:

• Segment 1: SSE = South East
• Segment 2: SSECOM = South East Commercial Set up segments in Setup › Company Setup › Code Structure

Related articles:

• [GL Account Codes]
• [End Of Month]