Ledger Review

GLRS - Plans

Note: This page discusses the General Ledger Review System, which is the system being used by UC Davis for ledger review through June 2015.  Starting with the July 2015 ledgers, a new Ledger Review process will be used at UC Davis.

What is a review plan?

A review plan is an organization's strategy for ensuring that all of its accounts are reviewed. Plans are created by plan managers and are reviewed by ledger reviewers. An organization can have more than one plan.

How do I create a review plan?

If you are a plan manager you can create a plan. Note: Separate charts require separate plans. For example, if you have 3-CHEM and S-CHEM, two separate plans are needed. Before creating plans, know the answers to the following:

  • For what organization/accounts are you creating the plan?
  • Who will be the plan reviewers? Who will be the primary reviewer of this plan?
  • Do you want to do a full review or use statistical sampling for this plan?
  • Do you want Auto-Annotation? For help with this decision, see Auto-Annotation.

After you've answered the above questions, create a plan by doing the following:

  1. Log into the GL Review System.
  2. Click Create/Edit Review Plans. If you do not see that menu item, you are not a plan manager.

On the Create/Edit Review Plans screen:

  1. Select Master Organization - Use the dropdown menu to select the appropriate organization. Unless you work in the Dean's/Vice Chancellor's Office, or the Assistant Dean's/Assistant Vice Chancellor's Office, the organization should be the highest level for your department. There is no need to create plans for all subordinate organizations, as they will appear under your department's highest organization.
  2. Reviewers - Assign reviewers. If you know the user ID of the reviewer, enter it in the field and click Add. If you don't know the user ID of the reviewer, click Reviewers, modify the User Type choices if needed, enter part of the person's name (e.g., last name), press Enter on your keyboard, and click on the name when it appears in the search results.
  3. Plans - Click New, then click Create.

On the Plan Setup screen:

  1. Plan Name - Enter a plan name (e.g., LAWR, extramural accounts, donation accounts, Dr. Stein).
  2. Primary Reviewer - This field contains all of the reviewers from the prior screen; click on the one that will be the primary reviewer.
  3. Review Type - This defaults to Full Review; if you prefer Statistical Sampling mark that choice.
  4. Use Auto-Annotator - This is checkmarked by default; uncheck it if you don't want to use it.
  5. Plan Accounts - The All Accounts box shows all of your accounts, listed by organization. Assign accounts by clicking on an organization or by clicking on individual accounts. This will move the account(s) to the Plan Accounts box and gray out the selected account(s) in the All Accounts box. If you moved the wrong account, click on it in the Plan Accounts box to return it to the All Accounts box. Each account can only belong to one plan at a time. The All Accounts box shows the plan name in parentheses.
  6. Full Review Items - This field appears only if you chose statistical sampling. It enables you to exclude from statistical sampling, anticipated problem transactions.


  • ongoing problems with recharges
  • financial documents that don't route to account managers (e.g., JV, RJV, JVH, and YECB)

Use the down arrow to select Origin Code, Doc(ument) Type, or Object Code. If you know the code/type, enter it and click Add. If you don't know the code/type, click Pick From List.

  1. Notes - This is an optional field for departmental use. For example, let's say you are setting up a plan specifically for a new faculty member. You can add a note saying to reassess in six months to see if a separate plan is still warranted or if you want to consolidate it with a plan shared by the rest of the faculty. The counter in the lower right corner shows how many of the available characters have been used.
  2. Click Save. If you chose auto-annotation, read through the certification statement and click one of the choices at the bottom of the message.
  3. Click Done.

The plan will now be available to modify, if needed; however, it won't be available for annotating until the period closes. For example, if you create a plan on the first day of October (technically, still part of September's fiscal period), the plan can be annotated in a few business days, when September closes. If you create a plan in the middle of October, it can be annotated when October closes (i.e., in mid-November).

How do I edit or delete a plan?

A plan manager can edit or delete a plan by doing the following:

  1. Log into the GL Review System.
  2. Click Create/Edit Review Plans. If you do not see that menu item, you are not a plan manager.
  3. To edit a plan:
    • Click the plan to be edited.
    • Click Edit.
    • Make the needed changes; for detailed explanations of each field, see How do I create a review plan?.
    • Click Save.
    • Click Done.
    To delete a plan:
    • Click the plan to be deleted.
    • Click Delete.
    • Click OK.
    When you delete a plan, expired accounts are removed and cannot be assigned to a plan. Accounts that have not expired are moved to your organization's Unassigned Accounts plan and should promptly be moved to another plan by using the Create/Edit Review Plans menu option. The plan will remain intact for prior periods.


Supplemental content

General Ledger Review Menu