General Ledger

Most transactions for the General Ledger module will come from other sub-systems. However, when transactions do get entered directly, they will be entered as a batch.

To edit an existing batch the user will enter the batch number or choose from the pick list. For a new batch, they will click on the New button. They'll then enter the batch date, total, and accounting period and proceed to the detail fields.

Each transaction requires two entries, one to debit an account and one to credit another. However, amounts may be summed. For example, there may be one adjusting entry crediting cash and four debit entries to other accounts.

To add transactions to an existing batch, press the End key to go the the last record for the batch and then press the down arrow to create a new record. When finished, escape will return the user to browse mode.

As each transaction is entered the total debits and credits will be updated in the top panel of the dialog box. They will not be permitted to exit this screen if the debits and credits do not balance.

They may interrupt a batch and resume at a later time, but the batch will not be posted until the batch total also equals the debits and credits. (i.e. debits = credits = batch total)

When a batch is complete, pressing the Close button will return them to the menu.

Installation:

1. SYS.GL and SYS.MULTIACCT cannot be edited from inside the program. These fields should be edited prior to installation and not changed.
2. Enter each entity (company, subsidiary, etc.) name and account prefix.
3. Enter each cost center for each entity and sub-account.
4. Set up the Chart of Accounts. Groups may be replicated, so set up a complete Chart Of Accounts for one cost center and use this option if necessary.
5. Set up a table of accounting periods for the current year. Period "9201" may be 1/1/92 through 1/31/92, 7/1/92 through 7/31/92, etc. depending on the dates of the company's fiscal year.
6. Set the system defaults (cash account, payable account etc.).
7. Optionally, set up shortcut keys for the most commonly used accounts (cash, accounts payable, etc.).

If SYS.MULTIACCT is set to .T., separate General Ledger cash and payable account entries will be generated for each entity. If SYS.MULTIACCT is set to .F., there will be one cash account and one payable account. All offsetting entries will be rolled up into this single cash account and payable account, even if they are for different entities.

Each group of General Ledger records generated will be added to BATCHDET.DBF. One record for each group will be added to BATCHTTL.DBF. These records will then be ready to post to the permanent General Ledger files through the General Ledger module.

The user can set up a vendor file with `Edit Vendor Information' option.

ColumbuSoft - Columbus, Ohio
1+(614) 885-7789  Fax:+1 (614) 885-2077
E-mail: mail@columbusoft.com

Last updated: Tuesday, February 03, 2004 05:24:29 PM