Epiphany

Manual:General Ledger: Difference between revisions

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== General Ledger ==
[[Category:Applications]]
'''Chart of Accounts''' <br>
==Screens==
: -'''Menu Location:''' General Ledger / Chart of Accounts<br>
{{#dpl:
: -'''Important Fields:'''<br>
category=General Ledger
:: 1. Account Number <br>
|columns=3
:::* Example:  03.750.4311
|namespace=Screens
:::**03 = Facility/Site
|shownamespace=false
:::** 750 = Department
|ordermethod=title
:::** 4311 = Detail
|order=ascending
:: 2. Balance<br>
|format=<ul class="list-3-columns">,<li>[[%NAMESPACE%:%TITLE%|%TITLE%]],</li>,</ul>
:: 3. Account Name<br>
}}
:: 4. Account Type – displays Account Type and Code <br>
:::* A = Asset
:::* Q = Equity
:::* E = Expense
:::* L = Liability
:::* R = Revenue
:: 5. Detailed Type – displays Detailed Account Type<br>
:::* Asset
:::* Equity
:::* Expense
:::* Liability
:::* Revenue
:: 6. Default Acct For – displays Default Account Number to be used<br>
:: 7. Summary Account Information<br>
:::* Summarizes all accounts by Detail (i.e. 4311)<br>
:: 8. Sub-Accounts – displays all sub-accounts of GL Account Number<br>
:: 9. Facility – displays Facilities GL Account Number is linked to<br>
:: 10. Department – displays Departments GL Account Number is linked to<br>
-


'''Adding an Account Number'''
==Configuration==
- '''Menu Location:''' General Ledger / Chart of Accounts
 
# Click Add
==Utilities==
# Enter new Account Number
 
# Select Account Type
==Reports==
# Select Detailed Type
==General Ledger==
# Select Default Account, if applicable
=== Chart of Accounts ===
# Enter Balance, if applicable
'''Menu Location:''' General Ledger / Chart of Accounts<br>
# If Summary Account, check the box
{{EpiphanyHelpText|Screen|5}}
a. Enter Facility#
'''Important Fields:'''<br>
b. Enter Dept #
: 1. Account Number
c. Click Update Accounts
::* Example:  03.750.4311
• The Sub-Accounts grid will then populate
::**03 = Facility/Site
::** 750 = Department
::** 4311 = Detail
: 2. Balance<br>
: 3. Account Name<br>
: 4. Account Type – displays Account Type and Code <br>
::* A = Asset
::* Q = Equity
::* E = Expense
::* L = Liability
::* R = Revenue
: 5. Detailed Type – displays Detailed Account Type<br>
::* Asset
::* Equity
::* Expense
::* Liability
::* Revenue
: 6. Default Acct For<br>
::*{{EpiphanyHelpText|Detail|834}}
: 7. Bank Info<br>
::*{{EpiphanyHelpText|Detail|9804}}
: 8. Summary Account Information<br>
::* Summarizes all accounts by Detail (i.e. 4311)<br>
: 9. Sub-Accounts – displays all sub-accounts of GL Account Number<br>
: 10. Facility – displays Facilities GL Account Number is linked to<br>
: 11. Department – displays Departments GL Account Number is linked to<br>
 
'''Adding an Account Number'''<br>
:'''Menu Location:''' General Ledger / Chart of Accounts<br>
:1. Click [[File:Add.png]]
:2. Enter new Account Number
:3. Select Account Type
:4. Select Detailed Type
:5. Select Default Acct For, if applicable
:6. Enter Bank Info, if applicable
:7. Enter Balance, if applicable
:8. If Summary Account, check the Summary Account box
:::Summary Accounts are "Virtual" accounts used in Epiphany to show the combined value of several accounts (i.e Cost of Sales may have Sub-Accounts of Purchases, Change of Inventory, etc.). Summary Accounts can be used in Custom GL Reports. They cannot be posted to directly in Journal Entries.
:9. Account Groupings
::a. Facility
:::Facility is only populated when using Summary Accounts. The Facility Code is normally prepended to the start of the standard GL Account in the format [Facility Code].[Department Code].[Account Number].
::b. Depatment
:::Department is only populated when using Summary Accounts. The Cepartment Code is normally prepended to the start of the standard GL Account in the format [Facility Code].[Department Code].[Account Number]
::c. Update Accounts button
:::• This button will automatically create and remove GL Accounts as necessary for every combination of Facility and Department defined under Account Groups.
 
=== Journal Entry ===
'''Menu Location:'''  General Ledger / Journal Entry<br>
# Enter date if different from current date
# Enter Journal Desc (description of Journal Entry)
# Ledger Entries
:a. Add Account Number to be Debited
:b. Add Account Number(s) to be Credited
::*Note:  after entering the amount use the Up or Down keys to toggle between DB and CR
 
'''Recurring Journal Entry'''<br>
:'''Menu Location:'''  General Ledger / Journal Entry<br>
# Recurring Qty:  Enter number of months to recur
# Click Recur Monthly button
::* Example:  Enter 11 in Recurring Qty field and click Recur Monthly button
:::[[File:GL_RecurringJE.png]]
::* If correct, click Yes; otherwise, click No to clear dialog box and return to Journal Entry and change Recurring Qty.
::* Upon clicking Yes, a separate Journal Entry for each month is added to the Journal Entries.
::* Dollars can be divided over allotted number of months to reflect income more accurately for work done throughout the year.
 
'''Reverse Journal Entry'''
:'''Menu Location:'''  General Ledger / Journal Entry<br>
# Enter Date to reverse the Journal Entry
# Click Reverse button
::• Example:  Reversing Date entered is 1/1/2020
:::[[File:GL_ReverseJE.png]]
::• If correct, click Yes, otherwise, click No to clear dialog box and return to Journal Entry to change Reversing Date.
::• Upon clicking Yes, a separate Journal Entry is entered for the date specified and indicates Reversing entry in parentheses:
:::[[File:GL_SuccessfulReverseJE.png]]
<br>
'''Journal Entry Templates'''
:'''Menu Location:'''  General Ledger / Journal Templates<br>
# Enter Template Desc
# Enter Account Numbers to be debited and credited


Journal Entry
'''Apply Journal Entry Template'''
- Menu Location:  General Ledger / Journal Entry
:'''Menu Location:''' General Ledger / Journal Entry<br>
1. Enter date if different from current date
# Click Apply Template button
2. Enter Journal Desc (description of Journal Entry)
# Select appropriate Template
3. Ledger Entries
::a. Edit Journal Date if needed
a. Add Account Number to be Debited
::b. Enter appropriate amounts for each account to be debited and credited
b. Add Account Number(s) to be Credited
• Note:  after entering the amount use the  or  keys to toggle between DB and CR
Recurring Journal Entry
- Menu Location:  General Ledger / Journal Entry
1. Recurring Qty:  Enter number of months to recur
2. Click Recur Monthly button
• Example:  Enter 11 in Recurring Qty field and click Recur Monthly button
• If correct, click Yes; otherwise, click No to clear dialog box and return to Journal Entry and change Recurring Qty.
• Upon clicking Yes, a separate Journal Entry for each month is added to the Journal Entries.
• Dollars can be divided over allotted number of months to reflect income more accurately for work done throughout the year
Reverse Journal Entry
- Menu Location:  General Ledger / Journal Entry
1. Enter Date to reverse the Journal Entry
 
2. Click Reverse button
• Example:  Reversing Date entered is 1/1/2014
• If correct, click Yes, otherwise, click No to clear dialog box and return to Journal Entry to change Reversing Date.
• Upon clicking Yes, a separate Journal Entry is entered for the date specified and indicates Reversing entry in parentheses:
Journal Entry Templates
- Menu Location:  General Ledger / Journal Templates
1. Enter Template Desc
2. Enter Account Numbers to be debited and credited
Apply Journal Entry Template
- Menu Location:  General Ledger / Journal Entry
1. Click Apply Template button
2. Select appropriate Template
a. Edit Journal Date if needed
b. Enter appropriate amounts for each account to be debited and credited


Journal Entry Report
'''Journal Entry Report'''
- Menu Location:  General Ledger / Reports / General Journal Report
:'''Menu Location:''' General Ledger / Reports / General Journal Report<br>
Report includes:
::Report includes:
• Journal ID
::* Journal ID
• Journal Date
::* Journal Date
• Journal Entry Description
::* Journal Entry Description
• Employee Number
::* Employee Number
• Person Name (person that created Journal Entry)
::* Person Name (person that created Journal Entry)
• Account Number
::* Account Number
• Account Name
::* Account Name
• Debit Amount
::* Debit Amount
• Credit Amount
::* Credit Amount


Budget
=== Budget ===
- Menu Location:  General Ledger / Budget
'''Menu Location:''' General Ledger / Budget<br>
1. Enter Budget Year
# Enter Budget Year
2. Enter Account Number to be impacted
# Enter Account Number to be impacted
3. Enter dollar amounts in appropriate Months
# Enter dollar amounts in appropriate Months


Default Accounts
=== Default Accounts ===
- Menu Location:  General Ledger / Default Accounts
'''Menu Location:''' General Ledger / Default Accounts<br>
Define default account for entries (once defined, accounts will be linked to Chart of Accounts)
Define default account for entries (once defined, accounts will be linked to Chart of Accounts)
1. Click Add
# Click Add
2. Enter Description
# Enter Description
3. Enter Account Number
# Enter Account Number


Payment Types
=== Payment Types ===
- Menu Location:  General Ledger / Payment Types
'''Menu Location:''' General Ledger / Payment Types<br>
• Common Payment Types  
# Enter Description
Cash
# Enter GL Account Number to Debit
Check
::* Common Payment Types
Credit Card
::**Cash
Pay Pal
::**Check
Refund
::**Credit Card
Wire Transfer
::**Pay Pal
1. Enter Description
::**Refund
2. Enter Account Number
::**Wire Transfer


Reports
=== Reports ===
- Standard Balance Sheet
* Standard Balance Sheet
- Standard Income Sheet
* Standard Income Sheet
- Standard GL Detail
* Standard GL Detail
- Custom GL Reports
* Custom GL Reports
- Custom GL Report Maintenance
* Custom GL Report Maintenance
- Close Books
* Close Books
- Trial Balance
* Trial Balance
* See Insight Reporting for all General Ledger reports
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