Manual:General Ledger: Difference between revisions
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=== Chart of Accounts === | == General Ledger == | ||
'''Chart of Accounts''' <br> | |||
: -'''Menu Location:''' General Ledger / Chart of Accounts<br> | |||
: -'''Important Fields:'''<br> | |||
:: 1. Account Number <br> | |||
:::* Example: 03.750.4311 | |||
:::**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 – 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> | |||
- | |||
- Menu Location: General / Chart of Accounts | '''Adding an Account Number''' | ||
- '''Menu Location:''' General Ledger / Chart of Accounts | |||
# Click Add | |||
# Enter new Account Number | |||
# Select Account Type | |||
# Select Detailed Type | |||
# Select Default Account, if applicable | |||
# Enter Balance, if applicable | |||
# If Summary Account, check the box | |||
a. Enter Facility# | |||
b. Enter Dept # | |||
c. Click Update Accounts | |||
• The Sub-Accounts grid will then populate | |||
Journal Entry | |||
- Menu Location: General Ledger / Journal Entry | |||
1. Enter date if different from current date | |||
2. Enter Journal Desc (description of Journal Entry) | |||
3. Ledger Entries | |||
a. Add Account Number to be Debited | |||
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 | |||
- Menu Location: General Ledger / Reports / General Journal Report | |||
Report includes: | |||
• Journal ID | |||
• Journal Date | |||
• Journal Entry Description | |||
• Employee Number | |||
• Person Name (person that created Journal Entry) | |||
• Account Number | |||
• Account Name | |||
• Debit Amount | |||
• Credit Amount | |||
Budget | |||
- Menu Location: General Ledger / Budget | |||
1. Enter Budget Year | |||
2. Enter Account Number to be impacted | |||
3. Enter dollar amounts in appropriate Months | |||
Default Accounts | |||
- Menu Location: General Ledger / Default Accounts | |||
Define default account for entries (once defined, accounts will be linked to Chart of Accounts) | |||
1. Click Add | |||
2. Enter Description | |||
3. Enter Account Number | |||
Payment Types | |||
- Menu Location: General Ledger / Payment Types | |||
• Common Payment Types | |||
Cash | |||
Check | |||
Credit Card | |||
Pay Pal | |||
Refund | |||
Wire Transfer | |||
1. Enter Description | |||
2. Enter Account Number | |||
Reports | |||
- Standard Balance Sheet | |||
- Standard Income Sheet | |||
- Standard GL Detail | |||
- Custom GL Reports | |||
- Custom GL Report Maintenance | |||
- Close Books | |||
- Trial Balance | |||