Manual:General Ledger

General Ledger

Chart of Accounts

Menu Location: General Ledger / Chart of Accounts

Important Fields:

1. Account Number

• Example: 03.750.4311
  • 03 = Facility/Site
  • 750 = Department
  • 4311 = Detail

2. Balance

3. Account Name

4. Account Type – displays Account Type and Code

• A = Asset
• Q = Equity
• E = Expense
• L = Liability
• R = Revenue

5. Detailed Type – displays Detailed Account Type

• Asset
• Equity
• Expense
• Liability
• Revenue

6. Default Acct For – displays Default Account Number to be used

7. Summary Account Information

• Summarizes all accounts by Detail (i.e. 4311)
  

8. Sub-Accounts – displays all sub-accounts of GL Account Number

9. Facility – displays Facilities GL Account Number is linked to

10. Department – displays Departments GL Account Number is linked to

Adding an Account Number

Menu Location: General Ledger / Chart of Accounts

1. Click Add
2. Enter new Account Number
3. Select Account Type
4. Select Detailed Type
5. Select Default Account, if applicable
6. Enter Balance, if applicable
7. 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 Up or Down 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

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

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