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General Ledger Overview

The General Ledger module allows you to keep track of your overall accounting operations.  In this module, you can print your journals and detailed trial balance, print a balance sheet, income statement, or cash flow statement, enter and post adjusting entries and reconcile your check register to a bank statement.

 

       Be sure that you have carefully set up your system according to Getting Started to use the programs in this module correctly.

 

       The General Ledger module contains the program options listed below.  Immediately following that is an overview of the program operations.  Finally, you will see a detailed explanation of each program, describing how to use each one.

 

 

 

       A - View/Chg G/L Chart of Accounts

       Reviews your Chart of Accounts and allows you to change the budget for an account that already exists.  You cannot create, change, or delete G/L accounts using this program.  Use SY-E, Enter/Change G/L Accounts to create, change, or delete.  Here you may change the budget amounts only.

 

       B - Enter/Chg/Prt G/J Entries

       Makes entries to the General Journal.  G/J Entries are generally made for special occurrences that do not fit within the structure of Accounts Receivable, Accounts Payable, and Payroll entries; for example, when entering depreciation expense for the month.  You may make up to 250 entries to a single transaction, and enter as many transactions as necessary.  You may change a transaction until it is posted.  You must also use this program to print any or all journal transactions that have not yet been posted.  Don't forget to use GL-C, Post G/J Transactions to post entries made in this program.

 

       C - Post G/J Transactions

       Posts the entries made in GL-B to the General Ledger.  Once initiated, posting is performed automatically, and the program will post all non-posted transactions that are in balance.  Once a Journal Transaction is posted it is deleted.  However, the resulting entry can be retrieved using GL-D, Print Journals, or GL-E, Print Detailed Trial Balance.

 

       D - Print Journals

       Prints your various posting journals.  These include:  General Journal (those entries that have already been posted), Cash Receipts Journal, Cash Disbursements Journal, Credit Sales Journal, Credit Purchases Journal, Payroll Journal, and Other Journal.  You may specify a single date or range of dates.  These journals are very important and should be printed and examined daily to make sure that all entries have been recorded properly.  Transactions are available to be printed until they are cleared by SY-I, Year End Routines or SY-J, Reclose Prior Years.

 

       E - Print Detailed Trial Balance

       This program prints information which is similar to GL-D, Print Journals, but prints the transaction information in G/L Account Code order.  The G/L account record here and the G/L journal record provide a complete audit trail.  You can specify a range of posting dates, G/L Account Codes, or G/L Department Codes to limit your printout.

 

       F - Enter Financial Statements

       Allows you to enter or change the G/L Accounts, Departments, and subheads printed using GL-G, Print Financial Statements, enabling you to tailor the given formats to your Chart of Accounts.  You cannot change the statement page header or the layout design of the statement in this program.  You are offered a choice of three different types of statements:  Income Statement (Profit and Loss), Balance Sheet, and Statement of Changes in Financial Position (Cash Flow).

 

       G - Print Financial Statements        

       Prints the financial statements according to the header and account information entered in GL-F.  You can specify which statement to print and, on each statement, up to 4 different choices from a menu of amount categories and months.  You can also specify a range of G/L Departments to include, and whether or not to print the detail, account codes, and percentage of the totals for each department.

 

       If you are using multiple companies and you have used SY-G, Consolidate Financials to create a consolidated Chart of Accounts, you are offered the option of printing a statement from those combined records.

 

       H - Print G/L Code & Description

       Prints a listing of the General Ledger Account Codes and Descriptions.  You can enter a range of account numbers and department codes to print.

 

       I - Print G/L Chart of Accounts

       Prints a complete listing of the General Ledger Chart of Accounts and amounts.  You can enter a range of account numbers and department codes to print and can also choose from a menu of amounts to be printed.

 

       J - Print Check Register

       Prints all entries to the check register within specified dates.  You enter a range of dates to limit the printout, and choose the checking account from which to print entries.  Use this report to compare your check register to the monthly bank statement.

 

       K - Reconcile Check Register

       Reconciles the check register to the bank's statement.

 

       L - Transfer Bank Account Funds        

       This program allows you to record the transfer of funds from one checking account to another.  Withdrawal and deposit records are created in the check register, and transactions are posted to the General Ledger and the Other Journal.

 

       M - Enter Recurring G/J Trans

       Allows initial entry of a "template" for any periodic General Journal transaction, such as bank fees, or a monthly depreciation adjustment, for posting by GL-N.

 

       N - Generate Recurring G/J Trans

       Generates the currently due recurring G/J transactions from the template information entered in GL-M.  This program allows you to generate and post the transaction without printing, or to place the transaction in with the other G/J entries for printing (GL-B) and posting (GL-C).

 

       O - Format Custom Statements

       Allows you to set up specialized financial statements covering any part of your business.  You can create custom report titles, specify an unlimited number of sub-categories and headers within an account listing, and set up amounts and totals in separate columns.

 

       P - Print Custom Statements

       Allows printing of any or all of the financial statements set up in GL-O.  This program operates similarly to GL-G, Print Financial Statements.

 

       If you are using multiple companies and you have used SY-G, Consolidate Financials to create a consolidated Chart of Accounts, you are offered the option of printing a statement from those combined records.

 

 

 

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