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GENERAL LEDGER

OVERVIEW

If Creditors is integrated with the General Ledger, only transactions that are NOT put through Creditors will need to be entered into the ledger i.e. Balance Sheet Items and bank fees etc.

When integrated with other modules, ensure that there is a common cut off point at the specified End of Year date. See posting payments, Creditors and Debtors, to the GL.

Transactions are posted to the 12 period balances and are held for the financial year. There are a further 12 "periods of grace" (13-24) which allow transactions to be entered after the end of your financial year, but before the Annual Roll. These become periods 01 - 12 after the Annual Roll.

There are several financial reports that can be generated from the Ledger. These can be formatted to produce complex totals and layouts for individual Charts of Accounts.

8PLQ01M- LOOKUPS

The accounts are displayed in a variety of ways.
Select an account and a period / period range between 01 - 24.
N.B. the "Period Opening", "Period Movement" and "Current" balances displayed are for the selected period(s).

PLQ01

Toggle between Alpha or 1 Numeric codes.
Year: 00 for current, 01 for last year, 02 for previous rolled year financial etc.
Enter OR Page Up / Down to scroll though account records.
F3 for a list and Enter to select.
F5 for period Balances. F6 for Budget Spread if used.
F7 for Transactions.
Transactions that are updated from Creditors and Debtors are named "CRnnnn", or "DTnnnn", where nnnn is a run number. To print the amounts that make up the totals of the transactions:
Creditors Update: run a Creditors Invoice Register for the Run No e.g. 5567 to 5567.
Creditors Payments: run a Creditors Transaction Report for the PL Run No e.g. 6775 to 6775.
Debtors Payments
F8 - Quantities if used.

Check BANK, GST, CREDITORS and DEBTORS Ledger figures at the end of each month against the Current Position figure of the Bank Reconciliation and the Creditors and Debtors Control Reports. In each case the Opening and Closing balances of the period and the Movement should match figures on the reports.


8PLL01M- POSTINGSpostings
There is no restriction on the number of transactions that can be entered into a batch but it is easier to find an error in smaller batches than large ones. It is also less painful to lose a small amount of unprocessed work in the event of a network or power failure.
F2 or Enter.
F8 to attach any number of extra text lines to a posting.

F9 to end the batch. The Total is displayed on the screen, check that your postings are for the correct amount, account and period. Esc to make any corrections OR Enter to accept.

PLL01A

At Options prompt: F6 to correct the batch, (see corrections below).
OR F9 to Process your Postings. The batch is updated to the Accounts Master File and cannot now be changed; any mistakes must be corrected with further postings.
OR Esc to exit without processing to come back and complete or delete the batch later.

8PLL01M- CORRECTIONS postings
During input:
F6 to Fix: There are several options available in this mode.
Arrow or Page Up / Down in the "Hot" Column, change a value and Enter to confirm
OR F6 again on selected line to change any of the details of the entry.
F3 to pluck a different account code, Enter to change any fields.
OR F7 to Delete the line and F2 to confirm.
OR F5 to insert text or transaction lines. With the cursor on e.g. line "40", F5 you can insert line "41" to "49".
Each transaction is given a line number (or record sequence) in increments of 10 (numbers on far left hand side e.g. "0020"). Use this number to select any transaction for correction.
F7 to Restart - this deletes the whole batch, F2 to confirm.
F9 To End. Enter to accept Total - F9 to Process.
If the input has a non-zero balance an error message displays, press any key to find and correct the error before processing.
At any time Esc to Program Options, from there you may Enter to return to input.

Once a batch is processed it cannot be changed. Correcting journals must be made.

For the wrong period e.g. "Account X" +50.00 and "Account Y" -50.00 in period 2 instead of 3:
Do a reversing journal to period 2 and Y to Reverse to period 3:
"Account X" -50.00 and "Account Y" +50.00
Result: zero in period 2 and
"Account X" +50.00 and "Account Y" -50.00 in period 3.

For Debit / Credit errors: e.g. you processed a sale as Debit $50.00 (a positive value) instead of Credit $50.00 (a negative value), you will need to enter a positive journal for TWICE the negative value.
"Sales" -100 and "Debtors" +100.00
Result: Sales Credit 50.00 Debtors Debit 50.00

If you entered the wrong value you may only need to process the difference, e.g. 50.00 instead of 50.50
Repeat the original journal for the 50 cents.

OR if the value was 49.50 and you entered 50.00
Repeat the original journal with the opposite sign for 50 cents.

For an incorrect account: repeat the original journal with the OPPOSITE values and do it again to the correct accounts.

8PLL08M ROLL

Stop all processing to General Ledger and Creditors while the roll is run.
Enter Run Option: Period or End of Year Roll and Confirm - Esc to abandon.

The Monthly Roll increments the current financial period by one e.g. from 05 to 06 and updates the end of month date on controls. Processing may continue in periods 13-24 until you are ready to roll the year.

The Annual / Yearly Roll prepares the Ledger for the following year.
N.B. The Annual Roll MUST be run at the end of each financial year else transactions for BOTH years will be merged: i.e. the NEW period 1 will be added into the OLD period 1.
Ensure a common cut off point for the End of Year date, especially if integrated with other modules.
Stop Costing Suppliers Orders and post all costings to Creditors (run a Costings Register 8SOP03C2 to check). Run a Creditors Invoice Register of unprocessed Invoices over all 24 periods (good practice every now and then) and update all Invoices - there is a toolkit to change e.g. period 15 period 03 etc. Post any payments to General Ledger, both debtors and creditors. This will ensure that no updates will be posted e.g. period 15 instead of period 3 after the roll.

The last 12 period transactions and balances are written to History Files.
N.B. History files may need re-naming - check with us first.
N.B. History files should be kept in the same directory as current for the Roll to correctly re-name files.
The balance of each account becomes the "Last Year End" and, if not Closed to another account, "This Yr. Opening" balances.
The balances of any Close to accounts are added to the account specified in their individual records.
Balances in periods 13 - 24 become this year's periods 01 - 12.

  1. If not offsetting balances to a Close to account, ensure all closing Journals from your accountant are posted.
  2. Print a Chart of Accounts to check for the company accountant; check Close to and make any amendments to the records.
  3. Make any changes to Budget Spreads and Report Format File.
  4. Print EOY reports: Last Year to Date comparisons, Budget reports etc.
  5. BACKUP BEFORE THE YEARLY ROLL and hold as EOY Financials.
  6. STOP all processing to General Ledger and Roll.
  7. Print a Trial Balance for Opening Period.
    N.B. This will include Close to transfers.
  8. Check any appropriation account figures and Ledger Bought Forward totals.

When you are happy with all the above, continue processing.

8PLL09M- ACCOUNT MAINTENANCE

The Accounts Master File contains a record for each account - alterations are immediately effective. A Chart of Accounts can be printed for reference.

Normally the balance fields cannot be changed except when your records are being loaded for the first time - make sure that the Set Up mode is turned OFF.
N.B. You MUST know your company's code structure before making any additions and whether the record should be split to another account or closed to an account.

CHANGE:
F6 - to enable changes.
F9 - to save changes; Enter to accept OR F6 to make further changes
OR Esc to exit without saving changes (even if you have already pressed F9).

COPY:
F8 Repeat: copies the details of the last record you had on the screen to the new code you just added. N.B. if the balance and budget fields these will also be copied and will need to be cleared. Turn off Set Up, as above.
OR F5 to Add the new code to a blank record. Key in the details
OR Enter to Ignore the new code and return to the prompt.
F9 to End Input to save your data.
OR Esc to return to Account prompt without saving.

DELETE:
N.B. DO NOT delete records with non-zero Balances - these records should not be deleted but you must get the balances to zero first through postings. Once an account is deleted it will no longer appear in reports.
F7 - to Delete an account record and F2 - to confirm. OR Esc to exit back to account code prompt without deleting.

UNDELETE:
Enter the code at the prompt. F4 Undeletes the last deleted record but ONLY if you have not left the program since deleting the record.

8PLL09M- ACCOUNT DETAILS ACCOUNT MAINTENANCE
The settings here are predominantly for controlling journal entries made directly to the Ledger, other settings control integration from Creditors etc.
At the prompt, enter the new Account Code.

8PLL09M- BUDGET MAINTENANCE

The calculations are worked out as per the spread, these can be changed as required. Alternatively, the Budget for each period can be entered.
Several reports include Budgets.

PLL09-B

8PLL09M- TRANSACTION MAINTENANCE

F4 and Enter to accept file name "ccPLT".
F3 or specify Account, Date, and Period and F3
The "Sequence" is 1 unless more than one entry was made to the same account on the same date.
It is always better to make changes to using Postings but you could e.g. add text to an entry. N.B. If you change a value, it will not be added or deleted to the account balance - you would have to change that as well. Know what you are doing and use with care.

PLL19

8PLX09M1 CLEAR / REVERSE TRANSACTIONS

Use this powerful program with care! Back up your files first, and run a Trial Balance for the periods you are dealing with to check that you have the right result.

PLX09

8PLX06-- TOOLKITS

See general information on Toolkits.
Alpha Codes Close To Codes
Auto Reverse Report Codes
Change to Codes Split to Accounts
Change Close To Accounts

Talk to us about these or any other specific requirements.

8PLP03-- RUNNING REPORTS

There are a number of standard and custom designed reports. Because no account structure has been imposed on the system, most reports will need to be customised to your individual chart of accounts. See Report page for examples of reports.

Your menu entries may default to the Format most often used for this report - Esc and F3 for a different one.

F9 and Enter to print
OR modify any fields for this run:

8FRL09M- REPORT MAINTENANCE

The reports are run with Report Formats which control the headings and other formatting. They also determine which accounts are included and how they are totalled so that very specific reports are produced.
There can be any number of formats stored on the Format File, each identified by a code - also see Lookup.
Most Formats can be used with most reports and they can be added, changed or deleted at any time.
They may also be modified when running reports, so that only the information you require is printed.

The Formats are made up of a number of Records. Each Format requires at least a Header record and an Accounts Selection record and usually a Totals record, some Formats may consist of dozens of records.
When running a report, each record acts on the report program in sequence.
A report of the Format can be printed.

8FRQ01C1 REPORT Lookup

Hit any key to display a list of the report Headers on your file.
Key in a Report Code e.g. "PL" for Profit and Loss and change the Inquiry Type to Detail or List.

FRQ

8FRL09M- TO CHANGE, COPY OR DELETE FORMATSREPORT MAINTENANCE
To change a record - F3 or key in the Format Code
F6 to Change - select the report sequence No. (record) to change - see Adding.
To Copy another Format - key in the new Code and Enter
F8 and key in the code to copy. All records are copied - they can then be changed or deleted.
To delete a format
F7 to Delete ALL records of a Format and F2 to Confirm.

8FRL09M- ADDING A NEW REPORTREPORT MAINTENANCE
Give each report a name (up to 4-characters);
(call Trial Balance, Profit and Loss, and Balance Sheet reports: TBxx, PLxx, and BSxx, respectively).

Key in the new Format Code and F5 to Add.
The first record is automatically a Header (Type 99), sequence No. 100.
(The Format is read in numeric Sequence not the order in which you added the records
It doesn't matter what a record number is as long as it is in sequence.
You can insert 99 records between 100 and 200)
Make any changes, F9 and Enter to save.

Enter the next record, number it more than "100" - F5 to Add
(or F8 to repeat the last Record on screen and make any changes).
Enter the Record Type at the prompt
Continue adding records to the Format and Esc when finished.

Plan how you want the report to appear - how many columns, sub-totals, totals and grand totals are to be printed.
(4 columns are available in some reports.)
Totals can be printed, accumulated and / or carried forward or added into other totals.
When planning a report, establish when totals should be cleared, printed or added to other totals.

8FRL09M- RECORD TYPESREPORT MAINTENANCE
There are five Record Types - each has a different function.

8FRL09M- 99 - REPORT HEADER REPORT MAINTENANCE
Starts a new page and carries the report header and much of the formatting.
Every Format must begin with a 99 record - a 99 can also be used within a Format to start a new part of a report.
This record contains most of the information you can see and change when running a report.
8FRL09M- 01 - SELECT ACCOUNTS REPORT MAINTENANCE
Select accounts for the first total (repeat for each subsequent total). Only selected totals are printed (unless overridden when the report is run).
8FRL09M- 02 - PROCESS TOTAL REPORT MAINTENANCE
Process the selected total and define the layout.
8FRL09M- 95 - TEXTREPORT MAINTENANCE
For comments, section headings or blank lines. Consecutive text records print on consecutive lines.
Leave blank for a line space. The 3 fields are 132 characters long and fit right across the columns of a report,
you may need to run the report several times to get the placement right.
8FRL09M- 03 - RATIOSREPORT MAINTENANCE
Only applicable to some report programs. This function enables balances to be produced as a percentage of a designated total.
It is mostly used to show individual sales accounts as a percentage of the total or to show expenses in relationship to sales.
8FRL09M- SETTING UP A NEW REPORTREPORT MAINTENANCE
Following is an example of how to create a P + L Format for this Chart of Accounts:
230 000            Sales
240 000 - 240 002  Purchases
270 001 - 285 000  Expense A/cs
298 001            Wages
298 002            PAYE
300 000 - 500 000  Expense A/cs
600 000 - 900 000  Balance Sheet Items


PROFIT AND LOSS REPORT
                           Current Period  Closing Balance


230 000  Sales                   191,867-        191,867-
                               ----------      ----------
         Total Income            191,867-        191,867-
                               ==========      ==========

240 000  Purchases                12,105          12,105
240 001  Purchases                 1,854           1,854
240 002  Purchases                   900             900
                               ----------      ----------
         Cost of Goods Sold       14,860          14,860
                               ==========      ==========

298 001  Wages - Net              56,380          56,380
298 002  Wages - PAYE             16,387          16,387
                              -----------      ---------
         Total Cost of Sales      72,767          72,767
                              ===========      ==========

         Gross Profit            104,240-        104,240-
                              ===========      ==========

         Less Expenses
270 001  Account                  11,344          11,344
270 002  Account                   3,615           3,615
270 003  Account                   1,797           1,797
281 001  Account                   8,005           8,005
300 000  Account                   3,037           3,037
301 001  Account                     595             595
305 000  Account                   1,278           1,278
309 000  Account                     303             303
311 000  Account                     280             280
312 000  Account                     163             163
316 000  Account                   1,295           1,295
368 000  Account                     583             583
369 000  Account                     470             470
371 000  Account                     153             153
...
422 000  Account                     466             466
429 000  Account                   7,521           7,521
456 000  Account                      53              53
460 000  Account                   7,376           7,376
464 000  Account                     318             318
487 000  Account                      11              11
                               ----------      ----------
      Total Expenses              53,834          53,834
                               ==========       ==========

                               ----------      ----------
      Net Profit                  50,405-         50,405-
                               ==========      ==========
To achieve this:

FRL09


1. Add a new Format code: Record No. 0100 and Type 99 default for the first record.
Give a title "Profit and Loss" and accept or change format settings.
F9 to save record.
FRL09A


2. Key in Report Seq. e.g. "0200" F5 to Add.
Select Type 95 and leave blank to add a blank line after the Header.
Save.
FRL09B
3. Key in Report Seq. e.g. "0300" F5 to Add, select Type 01.
Select to print in column 1, select the Total these accounts are to be added into, and the range of accounts required.
Select Non zero values only. Save.
FRL09C

4. Key in Report Seq. e.g. "0400" F5 to Add, select Type 02.
Select Total 1, add a description "Total Income".
Select to print in column 2, Add to Total 2, and clear Total 1.
Apply formatting. Save.
FRL09D
5. Key in Report Seq. e.g. "0600" and F5 to Add, select Type 01.
Select Wage Account Range and to add them to Total 1. Save.

FRL09E


6. Key in Report Seq. e.g. "0700" F5 to Add, select Type 02.
Process Total 1 with Total 2 and add a description "Total Cost of Sales".
Apply formatting. Save.

FRL09F

7. Key in Report Seq. e.g. "0900" F5 to Add, select Type 02.
Process Total 2 add a description "Gross Profit".
Apply formatting. Save.

FRL09G

8. Key in Report Seq. e.g. "1100" F5 to Add, select Type 95.
Process Total 3 with a description "Less Expenses". Save.

FRL09H

9. Key in Report Seq. "1200" and F5 to Add, select Type 01.
Select Expense Account Ranges and add to Total 1. Save.

FRL09I


10. Key in Report Seq. e.g. "1300" F5 to Add, select Type 02.
Process Total 1 with Total 2 and add a description "Total Expenses".
Apply formatting. Save.

FRL09J


11. Key in Report Seq. e.g. "1400" F5 to Add, select Type 02.
Process Total 2 with Total 3 add a description "Net Profit".
Apply formatting. Save.

A summary of these records can be viewed via the Report Lookup using Inquiry Type L.

8PLL29C0 1. LEDGER CONTROLS CONTROLS
8PLL29C0 2. BUDGET SPREADS CONTROLS
May be various budget spreads for different types of accounts.
8PLL29C0 3. REPORT CATEGORIES CONTROLS
Make a record for each Report ?Code used e.g. G for GST. NOT PLUCKABLE - NOT VALIDATED

8PLL29C0 4. SPLIT-TO RATES CONTROLS
8PLL29C0 5. CODE BUILDERS CONTROLS
NOT AVAILABLE YET.

8PLL29C0 7. MONTH / WEEK CONVERSION CONTROLS
8PLL29C0 10. CREDITORS INTEGRATION CONTROLS
8PLL29C0 11. SALES INTEGRATION CONTROLS
NOT AVAILABLE YET
8PLL29C0 12. PURCHASE ORDERS INTERFACE CONTROLS
8PLL29C0 13. DEBTORS INTEGRATION CONTROLS
For each account enter a PL code, a Builder code, a Control code
or none of these if the account is carried on the source data.
e.g. Builder Code (see PL set-ups) is the key of a PL Code-Builder plan
Postings will be "Grouped" per PL account unless "Detail" chosen
Postings will be calculated per "Document" unless "Line" is selected

8PLL29C0 17. CASHBOOK CONTROLS CONTROLS
Enter through this record to enable.
Description: Cashbook