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Most
transactions for the General Ledger module will come from other sub-systems. However, when
transactions do get entered directly, they will be entered as a batch.
To edit an existing batch the user will enter the batch number or choose from
the pick list. For a new batch, they will click on the New button. They'll then enter the
batch date, total, and accounting period and proceed to the detail fields.
Each transaction requires two entries, one to debit an account and one to credit
another. However, amounts may be summed. For example, there may be one adjusting entry
crediting cash and four debit entries to other accounts.
To add transactions to an existing batch, press the End key to go the the last
record for the batch and then press the down arrow to create a new record. When finished,
escape will return the user to browse mode.
As each transaction is entered the total debits and credits will be updated in
the top panel of the dialog box. They will not be permitted to exit this screen if the
debits and credits do not balance.
They may interrupt a batch and resume at a later time, but the batch will not be
posted until the batch total also equals the debits and credits. (i.e. debits = credits =
batch total)
When a batch is complete, pressing the Close button will return them to the
menu.
Installation:
- SYS.GL and SYS.MULTIACCT cannot be edited from inside the program. These fields
should be edited prior to installation and not changed.
- Enter each entity (company, subsidiary, etc.) name and account prefix.
- Enter each cost center for each entity and sub-account.
- Set up the Chart of Accounts. Groups may be replicated, so set up a complete
Chart Of Accounts for one cost center and use this option if necessary.
- Set up a table of accounting periods for the current year. Period
"9801" may be 1/1/98 through 1/31/98, 7/1/98 through 7/31/98, etc. depending on
the dates of the company's fiscal year.
- Set the system defaults (cash account, payable account etc.).
- Optionally, set up shortcut keys for the most commonly used accounts (cash,
accounts payable, etc.).
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