旼컴컴컴컴컴컴컴컴컴컴컴커 쿒L GENERAL LEDGER MASTER� 읕컴컴컴컴컴컴컴컴컴컴컴켸 Introduction The General Ledger Master programs are used to enter and modify the General Ledger Chart of Accounts (GL). Comprehension of the following information is crucial to the successful implementation of the accounting package. Practice is STRONGLY RECOMMENDED before attempting to set up the chart of accounts for your actual business. See the Utility Menu for a more detailed description of the Practice System. All the transaction programs use the GL to validate entries and to produce reports. The Report program formats the financial statements based on the account TYPE assigned. One GL Master is created for all the companies in a corporation. Individual accounts are assigned by adding them with the ADD option. a) Description The number entered into the ACCOUNT NUMBER field must be unique for the corporation. If an account record already exist with the account entered, a message will appear '** ALREADY HAVE AN ENTRY FOR THIS ACCOUNT **' and the screen will be redisplayed. Duplicate account numbers are not allowed. Group account numbers within the boundaries of another defined group and ending range values that extend into another group field are disallowed. Detailed field descriptions The CLASSIFICATION field relates to the accounting classification of Assets, Liabilities, Capital, Revenue and Expense. It is required that the account numbers entered for any classification be contiguous or the financial statements might produce erroneous balances. The range file determines the allowable range for accounts within a given classification. Any value other than that specified will be discarded and an 'OUT OF RANGE' error displayed. The TYPE field is used to describe the type of account for transaction posting and financial statement headings. o A TYPE 'P' account designates that when encountered during a balance sheet or income statement (financials) execution, the printer will advance and print the Account DESCRIPTION centered at the top of the next page. o A TYPE 'T' field will print the description in the center of the page without advancing. o A TYPE 'S' account when encountered will print the current total of the prior postable accounts (L) since the last 'S' entry. o A TYPE 'G' will print the description and total of preceding 'L' balances up to the last 'G' entry. o A TYPE 'M' account is used to subtract the current 'S' type account from the preceding 'S' type. Its most familar use is to determine Gross Profit on a income statement. o Finally, an 'L' type account represents a postable account used for the recording of daily operations. Only L TYPE accounts may be posted. An 'L' account may be designated as a GROUP account by entering the ENDING RANGE account. The GROUP FIELD entry is to identify an account with subsidiaries. The 'ENDING ACCOUNT' number is the ending range of the subsidiary accounts. That is, any account greater than or equal to the group account and less than or equal to the ending account will be included in the "group" account balance. The group field designator is also used to identify which accounts appear on the financial statements. Since only group fields do appear, to include single postable account records enter 'Y'. The system will automatically enter the same account number in the ENDING ACCOUNT field. A group account cannot be within another group account for unpredictable results may occur. The CLOSED INDICATOR is used to stop entry of transactions from ET, AR, and AP transaction programs. To close an account enter a 'Y' via the Modification option. The RETIREMENT DATE field appears for asset classified accounts only. It is used to automatically delete repeating depreciation entries from the RE file. When the current period's date exceeds the retirement date, the entry is deleted from the repeating transaction batch during the EP process after the final transaction is posted to the new period. 1) Add Edit 15:29:15 * PRACTICE AAA COMPANY * 06/20/90 General Ledger Master Period:1 F1 Help ESC Exit F6 Calculator F10 Window 旼컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴커 쿌ccount Description Class Type Group Endrang� 쳐컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴캑 � 1100 Cash A L Y 1149� � 1120 Bank Two A L N 1120� � 1130 Bank three A L N 1130� � 1150 Accounts Receivable A L Y 1150� � 1160 Notes Receivable A L Y 1160� � 1210 Raw Materials A L Y 1210� � 1220 Finished Goods - WIP also A L Y 1220� � 1299 CURRENT ASSETS A S N 1299� � 1300 Equipment A L Y 1339� � 1320 Truck A L N 1320� � 1340 Accumulated Depreciation A L Y 1340� � 1350 FIXED ASSETS A S 1350� 읕컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴켸 F3 Print report F4 Display totals A Add E Edit D Delete <> to move Esc to exit 2) Delete This function is used to delete records from the account master. No deletion will be allowed if there exist transaction records in the Accounts Payable(AP), Accounts Receivable(AR), or General Ledger(ET) transaction files. To delete these accounts, you must first delete the corresponding transactions. This check is provided to assure that all transactions are posted and included in the financial statements. F3 Print Records The Print account option lists the account records stored in the Chart of Accounts. To print all accounts, hit the ESC key to accept the default values placed on the screen by the computer. The screen appears below. To exit place a zero in the END account field and hit the RETURN key. ENTER ACCOUNT # -- START 0 (TO CANCEL ENTER 0 HERE) END 9999 F4 Display Totals This option prints the current Trial Balance in Account sequence either by company or for the corporation. TRIAL BALANCE Comp Acct Dept Description Beginning Current YTD AAA 1100 10 CASH 100.00 100.00 200.00 AAA 1100 15 CASH 0.00 100.00 100.00 AAA 1100 16 CASH 0.00 10.00 10.00 AAA 1120 10 CASH AT BANK1 200.00 10.00 210.00 AAA 1120 15 CASH AT BANK1 200.00 0.00 200.00 AAA 1120 16 CASH AT BANK1 0.00 0.00 0.00