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General Ledger System Structure……..5 MinutesGeneral Ledger System Structure……..5 Minutes
General Ledger Common Data…....…..10 General Ledger Common Data…....…..10 MinutesMinutes
General Ledger Functions………….…..80 MinutesGeneral Ledger Functions………….…..80 Minutes
1. Voucher1. Voucher
2. Transaction Code Management2. Transaction Code Management
3. 3. Contra Account DetailsContra Account Details
4. Department Management4. Department Management
5. Update Statistics Table5. Update Statistics Table
6. Cost Apportionment6. Cost Apportionment
7. Month End Procedure7. Month End Procedure
8. Finance Statements8. Finance Statements
9. Project Management9. Project Management
10. Budget Control 10. Budget Control
11. Cash Flow11. Cash Flow
TopicTopic
General Ledger StructureGeneral Ledger StructureFixed
AssetsCost
Accounting
Voucher
PayrollAR APNotes &Cash
Month End
Finance Reports. Balance Sheet. Income statement. Trail balance
Cost Apportionment
Dept. Management
Transaction Code Management
Enter/Contra Account Details
Project Management
Budget Control
Cash FlowBackup/Restore
UpdateStatistics Table
Common DataCommon Data
Account Code Book No. - Multiple book - Define home currency ,Month-end method by Book Voucher Property General, Reverse, Carry forward, Accrued, Accrued Adjustment, Combination Adjust Report Structure Flexible report format Maintain Frequently Used Memo Default Frequently Used Memo Entry Sheet Memo
Account Code• Control Account 、 Detail Account 、 Independent Account• Non Currency Account• Financial Analysis Category• Contra Details, Transaction code• Department, Project, Budget Control• Carry Forward Account
Common DataCommon Data
Carry forward AccountCarry forward Account
Income
Expense
Current Profit/Loss
200
300
100
Month End
Year EndAccumulate Profit/Loss
100
200
300
100
P/L Account (I/S)
100
Accumulated P/L Account (B/S)
Current Profit/Loss
P/L Account (B/S)
P/L Account (B/S)
Book No. ManagementBook No. Management
Distinguish by Book:1. Currency2. Current Period, Period Closing Date3. Vouchers4. Account Balance
Month-End MethodMonth-End Method
To close the books To close the surface
Month-End
Generate 2 vouchers:D: (income account) C: year profitD: year profit C: (expense account)
D: P/L Account (I/S) C: P/L Account (B/S)
Year-End
Generate 2 vouchers:D: (income account) C: year profitD: year profit C: (expense account)
(No voucher)D: P/L Account (B/S) C: Retain Earning
P/L Account (B/S)
Voucher Property• General Voucher• Reverse Voucher• Carry forward• Accrued Voucher• Accrued Adjustment voucher• Combination Adjust
Common DataCommon Data
Report Structure(1)Report Structure(1)
Report Property 1.Trial Balance 2.Balance Sheet 3.Income Statement 4.Other
Account Code 1.Can not be Control Account.
Print Code 0 Amount, Only Sum up Amount, don’t print 1 Amount, Normal Print 2 Amount, Only Print Positive Amount 3 Underline, Print Underline 4 Horizontal line, Print Horizontal line 5 Amount, Print, but don’t Sum up Amount 6 Skip Page, Skip to new Page before Print H Head, Print Title head
Balance Type Print Plus/Minus Symbol
Report name can be defined in Report Structure
Total level 1101 Cash 1 $100 1102 NR 1 $200 1103 Fixed Assets 1 $300 Assets 2 $600
Serial# Printing Sequence
Report Structure (2)Report Structure (2)
Switch BookMaintain General
Voucheraglt110
Batch Post Voucher Unposted
aglp102
VoucherVoucher
Manually Entry
By default GL DB and book no.
Fixed Assets
Cost Accounting
PayrollAccountReceivable
AccountPayable
Notes & Cash
Voucher source• Manually entry• Posted from other modules
(AR, AP, Treasury, Fixed Assets, Costing, Payroll)• The voucher can not be changed if it came from other
modules
Voucher Maintenance• Flexible combination of Frequently Used Memo• 10 sets of transaction code• Print voucher immediately• Auto. Generate General No.(Check Sequence)
Voucher Adjustment MethodVoucher Adjustment Method
• Add a new reverse voucher Timing: 1. The Voucher is Previous voucher and closed. 2. Company policy- can not change
confirmed vouchers.
• Revise Original Voucher Timing: 1. The Voucher is current period’s voucher and
company policy allowed.
Voucher Adjustment ProcedureVoucher Adjustment Procedure(Add a new reverse voucher )
Maintain Reverse Voucheraglt120
Batch Post Voucher Unposted
aglp102
Abnormal Voucher
Printaglt120-O
Approve? Y
N
Undo Voucher Postedaglp109
Batch Post Voucher Unpostedaglp102
Abnormal Voucher
Change Voucheraglt110
Voucher Adjustment ProcedureVoucher Adjustment Procedure( Revise Original Voucher)
Undo Voucher confirmation
aglt110Undo posting
Change Original Transactions
Post to GL
Confirm Voucheraglt110
Source: GL
Source: Other Modules
Transaction CodeTransaction Code
D: AR $1000 C: Sales Revenue $1000 Trans. Code(1): TP Trans. Code(1): PC Trans. Code(2): PC
Sales Revenue $3000
Trans. Code(2): PCSales Revenue $3000
Trans. Code(1):TPSales Revenue $1000
Trans. Code(1):TPSales Revenue $1000
Voucher(1)
Voucher(2)
To keep transaction’s other data in voucher for analysis and company management purpose.
D: AR $2000 C: Sales Revenue $2000 Trans. Code(1): TN Trans. Code(2): PC
Feature of Transaction CodeFeature of Transaction Code
• Flexible setting the number of Transaction Code (0~10 Set)• Flexible setting Trans. value• Default Trans. value when generate entry sheet• Entry budget by trans. code• Provide analysis reports by Trans. code
Transaction Code SettingTransaction Code Setting
DefineTransaction
Category
Define Data source
Account Transaction Code
Maintain
Define Transaction Category by
Account code
Entry Sheet & Transaction Code Elasticity Maintain
DefineDefault Trans. Value in Entry
Sheet
Contra DetailContra Detail
D: Cash $ 100 C: Margins $ 100
D: Margins $ 60 C: Cash $ 60
Loan Voucher: TR1-690001
Pay off Voucher: TR1-6A0002
Contra Original Voucher
Contra Detail QueryAccount: MarginsVoucher: TR1-690001 Amount: 100Contra: 60
Department ManagementDepartment Management
Sales DivisionA001
TP Sales Dept.A001-1
SH Sales Dept.A001-2
TPPC Dept. A001-1-1
TPNB Dept.A001-1-2
SHPC Dept.A001-2-1
SHNB Dept.A001-2-2
Group= PC Income Statement
Print Group: PCGroup : A001-1-1, A001-2-1
By Print Group
Dept.=A001Income Statement
By Dept. Org.
Maintain Printing Groupagli113
Department Levelsagli112
Maintain Department Data
aooi030
Print Group Authorization
agli114
Dept. Financial Statement
Department ManagementDepartment Management
Update Statistics TableUpdate Statistics Table
Detail Transaction
Entry Sheet
VoucherPost
Inquire Balance by account code + vendor/customer
Inquire Balance by account code
Update Statistics Table
Update Statistics ProcedureUpdate Statistics ProcedureOpening Balance
agli130
Statistics Year End Process
aglp131
Update Statistics Tableaglp130
Inquire Period Statisticsaglq130
Account Periodic Report aglr200
Account Category Print aglr201
D: Prepaid Premium Account $12,000 (one year) C: Cash $12,000
Dept. A Dept. B Dept. C 50% 30% 20% $500 $300 $200
D: Adm. Expense---Dept. A $500 Adm. Expense---Dept. B $300 Adm. Expense---Dept. C $200
C: Prepaid Premium Account $1,000
Cost Apportionment in GLCost Apportionment in GL
Apportion monthly
Fixed Amount Freq. Used Voucher
agli710
Fixed Ratio Apportion Voucher
agli720
Var. Ratio Apportion Voucher
agli730
Copy Freq. Used& Apportion Voucher
aglp710
Apportionment Categoryagli700
Voucher Process
Batch Post Voucher Unpostedaglp102
Cost Apportion ProcedureCost Apportion Procedure
Copy Freq. Used& Apportion Voucher
aglp710
Batch Post Voucher Unpostedaglp102
Voucher Process
Print Checking List before Posting
aglr901
Print Checking List of Vou Posted
aglr900
Print Trail Balanceaglr105
Re-Numbering Voucher General
No.aglp105
End of Period Carry forward
aglp201
GL Account Closingaglp301
Financial Reports
Month End ProcedureMonth End Procedure
Check voucher before postingCheck voucher before postingVoucher:(1). Unbalance between Credit amount and debit amount in header (2). no detail line(3). unbalance between header amount and detail line amounts(4). Header Debit amount or Credit amount is 0(5). Detail line Debit amount or Credit amount is 0(C). Not print out yet(D). Serial no is blank(E). Void voucher(G). Wrong serial no (must be numeric) (H). Voucher no. sequence checking (user option)Detail Line:(6). Void account code (7). Account code is inexistent(8). No transaction code if the account code is (9). No Budget no if the account code is budget sensitive.(10).no currency code in detail line(A). Account property is not “account”(B). The account code is control account(F). Dept. code is blank if the account code is Dept. sensitive
Check Voucher after postingCheck Voucher after posting
(1). Check monthly balance between Control Account and its’ detail account (2). Check daily balance between Control Account and its’ detail account (3). Check monthly balance and voucher summary(4). Check daily balance and voucher summary(5). Check Ledger and Voucher
Report TypeTrial BalanceBalance SheetIncome StatementJournalLedgerFinancial Analysis CategoryIncome 、 Expense Analysis
Data optionBy Report StructureCompare with BudgetCompare with other periods
Print Content optionCurrency 、 Account English NamePrint Decimal DigitsPrint levels
Financial StatementFinancial Statement
Data Backup and RestoreData Backup and Restore
Voucher History
LedgerHistory
BalanceHistory
TransactionsHistory
Backup
Restore
Project ManagementProject Management
ProjectPurchasing
ProjectExpense
ProjectSales
Entry SheetBy Project Code
VoucherBy Project Code
AP AR
Project Income Statement
ProjectInventory
Cost
ProjectProduction
Fixed Budget Summaryaglp601
Maintenance for Budget Nameagli601
Maintenance for Department Budget
agli502
Maintenance for Budget Nameagli602
Maintain General Voucheraglt110
Dept. Financial Statement
GL Budget Setup ProcedureGL Budget Setup Procedure
Maintenance for Budget Name
agli601
Maintain Purchasing Budgetapmi650
PR/PO Budget Shift Recordapmt650/651
Purchase Budget Setup ProcedurePurchase Budget Setup Procedure
TIPTOP/MFG Document Property
asmi300
Budget Control
Dept. Budget
Account Budget
Dept. Financial Statement
Purchase Orderapmt540
Purchase Requisiteapmt420
AP post to GL
Vender Purchase Invoice Billing
aapt110
voucher posting
Budget Consumption/
BalanceOpen PR (1)Unconfirmed PO(2) Confirmed PO (3)AP (4) Un-posted vou. (5)Posted voucher (6)
Purchase Budget Reports
Budget ControlBudget Control
GL
Purchase
Maintain Cash Flow Group
(gglt900)
Cash Variation Code(anmi060)
Cash Flow Balance(gglr940)
Cash Flow-DirectCash Flow-Direct