general ledger - aljex

General Ledger

Version 1.1 Last Updated July 2017

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Table of Contents 1.0 Introduction ................................................................................................................................... 3 2.0 General Ledger Overview .......................................................................................................... 3

2.1 Accounting Portal Login ................................................................................................................. 3

2.2 General Ledger Home Page ............................................................................................................ 4

2.3 Chart of Accounts ........................................................................................................................... 5

2.4 Reconciliation ................................................................................................................................. 8

2.5 Reversible Entries ......................................................................................................................... 11

2.6 Recurring Entries .......................................................................................................................... 13

2.7 Reports .......................................................................................................................................... 15

2.8 Years ............................................................................................................................................. 18

2.9 Settings .......................................................................................................................................... 19

3.0 Appendix ..................................................................................................................................... 21 3.1 Mapping of Aljex TMS Accounting Events to General Ledger Entries in Aljex GL .................. 21

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1.0 Introduction The Aljex general ledger provides insight into the current state of the finances of a business and facilitates recording changes to those finances so that an accurate picture is maintained of both financial performance over time and financial condition at any specific point in time.

• Provides a general ledger for businesses to manage both shipping and non-shipping finances.

• Aljex general ledger is fully integrated with Vision.

2.0 General Ledger Overview 2.1 Accounting Portal Login

1. Signing into the accounting portal directly requires a server and qual. 2. A login and password are required for direct access. 3. Click on a link on the left to check Aljex’s latest news and blog information.

4. A user may go directly to the General Ledger from the Accounting dropdown in Vision.

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2.2 General Ledger Home Page

1. General Ledger home page.

A. The General Ledger dropdown -- from here the user can see the Chart of Accounts and Reversible Entries.

B. Reports dropdown -- select to see these reports: Balance Sheet, General Ledger, Income Statement, and Trial Balance.

C. Years -- a user may look at the chart of accounts for a date range. D. Settings -- user settings may be adjusted here by a admin. E. Notifications for the system show here. F. To see a user’s permissions, click on the user’s login name.

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2.3 Chart of Accounts

1. From the General Ledger dropdown, a user may see the chart of accounts.

2. The Chart of Account (COA) opens into All Accounts. A. The COA delineates into four tabs: All Accounts, Assets, Liabilities, and

Equities. B. Click on the Add Account button to add a new account to the COA. Fill in

Type, Code, and Name to complete a new account. If an account is reconcilable, check the box.

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C. To add a new purchase journal to the COA, click on the Add Journal button.

Fill in the Description, Source, Date, and Detail Lines fields and click Post to save the new journal entry. If more lines are necessary for the purchase journal, click the Add Line in the Detail Lines section.

D. Select an account in the COA to see all transactions for that specific account. For example, 1001-00: Other Bank Account shows all purchase journals for that account.

Clicking on the red X will void the journal entry.

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E. To edit an account, click the pencil in the action column of the COA. For auditing purposes, Type and Code cannot be changed once the account has been created.

F. To delete an account, click the trashcan in the action column of the COA. For

auditing purposes, an account cannot be deleted once transactions have been made to the account.

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2.4 Reconciliation In the Chart of Account a user may reconcile accounts that are reconcilable with a bank.

1. There are two way to make an account reconcilable. When adding a new account, select the reconcilable check box in the Add New Account modal. For an account that has been made, select the edit pencil icon for that account, then check the reconcilable check box.

2. Click on the action button to reconcile an account.

3. To begin bank reconciliation:

A. Enter the Bank Statement Date B. Enter the Bank Statement Ending Balance

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C. Enter the date of reconciliation

4. Clear Checks and Disbursements.

A. If a journal entry has cleared, check the cleared box. B. If a journal entry needs to be voided, a user may void an entry while reconciling. C. If a user has forgotten a journal entry, they may add it now by selecting the Add

Journal button.

5. Clear Deposits and Receipts.

6. User may add service charges or interest earned for that account.

7. When a user is done, select the Finalize Reconciliation button. If there is an item that

needs to be finalized in order to bring the Difference to $0, a box will appear to let the user know the account cannot be reconciled.

8. Once an account has been reconciled, the page opens into the Reconciliation Report,

which can be downloaded as a PDF.

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9. To view previous reconciliations, go to the Chart of Accounts, select a reconcilable account. Select the Finalized Reconciliations button.

10. Select the reconciled report to view.

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2.5 Reversible Entries

1. From the General Ledger, a user may see all reversible journal entries.

2. To see all reversible journal entries for a particular date:

A. Click on the calendar bar, select a date, and hit Run Report. All journal entries up to that date will show; any journal entries posted after the Run Report date will not show.

B. Click the journal entry number to see details about the purchase journal

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C. Select the circular arrow icon in the Actions column to reverse a journal entry. To see the journal entry has reversed, go to the General Ledger account for that entry, in the example above 1211-00 A/R-Old System shows the purchase journal #2960 below.

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icon informs the user that the journal entry has been reversed. The red X in the Action/Info column allows the user to void a journal.

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2.6 Recurring Entries A user may make a recurring journal entry from the Recurring Entries template.

1. Select the Recurring Entry tab. 2. To make a recurring entry, click on the +Recurring Entry button and fill out the

template. Fill out the template and select the recurring interval for the journal entry.

3. The recurring journal entries to be posted will show in the section: Scheduled Recurring Journals Not Posted. A user must select the check mark in the action column to schedule the recurring journal to post.

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2.7 Reports

1. From the Reports dropdown, a user may select a report from the General Ledger. All

reports may be run by calendar dates.

A. The Balance Sheet shows a report of total assets equal to total liabilities and equity. A partial example of the page is shown below.

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B. The General Ledger shows all journal entries for each account. A partial example of the page is shown below.

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C. The Income Statement reports the net income or net loss of the company’s accounts. A partial example of the page is shown below.

D. The Trial Balance lists the debits and credit balances for the General Ledger accounts. A partial example of the page is shown below. Note the Trial Balance Report may be exported to a CSV file.

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2.8 Years

1. An admin may look at specific accounting years by selecting Years. This button is not available to all users, but only to those given the admin role.

2. Click Open/Close next to the accounting year. A. When an accounting year is closed, journal entries can no longer be made for

that year. A closed year may be reopened to book a journal entry into it. B. To close an accounting year, click the Close button next to the date.

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2.9 Settings

1. An admin may view and change the roles of users by clicking on the Settings button. This button is not available to all users, but only to those given the admin role.

2. The Settings button takes the admin to a list of Users.

A. A user will not be allowed to see the Years and Settings button. B. An admin will see the Years and Settings button and have the ability to change

a user’s settings and permissions.

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3. In order to match up the codes seen on a journal line, an admin may view all the

offices for the company.

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3.0 Appendix

3.1 Mapping Aljex TMS Accounting Events to General Ledger Entries

Accounting events performed in Aljex are immediately and automatically recorded in the Aljex GL at the time they occur. The Aljex GL is thus a real-time accounting system fully integrated with the Aljex TMS. Specific Accounting transactions are accounted for as follows:

1. Customer Invoice

A customer invoice is given accounting recognition in the Aljex GL when the invoice is posted in Aljex TMS. The journal entry recorded is:

• DR Accounts Receivable Control Account

• CR Revenue account(s)

• The transaction date on the journal entry is the posting date

2. Debit Memo

A customer debit memo is given accounting recognition in the Aljex GL when it is posted in Aljex TMS. The journal entry recorded is:

• DR Accounts Receivable Control Account

• CR Revenue account(s)


3. Credit Memo

A customer credit memo is given accounting recognition in the Aljex GL when it is posted in Aljex TMS. The journal entry recorded is:

• DR Revenue account(s)

• CR Accounts Receivable Control Account


4. Cash Receipt

A cash receipt recorded in Aljex TMS will be recognized as a journal entry in the Aljex GL at the time the cash receipt is posted. Aljex TMS recognizes each cash receipt as a separate

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deposit. Therefore, when the journal entry is created in the Aljex GL, each cash receipt is a separate journal entry as follows:

• DR Cash


To facilitate cash account reconciliations, we recommend that the cash receipts entry be posted to a cash clearing account rather than a real cash account in the Aljex GL:

• DR Deposit Clearing (one line for each individual cash receipt)


A journal entry should be created for the actual deposit:

• DR Cash (one line equal to the actual bank deposit amount)

• CR Deposit Clearing

The aggregate total of the individual cash receipt journal entries to the Deposit Clearing account should always equal the total of the actual deposit and the clearing account entries should therefore always net to zero.


5. Other Income

Other income occurs when excess cash is received from a customer that cannot be applied to a customer invoice. Other income recognized in Aljex TMS is given accounting recognition in the Aljex GL when it is posted. The accounting entry is:

• DR Cash

• CR Other Income Account(s)


6. Purchase Journal

Purchase journals are given accounting recognition in the Aljex GL at the time they are aged in Aljex TMS. The journal entry is:

• DR Expense account(s)

• CR Accounts Payable Control Account

When a purchase journal in Aljex TMS is unaged, the original journal entry above will be voided in the Aljex GL.

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When an aged purchase journal is adjusted in Aljex TMS, the original journal entry above will be voided and a new journal entry reflecting the adjustment will be created.

• The transaction date on the journal entry is the aging start date on the purchase journal

7. Cash Disbursement

Cash disbursements are recognized in the Aljex GL at the time the check or debit memo is created in Aljex TMS. The accounting entry is:

• DR Accounts Payable Control Account

• CR Cash

As with cash receipts above, we recommend using a cash disbursement clearing account for cash disbursements rather than the Aljex GL account that corresponds with the bank account to facilitate the bank reconciliation process each month.

• The transaction date on the journal entry is the check date

• When a check is voided in Aljex TMS, the original journal entry created above will be voided

general ledger - aljex

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