General Ledger Management System

Iris Lee

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

Period StatisticsPeriod Statistics

Detail

Transaction

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

Manually Entered Amount Setting

(agli932)

Maintain Cash Flow Group(agli930)

Print Cash Flow Statement(aglr940)

Cash Flow-IndirectCash Flow-Indirect

Cash Flow Statement Account Setting

(agli931)