Getting Started with General Ledger

Transcription

1 Getting Started with General Ledger Welcme t Infrm General Ledger and Accunting! Yur Accunting Cnsultant will have already prvided yu with a Training Overview t familiarize yu with the tasks and timeline. This guide intrduces imprtant functins, inquiries and reprts needed t maximize yur use and understanding f the General Ledger Mdule. It fcuses n the Accunting > General Ledger menu sequence. Nte that sme functins may als be reached frm a shrtcut icn n the ribbn directly belw the menus. DDI User 123 Main Street Anywhere, USA Making General Ledger Inquiries 1. Navigate t Accunting > General Ledger > G/L Inquiry r use the shrtcut icn resembling a stack f ledger bks. 2. Enter the Calendar Perid in MMYY frmat. The system will translate it t yur fiscal perid if it is different. 3. Click the Search buttn t retrieve a list f all accunts and perid end balances. 4. The initial screen will display all accunts with perid ending balances. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 1

2 5. T expand cntent, click the + t the left f the line. Several levels f detail are available (mnthly, daily and individual transactin). 6. T exprt cntent t Excel, right click anywhere in the active screen, knwn as the grid and chse Exprt T Excel. 7. T create a Trial Balance Reprt, click the Trial Balance buttn. The cntent may be viewed, printed, cnverted t.pdf, r exprted t Excel. 8. This reprt prvides a baseline net incme r lss based n the separatin f balance sheet and incme statement accunts. 9. Use the baseline figure t validate yur financial reprts (as discussed belw). Accessing Financial Reprts 1. Navigate t Accunting > General Ledger > Financial Reprting. 2. The G/L Financial Reprting windw will appear with the Criteria tab pen 3. Yur system is preset with a standard Balance Sheet and Incme Statement. Additinal reprts may be added depending n individual needs. 4. Chse a reprt by entering part f the name r using the search icn. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 2

3 5. Enter the Calendar Perid and the system will translate it t the Fiscal Perid. Nte that reprts may nly be prduced fr ne perid at a time. Yu can use quarterly and annual clumns t capture additinal infrmatin withut the need t run multiple reprts. 6. Chse Summary r Detail. When selecting detail, the G/L accunt may be displayed r hidden. 7. Fr users with multiple branches: Click ne r mre G/L Suffixes t prduce branch-specific reprts. Leaving the branch selectin blank will prvide a reprt f all branches. 8. Click Run t prduce a reprt n the screen. Chse Print fr utput that may be printed, faxed, ed r exprted t a generic excel frmat. 9. On screen inquiries and reprts may be exprted directly t Excel by right clicking anywhere within the grid (the data prtin f the screen). Validating Financial Reprts The Trial Balance indicates a prfit if the value is in the credit clumn; therwise it is a lss. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 3

4 The same value appears n the Balance Sheet in the Net Incme r Lss field in the Year t Date clumn. Similarly, the value is represented in the Net Incme after Taxes field n the Incme Statement. Making Jurnal Entries There are three types f jurnal entries available fr use. G t Accunting > General Ledger > Jurnal Entry t get started. 1. Regular: This is a ne-time entry that will pst t the selected accunting perid. Chse Regular. Enter the Calendar Perid and use the Tab key t advance t Reference ID. Click Next t assign a system number. It is recmmended t use a system number t eliminate the pssibility f repeating a number. Advance t Transactin Date and enter a date that falls within the assigned perid. A warning will display if the date is utside f the perid. Enter a Descriptin f 30 characters r less. Select an accunt by entering part f the name r number and a dllar amunt. Befre saving, ttal debits and credits much match and there cannt be any blank lines. The entry will pst immediately upn saving and a Print Dcument windw will pen. Canceling the reprt des nt cancel the entry. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 4

5 2. Accrual: The system will make entries int cnsecutive accunting perids. Fllw the instructins abve but chse type Accrual. The system will make the prescribed entry in the selected perid, fllwed by a reversal in the next perid. 3. Template: The use f a template fr frequent and cumbersme entries can save time and prevent keystrke errrs by hlding accunt numbers and dllar amunts. Navigate t Accunting > General Ledger > Jurnal Template and select New. Enter a Template name and descriptin. Enter accunt numbers with dllar amunts fr recurring items such as rent and depreciatin. Enter accunts withut amunts fr items such as payrll. Click Save befre exiting. Pst the template in Accunting > General Ledger > Jurnal Entry. Chse the template immediately after assigning a reference number. 4. Streamlined Excel Imprt: Save even mre time by using a pre-existing Excel sheet t imprt the entries. The data must be presented in Excel as shwn belw: Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 5

6 Fllw the instructins t begin a regular jurnal entry. Cpy the cntent frm the Excel sheet t place in the active clipbard. Psitin the muse in the G/L Accunt field and right click t paste the entry. If there are any errrs r blank lines, the system will indicate befre allwing t pst. Adding and Editing G/L Accunts 1. G t Accunting > General Ledger > G/L Accunt. 2. Click New t add an accunt. 3. Enter the accunt number, keeping in mind the crrect rder f accunts and branch structure. 4. Assign the accunt t ne r mre G/L Grups fr placement n the apprpriate financial reprt. Balance Sheet accunts (numbered lwer than the P&L Break accunt) require ne categry. Incme Statement accunts (numbered higher than the P&L Break Accunt) require ne categry plus the Incme Summary Grup. 5. Click Save when finished and the accunt is ready t use. 6. T change the descriptin r gruping f an accunt click Edit. Nte that an accunt number cannt be changed nce established. 7. T delete an unused accunt click Edit fllwed by Delete. Nte that accunts with any histry cannt be deleted. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 6

7 Understanding Surce Cdes Infrm uses 9 distinct transactin surce cdes t identify the type f prcess that generated a financial impact. Each surce cde is easily identified and filtered thrugh the G/L Inquiry screen. The General Ledger impact f a surce cde may be substantiated with a Jurnal reprt available in Accunting > End f Mnth Clsings & Jurnals. Every transactin will pst ppsing debits and credits within the same surce cde t keep the General Ledger in balance. 1. Accunts Payable Jurnal: items entered fr payment t vendrs and nn-vendrs 2. Finance Charge Jurnal: mnthly finance charges assessed t custmers 3. Cash Disbursements Jurnal: checks prduced fr payment f liabilities Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 7

8 4. Cash Receipts Jurnal: custmer accunt receipts and adjustments, nn custmer cash receipts 5. Inventry Cntrl Jurnal: stck transfers, adjustments, physical cunts and cst changes 6. Inventry Receipts : receipt f purchase-rdered items int stck 7. General Jurnal: jurnal entries and calculatin f net earnings 8. Sales Jurnal: sales revenue, cst f sales and sales tax liabilities 9. Warranty Claim Jurnal: submissin f claims t merchandise vendrs Fllwing is a sample f Jurnal Reprts available fr the abve surce cdes in Accunting > End f Mnth Clsing & Jurnals. Getting Started with Infrm s General Ledger Fr additinal infrmatin, please visit: DDIUsers.cm Page 8