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M7.0 General Ledger - Fresh Computer Systems

1. gt GL Account Typ GL Tran Document Entered Tran Num Description Narrat Lon Debits Credits 230 01 OLR OT MBR 02 Q7 MAR 2 100675 RCPT 7 MAR O2 SALE OF DESK 0 00 100 00 278 00 NCR 05 MBR 02 Gb MAR Ge 160658 SUPPLIER DISCOUNT 0 00 180 01 030 NIV 05 MBR 02 QO MAR Ge 100038 ddl 9999 OMEO DATA 100 00 0 08 238 02 6 1 25 JRN 02 25 JAN 92 100618 CORRECT GL ACCOUNT 0 00 1090 80 238 01 G T 25 JRN B2 25 JAN 02 100617 INCORRECT GL ACCOUNT 1900 00 9 06 030 03 INV 25 OCT 01 2o 0CT 01 100581 INV INVOICES 0 00 3o 0d 218 00 INV 25 OCT 01 25 OCT 01 100578 CUSTOMER DISCOUNT ENTRY 8 99 8 00 030 03 CIV 28 SEP 61 08 OCT 61 100570 _ CASH INVOICES 9 06 19 89 285 00 GIV 28 5EP 0 28 SEP 01 100563 DEDUCTED CHARGES PY DEDUCTED CHARGES FY 0 00 110 00 288 A GIU 28 SEP 61 28 SEP 01 100561 CHARGE COLLECTION FEES TOM CHARGE COLLECTION FEES 8 08 0 45 287 00 GIV 28 5EP 1 28 SEP 01 100558 CHARGE COLLECTIONS TOM CHARGE COLLECTIONS TOMI 4 95 8 06 287 00 GIV 28 SEP 61 28 SEP 01 100556 DEDUCTED CHARGES TOM DEDUCTED CHARGES TOML 0 00 4 9 272 00 GIV 28 SEP 01 2B SEP 01 100554 GROWER PURCHASES GROWER PURCHASES 112 00 8 08 239 03 CRN 28 SEP 61 28 SEP 01 100536 CRN INVOICES 4 08 0 00 230 03 INV 2g SEP 01 28 SEP 01 100533 INV INVOICES 0 00 _ 10800 00 214 00 NIU 16 SEP 61 10 0CT 01 100574 ole 6543 BAGS 190 00 8 89 268 00 GIV 24 JUL 01 28 SEP 81 100552 CHARGE COLLECTION FEES TOM CHARGE COLLECTION FEES 8 06 5 06 287 00 GIV 24 JUL 01 eO SEP 61 100549 CHARGE COLLECTIO
2. A balance forward transaction will be posted to the new year for each Asset Liability and Capital account for the consolidated year end balance All amounts for each account for each accounting period will be moved to the comparative table Is 26 JUN 00 your new fiscal year begin date _ OK to execute Year End Closing Routine Now _ Count 6 jm Freche le Berhe in Dimas ziv Replace 4 gemere ts 140 ai E T nas Ro Wado T hel i Fc d Eo y If the date displayed is the correct date for the new fiscal year begin date press NxtFld in the date field Otherwise update Menu 8 GL Period Maintenance to display the correct end of year date and periods If you answer Y to confirm the date above the routine will accept the new date and move to the bottom field If you answer N the cursor will position itself on the date field again so that you may enter a new date in the format DD MMM YY Enter the new date and press NxtFld The cursor will move to the confirm date prompt again If you wish you can always exit this screen by pressing Exit Cancel as indicated on the screen When you are satisfied with all data on the screen and you are ready to begin the routine type Y and press Return to the OK to execute Year End Routine Now field Otherwise type N to exit this routine After posting of the new year s BBF transactions has occurred the system will print the General Journal for the transactions just
3. GLO this field must be entered instead of the payee field Up to 20 characters may be used Payee Name the cheque is made out to This field is not required for a GLO Presented Where the Cash Book module is installed the presented date of the payment will be displayed in this field af appropriate The cursor does not enter this field Payment Type Payment Type If a cheque number is entered then this field will default to GLM or if no cheque number is entered it will default to GLO Unallocated Amount The amount which remains unallocated to a general ledger account code The cursor does not enter this field This field must be zero before exiting the screen Status The default is PAID To Cancel a cheque change the payment status to CANCEL Cancelled Date If the payment status is changed to CANCEL the cursor will enter the cancelled date field for a cancellation date This date will default today s date but can be changed if required In the Allocations Block GL Account Enter the General Ledger Account code ListVal may be used if required Upon entry of a valid code the account description will be displayed Narration Enter the details of the transaction Up to 60 characters may be used Allocation Amount Enter the amount to allocate to this account When the document is fully allocated the total of the allocations should equal the PAY amount of the payment If the full amount is to be allocated to only one GL A
4. Row4 Col14 A Block One contains the layout number and description while the lower block contains the layout contents To create a layout in Block One enter the following fields Layout Num Description Enter a description or name for this layout Up to 30 alphanumeric characters may be used For example the description Profit amp Loss PTD YTD could be used to represent that the layout 1s designed for a Profit and Loss Statement Enter a unique layout number Up to 2 numeric characters may be used with the columns of Current Period and Year to Date In Block Two create the layout contents by entering the following fields Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 34 LETTUS User Manual General Ledger Menu 8 EEO S Number Enter a unique number Up to 2 numeric characters may be used Pressing NxtFld will default this field in ascending order in multiples of ten starting at 10 The column numbering is relative so that the column in the layout need not number consecutively This column number represents the order the columns are printed across the page from left to right Size The column size represents the maximum number of characters for this column The maximum report size is 250 characters as the system automatically allocates a space between columns and applies margins Source Enter the source of the information required in this column ListVal may be used to assist in the selection of
5. calculate the percentage Description Enter a description or narration Up to 80 characters may be used for Report Commands or 40 characters for Total or Calc Commands Refer to the following example for more information Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 40 LETTUS User Manual General Ledger TRADING PROFIT amp LOSS STATEMENT FOR THE PERIOD 01 JUL 97 TO 30 JUN 98 SALES LESS COST OF SALES OPENING STOCK PURCHASES UNLOADING FEE SHED COOLING STORE FEES FREIGHT FEES LEVIES NOT RECOVERED MARKET WATCH FEE LESS CLOSING STOCK COST OF SALES GROSS PROFIT OTHER INCOME SUNDRY INCOME RECOVERIES TEST ACCOUNT PROFIT LOSS DISPOSAL INVEST CAPITAL GAIN SALE N CUR ASSETS PROFIT ON SALE NON CURRENT ASS LOSS SALE OF NON CURRENT ASSET PROCEEDS SALE NON CURRENT ASST CAPITAL GAIN NON TAXABLE TOTAL OTHER INCOME LESS EXPENSES ACCOUNTANCY FEES ADVERTISING AMORTISATION BORROWING COSTS LEASED ASSETS BMCA CHARGES BAD DEBTS WRITTEN OFF BANK CHARGES BORROWING COSTS CLEANING COMPUTER SOFTWARE MAINTENANCE COMPUTER HARDWARE MAINTENANCE COMPUTER CONSUMABLES COMPUTER REPAIRS amp MAINTENANCE COMPUTER HARDWARE COMPUTER SOFTWARE COMPUTER TRAINING COMMISSION PAID CONSULTANCY FEES DEPRECIATION DEPRECIATION PLANT amp EQUIP DEPRECIATION MOTOR VEHICLES DEPRECIATION FITTINGS DONATIONS ELECTRICITY ENTERTAINMENT EXPENSES FEES amp CHARGES FINANCE CHARGES FREIGHT amp
6. 8 31 LETTUS User Manual General Ledger Menu 8 8 16 GL Control Maintenance The ability to close off accounting periods once all required processing for that period has been completed is an essential part of any accounting system The LETTUS system provides this feature through the Maintain G L Control option This option allows the user to close and open an accounting period thus controlling transactions in the General Ledger and assisting in producing timely and more accurate Accounting reports This control is achieved in two ways e allowing the transaction to continue with the date entered but updating the General Ledger with the current period start date not allowing the transaction to continue with the date entered if prior to the current period start date However some transactions only provide a warning but still allow transactions to update the General Ledger prior to the current period start date This is done for ease of use and at the request of many clients Note that where the transaction is allowed to continue with a prior date this date is still used for the transaction e g Customer Invoice Payment Date however it is the General Ledger transaction date only that is affected Where the transaction is not continued with a prior date either the transaction date or the current period start date must be changed It is recommended that only authorised users have access to this option Select the Maintain GL Co
7. Account Code or enter D to order the report by Account Description All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 29 LETTUS User Manual General Ledger Menu 8 8 15 GL Period Maintenance Accounting periods are essential to the LETTUS system as they divide the year into manageable sections These are used for reporting purposes as well as for control The Maintain Accounting Periods option is used to create change or delete accounting periods in your fiscal year Any number of accounting periods can be defined Commonly 12 periods one for each month or 13 periods one for every four weeks are used 8 15 1 Creating Accounting Periods Select the Maintain Accounting Periods option from the General Ledger and the following screen will be displayed pepe s 210i Lg Bie Edi ew Too Properties Connection Window Help ala ica ia te p unar gt 23550 Maintain Accounting Periods Period Start gt lt End gt 07 01 JRN 01 MON 31 JAN O1 WED Count 36 M Replace m donem d Danan rome Corneciedte TIE T1 Eu Tes Pav Fe oad TVTRBS ah Tni Mowat RS The following fields are displayed Per
8. CARTAGE FRINGE BENEFITS TAX FUEL amp OIL GAS GENERAL EXPENSES HIRE PLANT amp EQUIPMENT INSURANCE Printed on 16 May 2002 CURRENT PERIOD 138675 13 00 30704 50 67 30 00 107922 63 5557094 20 214 677 30976 22 lt 122 007 lt 450 007 lt 17141 777 lt 125 01 13574 00 150 00 5583740 97 250 00 31920 00 00 00 00 7 007 19250 00 00 36169 70 00 00 00 00 CURRENT YEAR TO DATE 138675 13 00 30704 50 67 30 00 107922 63 5557094 20 lt 214 67 30976 22 lt 122 007 lt 450 007 lt 17141 777 lt 125 01 13574 00 150 00 5583740 97 250 00 31920 00 00 00 00 7 007 19250 00 00 36169 70 00 00 00 00 Fresh Computer Systems Pty Ltd COMPARATIVE 00 Menu 8 8 4 LETTUS User Manual General Ledger SS TEE TT INTEREST PAID 00 00 00 LEASING CHARGES 00 00 00 LEGAL COSTS 00 00 00 LIGHT amp POWER 00 00 00 EFTPOS SALES 200 00 200 00 00 PACKING MATERIALS 00 00 00 PERMITS LICENCES amp FEES 00 00 00 PETTY CASH EXPENSES 00 00 00 EFTPOS CASH ADVANCE 100 00 100 00 00 POSTAGE 00 00 00 PRINTING amp STATIONARY 00 00 00 RATES amp TAXES 00 00 00 RENT 00 00 00 REPAIRS amp MAINTENANCE 00 00 00 SALARIES 00 00 00 SECURITY COSTS 00 00 00 SERVICE CHARGES 00 00 00 STAFF TRAINING amp WELFARE 00 00 00 SUBSCRIPTIONS 00 00 00 SUPERANNUATION CONTRIBUTIONS 00 00 00 TELEPHONE 123123 00 123123 00 00 TRA
9. Col2 Z The Format Maintenance form consists of two blocks Block One contains the report number description and the layout to be used while the bottom block contains the format report contents To create a format enter the following fields In Block One Format Header Format Number Enter a unique format number Up to 2 numeric characters may be used Format Description Enter a description for the format using up to 40 characters Layout Number Enter the layout number to be used for this format in this field ListVal may be used to assist in the selection of a layout number As noted above the layout must be established before creating the format Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 38 LETTUS User Manual General Ledger Menu 8 T In Block Two Format Contents Each General Ledger format consists of a series of instruction lines When the report is printed each line is read and executed For example One format may be defined to print a range of accounts add each account balance to a storage field and print the total of the addition at the bottom Line Number Enter a unique line number This line number represents the processing order The lines are executed in ascending order i e from 1 up to 9999 The line number must be between 1 and 9999 The line number interval may be user defined alternatively the system will automatically increment the next number to be used by 100 from the last ente
10. FEES ACCRUED to Ba IESI Post Journals Y N Y j L Post Journals up to Date Post Reversals Y N _ All values OK M Count 1 Replace TL ice s Vi Shien Fowl tat Make your report selection by completing the following fields Journal Code from Enter the beginning standing journal code of the range to report on ListVal may be used to assist in the selection of a journal code Pressing NxtFld will default this field to the first journal code established on the system Upon entry of a valid journal code the standing journal description will be displayed to Enter the ending standing journal code of the range to report on Pressing NxtFld will default this field to the last journal code established on the system If only one journal code is required this field should contain the same code as the from field above Post Journals Y N Enter Y to post and print the standing journals and N to only print Date for Journals Enter the date which to process the standing journals This date 1s used to update the General Ledger This date cannot be backdated beyond the current period start date as maintained in Menu 8 GL Control Maintenance option Where no current period start date 1s maintained the year begin date is used where the date entered is prior to this date Reverse Entry Enter Y if this 1s to be a reverse entry All Values OK If you need to change any report selection values ent
11. PLANT amp EQUIP E D 334 DEPRECIATION MOTOR VEHICLES E D 339 DEPRECIATION FITTINGS E D 346 DONATIONS E D 352 ELECTRICITY E D 358 ENTERTAINMENT EXPENSES E D 362 FEES amp CHARGES E D 365 FINANCE CHARGES E D 368 FREIGHT amp CARTAGE E D 369 FRINGE BENEFITS TAX E D 370 FUEL amp OIL E D 371 GAS E D 372 GENERAL EXPENSES E D Sq HIRE PLANT amp EQUIPMENT E D 381 INSURANCE E D 383 INTEREST PAID E D 388 LEASING CHARGES E D 389 LEGAL COSTS E D 393 LIGHT amp POWER E D 400 EFTPOS SALES I C 404 PACKING MATERIALS E D 407 PERMITS LICENCES amp FEES E D 409 PETTY CASH EXPENSES E D 410 EFTPOS CASH ADVANCE I e 411 POSTAGE E D 414 PRINTING amp STATIONARY E D 422 RATES amp TAXES E D 427 RENT E D 428 REPAIRS amp MAINTENANCE E D 432 SALARIES E D 435 SECURITY COSTS E D 439 SERVICE CHARGES E D 448 STAFF TRAINING amp WELFARE E D 454 SUBSCRIPTIONS E D 458 SUPERANNUATION CONTRIBUTIONS E D 460 TELEPHONE E D 464 TRAVELLING EXPENSES E D 470 WAGES E D 479 INCOME TAX EXPENSE E D 480 UNDER OVER INCOME TAX PROVN E D 482 DIVIDENDS PAID E D 483 DIVIDENDS PROPOSED E D 484 TRANSFERS TO GENERAL RESERVES E D 499 PROFIT CLEARING ACCOUNT E D 501 03 DRAWINGS E D 600 AUTHORISED CAPITAL C D 601 UNISSUED CAPITAL C d 631 CAPITAL PROFITS RESERVE C D 631 00 OPENING BALANCE FOR YEAR C D 631 01 MOVEMENT 1 C D 631 02 MOVEMENT 2 de D 631 03 MOVEMENT 3 C D 638 RETAINED EARNINGS C D 640 CASH ON HAND A D 642 SECURITY DEPOSIT A D 643 01 CALL A D 648 PETTY CA
12. Replace 4 Lm Few mL Pahi la Danara Make your report selection by completing the following fields Post Journals Y N To post the journals enter Y in this field A copy of these journals will be printed or displayed once posted If only a copy of the journals is required without posting enter N in this field Print R eversals only or A ll Journals To post print reversal journals only enter R in this field If all journals are to be posted enter A in this field Note that this field will default to A It 1s recommended that these transactions be printed when posting as they cannot be reprinted once posted However they are accessible on the account enquiry screen and appear on the transaction listing Once posted these journals are no longer displayed in the General Journal Maintenance option Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 6 LETTUS User Manual General Ledger Menu 8 8 4 Print Post Standing Journals Once the Standing Journals are ready to be posted to the General Ledger or you wish to print a copy of the journals before posting to verify select the Print Post Standing Journal option from the General Ledger menu After selecting the print display option from the printer selection screen the following screen will be displayed GL Standing Journals xxx DEMO COY xxx standjnl Last Run Date Time Current Date Time FRI 608 MRR 0 11 34 RM Standing Journal from AC ACCOUNTING
13. ask the advice of your accountant if you are not sure One method commonly used is outlined below Step 4 Make a back up copy of the entire data base This is only a temporary backup to be used if any problems occur It can be optional kept for auditing purposes Step 5 Ensure that the Calendar for the General Ledger is set up for the next year This is done through the Accounts Periods Maintenance option in this menu Step 6 Update Menu 0 System Configuration with the GL Account for Year End Profit GL transactions are maintained within the system for future reference GL reports for prior financial years are available but the system will not allow reports to run over two financial years due to BBF Balance Brought Forward figures Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 49 LETTUS User Manual General Ledger Menu 8 OO LEPPDb LL LLLLL LILA ALLLL LLILLLL IULILIL LLLUGHGe u L LL UAIL GIUo UIeALULLLU ONALILLILILU OGOA DPSP DI AA IDIAImAUO OOA UADUG UDUILLOUAALLEUL IBSuLLLAAoG AL 8 20 2 How to Run the GL Year End Routine From the General Ledger Manager s Menu select the Process End of Year option It 1s strongly advised that this report be printed The following screen will be displayed rmm p algi LE Die Lut ew Toos Proceres Connection Window Hep lal Cee Ss te T snay t 25 0 Process End of Year General Ledger This routine will close out the year ending 25 JUN 00
14. be an Asset type account but increases to the account would most often be recorded as Credits However you would still assign it a Typical Account Balance of D here Consequently when the account is used in printing statements the account s balance typically credit will be reflected as a negative value thus automatically subtracting it from other more typically Debit type asset accounts This method will save much time in designing financial statements in General Ledger The following chart is offered only as a review of elementary accounting and as a possible aid to help you define your accounts correctly The signs indicate typical increases to the account and the sign indicates decreases to the account i e transactions which increase the Accounts Receivable account an Asset account are recorded as debit transactions etc ASSETS LIABILITIES CAPITAL Debit Credit Debit Credit Debit Credit e An s _ INCOME __ _ EXPENSES Debit Credit Debit Credit When you are satisfied with the data for the account press Commit All changes to the Chart of Accounts must be performed in this form By using the CreRec or DelRec keys any number of changes can be made Once the changes have been completed ensure that the form is Committed before exiting Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 27 LETTUS User Manual General Ledger Menu 8 8 14 1 Entering Budgets and Comparativ
15. be displayed requesting the range of accounts to print and whether to include Budget and Prior Y ear Comparative data Lg te Ede yew Took properties Comete Wunde tanks l MEES Doa amp vor SP Some 32989 EC T7 GL Account List xxx DEMO COY xXx glchart Last Run Date Time Current Date Time THU 7 MAR 02 04 51 PM GL Code from 230 SALES to 999 00 SUSPENSE ACCOUNT Account S ummary or D etail D List Budgets Comparatives for Financial Year 1999 Order by C ode or D escription C All values OK Count 0 Replate 4 Lm Feshibe 9 Demonte Make your report selection by completing the following fields GL Account From Enter the beginning account code of the range to report on ListVal may be used if required Pressing NxtFld will default this field to the first account as established on the system Upon entry of a valid code the account description will be displayed To Enter the ending account code of the range to report on Pressing NxtFld will default this field to the last account code as established on the system Account Summary or D etail Answer D to print the report which shows all account detail including budgets and comparatives or enter S to print the report without this detail List Budgets Comparatives for Financial Year Enter financial year or press ListVal for full listing of financial years Order by C ode or D escription Enter C to order the report by the
16. code as the transaction type from field of a valid account code the account code description will be displayed Enter the ending general ledger account code of the range to report on Pressing NxtFld will default this field to the last account code established on the system Upon entry of a valid account code the account code description will be displayed T ransaction or E ntered Date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 16 Enter the starting general ledger account code of the range to report on ListVal may be used to assist in the selection of an account code Pressing NxtFld will default this field to the first account code established on the system Upon entry LETTUS User Manual General Ledger Menu 8 EEE Eee S To report on transaction by their transaction date enter T in this field Enter E in this field if you wish to report on transactions by the date they were entered into the system Date from Enter the beginning transaction entered date of the date range to report on Pressing NxtFld will default this field to the current today s date to Enter the ending transaction entered date of the date range to report on Pressing NxtFld will default this field to the current today s date S ummary or D etail Enter S for a summary report or D for a detailed report All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values
17. code end will be the ending code of the Account code range Where the code 1s Calc the code start will be the last value or accumulator in the equation ListVal may be used to assist in the selection of a General Ledger Account code Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 39 LETTUS User Manual General Ledger Menu 8 CCC Action Enter the action you wish to carry out This field is only used for Calc commands lines Valid actions are Add Subtract Divide Multiply Percent Column Enter the column number to print these values in Press NxtFld to leave this field blank to print in all columns if applicable Position Enter the print position to be used Valid options are L Left Justified R Right Justified C Centred I Indent 5 spaces from left margin Note that money field s default to print left justified Enter Y to print the value of this line as a percentage of an accumulator Sign Allows you to change the sign of values at the time the value is printed This is useful on Income and Liability accounts which are normally Negative Entering Y in this field will print these values as positive or vice versa Store Values can be stored into what is called an accumulator Values can be stored into these by accumulating values say from a range of accounts or by calculations e g totals and subtotals PA If Y was entered in enter the accumulator number which is to be used to
18. eeeeeeeeeeeeeeeeess 8 29 8 15 Cl JPettod IM Ain SING Coa fsa eroe tis nae colin uM eats eM MEE LIE EE 8 30 8 15 1 Creating Accounting Periods sese 8 30 8 15 2 Changing Viewing Accounting Periods eeseuuusee 8 31 8 15 3 Printing the Accounting Periods eeeeeeeeeeeeeeees 8 31 8 16 GL Control Mantenan Ear edo SC I tmt ndum 8 32 8 17 Financial Statements Layout Maintenance eeessssessssssesseseeeeeeeeeeee enne 8 34 8 17 1 Toscreate a Calculat onEquatiobi s eee tear E 8 36 8 18 Pinancial Statements Maintenance uoo He ERREUR VV HR RI OE 8 38 8 19 Financial Statements DSL arenei a te Uo ettet erdt etate Gee cnn 8 47 8 20 Process End Ok Year Witte odere teta eso eme terii ata etur padrino tus 8 49 8 20 1 Action To Take Prior to Running This Routine 8 49 8 20 2 How to Run the GL Year End Routine eeeeeeesssse 8 50 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 1 LETTUS User Manual General Ledger Menu 8 8 1 General Journal Maintenance The General Journal is designed to cater for everyday transactions that cannot be entered into either the Accounts Payable Module Accounts Receivable Module or the Cash Book Module For example where a transaction has been processed to the incorrect General Ledger code it can be transferred to the correct account by using a General Journal Accruals can also be
19. entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection screen Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 17 LETTUS User Manual General Ledger Menu 8 8 10 Transaction List LETTUS provides a report facility that lists general ledger transactions for each account The report covers a range of accounts for a nominated date range Details printed on the report for each transaction include the narration details that assist with auditing processes To print a Transaction List select the Transaction List option from the General Ledger menu After selecting the print display option from the printer selection screen the following screen will be displayed A smar Term Demos fa Gi pdt Wes Took properties cennachon yandow Help J x Oena ee T Bowe f 358 GL Transaction Listing xxx DEMO COY Xxx gltran Count 8 m Freshabe 91 Damo siw Le onnecisd te 1492 168 0 GL Account from 230 SALES T ransaction or E ntered Date T Date From 6 JUN 99 SAT Last Run Date Time Current Date Time THU O7 MAR 02 03 57 PM to 999 00 SUSPENSE ACCOUNT To 07 MRR 02 THU Transaction Types HP MANUAL CHEQUE AP COMPUTER GENERATED CHEQUE BALANCE BROUGHT FORWARD BP CASH BOOK MISC PAYMENT CIV CASH SALES INVOICE CREDIT RN AR CREDIT NOTE oP STANDING CASH BOOK PAYMENT All
20. posted and you will be returned to the General Ledger Manager s Menu If you discover any errors in these posted transactions you must make manual adjusting transactions through the Process General Journal Transactions function It is recommended that a Trial Balance List be run as at the first day of the current year to check for any possible errors If a misbalance occurs contact either your Accountant or the Support Office Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 50
21. processed Monthly payment accruals might for example be grouped together and processed as a standing journal 8 2 1 To create and maintain Standing Journals Select the Standing Journal Maintenance option from the General Ledger menu and the following screen will be displayed WB SmarT erm Essential Log in stw EX 8 File Edit View Tools Properties Connection window Help 2181 x Dm mese e soak gt 2ER 8 Standing Journal Maintenance Reference AC ACCOUNTING FEES ACCRUED Next Process Date 13 AUG 00 Last Processed 13 JUL 00 Last Reversed Start Date 31 JUL 00 Rllou Reversal Y Rction Frequency 1 End Date Ruto Reverse Period M Standing Journals GL Account Description Transaction Description Debits Credits 306 00 ACCOUNTING amp AUDIT FEES MONTHY ACCRUAL OF AUDIT FEES 250 00 0 00 Balance 250 00 20 00 Count 2 Replace E d andrew stw E andrew stw E Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 5hr3 min Row8 Col 18 Enter the following fields Reference Enter the Standing Journal Code This 1s a two character reference field used to group associated journals together All journals associated with the same Reference Code are processed while posting to the General Ledger The Reference Code is user defined Examples could include WK Weekly standing Journal MV Monthly vehicle cost journal Narration Ente
22. 300 479 L N N 9 3300 ULINE N 3400 TOTAL N 9 L N N TOTAL EXPENSES 3500 ULINE N 3600 CALC 0 7 8 N 9 3700 TOTAL N 9 L N N NET OPERATING PROFIT LOSS 3800 ULINE N Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 43 LETTUS User Manual General Ledger Ts ee Menu 8 3900 ACCOUNT N 479 479 L N N 10 3950 ULINE N 4000 CALC 0 9 10 N T 4050 TOTAL N 11 L N N NET PROFIT LOSS AFTER TAX 4070 DULINE N 4100 REPORT P G CCCG 4200 REPORT N e PROFIT amp LOSS APPROPRIATION Vus ax REK K SEA ELE or BOR Pe SETS G L FORMAT LISTING 15 JUL 98 04 21 PM REPORT ID form PAGE 2 Format 3 TRAD PL CUR PER YTD COMPARATIVE Layout 3 PRINT PRINT PRINT PRINT CHANGE STORE PERCENT LINE COMMAND SPACING CODE START CODE END ACTION COL POSITION PERCENT SIGN ACCUM ACCUM 4300 REPORT N FOR THE PERIOD MMM YY TO MMM YY 4400 HEADS N 4550 TOTAL N 11 L N N NET PROFIT LOSS AFTER TAX 4600 ACCOUNT N 638 638 L N N T2 4800 ACCOUNT N 482 484 L N N 12 4900 CALC O 11 12 N S 5000 ULINE N 5100 TOTAL N 13 L N N 5200 DULINE N TOW WS END OF REPORT Ss 2 Using the Following Chart of Accounts BUE WONOUNEUNC DEVEL EER Deane GL Account List 15 JUL 98 05 07 PM REPORT ID glchart PAGE i GL Accounts 000001 to ZZZZ Account Description Type Balance 099 HANDLING CHARGES e D 100 FREIGHT CLEARING I C 100 0 PARKING EXPENSES E D 160 RPS TAX CLEARING I C 180 COMMISSIONS RECEIVED I C 200 SUNDRY INCOME T G 202 RECO
23. 59 oA 275 00 Scroll to Create GL Account Menu to Print a GLM Cheque Count xl Replace Le Fesuhihe Le Demonte Lire bs 132 VEL T i viam mime HomH Leg This form consists of two blocks Block One contains the cheque details while Block Two contains the general ledger allocations In the Cheque block Bank Bank Account Code from which the cheque is to be drawn from Press ListVal for a full listing of Bank Account Codes Cheque Date Enter the date of the Cheque This date is used up update the General Ledger There this date 1s backdated beyond the current period start date as maintained in the Maintain G L Control option refer p 8 32 the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date 1s used where the date entered is prior to this date Cheque Number Enter the cheque number if it is a cheque The cheque number is unique to a bank account an error message will be generated on entry of a Cheque Number for that bank account that already exists If this is not a cheque press NxtFld on this field and the system will then treat the payment as a non cheque payment payment type GLO Cheque Amount Enter the amount of the Cheque Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 9 LETTUS User Manual General Ledger Menu 8 Our Ref Any reference can be optionally entered in this field If the payment type is a
24. 83 TRADE CREDITORS L C 883 2 TRADE 2 CREDITORS L C 884 GROUP TAX L C 886 LOANS BANK L C 887 LOANS SECURED L C 890 LOANS ASSOCIATES L C 891 LOAN DIRECTOR L C 903 PROVISION FOR HOLIDAY PAY L D 905 PROVISION FOR LONG SERVICE LEA L D 906 PROVISION FOR SICK LEAVE L D 911 ACCRUED EXPENSES L D 913 INCOME IN ADVANCE L D 924 HIRE PURCHASE LIABILITY L C 925 LESS UNEXPIRED HIRE LIABILITY L D 929 LEASE LIABILITY L I 932 LOANS BANK L C 933 LOANS SECURED L C 934 LOANS UNSECURED L C 945 PROVISION FOR LONG SERV LEAVE L C 946 CONTRAS I G CHRG1 CHARGE DEPARTMENT 1 E D CHRG2 CHARGE DEPARTMENT 2 E D CHRG3 CHARGE DEPARTMENT 3 E D CHRG9 CHARGE DEPARTMENT 9 E D COS DEPARTMENT 1 COS E D COS2 DEPARTMENT 2 COS E D Coss DEPARTMENT 3 COS E D Coss DEPARTMENT 9 COS E D FREIGHT1 FREIGHT DEPARTMENT 1 E D FREIGHTS9 FREIGHT DEPARTMENT 9 E D Total Accounts Printed 196 1 END OF REPORT Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 46 LETTUS User Manual General Ledger Menu 8 8 19 Financial Statements List General Ledger Report Formatter can be printed using the Financial Statements List option The user nominates the reports to print any number of reports can be nominated to be printed at one time These reports are defined in Report Formatter Layout Maintenance and Design Financial Statements Note that the current period start date may have an effect of the information provided in this report see Maintain G L C
25. Account Code to allocate the receipts to Press ListVal to display records established in the system In the Receipt Block Receipt Source Enter the source of the receipt e g SUNCORP INSURANCE This is a mandatory field which allows entry of up to 20 characters Receipt Date Enter the date of the receipt Press Return to select the system date Type The transaction type GLR General Ledger Receipt will be displayed This field 1s not user accessible Receipt Value Enter the value of the receipt Unallocated Amount This field will display the unallocated amount of the receipt The system will not allow the user to exit the form until the receipt is fully allocated i e the unallocated amount is zero Receipt Number Upon entry of a receipt the system will automatically generate a receipt number In the Allocation Block GL Account Enter the GL Account Code to allocate the receipt to Press ListVal to display the G L Codes established on the system Description Upon entry of a valid GL Account Code the description will be displayed Narration Enter the narration for this receipt allocation As a default the information entered in the Receipt Source field will be displayed Allocation Amount Enter the amount to allocate to this account When the document is fully allocated the total of the allocations should equal the PAY amount of the payment If the full amount is to be allocated to only one GL Account press NxtFld and the system
26. LETTUS User Manual General Ledger Menu 8 Menu 8 Table of Contents 8 1 General Journal Mantenan Ce suia Pa oe E d da m tend ed ete 8 2 8 2 otandine Journal Maratenadfioeuceedasede idees ote i loque atten iiis et dosi qund ietan ine 8 4 8 2 1 To create and maintain Standing Journals cccccceccceeeeeeeeeees 8 4 8 3 Print Post General Jourtialg ii E bote a yen Ee as eee 8 6 8 4 PrmuPost Stand ie Journals uo oT Hi nim tae iSt males s 8 7 8 5 GL Manual Payments eius io n MM e E 8 9 8 6 CIEN vs Merida TE UU UU MT 8 11 8 6 1 To query on a Receipt without the Batch details 8 12 8 7 GE Recepte Beh I5 l9 occae pote i d eap rai inem aided cei 8 13 8 8 Lriappsrnce Ib Is caiman metic mucius iE ceu DUM MU DUM IUE E IM D 8 14 8 9 PGI MTSU rr 8 16 8 10 Tanac non 3 eevee eee ter ee Pe ne eee ees M eee CLE EA NE LEE 8 18 8 11 Transaction QUOLY adiuva et sate hende ashe Landman nti E cuo qu tees kateuseanaeees 8 20 8 12 AC COUNT OC ON DS stus cite baceuutdaatesdo sequi uites fs TE atenta esctea tod E A 8 22 8 12 1 Steps in using the Account Enquiry Form ccccseseeeeeeeeees 8 22 8 13 BiG Ob 3s Conttol Id Du sete ec eel etait n tiii Code oar aaa tmu dia aud 8 25 8 14 Gl Account Mamtenan6e uic ei ib ota ved Un mU ves E RM MM 8 26 8 14 1 Entering Budgets and Comparatives ccccccccccccecceceeaeeeeeesseeeees 8 28 8 14 2 Printing the G L Chart of Accounts List
27. LLL AL 8 12 Accounts Query The Account Query option provides a means to trace and view transactions or activity for a GL Account in the General Ledger within a specified date range An audit trail is also provided to display details of the originating entry 1 e from other modules The transactions portion of the screen is a scrolling window which enables you to move up and down so that all transaction lines may be viewed Transactions are displayed in date order and each line contains the document number the document type amount the transaction reference and the transaction date EF 1gB x jm Fie Edt View Tools Properties Connection Window Hen Ji x IT TP AEN Nm ISI General Ledger Account Query GL Account 230 02 SALES MARKET PURCHASES Date From 01 JRN 01 T ransaction or E ntered Date T To 31 MAR 02 Tran Date Entered Number Typ Transaction Description Debits Credits 18 JRN 01 18 JRN 01 100455 INU INV INVOICES 0 00 60 00 C6 APR O1 26 APR 01 100490 INV INV INVOICES 0 00 1095 00 Q7 MAY O01 08 OCT 01 100567 CIV CASH INVOICES 0 00 30 00 05 JUN 01 O5 JUN O1 100501 INV INV INVOICES 0 00 184 48 Q5 JUN O1 O5 JUN O1 100505 IIV IIV INVOICES 0 00 4 00 g5 JRN 02 25 JAN 02 100618 G J CORRECT GL ACCOUNT 0 00 1000 00 Begin Balance End Balance Net Change Total DR Total CR 1191 00 10110 48 2313 48 0 00 2313 48 DupF1d Uieu Details DupRec uery Transactions CQueru Vieu Journals Count X6 Replace E E Fresh
28. NS TOMI CHARGE COLLECTIONS TOM 99 60 0 60 GL Account or hit ListVal Count 1B V Replace i fme 4p Dama siw Corrected lo IA l Secum Maco Puri Cae Hold VISA hrzimn Rows Cd To perform a query ensure that the form is in Query mode Enter the required query using the as a wild card if required The following fields are displayed on the screen and are available to be included in your query GL Account The General Ledger Account Code Type The transaction type GL Tran The transaction date Document Date The document date Enter date The date which the transaction was entered into the system Tran Num The transaction number Tran Description The transaction description Narration Displays the narration keyed against transaction Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 20 LETTUS User Manual General Ledger Menu 8 Debit Amount The Debit Amount of the transaction Credit AmountThe Credit Amount of the transaction Once all the known details have been entered press ExeQry If more than one transaction 1s retrieved scroll using NxtRec and PrvRec through the records until the desired transaction 1s found Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 21 LETTUS User Manual General Ledger Menu 8 OO GP 26 GLLLILLULUITELKILLL GLLLILG L LcEBLL 0 ULLLLULL LULL H GBI OOOEOUDBRobe ouM UG1L p p GZLLEL LLLLLLLILIAL LL ALLL LOEELUL ULEL NRQB p eL LLSUSIOCVLGUUAUu7 aoOL
29. Number 3 Description TRAD PL CUR PER YTD amp COMPARATIVE Columns Number 25 eure WE ean de ME OMER edes TIE Source Heading 2 Reference Heading 3 Reference 1 Operator Reference 2 IN PrvB1k to continue lt Replace gt Format KKKKKKKK DEVEI x G L FORMAT LISTING 15 JUL 98 04 21 PM REPORT ID form PAGE 1 Format 3 TRAD PL CUR PER YTD COMPARATIVE Layout 3 PRINT PRINT PRINT PRINT CHANGE STORE PERCENT LINE COMMAND SPACING CODE START CODE END ACTION COL POSITION PERCENT SIGN ACCUM ACCUM 100 REPORT N CCCG 200 REPORT N C TRADING PROFIT amp LOSS STATEMENT 300 REPORT N C FOR THE PERIOD MMM YY TO MMM YY 400 HEADS N 700 ACCOUNT 0 231 232 Y d 800 TOTAL N 1 L N N SALES 900 REPORT 1 L LESS COST OF SALES 1000 REPORT 1 L 1100 ACCOUNT 0 251 252 N 2 1200 TOTAL N 2 L N N 4 OPENING STOCK 1300 ACCOUNT 0 271 272 N 3 1400 TOTAL N 3 L N N 4 PURCHASES 1500 ACCOUNT N 279 299 L N N 4 1600 ULINE N 1700 TOTAL N 4 L N N 1800 ACCOUNT O 261 202 Y 5 1900 TOTAL N 5 L N N LESS CLOSING STOCK 2000 ULINE N 2100 CALC 0 4 5 N 6 2200 TOTAL N 6 L H N 1 COST OF SALES 2300 ULINE N 2400 CALC 0 1 6 N 7 2500 TOTAL N 7 L Y N 1 GROSS PROFIT 2600 REPORT 2 L OTHER INCOME 2700 REPORT 2800 ACCOUNT N 2900 ULINE N 3000 TOTAL N 8 L N N 7 N 2 Z r3 190 229 L N N 8 TOTAL OTHER INCOME 3100 REPORT LESS EXPENSES 3200 ACCOUNT N
30. SH IMPREST A D 654 ADVANCES A D Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 45 LETTUS User Manual General Ledger Menu 8 E ee Account Description Type Balance 658 SHORT TERM DEPOSITS A D 662 TRADE DEBTORS A D 662 02 TRADE DEBTORS BCMA A D 663 LESS PROVISION DOUBT DEBTS A D 680 CASH AT BANK BANK OVERDRAFT A D 682 FARM PRODUCE ACCOUNT A D 684 CASH MANAGEMENT ACCOUNT A D 690 ADVANCES A D 692 LOANS AT CALL A D 701 ACCRUED INCOME A D 706 GROWER RECOVERABLE FREIGHT A D 708 PREPAID BORROWING EXPENSES A D 709 LESS AMORTISATION A D d STOCK ON HAND FRUIT A D 721 STOCK ON HAND VEGETABLES A D 722 STOCK ON HAND CITRUS A D 730 FREEHOLD LAND AT COST A D 740 BUILDING AT COST A D 741 LESS ACCUMULATED DEPRECIATION A D 742 PLANT amp EQUIPMENT A D 743 LESS ACCUMULATED DEPRECIATION A D 744 MOTOR VEHICLES AT COSTS A D 745 LESS ACCUMULATED DEPRECIATION A D 746 OFFICE FURNITURE amp EQUIPMENT A D 747 LESS ACCUMULATED DEPRECIATION A D 760 PLANT amp EQUIPMENT UNDER LEASE A D 761 LESS ACCUMULATED AMORTISATION A D 762 OTHER ASSETS UNDER LEASE A D 763 LESS ACCUMULATED AMORTISATION A D 782 DEBENTURES IN LISTED COMPANIES A D 821 ADVANCE A D 825 LOANS TO ASSOCIATES A D 825 01 LOAN NO 1 A D 851 FORMATION EXPENSES A D 853 GOODWILL A D 872 BILLS PAYABLE L C 874 HIRE PURCHASE LIABILITY L G 875 LESS UNEXPECTED HIRE LIABILITY L D 879 LEASE LIABILITY L C 882 SUNDRY CREDITORS L C 8
31. VELLING EXPENSES 00 00 00 WAGES lt 100 00 gt lt 100 00 gt 00 INCOME TAX EXPENSE 00 00 00 TOTAL EXPENSES 211005 70 211005 70 00 NET OPERATING PROFIT LOSS 107922 63 107922 63 00 INCOME TAX EXPENSE 00 00 00 NET PROFIT LOSS AFTER TAX 107922 63 107922 63 00 PROFIT amp LOSS APPROPRIATION FOR THE PERIOD 01 JUL 97 TO 30 JUN 98 CURRENT CURRENT COMPARATIVE PERIOD YEAR TO DATE NET PROFIT LOSS AFTER TAX 107922 63 107922 63 00 RETAINED EARNINGS 00 00 00 DIVIDENDS PAID 00 00 00 DIVIDENDS PROPOSED 00 00 00 TRANSFERS TO GENERAL RESERVES 00 00 00 107922 63 107922 63 00 Layout Maintenance Numoer _3 Description TRAD 2h CUR SD XTD EECONPAS UU pee sss Rs oe ee es ge ee MM Rh Colu cin ee eee E EE AO pany E EE Rosa Number _ Size 30 Display Y Heading 1 SOUnCeFACECNMDESOCRE Money N Heading 2 Reference Heading 3 Number 10 Sven 12 Source CURR PERIOD Reference A Display Money Heading Heading Heading CURRENT PERIOD Number 20 C Desc 12 Sou cee SOUR Reference Display Money Heading Heading Heading CURRENT YEAR TO DATE Number SOLDUDOG Reference Display Heading Heading Heading OO MEE APTI Te DupFld to Regenerate Column Numbers DupRec to Print Layout NxtBlk to enter Calculation Details Menu to Copy Layout 4 lt Replace gt Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 42 LETTUS User Manual General Ledger Menu 8 Layout Maintenance
32. VERIES I E 207 TEST ACCOUNT I C 208 PROFIT LOSS DISPOSAL INVEST iE C 210 CAPITAL GAIN SALE N CUR ASSETS I C 211 PROFIT ON SALE NON CURRENT ASS I C 212 LOSS SALE OF NON CURRENT ASSET I C 214 PROCEEDS SALE NON CURRENT ASST I C 2135 CAPITAL GAIN NON TAXABLE I C 230 SALES FRUIT I E 231 SALES VEGETABLES I G 232 SALES CITRUS I s 250 OPENING STOCK FRUIT E D 251 OPENING STOCK VEGETABLES E D 252 OPENING STOCK CITRUS E D 260 CLOSING STOCK FRUIT E D 261 CLOSING STOCK VEGETABLES E D 262 CLOSING STOCK CITRUS E D 210 PURCHASE FRUIT E D 271 PURCHASE VEGETABLES E D 272 PURCHASE CITRUS E D 279 UNLOADING FEE E D 280 SHED COOLING STORE FEES E D 281 FREIGHT FEES E D 282 LEVIES NOT RECOVERED E D 283 MARKET WATCH FEE E D 300 ACCOUNTANCY FEES E D 302 ADVERTISING E D 304 AMORTISATION E D 304 01 BORROWING COSTS E D 304 02 LEASED ASSETS E D 307 BMCA CHARGES E D Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 44 LETTUS User Manual General Ledger Menu 8 Account Description Type Balance 308 BAD DEBTS WRITTEN OFF E 309 BANK CHARGES E D 310 BORROWING COSTS E D 314 CLEANING E D Sp 5l COMPUTER SOFTWARE MAINTENANCE E D 315 02 COMPUTER HARDWARE MAINTENANCE E D 315 03 COMPUTER CONSUMABLES E D 315 04 COMPUTER REPAIRS amp MAINTENANCE E D 315 05 COMPUTER HARDWARE E D 315 06 COMPUTER SOFTWARE E D B5 0 COMPUTER TRAINING E D 316 COMMISSION PAID E D 317 CONSULTANCY FEES E D 330 DEPRECIATION E D 333 DEPRECIATION
33. caution Note that this feature applies to all users and all modules e g General Ledger Debtors Creditors Where the period is opened it allows ALL users to update the General Ledger in prior periods An example of how this feature works is as follows The Current date 1s 05 JAN 98 The Current Period Start Date 1s set to 01 JAN 98 with the Allow Prior Dated Transactions field set to N When entering a Supplier Invoice today 05 JAN 98 that has a document date of 27 DEC 97 the document shows 27 DEC 97 in the Creditors System however the General Ledger is updated with a date of 01 JAN 98 Due to this some reports that compare the General Ledger with another module such as the End of Day Control report General Ledger compared to Creditors and Debtors may be affected Also be aware of this feature when tracing transactions from one module to the General Ledger or vice versa Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 33 LETTUS User Manual General Ledger 8 17 The Layout defines the columns across the page of the report Up to 99 layouts can be defined and are Menu 8 Financial Statements Layout Maintenance independent of the format The layout can be designed to suit the report For example on a Profit amp Loss report it may be important to see columns such as Account Description Current Period Balance and Year to Date Balance However on a Balance Sheet only the Year to Date Balance and Year
34. ccount press NxtFld and the system will generate the amount in this field GST Amount If no GST is applicable enter 0 in this field and press NxtFld If GST is applicable leave the field blank and press NxtFld The GST amount will be calculated automatically Including GST This field can be manually entered or press NxtFld for the system to automatically calculate this field NOTE Unlike Accounts Payable Payments General Ledger Manual Cheques can only be cancelled or stopped using this screen To cancel or stop a payment update the status field to either STOPPED or CANCEL Update the Cancelled date field as required Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 10 LETTUS User Manual General Ledger Menu 8 m 8 6 GL Receipt Batch Entry The Cash Book Receipting option is used for entry of receipts of monies other than the receipt of monies from Accounts Receivable Examples include Sundry Income Interest Received Borrowings Loans Receipts from IBD Cash Management Accounts Bad Debts recovered Each batch of receipts represents a Banking Receipts are batched together for banking at a nominated Bank Account The use of a batch date and batch sequence number allows for more than one batch of General Ledger Receipts for the same date WE Sear Term temasta T T gj xg Le fie pk View Took propetis Gonnection window dp xi O as te FF u5Emgms c Sabi iol General Led
35. ce required for the calculation The second Column Reference is similar to that last value of a maths equation For example in the following equation 10 15 25 15 would be the Column Reference 2 Press Commit The following examples show how the calculations work Example 1 The layout has four columns Ist Column is Account Description 9 2nd Column is YEAR TO DATE BALANCE the column ref is A e 3rd Column is YEAR TO DATE BUDGET the column ref is B E 4th column is the VARIANCE column it has a column ref C this is a computed column it is the difference between the value in column 2 and column 3 The required values in the Calculation screen are Calculation Number 10 Column Reference 1 A Operator Column Reference2 B The example can also be read as COLUMN C COLUMN A COLUMN B or VARIANCE YEAR TO DATE BALANCE YEAR TO DATE BUDGET Example 2 This layout calculation can be used to help plan next year s budget It shows the impact of what would happened if the current years results were subject to a 5 increase The layout has four columns Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 36 LETTUS User Manual General Ledger Menu 8 Ist Column is Account Description e 2nd Column is YEAR TO DATE BALANCE the column ref 1s A e 3rd Column is NEXT YEARS BUDGET at 5 the column ref is B this is a computed column it is the value in column 2 5 The required values in the Calculation s
36. correct these entries select the relevant menu option retrieve the unallocated document and allocate it The Document Type Document Date and other relevant details are displayed to assist with locating and correcting the document A warning will be produced when backdating this report You cannot backdate this report prior to the first day of the current period as maintained in the option Maintain GL Control If future dated transactions have been entered a warning will appear A misbalance may occur through incorrect processing Apparent misbalances may be shown due to cancelled cheques and closing off accounting periods If however the misbalance cannot be reconciled contact the LETTUS Support Staff Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 25 LETTUS User Manual General Ledger Menu 8 a 8 14 GL Account Maintenance This option is used to create change and or inactivate the General Ledger Accounts that are used throughout the LETTUS system When entry of a GL Account Code is requested in the system the program will validate the entered code against values in this table If the account code entered is not in this table the program will not accept its entry and you will be requested to enter a valid account code In most cases you will have the option to View Select from a list of accounts in this table by using the ListVal function When an account code has been verified as valid by the system the accoun
37. cr The transaction description Debit Amount The debit amount of the transaction Credit AmountThe credit amount of the transaction Trx Num The transaction number Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 24 LETTUS User Manual General Ledger Menu 8 8 13 End of Day Control List This report provides a control mechanism to check the integrity of the General Ledger Debtors and Creditors systems It produces a report detailing whether the Trial Balance is correct the Debtors outstanding is equal to the Debtors control in the General Ledger e the Creditors outstanding 1s equal to the Creditors control in the General Ledger there are any other inconsistencies It is highly recommended that this report be run at the end of every day while no other users are updating data Closing off Accounting periods may have a major effect on the results of this report For more information on closing off periods refer p 8 32 E smarter ema ta T en zimixi a Ee Edk Wem ess Properties Cennedion Medo Hein ali x Dee db P E Eur SUN GIO T End Df Day Control xxx DEMO COY xxx eod ctrl Last Run Date Time THU OB5 DEC 01 12 46 PM Current Date Time THU 07 MRR O0 2 04 22 PM End of Day Control for 7 MAR Oe THU All values OK Count X1 Replace y id rehi Demoatw L Fes Esnnacied to 152 188 0 1 j 2 VTE ean e Cold n All unallocated documents will be displayed in this report To
38. creen of Column 3 are Calculation Number 10 Column Reference A Operator Column Reference 2 1 05 The example can also be read as COLUMN B COLUMN A 1 05 or Next Years Budget this Years Actual 5 of this years actual Notes regarding the Special Operator 9o The operator has special significance and is useful in Income amp Expenditure reports In those reports it is often desirable to report the results as a percentage of an account or total For instance gross profit is often expressed as a percentage of Turnover total sales The report can appear as ACTUAL YEAR TO DATE PERCENT Sales 1000000 Less Cost Of Goods Sold Opening Stock 20000 Purchases 470000 490000 Closing Stock 23000 Cost Of Sales 467000 46 7 Gross Profit 533000 53 3 The report has 3 columns e Ist Column is Account Description 2nd Column is ACTUAL YEAR TO DATE the column ref is A e 3rd Column is PERCENT the column ref is B this is a computed column The calculation should be set up as follows Calculation Number 10 Column Reference 1 A Operator Column Reference2 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 37 LETTUS User Manual General Ledger Menu 8 A 8 18 Financial Statements Maintenance An appropriate layout must be established before defining the report format The report defines the lines down the page of the report Up to 99 reports can be defined and are dependant on the layout The headings
39. e that 1s required on the report in this field ListVal may be used to assist in the selection of a transaction type Multiple transaction types can be entered Press Menu to retrieve all transaction types and remove the types not required Upon entry of a valid type the description will be displayed All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 19 LETTUS User Manual General Ledger Menu 8 a 8 11 Transaction Query This form can be used to query a general ledger transaction or find transactions where full details are not known The user can enter the known details of the transaction press the ExeQry key and all transactions meeting that criteria will be displayed Note that the current period start date may have an effect of the information provided in this screen see Maintain G L Control for more information Select the G L Transaction Query option for the General Ledger menu and the following screen will be displayed ES smarterm Dero stw i E E E x Lm Ehe EUR Yen Took Properties Gomedi Window beta eS T nauemmgiaase omn General Ledger Transaction Query Dats
40. er N and press NxtFld If all of the values entered are acceptable then you may accept the default value Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 7 LETTUS User Manual General Ledger Menu 8 here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 8 LETTUS User Manual General Ledger Menu 8 8 5 GL Manual Payments Non supplier manual cheques and charges can be entered into the LETTUS system using the General Ledger Manual Payments option The cheques entered here are included in the Cheque Listing in Menu 7 Cancelled cheques may be entered in this screen to provide for a full payment register The entries here are used by the CASH BOOK module for bank reconciliation purposes Select the General Ledger Manual Payments option from the General Ledger menu and the following screen will be displayed EIE Lg Ele Ed ew ooh properties Coene weder rip sp xs Dos E SR CEA IE EUG oak oO Ft Genera Ledger Manual Paynents 3 Bank G_ GENERAL ACCOUNT Date 13 JUL 80 Number I Dur Ref Presented Amount 279 00 Payee ACE CLEANING Type GLM Unallocated 5 00 Status PRID Cancel led General Ledger Allocations imn GL Account Description Marration Amount GST Inc GST 316 08 CLEANING CLEANING FOR THE MONTH OF JULY Bd 256 Be 5 06 275 88 Totals _ 250
41. eral Ledger Account Code Up to 12 alpha numeric characters may be used An Account Code format may be defined in the System Configuration file see Menu 0 section for more information Description Enter the description of the account Up to 30 alpha numeric characters may be used Account Type Enter the code which describes the type of account and press NxtFld Valid account types are as follows Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 26 LETTUS User Manual General Ledger Menu 8 A Asset Account L Liability Account C Capital or Equity Account I Income Account E Expense Account If you are not sure of the account s correct type we strongly suggest you consult an accountant s advice Balance Enter the typical account balance in this field Valid options are C redit or D ebit This field 1s designed to indicate what types of transactions will increase the account s balance most often This 1s an important field because it determines how the account balance will be computed in financial statements and displayed in options such as Accounts Query For example if you were creating an account for Cash at Bank this would typically be an Asset type account and increases to the account would most often be recorded as Debits Therefore you would assign it a Typical Account Balance code of D here However on the other hand when creating an account for Accumulated Depreciation this would typically
42. es Position the cursor on the required account and press NxtBlk to enter Budget and Comparative information Note that this information relates to the account at the top of the screen only The following screen will be displayed Laj File Edt View Toot Progerties Connection Window Help u 218i xi Dga a oEmBmmgmggx 359 7 Account 230 SALES Budgets Period Budget 9900 01 100 Comparatives Debits Credits 0200 00 0 00 0 00 ce c eo e e e e e c2 e co e eo e qeo c e Je e e o e eo e e c3 co e qe qe o jo e e b e IConneched to TH 1680011 ecu Waco Fort TE LTS Rtn Bow Cog Upon entry to the screen the cursor 1s in the Budgets block Pressing NxtBIk will position the cursor in the Comparatives block Note that the comparatives are created during the End of Year Rollover process It is recommended that changes only be made to correct errors made in the previous year Also ensure that compensating entries be made where appropriate These budgets and comparatives can be used and printed on Financial Statements as well as Chart of Account reports Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 28 LETTUS User Manual General Ledger Menu 8 8 14 2 Printing the G L Chart of Accounts List To produce a list of G L Accounts and their Descriptions select the Maintain Chart of Accounts option and press DupRec The following screen will
43. est Damasti 8 12 1 Steps in using the Account Enquiry Form Step Select the Account Query option from the General Ledger menu Step 2 In the form select the Account and date range to query GL Account Code Enter the general ledger account code to query Upon entry of a valid account code the form will display the account description Note that the ListVal option is not available on this field An account can be queried from either the code or description fields by using the wildcard search feature Tran Date from Enter the beginning date of the range to report on The enhanced date feature may be used if required Pressing NxtFld will default this field to the beginning date of the current period as maintained in the Accounting Periods Maintenance option to Enter the ending date of the range to report on The enhanced date feature may be used Pressing NxtFld will default this field to the current today s date On entry of the above information the form will automatically retrieve and display the balances and transactions and position the cursor in the transaction block Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 22 LETTUS User Manual General Ledger Menu 8 Transaction Information Displayed Queries using the EntQry and ExeQry fields can be performed in this block All fields are available to be included in your query Note that only transactions for the account and within the date range above a
44. g general ledger account code of the range to report on Pressing NxtFld will default this field to the last account code established on the system Upon entry of a valid account code the account code description will be displayed Date from Enter the starting date to report from Pressing NxtFld will default this field to the year begin date to Enter the ending date of the range to report on Pressing NxtFld will default this field to the current today s date The date in this field should be greater than the date 1n the starting date field Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 14 LETTUS User Manual General Ledger Menu 8 T M eee Order by GL C ode or D escription To order the accounts by account code enter C in this field To order the accounts by account description enter D in this field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 15 LETTUS User Manual General Ledger OO IU ULKULLLULULLZLCLLUULUSLZCLCALILGI CeALALLILALILAGGGIEHUQGG GG L LUBImnd pu G 8 9 LETTUS provides a report facility that lists general ledger transactions for each account by transaction type and will also break down
45. ger Receipting 33 Batch Date 7 MAR O2 Batch Number 1 User Id AW Entered Q HAR f2 Bank Account G GENERAL ACCOUNT Batch Amount 100 00 Recelpt source JADON Date G MAR 2 Value _ 1890 00 Type GLR Humber _ 2800060 Unallocated 0 00 Fort GL Account Description Narration Amount GST Incl GST 030 01 SALES PURCHASES SALE OF DESK 108 00 9 00 100 80 Totals 166 06 8 00 188 60 tn te fl Berni Scroll to Create GL Account Count 0 Replace S Fieshshy is Demo siw La Connected to TAS TER LT acus Tati Wu WS hhrd amp ma Hee Cu Enter the following fields In the Batch Header Block Batch Date Enter the date of this batch Press NxtFld to select the system date This date is used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option the current period start date 1s used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Batch Number Enter a number for this batch Press NxtFld to select the next available batch number for that batch date User Id Enter the User identity e g the user s initials Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 11 LETTUS User Manual General Ledger Menu 8 Bank Code Enter the Bank
46. grouping subtotals and totals are all defined in the format These formats may be modified at any time To create a format select the Design Financial Statements option from the General Ledger menu and the following screen will be displayed 8B SmarTerm Demo stw i 7 inl xl La File Edit View Tools Properties Connection Window Help l x Osa S se 7 sloale gt a E 8 n 2 General Ledger Report Formats Number 10 Description BALANCE SHEET Layout 10 Line Command Spacing Code Start Code End Action Column Pos 4 Sign Store PR I Description 100 REPORT N o m Be oz mou bug 150 REPORT N 2 D Balance Sheet 200 REPORT N D _ e Period E MMM YY to 22 MMM YY _250 HEADS 1 HEP 300 REPORT N _ 5 tL 2 Authorised Capital 350 REPORT N 0 l1 2 2 L2 m 400 ACCOUNT N 0630 00 0631 00 EEY A 450 REPORT 1 bL Paid Up Capital 900 REPORT N 2 be ee ae See 550 ACCOUNT N 0635 00 0650 00 NY I 600 ACCOUNT 9 0000 00 9599 99 10 690 TOTAL N 2 LN N A4 N PROFIT LOSS 100 ZERO 0 2 20 LU 190 ULINE N DENN 800 TOTAL N 1 IIL N N ON Shareholder s Funds 850 REPORT 1 Le Represented By DupRec to print Format Menu to Copy Format DupFld to Regenerate Line Numbers Enter unique Line number Count 16 V Replace La Fresh stw jis Fresh stw a Demo stw Connected to 192 168 0 1 Secure Macro Print Capture Hold VT420 Ohr35min Row5
47. he screen DupFld View Details This key will display Code The code displayed will depend on the transaction type Document Amount The document or cheque number Debit Amount The debit amount of the transaction Credit AmountThe credit amount of the transaction Type The transaction type Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 23 LETTUS User Manual General Ledger Menu 8 Act The action of the transaction Valid types are I nsertion D eletion and U pdate GL Account Code The General Ledger code that is affected Tran Number The transaction number DupRec Query Transaction This function will allow the user to query any transaction for any general ledger account code Enter selection criteria and press ExeQry The following will be displayed GL Account Code The General Ledger account code Tran Date The transaction date Type The transaction type Description The transaction description Debit Amount The debit amount of the transaction Credit AmountThe credit amount of the transaction Entered The date the transaction was entered Trx Num The transaction number generated by the system All query facilities exist in this screen CQuery View Journals This function is only applicable to journal entries All journals that were posted in this batch will be displayed The following will be displayed Tran Date The transaction date GL Account Code The General Ledger code Tran Des
48. he word Current be entered in the Column Heading 1 field and the word Period in Column Heading 2 When the layout is complete press Commit To print a copy of the layout press DupRec To copy the layout press the Menu key To regenerate the Column Numbers press the DupFld key Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 35 LETTUS User Manual General Ledger Menu 8 8 17 1 To create a Calculation Equation A calculated field is a value that is required on a Financial Statement but cannot be obtained from the database Ensure that all columns required in the equation have a Column Reference entered against them Position the cursor on the column requiring the equation and press NxtBlk to go to the calculation screen Each calculation requires the following Number Any number of calculations can be performed Each calculation is performed in sequence of the Calculation Number As with the column numbers the calculation numbers need not number consecutively A calculation number 1s required even where there is only one calculation line Column Reference 1 Enter the first column reference required for the calculation The first Column Reference is similar to the first value of a maths equation For example in the following equation 10 15 25 10 would be entered in Column Reference 1 Operator Enter a valid operator or maths sign Valid operators are quee sg Column Reference 2 Enter the second column referen
49. iod Enter the period number The format is FINYEAR FINYEAR PN period number e g 0001 01 2000 2001 01 0102 12 2001 2002 12 Period Start Enter the Period Start date The enhanced date feature may be used if required Note that the start date must be date immediately following the end date of the prior period Period End Enter the Period end date The enhanced date feature may be used if required An error will be given if the dates entered cross or if any date s are excluded To assist with data entry once the initial period and it s dates are established the remaining periods can be automatically calculated by pressing NxtFld through the fields When you are satisfied with the data press Commit to save the accounting periods to the data base Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 30 LETTUS User Manual General Ledger Menu 8 CT ee 8 15 2 Changing Viewing Accounting Periods When entering this program from the G L Manager s Menu all accounting periods in the data base are displayed automatically To change a start or end date use the NxtFld key to position the cursor to the date field you wish to change After making all the changes necessary press Commit to save the changes to the data base 8 15 3 Printing the Accounting Periods To print the Accounting Periods Listing select the Maintain Accounting Periods option and press DupRec Printed on 16 May 2002 Fresh Computer Systems Pty Ltd
50. l transactions have been entered and posted for a specific accounting period However this report can be run at any time Note that if a partial listing 1s produced the report may print totals that do not appear to balance The current period start date may have an effect of the information provided in this report refer p 8 32 To produce a Trial Balance select the Trial Balance List option from the General Ledger menu After selecting the print display option from the printer selection screen the following screen will be displayed lc xs lal x Ley Ble Edk Yew Toon Properties Goenedion Window Hol lei xi Dena te r unar 2238 GL Trial Balance Listing xxx DEMO COY xxx glchartb Last Run Date Time Current Date Time THU 07 MRR O02 03 42 PM Account from 230 SALES to 999 00 SUSPENSE ACCOUNT Date from 26 JUN 99 SAT to O7 MAR 02 THU Order by GL C ode or D escription C All values OK Y Count 1 lt Replace gt i T teh iB aa gy Four Connected to 132 168031 PVE Gham Howib Coss Make your report selection by completing the following fields Account from Enter the starting general ledger account code of the range to report on ListVal may be used to assist in the selection of an account code Pressing NxtFld will default this field to the first account code established on the system Upon entry of a valid account code the account code description will be displayed to Enter the endin
51. nt x1 Lf Fresh E Dema siw Connected to 182 T6 1 Last Run Date Time Current Date Time THU O7 MHR O2 03 37 PM Bank Account from G GENERAL ACCOUNT to G GENERAL ACCOUNT c Receipt Batches from O7 MAR Oe TH to O7 MRR O08 TH All values OK Replace E cue DS VT Gh mn Fowl Caw c Enter the following information Bank Account from to Receipt Batches from to All Values OK Printed on 16 May 2002 Enter the Bank Account code range to report from or press ListVal to display the first Bank Account code established on the system Enter the Bank Account code range to report to or press ListVal to display Bank Account codes established on the system Enter the date range to report from A warning message will be displayed 1f there are no receipt batches within the specified date range Press NxtFld to default current day s date Enter the date range to report to A warning message will be displayed if there are no receipt batches within the specified date range Enter Y to continue or N to change or press the Exit key to exit to the menu without printing Fresh Computer Systems Pty Ltd 8 13 LETTUS User Manual General Ledger Menu 8 8 8 Trial Balance List The LETTUS trial balance can cover any nominated date range and or account range This report details all distributions for the accounts from all ledgers in order by account code and is usually run after al
52. ntrol option from the General Ledger menu and the following screen will be displayed e imarterm Ome EEE Pats xli a Bie Ed Wem Took Properties Connection Medo Hes ali Dae GB E FF Eus SAR SD T GL Control Maintenance GL Current Period Start Date 01 JUL 01 Allow Prior Dated Transactions N Last Updated on O6 DEC 01 12 49 PM by ADMIN demo Start Date of General Ledger Current Period Count 1 Replace E Preset Jie Fehen IE Deme ste Connected t 300 10 3 VTE been ow Cdn Enter the following fields Current Period Start Date Enter the date which represents the starting date of the period which you still wish to allow transactions to be entered The enhanced date feature may be used Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 232 LETTUS User Manual General Ledger Menu 8 if required Pressing NxtFld will default the date to the current today s date This date should be the first date of a period as maintained in Accounting Periods Maintenance refer p 8 3030 Allow Prior Dated Transactions Enter N in this field if you wish to close off accounting periods Any transactions with a date prior to the date in the above field will be applied to the closing accounting period rule above Enter Y in this field if you DO NOT want prior periods closed Setting this field to Y can be used to allow prior period adjustments without changing the date above However this must be used with extreme
53. ontrol for more information To produce a Financial Statement or Report select the Financial Statements List option from the General Ledger menu After selecting the print display option the following screen will be displayed EE Samar Term Dara siw j Lm Die Edt yem Tools Eroperties Connection Window ien Lm xx Ded ced Some SIE Oo 7 GL Report Formatter xxx DEMO COY XXX format Last Run Date Time Current Date Time FRI O8 MAR 02 09 42 AM Report Number From 10 BALANCE SHEET To 20 PROFIT amp LOSS STATEMENT SUMMARY Specify D ate Range or P eriod Range D Date From O1 MRR 02 To 31 MBR 02 FRI Period From UN To Rounding D Bracket Negative Values Y YID Totals from 81 JUL 01 Hll values OK Y NxtB1k to Alter Report Format Settings Count x1 Replace y ve Foih ish Ferih dw j Ls Demo uw Connected io 192 TEXT H f x Hd VER 112 mn Rew 2d CedH os Make your report selection by completing the following fields Report Number from Enter the beginning report number of the range to print ListVal may be used if required Pressing NxtFld will default this field to the first report number established on the system Upon entry of a valid report number the report description will be displayed to Enter the ending report number of the range to print Pressing NxtFld will default this field to the last report number established on the system If only one report is required thi
54. processed via General Journals General Journal Maintenance is used to create change view or delete General Journal transactions Once transactions have been verified as correct or corrected they can be posted to the General Ledger Transaction table The posting process will print the journals This printout should be filed accordingly select the General Journal Maintenance option from the General Ledger menu and the following screen will be displayed 3 Fie Edit View Tools Properties Connection Window Help 18 x Ds wj amp e E sam 35m 8 eneral Journal Transaction Maintenance GL Account Description Transaction Description Date Period Debits Credits R 230 01 SALES PURCHASES INCORRECT GL ACCOUNT 25 JAN 02 2001 07 000 00 0 00 N 290 02 SALES MARKET PURCHASES CORRECT CL ACCOUNT 000 00 N AAA AA O A Balance 000 00 000 00 Enter General Ledger Account or hit ListVal Count 2 Replace dS andrew stw 3 andrew stw E Log in stw F Connected to 192 168 0 1 Macro Print Capture Hold VT420 5hr27 min Row3 Journals are entered in this screen Any unposted journals will also be displayed upon entry to this form To enter a General Journal the following fields must be entered GL Account Enter a valid General Ledger code ListVal may be used to assist in the selection of a General Ledger code Upon entry of a valid code the account description
55. r the narration for the standing journals this narration will be recorded in all journal entries created The system records the date this journal Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 4 LETTUS User Manual General Ledger Menu 8 Last Processed was last run The cursor does not enter this field Last Reversed The system records the date this journal was last reversed if any The cursor does not enter this field Allow Reversal Enter Y es if this Journal is allowed to be Reversed or N o if otherwise Auto Reversal Enter Y es to automatically create Reversals for this Journal or N o if otherwise Action Frequency Enter the number of Action Periods between allocations eg every 2 Weeks Period D ays W eeks M onths or Y ears only Next Process Date Date when transaction s should next be allocated Start Date Enter Start Date for identification only End Date Optional Date to halt further transaction allocations In the Standing Journals BLOCK GL Account Enter the General Ledger Account code ListVal may be used to assist in the selection of a code Upon entry of a valid general ledger code the form will display the account description Transaction Description Enter the journal details narration Up to 30 characters can be used to record details of the entry Debits Enter the debit amount of the journal Press NxtFld on a blank field if the entry is a credit entry the form will move the cur
56. re displayed Tran Date The date of the transaction Entered Date The entered date of the transaction Tran Num The transaction number Type Transaction type this helps identify the source of the transaction Tran Description The transaction description Debit Amount The debit value of the transaction Credit AmountThe credit value of the transaction In addition to displaying all transactions for the date range the screen also displays the following at the bottom of the screen Beginning Balance The amount displayed here reflects the balance for the account prior to the starting date in the date range fields at the top of the screen Total Debits This amount is the total of all debits for the date range Total Credits This amount is the total of all credits for the date range End Balance This amount reflects the balance as of the ending date specified at the top of the screen Net Change This amount 1s the net change to the account for activity within the date range If there were more Credit transactions to a typically Debit account this amount will be reflected as a negative number and vice versa Note that once the General Ledger is rolled over refer p 8 49 all transactions in the General Ledger for the previous year are deleted Only the balances of the Balance Sheet accounts are brought forward The records that make up the transaction can be queried The function keys for these queries are displayed at the bottom of t
57. red number Command Enter the command in this field This field is mandatory Valid commands are A Account to print a range of accounts R Report to print user defined details e g report headings H Heads to print the column headings C Calc to perform a calculation T Total to print a total or subtotal Z Zero to clear an nominated accumulator S Set to set an accumulator to a specified value U Underline to print underline characters in the money columns D Double Underline to print double underline characters Spacing Enter the line spacing to be executed BEFORE this command is executed Valid Print Spacing commands are P begin on a new page l skip one line leave one blank line 2 skip two lines leave 2 blank lines 3 skip three lines leave 3 blank lines 0 do not print N print on the next line Code Start Enter the code to commence from Where the Command is Account the code start will be the beginning code of the General Ledger Account code range Where the Command is Total or Zero the code start will be an accumulator 1 e stored value Where the command is Calc the code start will be the first value or accumulator in the equation Where the Command is Set the Code start will be a constant value ListVal may be used to assist in the selection of a General Ledger Account code Code End Enter the ending code Where the Command is Account the
58. redits e The total debits agree with the reversal indicator set to Y agree to the total credits with the reversal indicator set to Y The total debits agree with the total credits within each accounting period Once the journals have been entered they can be posted to the general ledger Any unposted journals will not affect account balances nor will they appear on the transaction listing or enquiry screens To Delete an Unposted General Journal Transaction position the cursor on the transaction in question by the use of the NxtRec and PrvRec keys and press the Remove key Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 3 LETTUS User Manual General Ledger Menu 8 8 2 Standing Journal Maintenance Journal entries that recur on a regular basis can be treated as standing journals Accruals that occur on a regular basis for the same amount can be established as a Standing Journal Where the Cash Book module is not installed Motor Vehicle Leases and Rent Received can also be setup Note that where the Cash Book module is installed any transaction that affects the Bank Account should not be setup as a General Ledger Standing Journal Refer to Menu 9 section 8 Cash Book for more information Standing journals can be posted to the General Ledger as and when necessary The Post Standing Journals facility also allows for the reversal of standing journals Standing journals are grouped together all entries in the group are
59. s field should contain the same number as the field above Specify D ate Range or P eriod Range Enter D to print the reports within a specified date range or enter P to select by period range DATE From If Date range was chosen in the above field enter the beginning date of the range to report on The enhanced date feature may be used if required Pressing NxtFld will default this field to the first date of the current period The cursor will not enter this field where a Period range is selected above Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 47 LETTUS User Manual General Ledger Menu 8 EEE EEO to Enter the ending date of the range to report on Pressing NxtFld will default this field to the last date of the current period The cursor will not enter this field where a Period range 1s selected above Period From If Period range was chosen above enter the beginning period of the range to report on ListVal may be used if required Pressing NxtFld will default this field to the current period to Enter the ending period of the range to report on Pressing NxtFld will default this field to the current period Rounding The money fields can be rounded to the following precision C nearest cent D nearest dollar H nearest hundred dollars T nearest thousand dollars Note that where rounding other than cents 1s chosen a apparent slight misbalance may be shown In this instance an account of
60. sing transactions are not available directly at the end of the financial year it is recommended that the year be closed off using the Maintain GL Control option refer p 8 32 Seek the advice of your Accountant for more information on when to close a period and perform this routine Following is a detailed list of the actions performed by this routine e One year is added to each accounting period start and end date Creates Balance Brought Forward BBF type transactions for all Asset Liability and Capital G L accounts for the consolidated year end balance Moves the amounts for each period of the year being closed to the prior year comparative field in the Chart of Accounts table Moves the BBF balance for each Balance Sheet Account into the prior year beginning balance field in the Chart of Accounts 8 20 1 Action To Take Prior to Running This Routine Because this routine makes so many changes to the G L system you will be well advised to do at least part of the following before actually running this routine Step 1 Run a Profit and Loss Statement for the entire year to obtain a final net income amount Step 2 Make any closing adjustments to the General Ledger as aided by printing the General Ledger Worksheet Seek the advice of your Accountant for these adjustments Step 3 Post the net income figure to the General Ledger through Process General Journal Transactions Since there are different methods in accomplishing this task
61. sor to the Credit amount field Credits Enter the credit amount of the entry if a value was entered into the Debit Amount field then this cursor will not enter this field Balance The form totals the Debit amount and Credit amount fields and displays the totals at the bottom of the screen The total Debit amount must equal the total Credit amount before the form can be exited Press Commit to save the entry to the database The standing journals can now be posted or reversed using the Post Standing Journal option Note that once Standing Journal Transactions have been posted they cannot be deleted or modified Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 5 LETTUS User Manual General Ledger Menu 8 8 3 Print Post General Journals Once the general ledger journals are ready to be posted to the General Ledger or you wish to print a copy of the journals before posting to verify select the Print Post General Journal option from the General Ledger menu After selecting the print display option from the printer selection the following screen will be displayed E smarTerm Demosta als xz LE Ee de yew Tock reperies Connnction preka Hep l x Dena cm p eod t Sok iia 2 beneral Ledger Journals xxx DEMO COY xXx gipost j Last Run Date Time FRI 25 JRN 08 03 17 PM Current Date Time THU 28 FEB 028 03 42 PM Post Journals Y N N Print R eversals only or R 11 Journals A All values OK Y Count 1
62. t s description is displayed automatically This allows you to check that the account code you have entered is the actual one you want This verification reduces the possibility of an entry being posted to an incorrect account To create a General Ledger Account code select the Chart of Accounts Maintenance option from the General Ledger menu and the following screen will be displayed i aaa iaj Fie Edt Mew Tonks Propert Connectien Window Hel pmi xi Deer emma wm LS L General Ledger Account Maintenance GL Account Description Typ Bal Cap Active 230 SALES I C H X 230 01 SALES PURCHASES I C N Y 230 02 SALES MARKET PURCHASES I C N Y 230 03 SALES GROWERS L LU Y 230 04 COMMISSION RECEIVED PRODUCE I C N Y 250 00 OPENING STOCK L EL BH Y 271 00 PURCHASES OUTSIDE MKT E D 8 Yy 272 00 MARKET PURCHASES E D N Y cid 00 PURCHASES GROWERS E OD N Y 274 00 OTHER PURCHASES E D N Y 275 00 C amp D COMMISION E D N Y 218 00 DISCOUNTS ALLOWED E D H Y 281 00 REBATES ALLOWED E B N Y 285 00 FREIGHT E D N Y 286 00 UNLORDING CHRRGES E D N Y 287 00 LEVIES E D N Y 288 00 LEVIES COLLECTION CHARGE I C N y 289 00 FREIGHT DISCOUNT RECEIVED I M y DupRec to Print Accounts NxtBlk to Enter Budgets Comps Count 18 V Replace E Lm Freshstw m Demort e Fresh z j Connected ta 132 16001 7 Pisae He Pat Cae Pred Vie am Aona Cali uc The following fields are displayed GL Account Enter the Gen
63. the source The following fields are currently available ACCNT CODE General Ledger Account Code ACCNT DESCR General Ledger Account Description CURR BUDGET Current Period Budget CURR COMP Current Period Comparative CURR PERIOD Current Period Balance CURR YTD Current Year To Date Balance YTD BUDGET Year To Date Budget YTD COMP Year To Date Comparative This field can be left blank if a calculation 1s required for this column e g variance between current period balance and current period budget is a calculated column 1 e not sourced from the database Reference Should this column be used in any calculation e g actual vs budget variance a reference will need to be entered in this field This reference or label 1s then used in the calculation equation If no calculation is required this field can be left blank Display Enter Y to display this field on the report Sometimes a column is only required to do a calculation and not needed for printing in which case enter N Money If this field 1s to be a money column enter Y here otherwise enter N Errors may occur on the report if this 1s incorrectly set Heading 1 Heading 2 Heading 3 If column headings are required on the report enter the details here The size of the column heading cannot exceed the value specified in Column Size The report will print the column heading exactly as entered here For Example the heading Current Period requires that t
64. to Date Budget columns may be required More than one layout for each report may be defined These layouts may be modified at any time A layout may be up to 132 characters To create a layout select the Report Formatter Layout Maintenance option from the General Ledger menu and the following screen will be displayed Ls File Edit View Tools Properties Connection Window Help al x 18 x Dcue Bs Ir ES aa 35mm Ref Ref Ref Ref L Count m Fresh stw 9 Fresh stw Layout Maintenance Number 10 Description BALANCE SHEET Columns Number 5 Size 18 Display Y Heading 1 source ACCNT_CODE Money N Heading 2 Account erence Heading 3 Number 10 Size 30 Display Y Heading 1 Source RCCNT DESCR Money N Heading 2 Description erence Heading 3 eee eredi narii Number 15 Size 18 Display Y Heading 1 source CURR PERIOD Money Y Heading 2 Current erence Heading 3 Number 20 Size 18 Display Y Heading 1 source CURR YTD Money Y Heading 2 Year To Date erence Heading 3 DupFld to Regenerate Column Numbers NxtBl1k to enter Calculation Details 4 V La Demo stw DupRec to Print Layout Menu to Copy Layout lt Replace gt Connected to 192 168 0 1 The Layout Maintenance form consists of two blocks Secure Macro Print Capture Hold VT420 Ohr19min
65. transactions for auditing purposes The report covers a range of accounts Menu 8 Audit List for a nominated date range To print an Audit List select the Audit List option from the menu After selecting the print display option from the printer selection screen the following screen will be displayed fa Ge Cat view Took properties genadon window Help Igi xi iD EE AR ce FF Slower SHB ol General Ledger Audit Listing xxx DEMO COY KEE glaudprt Last Run Date Time Current Date Time THU O7 MAR 02 03 54 PM Transaction Type from APM AP MANUAL CHEQUE A to SIV AP STOCK INVOICE GL Account from 230 SALES to 999 00 SUSPENSE ACCOUNT T ransaction or E ntered Date E Date from O7 MBR 02 T to O7 MAR 02 TH c c S ummary or D etail S All values OK Y Count X1 Replace E Lei Freshab lel Dama miw Connected to 132 Te 1 m Meis Fred Eae d VE Pedi feels Cus Make your report selection by completing the following fields Transaction Type from to GL Account from to Enter the beginning transaction type code of the range of codes to report on ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first code Enter the transaction type code of the range of codes to report on Pressing NxtFld will default this field to the last code If only one transaction type is required this field should contain the same
66. values OK Enter Transaction Tupe or hit Menu to select all Transaction Tupes V Replace z dE Vi on in oaa Ca a Make your report selection by completing the following fields GL Account from to Enter the starting general ledger account code to report on ListVal may be used to assist in the selection of an account code Pressing NxtFld will default this field to the first account code established on the system Upon entry of a valid code the description will be displayed Enter the ending general ledger account code to report on Pressing NxtFld will default this field to the last account code established on the system If only one code is required this field should contain the same value as the field above T ransaction or E ntered Date Date from to Printed on 16 May 2002 To report on transaction by their transaction date enter T in this field Enter E in this field if you wish to report on transactions by the date they were entered into the system Enter the starting date to report from The enhanced date feature may be used if required Pressing NxtFld will default this field to the year begin date Enter the ending date of the date range to report on The enhanced date feature may be used Pressing NxtFld will default this field to the current today s date Fresh Computer Systems Pty Ltd 8 18 LETTUS User Manual General Ledger Menu 8 EE Transaction Type Enter transaction typ
67. will be displayed Description A narration detailing this transaction must be entered in this field Up to 30 characters may be used Date Enter the Journal date Pressing NxtFld will default this field to the current An error message is displayed 1f the date entered is not within a period record defined in the Accounts Periods Maintenance A warning is given where the date entered here is prior to the Current Period Start Date as maintained in the Maintain GL today s date The enhanced date feature may be used if required Control option refer p 8 32 for more information Col 8 On Exiting the form checks to ensure that journals do not cross periods Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 2 LETTUS User Manual General Ledger Menu 8 EE EEE S Debits Enter the debit amount of the journal If this transaction is to be a credit amount press NxtFld on a blank field and the cursor will move to the Credit Amount field Credits Enter the credit amount of the journal Where the Debit Amount is not zero the cursor will bypass this field R REVERSE Enter Y if this entry is to be reversed on the first day of the next accounting period The default for this field is N The next Accounting period is defined in the Accounting Periods Maintenance option refer p 8 32 Press Commit to save the journals On Exiting the form performs the following checks The total debits agree with the total c
68. will generate the amount in this field GST Amount If no GST is applicable enter 0 in this field and press NxtFld If GST is applicable leave the field blank and press NxtFld The GST amount will be calculated automatically Including GST This field can be manually entered or press NxtFld for the system to automatically calculate this field To enter another receipt in that batch press PrvFld to move the cursor to the Receipt Block and press Clear Block NOTE that a receipt cannot be changed if the receipt batch they belong to has been reconciled to the bank statement The Batch must be unreconciled the changes made and the batch reconciled again 8 6 1 To query on a Receipt without the Batch details Receipts can be queried in this screen without entering the batch details To do this press NxtBlk from the top block while in enter mode only and the cursor will move to the Receipt block Press EntQry to put the block into query mode enter your selection criteria and press ExeQry to preform the query Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 12 LETTUS User Manual General Ledger Menu 8 8 7 GL Receipt Batch Listing This option is used to list details of a Cash Book Receipt Batch for a specified Bank Account Range and a specified Date range Lg Ple Edi Yew Touts Properties Connecdion Window Bein PIE Dui a tar enoar gt 25807 Cash Book Receipt Batch List xxx DEMO COY KKH cb rcpt Cou
69. your choice may be optionally adjusted by General Ledger Journal to show a balanced report Bracket Negative Values Enter Y in this field to place brackets around negative values If N 1s entered in this field a negative sign will be printed in front of any negative values YTD Totals From Enter the date from which to base YTD Totals displayed on the report if appropriate The enhanced date feature may be used if required Pressing NxtFld will default this field to the year begin date as maintained in the system control file All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Press NxtFld to Alter Report Format Settings Display Zero Values Enter Y in this field to display accounts or calculations with a zero value on the report If these are not required enter N in this field Display Zero Value Lines Enter Y in this field to display lines with zero values Enter N in this field if they are not required Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 8 48 LETTUS User Manual General Ledger Menu 8 8 20 Process End of Year Update This program is run at the end of your accounting year as part of the closing procedure once all transactions have been processed As these clo

M7.0 General Ledger - Fresh Computer Systems

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