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The latest version of the General Ledger System menu from Legler Systems identifies 21 separate general ledger (GL) computer procedures that can be run by the user, provided the user has access to that procedure. Access control is specified in the User Control Record (DB08). Each GL user procedure corresponds to a separate computer program.
A sample General Ledger System menu screen is shown below and followed by a definition of each user procedure.
--------------------------------------------------------------------------- | GENERAL LEDGER SYSTEM MENU (2010) 07-02-2010 13:23 | |===========================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ----------------------------- | | 01 - Enter General Journal Records 11 - Process Year-End Balances | | 02 - Print General Journal Report 12 - Process Reversing Journals | | 03 - Post Journal To Account Masters 13 - Process GL Batch Input | | 04 - Print Detail Account Report 14 - Rollover Fixed Journals | | 05 - Print Working Trial Balance 15 - Inquire Account History By Mo | | 06 - Process Month-End Closing 16 - Purge Old GL Records | | 07 - Print Financial Statements 17 - Print Budget Detail Report | | 08 - Print Financial Operating Report 18 - Print Chart Of Accounts | | 09 - Process Account Adjustments 19 - Query Account Master Records | | 10 - Inquire Account Status 92 - Redefine System Printer | | 94 - Search GL System | | 99 - End GL Menu | | | | Enter GL Procedure Number.......[ ] | | | |===========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ---------------------------------------------------------------------------
Procedure GL01 is used to enter detail journal vouchers identifying dollar amounts associated with each GL account code, where the debit amounts must equal the credit amounts. This accounting data is stored in the General Journal Records (GL01) with a Source Type of "GJ". Procedure AP09 of the AP System creates General Journal Records (GL01) with a Source Type of "AP". Procedure AR09 of the AR System creates General Journal Records (GL01) with a Source Type of "AR". GL01 dynamically links to procedure DB17 when function key F7 is pressed.
Procedure GL02 prints the General Journal Report detailing all journal vouchers entered in online procedure GL01 during the accounting period for verification. The General Jornal Report (GL02) documents all transactions in the GL System, including those vouchers created by procedure GL06, procedure GL12 and procedure GL14.
Procedure GL03 updates Account Master Records with the data from the General Journal Records (GL01) for the current accounting period. A control report (GL03) is printed and should be filed with other business financial documents for audit control. Computer procedure GL03 must be run before month-end closing procedure GL06.
Procedure GL04 prints the Detail Account Report documenting all transaction affecting each GL account code during the accounting period. Separate columns for the debit amount and credit amount are shown in the Detail Account Report (GL04).
Procedure GL05 prints the Working Trial Balance report showing the beginning balance, current debits and credits, and the ending balance for each GL account code. The Working Trial Balance (GL05) is printed after month-end closing and before print financial statements. The Working Trial Balance report (GL05) should be filed with other business financial documents for audit control.
Procedure GL06 closes the net income to the appropriate retained earnings account and computes the net change for each balance sheet account in the current accounting period. A control report (GL06) is printed for audit control. Computer procedure GL06 must be fun before financial statements can be printed by procedure GL07.
Procedure GL07 prints the Income Statement, Balance Sheet and Cash Flow Statement for any time period requested by the user. Any other financial statement can be defined by the user, since the definition of financial statements are independent of the accounting coding structure. Financial statements (Income Statement, Balance Sheet and Cash Flow Statement) can contain 2 columns, 3 columns or 4 columns of the dollar amounts. The financial statements (GL07) should be filed with other business financial documents for audit control. Computer procedure GL07 can be run for any prior months.
Procedure GL08 prints the Financial Operating Report showing revenue and expense data by department for the current period and year-to-date versus last year. The Financial Operating Report (GL08) is used by management to monitor the company's operating performance.
Procedure GL09 processes General Journal Records (GL01) with a Source Type code of "AD" to update a specific GL account code and period amount in the Account Master Record. This is a one time adjustment. To correct an adjustment, another General Journal Record (GL01) must be entered with the appropriate Source Type code. A control report (GL09) is printed for audit control.
Procedure GL10 displays a window of the amounts for a specific GL account code or department for the year. Also, the individual vouchers that affect a specific GL account code can be displayed using procedure GL10. Computer procedure GL10 can be run at any time.
Procedure GL11 calculates the begin-of-year amount for assets, liability and capital accounts, as well as sets the revenue and expense accounts to zero. Procedure GL11 is run after closing the last period of the year and before posting (GL03) the first period of the new year. A control report (GL11) is printed and should be filed with other business financial documents for audit control.
Procedure GL12 is used to automatically process General Journal Records (GL01) with a Source Type code of "RV" of accrued expense in the prior period and create new General Journal Records with a Source Type code of "GJ" for the same GL account code with the dollar amounts reversed (debit to credit or credit to debit) in the current period. A control report (GL12) is printed for audit control.
Procedure GL13 processes an input file of journal vouchers (General Journal Records) that were created by another computer system or procedure. Program edits are performed on each record, similar to online procedure GL01, before the voucher is added to the General Ledger System. A Control Report (GL13) is printed identifying any errors and record counts for audit control.
Procedure GL14 is used to rollover recurring vouchers (General Journal Records) from one accounting period to the next. Procedure GL14 is run at the beginning of each month or accounting period. A control report (GL14) is printed for audit control.
Procedure GL15 displays a window showing account totals by month for the last 5 years made to any GL account code specified by the user. This GL user procedure can be run at any time to display account history.
Procedure GL16 purges old General Journal Records (GL01) and Account Master Records (GL03) and is infrequently run by supervisory personnel. A control report (GL16) is printed identifying the number of records in the GL System.
Procedure GL17 prints the Account History Report covering 10 years of account balances, primarily revenue and expense accounts, though all GL account codes can be specified. Inflation adjusted dollars can be shown in the Account History Report (GL17). A Budget Detail Report showing monthly data for one year can also be printed by procedure GL17.
Procedure GL18 prints the Chart of Accounts report identify all GL account codes that can be used in the GL System, AP System, AR System and others. The GL account codes shown in the Chart of Accounts report (GL18) are defined in the DB System as Code Definition Records (DB01). A copy of the Chart of Accounts report (GL18) should be filed with other business financial documents for audit control.
Procedure GL19 displays period totals for a specific account code and calendar year. Data in this record is updated by procedures GL03, GL06, GL09 and GL11. The financial statements (GL07) and most GL reports reference this summary record for dollar amounts when preparing reports or statements.
Redefine system printer procedure GL92 allows the user to redefine where the reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure GL92 is the same for all accounting modules. Computer procedure GL92 can be done at any time.
Procedure GL94 is used to search the General Ledger System for any dollar amount, code or text in the last x months and display a window of the search results. The computer program associated with procedure GL94 is the same for all accounting modules. This GL user procedure can be started at any time to look for any general ledger information.
Procedure GL99 closes the General Ledger System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, rather than GL99.
To request additional information on the GL software, please e-mail Bill Legler in the SF Bay Area, California or go to the General Ledger System main page.