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The latest version of the General Ledger System menu from Legler Systems identifies 23 separate general ledger (GL) computer procedures that can be run by the user, provided the user has access to these online procedures. 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. When only the System-ID (e.g. "GL") is entered on any financial menu, the General Ledger System menu is displayed.
--------------------------------------------------------------------------- | GENERAL LEDGER SYSTEM MENU (2011) 11-02-2011 13:13 | |===========================================================================| | | | 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 | | 96 - Inquire Latest GL Changes | | 99 - End GL Menu | | | | Enter GL Procedure Number.......[ ] | | | |===========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ---------------------------------------------------------------------------
Data entry 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". Procedure GL01 can dynamically link to procedure DB17 to enter "NOTES" when function key F7 is pressed.
Report procedure GL02 prints the General Journal Report detailing all journal vouchers entered in the online procedure GL01 during the current accounting period (YRMO) for verification. The General Journal Report (GL02) documents all journal transactions in the GL System, including those vouchers created by procedure GL06, procedure GL12 and procedure GL14.
Update procedure GL03 updates Account Master Records with the data from the General Journal Records (GL01) for the current accounting period (YRMO). A control report (GL03) is printed and should be filed with the company's financial documents for audit control. Computer procedure GL03 must be run before month-end closing procedure GL06.
Report procedure GL04 prints the Detail Account Report documenting all journal transaction affecting each GL account code during the current accounting period (YRMO). Separate columns for the debit amount and credit amount are shown in the Detail Account Report (GL04).
Report 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 printing financial statements. The Working Trial Balance report (GL05) should be filed with the company's financial documents for audit control.
Update 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. The Account Master Records are updated by procedure GL06. A control report (GL06) is printed for audit control. Computer procedure GL06 must be run before financial statements can be printed by procedure GL07.
Report procedure GL07 prints the Income Statement, Balance Sheet and Cash Flow Statement for any time period requested by the user. Other financial statement can be defined by the user, since the definition of financial statements are independent of the GL account 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 should be filed with the company's financial documents for audit control. Computer procedure GL07 can be run for prior months and year-to-date periods.
Report 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.
Update 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 were adjustment journals cannot be reprocessed by procedure GL09. 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.
Inquiry procedure GL10 displays a window of the period amounts for a specific GL account code or department for the year. Also, the individual vouchers affecting a specific GL account code can be displayed using procedure GL10. Computer procedure GL10 can be run at any time.
Update 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. The Account Master Records are updated by procedure GL11. Procedure GL11 is run after closing the last accounting 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 the company's financial documents for audit control.
Update 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.
Update procedure GL13 processes a batch import input file of journal vouchers (General Journal Records) that were created by another computer system or procedure. Program edits are performed on each import record, similar to online procedure GL01, before the voucher is added to the online database. A Control Report (GL13) is printed to document any batch import errors and the import record counts for audit control.
Update procedure GL14 is used to rollover recurring fixed vouchers (General Journal Records) from one accounting period to the next that have a Source-Type of "FJ". Procedure GL14 is run at the beginning of each month or accounting period (YRMO). A control report (GL14) is printed for audit control.
Inquiry procedure GL15 displays a window showing account totals by month for the last 5 years about any GL account code specified by the user. This GL user procedure can be run at any time to display account history.
Update procedure GL16 purges old General Journal Records (GL01) and old Account Master Records (GL03) from the online database and is infrequently run by supervisory personnel. A control report (GL16) is printed to document the number of records deleted from the GL System.
Report procedure GL17 prints the Account History Report covering 10 years of account balances, primarily for revenue and expense accounts, though all GL account codes can be specified. Inflation adjusted dollar amounts can be shown in the Account History Report (GL17). A Budget Detail Report showing monthly budget data for one year can also be printed by procedure GL17.
Report 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 other accounting modules. The GL account codes shown in the Chart of Accounts report (GL18) are defined in the DB System as Code Definition Records (DB01). This report can be referenced to manually lookup a GL account code. A copy of the Chart of Accounts report (GL18) should be filed with the company's financial documents for audit control.
Inquiry procedure GL19 displays period totals for a specific GL account code and calendar year. Data in this record is updated by procedures GL03, GL06, GL09 and GL11. The financial statements and most GL accounting reports reference the Account Master Records for the "official" dollar amounts associated with a GL account code.
Redefine system printer procedure GL92 allows the user to redefine where management 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.
Search procedure GL94 is used to search the General Ledger System for any dollar amount, code value 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 lookup any general ledger information.
Inquiry procedure GL96 displays a list of the latest General Journal Records (GL01) or Account Master Records (GL19) in descending chronological sequence by date and time. The computer program associated with procedure GL96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes to the GL System.
Exit 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, such as AR01, rather than GL99.
These general ledger accounting procedures can be started at any time from any financial menu by entering the System-ID of "GL" plus a 2-digit procedure number.
For 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.