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The latest version of the General Ledger Procedure menu by Legler Systems in CA identifies 19 separate general ledger (GL) computer procedures plus three database procedures (92, 94 and 96) common to all accounting applications. The online accounting procedures the user can run is specified in the User Control Record (DB08). Each end-user procedure shown on the GL menu corresponds to a separate computer program.
Any online general ledger procedure is started at any time from the General Ledger System Menu (screen image shown below) by entering a 2-digit procedure number or single-click on the procedure name with the mouse. For all GL inquiry and reporting procedures, a data selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online Master File and to format the output, including a report sort option. Reporting procedures print accounting information in hardcopy GL reports on letter-size paper, while inquiry procedures display information in a results screen. The GL reports can be viewed in a separate report window before being printed. Active keyboard function keys are shown at the bottom of all GL screens.
A Report History Dashboard is displayed under the data selection parameters for all GL end-user procedures except data entry procedures GL01 and GL19. The last 12 runs are shown in the Report History Dashboard. This display of the Report History Dashboard is determined by the setting of the Dashboard-ID field in data entry procedure DB08. To review a detail activity report of all prior activity, run reporting procedure DB13 with a Report Option of "P" in the DB System.
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". One general journal transaction is processed at a time. Procedure GL01 supports dynamic linking to data entry procedure DB17 to enter "NOTES" when function key F7 is pressed. To view the General Journal screen, click GL01 screen image.
Reporting procedure GL02 prints the General Journal Report detailing all journal vouchers entered in the online procedure GL01 during the current accounting period (YRMO) for operator verification. The General Journal Report (GL02) documents all journal transactions in the GL System, including those vouchers created by procedure GL06, procedure GL12, procedure GL13 and procedure GL14. A separate General Journal Summary report by Source-Type code, batch number, Journal code, accounting period and GL account code can be requested and printed when the Entry Correct prompt equals "S".
Update procedure GL03 updates Account Master Records with the data from the General Journal Records (GL01) for the current accounting period (YRMO). New Account Master Records are automatically added to the online database. The Journal Posting Report (GL03) is printed and should be filed with the company's financial papers for audit documentation. Multiple general journal transactions are processed at one time. Computer procedure GL03 must be run before month-end closing by procedure GL06.
Reporting 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). A separate Detail Account Summary report by GL account code can be requested and printed when the Entry Correct prompt equals "S".
Reporting 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 papers for audit documentation. A separate Trial Balance Summary report by GL account code only can be requested and printed when the Entry Correct prompt equals "S". To view a sample of the GL05 data selection prompts and GL report, click GL05 screen.
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. The Closing Voucher Report (GL06) is printed for audit documentation. Computer procedure GL06 is run after posting procedure GL03 and before financial statements can be printed for the current accounting period by procedure GL07.
Reporting procedure GL07 prints the Income Statement, Balance Sheet and Cash Flow Statement for any time period requested by the user. Other financial statements can be defined by the user, since the definition of financial statements are independent of the GL account coding structure for maximum flexibility. Each line item shown in a financial statement is defined by a separate Code Definition Record (DB01) in the DB System where the Code-Type is "IS" for Income Statement, "BS" for Balance Sheet and "CF" for Cash Flow Statement. The Income Statement, Balance Sheet and Cash Flow Statement can contain 2 columns, 3 columns or 4 columns of the dollar amounts depending on the Column Option specified by the user. The financial statements should be filed with the company's financial papers for audit documentation. Computer procedure GL07 is generally run after month-end closing (GL06) for the current accounting period; however, it can be run anytime for any prior month and year-to-date period.
Reporting 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 procedure is a one time adjustment where adjustment journals cannot be reprocessed by procedure GL09. To correct an adjustment, another General Journal Record (GL01) must be entered with the appropriate adjustment Source-Type code. Multiple general journal transactions are processed at one time. The Account Adjustment Report is printed for audit documentation along with elapsed run time in seconds.
Inquiry procedure GL10 displays a results screen of the period amounts for a specific GL account code or department for the year based on the data selection parameters entered by the user. Also, individual vouchers affecting a specific GL account code are displayed using procedure GL10. Computer procedure GL10 can be run at any time. To view a sample of the GL10 data selection prompts and output results screen, click GL10 screen.
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. The Year-End Balances Report (GL11) is printed and should be filed with the company's financial papers for audit documentation.
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. Procedure GL12 is used to easily process reversing journals under the accrual accounting method (System-Option-19) without having to manually re-enter journal records online. Multiple general journal transactions are processed at one time. The Reversing Journal Report is printed for audit documentation.
Auxiliary data input of general journal vouchers (General Journal Records) are processed at one time by procedure GL13. These journal transactions are stored in the import Transfer File (fixed format) and were created by an external software application or by update procedure DB18. Procedure DB18 reads a comma separated values (csv) file of journal transactions to reformat and write them to the import Transfer File. The GL13 program edits each General Journal Record, similar to the online procedure GL01, before adding them to the online database. Multiple general journal transactions in the import Transfer File are processed at one time. The Batch Input Report is printed to document any batch input errors and transaction record counts for audit documentation, along with the elapsed run time.
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) to easily process fixed journals without having to re-enter detail data online. Multiple general journal transactions are processed at one time. The Fixed Journal Report (GL14) is printed for audit documentation.
Inquiry procedure GL15 displays a results screen showing monthly totals for the last five years of a GL revenue account, GL expense account or budget amounts. Information shown in procedure GL15 is from the Account Master Record, updated by procedure GL03 and GL06. This GL end-user procedure can be run at any time to display GL account or department history for management review. A separate Account History Summary by Quarter (3 months) can be requested and displayed when the Entry Correct prompt equals "S".
Update procedure GL16 deletes old General Journal Records (GL01) and old Account Master Records (GL03) from the online database or prints only record counts by year. The Purge Control Report (GL16) is printed for audit documentation and includes record counts and the elapsed run time in seconds. Only supervisory personnel should perform procedure GL16.
Reporting 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 are 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. A separate Account History Summary report by department only can be requested and printed when the Entry Correct prompt equals "S".
Reporting 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 online 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) with a Code-Type of "AC". Some Print Options for the Chart of Accounts get dollar amounts from the Account Master Records. This GL report can be referenced to manually lookup a GL account code. A copy of the Chart of Accounts report should be filed with the company's financial papers for audit documentation.
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. To view a sample Account Master screen, click GL19 screen image.
Redefine system printer procedure GL92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the GL report is written to a disk file from which it is displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program DBS892 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 results screen of the search results along with the database record counts searched and found. Both uppercase letters and lowercase letters are tested to identify a match. The computer program DBS894 associated with search procedure GL94 is the same for all accounting modules. This GL end-user procedure can be started at any time to lookup any general ledger information, such as journal description, dollar amounts, accounting periods and transaction dates.
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 DBS896 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 99 closes the General Ledger System Menu and displays the main Financial Menu. To switch directly to a different accounting procedure, just enter the System-ID plus procedure number, such as AR02, rather than three entries: 99 (end GL menu), AR (start AR menu) and 02 (start Enter Customer Invoices procedure).
The GLS Procedure Manual provides complete written user documentation of over 200 pages about all accounting procedures of the General Ledger software by Legler Systems. The GLS Systems Manuals describes the technical aspects of the general ledger application programs and is included with the cobol source programs (optional). In addition to the written documentation, the online Help File of all text and error messages (displayed in the Help Message Window when the F1 key is pressed) is included with the GLS executable programs.
For additional information on the online GL software and a free CD-ROM demo for any version of Microsoft Windows, e-mail Bill Legler in the SF Bay Area, California or go to the General Ledger System main page.