General Ledger Features:

The primary objective of the General Ledger (GL) System from Legler Systems is to process accounting information in an online environment, so specific online procedures can be performed in seconds rather than the hours required by traditional batch methods of computer processing. This GL System performs the basic general ledger objectives by providing a complete and accurate bookkeeping record of all accounting transactions affecting each ledger account and supports either the cash accounting method or the accrual accounting method.

Specific General Ledger features and objectives of this software are highlighted below:

1. Maintain regular General Journal Records with a Source-Type code of "GJ" on the dollar amounts charged to various ledger accounts within an accounting period (YRMO).

2. Automatic voucher number assignment to new journal transactions added to the GL System for positive control and audit trail. This general ledger feature can be overridden by the setting of System-Option-16 (DB03).

3. Automatically post general journal voucher information (GL03) to specific Account Master Records by accounting period number (YRMO) to eliminating clerical posting errors.

4. Print accounting reports, such as General Journal Report, Account Detail Report and Working Trial Balance, to provide an audit trail of accounting data entered in the General Journal Record (GL01) and to maintain adequate financial control.

5. Print comparative financial statements (Income Statement, Balance Sheet and Cash Flow Statement) with the statement contents defined by the user. Historical financial data for as many as 13 accounting periods per year are stored with each ledger account. Accounting data from previous years is also available for use in financial statements. The user has the facility to define almost any type of accounting report without reprogramming the GL System, since financial statements are defined by separate Code Definition Records (DB01).

6. Calculate either "percentage change" from the current period over a prior period or "percentage of total" (sometimes referred to as common-sized percentages) for the current period in financial statements.

7. Automatically accumulate dollar amounts for any current or prior accounting period (YRMO) or any range of accounting periods, so financial statements can compare figures from any time period. Possible financial comparisons include current period this year versus same period last year, year-to-date this year versus year-to-date last year and current period this year versus prior period this year.

8. Store revenue and expense budget information on a period by period basis for use in monitoring actual versus planned expenditures and calculating budget variances for management review.

9. Automatically create closing journal vouchers for revenue and expense accounts to facilitate period-end closing. Additional closing journal vouchers can be manually entered, if necessary.

10. Provide a summary method of storing period totals at the GL account code by accounting period number in the Account Master Record for use in quickly preparing financial statements and financial operating reports for management analysis.

11. Provide an easy method of defining line items in various financial statements independent of the account coding structure for maximum flexibility. Each line item in a financial statement is defined by a separate Code Definition Record (DB01).

12. Provide auxiliary input capability for initial file establishment and the processing of journal transactions created by other computerized systems, including separate data entry operations.

13. Handle any fiscal year for accounting purposes, even one different from the calendar year, through the use of a separate accounting period number (YRMO) field.

14. Provide online inquiry capability to identify total dollar amounts to a specific GL account code by accounting period number (YRMO).

15. Provide online inquiry capability to identify all dollar amounts associated with a specific account or department by month for the last five years.

16. Provide source document control over input journal transactions to the GL System by establishing batch numbers.

17. Automatically create (a) fixed journal vouchers (procedure GL14) with a Source-Type code of "FJ" and (b) reversing journal vouchers (procedure GL12) with a Source-Type code of "RV" from one month to the next, so manual data entry operations are reduced.

18. Define an Active-Flag in the Code Definition Records for each GL account code and department to prohibit online entry of an inactive code, yet reference those old codes for historical reporting purposes.

19. Provide the capability to create custom GL reports where the user defines the data fields to be selected, sorted and printed (procedure DB12).

20. Automatically display a General Journal Record when function key F7 is pressed from inquiry procedure GL10 and procedure GL15. This general ledger objective enables the operator to quickly drill down to more information.

21. Compute a dollar variance and percent change for the current period and year-to-date versus the prior year covering revenue accounts and expense accounts in the Financial Operation Report (procedure GL08).

22. Automatically create reversing journal vouchers for accruals made in the prior month to minimize data entry operations.

23. Provide system options in the Company Control Record to handle 6-digit or 8-digit dates for user preference.

24. In addition to online processing, batch job processing is supported where GL report requests are entered online for later batch processing.

Since the GL statements program (GL07) is flexibly designed, financial statements can be printed at any time and can cover any accounting period range. The GL account codes that comprise a line item in the financial statement are user defined for maximum flexibility. Statements are printed on letter-size paper with the company heading format specified by System-Option-12 (DB03).

The GL System procedures that can be run by the user are identified in the General Ledger Menu document.

General Journal Record:

The dollar amounts charged (debit or credit) to various GL account codes are stored in General Journal Records for a specific accounting period (YRMO). Online procedure GL01 is used to add, change (modify), query and delete General Journal Records. For all new journal entries, the voucher number is automatically assigned using a sequence number counter in the Company Control Record (DB03). Procedure GL13 is used to import General Journal Records created by other independent sub-systems. Also, some accounting modules from Legler Systems can create General Journal Records directly in the GL System. All these journal transaction records are processed by procedure GL03.

The primary key of the General Journal Record is the Record-Type code, voucher number and accounting period number (YRMO).

Account Master Record:

The Account Master Record contains summary dollar amounts for each accounting period (month) in a calendar year by GL account code and department number (optional). Online procedure GL03 updates the Account Master Record with the current months posting of General Journal Records. Procedure GL19 displays all information in a specific Account Master Record, including account name, Account-Type code and DB-CR code from the Code Definition Record (DB03). These master records are retrieved when printing financial statements.

The primary key of the Account Master Record is the Record-Type code, year (e.g. 2011), account code and department number (optional).

More Information on General Ledger Objectives:

For additional information on this online General Ledger software, please e-mail Bill Legler in the SF Bay Area, California or go to the main General Ledger System page.

Version 7.11 - Copyright 2010 by Legler Systems Company. All rights reserved.