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General Ledger Screen Shots
| Listed below are sample screen shots for the General Ledger module. Click on each thumbnail to view a larger screen-shot! |
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General Ledger Main Menu
The General Ledger Menu allows you to add/edit journal transactions, transfer funds between accounts (Kentucky schools only), edit bank clearing and setup both the chart of accounts and sort codes. The General Ledger reports are used for daily, monthly and yearly reports. |
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Journal Transactions
The Journal Transaction screen allows you to post entries by hand. The date will default to today's date, but can be changed either by clicking on the drop down beside the date and selecting from the calendar or using the plus or minus keys.Type in a GL account and press or to move to the next column or press to open the drop down box to display the accounts. Next, type an existing sort code or press to open the drop down box. If you are not using sort codes, you may leave this field blank. Depending on whether you type in a 4000 or 6000 account, the cursor will default to credit for 4000 or debit for 6000. Type in the amount of the transaction and press or to move to the reference. The reference will be a check or receipt number or some description for the transaction. Press or through the line, the Journal will default to 1 as you are hand-entering the transaction.
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Fund Transfers
This menu selection is for Kentucky schools only. You may transfer money from one account to another using this screen. The transfer number will come up automatically and the date will default to today's date. You may change the date by clicking on the down arrow and selecting a new date from the calendar. You will select the 6000 account number(s) the money will be transferred from and then select the 4000 account number(s) the money will be transferred to. You will then be asked for an explanation of the transfer. The totals must match for each column or you will not be allowed to proceed. You will select Print & Post and a document will print for the transfer and the transfer will be posted to the ledger.
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Bank Clearing
The bank clearing screen allows the user to mark the checks and receipts that show up on the bank statement as either cleared or not cleared. The red check mark indicates "cleared" and the blank box indicates "not cleared". This screen may be sorted by "cleared status" which lists the uncleared items first, by "reference", which lists the items in reference order, by "date", which lists the items by date in ascending order (ie. 1998 to 2002), or by "amount", which lists the items by smallest dollar amount to largest dollar amount. Using the mouse, click the cleared box on each line to clear that item. Remember to clear both checks and deposits.
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Sort Code Maintenance
This screen allows you to set up the sort codes you would like to use. You may use up to 50 characters for each sort code. You may assign the sort code a type, either a receipt or expenditure or both. If you set up the sort code as only a receipt sort code, you will only be allowed to use that sort code on receipt lines using the 4000 account number. If you set up the sort code as only an expenditure sort code, you will only be allowed to use that sort code on check lines using the 6000 account number. If the sort code is set up as both, you may use that sort code on either the 4000 or 6000 account line. When you are finished entering sort codes, press the button at the bottom of the screen.
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Chart of Accounts
To add a new account (fund), you will type in the 3000 account number of the fund you would like to create. The screen will automatically shift so you can see the accounts surrounding the new account number. You may press or to move to the account description column. Type in the name of the account (fund) and press or . The type will default to postable - press or to move to the option column. The option will default to 0, press or to move to the status. The red check indicates it is an active account, press or to move back to the account column. You will need to press the button at the bottom of the screen to save the changes.
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Close Books
At this time, you will not have the ability to use the Close Books selection on the General Ledger Tab. This capability will be included in a future release.
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