Flow of Processing – General LedgerOverviewThe Flow of Processing section helps you learn how to operate the software for the first time and provides a guideline for operating the General Ledger module after it is installed. The best way to understand this section is to study it in conjunction with the Operations section of this manual.
Flow of Daily ProcessingDaily Processing refers to the procedures performed each day when using the General Ledger module. During daily operation, transactions are recorded in supporting modules (e.g., Accounts Payable, Accounts Receivable, Payroll, Sales Order etc.). These transactions are updated from data entry files to more permanent storage files within each specific module and to the General Ledger Daily Detail file. Within the general ledger itself, journal entries may be made that also post to the General Ledger Daily Detail Register.
To audit the flow of daily processing, registers are printed for each batch of transactions before the update takes place. Also, a Daily Detail Register is printed listing all general ledger account postings from all sources. The Daily Detail Register may include postings for several days, and is printed and reviewed before the final posting to the general ledger takes place.
Follow these steps at the end of each processing day:
NOTE: If more than one Daily Detail Register was printed before update, dispose of all except the last one to avoid confusion.
Period End ProcessingPeriod end processing refers to the software operations performed at the end of each accounting period to close the period. At the end of the period, additional journal entries should be made. The Transaction History Report on the General Ledger Reports Menu is run and used as an audit check for the period being closed.
After financial reports for the period are processed, the accounting period may be closed. It is not necessary to close the period to print the financial reports. Financial reports may also be printed for closed periods.
General ledger processing for the next accounting period can proceed without closing the current period. To do this, make sure that the date for all transactions falls within the next period (or beyond the end of the current period) so that general ledger postings are not included in the current open period.
Use the following procedures to close the accounting period:
Make all necessary journal entries and recurring journal entriesIn this procedure, all recurring, allocating, special, reversing, and adjusting entries for the period are made and updated to the Daily Detail file.
NOTE: If more than one Journal Entry Register was printed before updating, keep only the most current version.
Run the Daily Detail RegisterIn this procedure, the Daily Detail Register is printed and checked for accuracy. Information from the Daily Detail file is updated to the General Ledger Transaction History file and a GL summary file; or it is cleared, depending on the setting of the Post Detail Transactions parameter within the General Ledger module.
Perform Account Allocation Entry/Account Allocation Register (optional)In this procedure, each source general ledger account you want to allocate must be assigned to one or more destination general ledger accounts on a percentage basis. The total of the percentages must equal 100 percent. When the register is run and updated, the source account balance for the selected period is distributed to the destination accounts according to percentages assigned. A contra entry equal to the sum of the transactions is posted to the source account.
Print the General Ledger Trial Balance ReportIn this procedure, the Trial Balance Report is printed and checked to make sure everything necessary is included in the period. The trial balance provides a summary of general ledger activity for each account. Remember the Trial Balance Report may be run at any time prior to or after closing the period.
Print the Transaction History ReportThe Transaction History Report is printed and checked. Make any necessary changes using journal entries.
Produce the Financial ReportsThe standard Profit and Loss Statement and Balance Sheet (available on the GL Reports Menu), and custom formatted reports created in Financial Report Master can now be printed. The period does not need to be closed to run these reports.
Closing the Accounting PeriodClosing the accounting period causes the period and year to be advanced and the last period to be closed. The Locked checkbox for that period is marked and eliminates any additional transactions.
After all financial reports are printed, run Period End Update for the accounting period to be closed.
NOTE: The GL Period End Update should only be run after all subsidiary ledger period end processes have been run for the fiscal period.
Closing the Last Accounting Period of the YearIf closing the last period of the year, you may continue to process into the next year without closing the current year. Run the Update Beginning Balances task. This task will bring forward the ending balance of all balance sheet accounts and will calculate the retained earnings balance. Subsequently, rerun the Update Beginning Balances task following any transactions posted to the incomplete year, to reflect those changes.
NOTE: Once the last period has been closed, only Journal ID codes with the Year End Adjustments (Y/E Adjs?) checkbox marked in Journal ID Codes Maintenance may be used to post transactions to the incomplete year.
Making Postings to Closed General Ledger PeriodsGeneral ledger postings may be made to closed periods when the Post to Locked Periods (Post to Locked?) checkbox in the Journal ID Codes maintenance task is marked for the journal ID being used. In other words, it is possible to make postings with transaction dates falling into a particular accounting period for which the General Ledger period-end process has already run.
Such postings are reported along with the current period postings, and are noted as having a prior period date. When the Daily Detail Update is run, any prior period postings are summarized in their particular period. Remember that this affects the balances of general ledger accounts and the printed financial reports for previously closed periods. It may be necessary to reprint the Trial Balance and financial reports if they have significantly changed.
NOTE: Posting to prior periods is restricted to making adjustments to prior periods within the current year or next year.
Reconciling Your AccountsReconciling a bank account involves comparing the bank’s record of the account balance and activity for a designated period against the company’s record of the account balance and activity over the same period. The bank’s record of the account is shown on a bank statement that is provided periodically (usually monthly). A company’s record of the bank account balance is represented by a general ledger account and the detail transactions are maintained in the Bank Reconciliation files.
Some Bank Reconciliation detail transactions are updated automatically from the Accounts Payable, Payroll*, Accounts Receivable modules and some information is entered manually (service charges, interest, etc.). Discrepancies between the bank’s and the company’s records must be identified and adjusted. To be successful, reconciliation requires a review of all the transactions involving the bank account.
Preparing for ReconciliationThe first step in reconciliation is to get the bank statement for the period to be reconciled. The next step is to determine the balance of the corresponding general ledger account as of the statement ending date and whether all transactions are recorded in the module. This step requires that you gather the receipts and records pertaining to the bank account during the period.
Determining the Reconciliation DateThe bank reconciliation date is the same as the period-ending date shown on the bank statement. If you reconcile at the end of a month, it does not matter if the general ledger has already been closed for that period.
If the bank statement date (and thus reconciliation) is other than month end, the bank account must be reconciled before the general ledger is closed for that period. With the General Ledger module, processing can continue into future periods without having to close the current period. The module calculates the general ledger bank balance as of a date in an unclosed month and allows overriding of the computer’s calculation.
Bringing Transactions Up to DateThe general ledger cash account must be up-to-date, and the postings that affect the account balance must be entered. All computer-generated transactions with a posting date up to and including the reconciliation date must be completed and updated. These transactions include both manual and computer-dated checks processed through the Accounts Payable and Payroll modules, and all deposits processed through the Accounts Receivable module. In addition, adjustments to the general ledger accounts that are not automatically posted (such as service charges, counter checks, interest, etc.) must be added using journal entries and manually entered through the Check Processing or Other Transaction Processing option of the Bank Reconciliation task.
Marking Transactions as Paid or PostedMark transactions on the bank statement for the period as Paid (for checks) or Posted (for other transactions) using the Check Processing and Other Transaction Processing options of the Bank Reconciliation task. If some valid transactions on the statement have not been recorded in the module, enter them. This step is important because it brings the company’s record of bank transactions up to date with the bank’s record.
Comparing BalancesUse the Balance Check Book option of the Bank Reconciliation task to enter the bank statement date, statement balance and corresponding general ledger account balance (as determined above) for the bank account being reconciled. The bank statement ending balance, adjusted by open (unposted and unpaid) transactions, is compared to the general ledger account balance that is automatically calculated and displayed on the screen. In comparing the balances, the Balance Check Book option considers only transactions that have dates up to and including the bank statement date.
Reconciling DiscrepanciesWhen a discrepancy exists between the bank’s records and the company’s records, identify and correct the error. If the error is in the company’s records for the account, adjust either the general ledger account, the bank reconciliation detail transactions or both. To adjust the general ledger, make a general ledger journal entry; adjust the record of detail transactions manually using the Check Processing and Other Transaction Processing options.
Printing the Detail Transaction ListingThe Detail Listing Report is an aid in reconciliation. It is a copy of bank account transactions that can be printed showing all transactions or only open transactions. When a bank account is reconciled to the general ledger for a period, print the listing as a permanent record. Print it before performing the reconciliation update.
Year End ProcessingYear End Processing refers to the procedures performed at the end of the last accounting period that closes the fiscal year. After checking to make sure that all periods are closed, including the last period, the Year End Update task should be run. During the update, the general ledger accounts are cleared or reset with the appropriate beginning balance.
General ledger processing may continue into the next fiscal year without closing the current one. Make sure that the processing date for the next year is entered correctly (i.e., is beyond the current fiscal year) so that any future general ledger posting is not actually included in the previous year.
Closing the Accounting YearBefore beginning year-end processing, be certain that all journal entries were made, including year-end adjustments, before closing the year. Check that the final accounting period of the year is closed and that all reports are printed.
Processing Checklist
Daily Processing____ Daily Detail Register
Period End Processing____ Recurring Journal Entry Register ____ Journal Entry Register ____ Daily Detail Register ____ Account Allocation Register ____ Daily Detail Register ____ Trial Balance ____ Transaction History Report ____ Bank Reconciliation ____ Financial Reports ____ Period End Update ____ Update Beginning Balances (last period only)
Year End Processing____ Transaction History Report (optional) ____ Year End Update ______________________________________________________________________________________ Copyright BASIS International Ltd. AddonSoftware® and Barista® Application Framework are registered trademarks. |