Operations Overview – General Ledger


The Operations section contains descriptions of the General Ledger tasks with a sample of each screen, field descriptions, and explanations of the operation of each task. Examples of each report and register are also provided. Use this section as a reference when using the General Ledger menu options.


The tasks described in this section appear in the order of appearance on the menu in a standard installation of the software. Because the AddonSoftware menu system permits customization of the menus, the appearance and function of your General Ledger module may differ slightly from the descriptions in this manual. For complete instructions on how to use menus within the AddonSoftware system, refer to the AddonSoftware Administrator manual.


About the General Ledger Tasks

Tasks in General Ledger are grouped into areas of operation. Common tasks, such as journal entries or account allocation entries, are standalone tasks that are accessed directly from the main menu; tasks that work in concert with one another, such as budgeting tasks or period end processing tasks, are accessed through a sub-menu off the main menu.


The General Ledger Main Menu contains two sub-menus providing access to the many reports available for the analysis of general ledger information. The Reports sub-menu contains the standard reports offered with the module. The Custom Financials sub-menu contains tasks allowing to the custom designed reports and statements to fit any company's unique needs. Apart from these, there is a sub-menu each for Budgeting, Period End Processing, Inquiry and Maintenance and Utilities.


In addition, some tasks have several options for complete processing. For example, the Account Maintenance accesses summary activity information, transaction history maintenance, comment inquiry, etc. These processes are selectable from an options menu within the main form.


With the Perpetual Fiscal Calendar feature enabled in General Ledger, it is possible to produce financial analysis, statements, and history for the entire life of a company. However, from time to time, certain General Ledger Accounts may need to be retired and blocked from new usage, such as when Bank Accounts change, or Revenue and Expense Accounts are replaced. It is necessary to retain the information, while at the same time, not clutter up the day to day operations. The “Account Inactive” flag within the General Ledger Accounts maintenance function makes this possible.


Note that automatic filtering on General Ledger Account lookups has Inactive Accounts hidden by default and issues warnings when attempting to use inactive accounts thereby preventing their use.


This does not in any way alter data that is present in an account that is marked Inactive.  If the account has a balance for instance, it will still appear on reports that use these balances for reporting purposes, like the Trial Balance and Financial Statements, as an example.


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