General Ledger Management System Iris Lee

General Ledger System Structure……..5 Minutes General Ledger System Structure……..5 Minutes General Ledger Common Data…....…..10 Minutes General Ledger Common Data…....…..10 Minutes General Ledger Functions………….…..80 Minutes General Ledger Functions………….…..80 Minutes 1. Voucher 1. Voucher 2. Transaction Code Management 2. Transaction Code Management 3. Contra Account Details 3. Contra Account Details 4. Department Management 4. Department Management 5. Update Statistics Table 5. Update Statistics Table 6. Cost Apportionment 6. Cost Apportionment 7. Month End Procedure 7. Month End Procedure 8. Finance Statements 8. Finance Statements 9. Project Management 9. Project Management 10. Budget Control 11. Cash Flow Topic

General Ledger Structure Fixed Assets Cost Accounting Voucher Payroll ARAPNotes & Cash Month End Finance Reports. Balance Sheet. Income statement. Trail balance Cost Apportionment Dept. Management Transaction Code Management Enter/Contra Account Details Project Management Budget Control Cash Flow Backup/ Restore Update Statistics Table

Common Data  Account Code  Book No. - Multiple book - Define home currency,Month-end method by Book  Voucher Property General, Reverse, Carry forward, Accrued, Accrued Adjustment, Combination Adjust  Report Structure Flexible report format  Maintain Frequently Used Memo Default Frequently Used Memo  Entry Sheet Memo

Account Code Control Account 、 Detail Account 、 Independent Account Non Currency Account Financial Analysis Category Contra Details, Transaction code Department, Project, Budget Control Carry Forward Account Common Data

Carry forward Account Income Expense Current Profit/Loss Month End Year End Accumulate Profit/Loss P/L Account (I/S) 100 Accumulated P/L Account (B/S) Current Profit/Loss P/L Account (B/S) P/L Account (B/S)

Book No. Management Distinguish by Book: 1.Currency 2.Current Period, Period Closing Date 3.Vouchers 4.Account Balance

Month-End Method To close the booksTo close the surface Mont h- End Generate 2 vouchers: D: (income account) C: year profit D: year profit C: (expense account) D: P/L Account (I/S) C: P/L Account (B/S) Year -End Generate 2 vouchers: D: (income account) C: year profit D: year profit C: (expense account) (No voucher) D: P/L Account (B/S) C: Retain Earning P/L Account (B/S)

 Voucher Property General Voucher Reverse Voucher Carry forward Accrued Voucher Accrued Adjustment voucher Combination Adjust Common Data

Report Structure(1)  Report Property 1.Trial Balance 2.Balance Sheet 3.Income Statement 4.Other  Account Code 1.Can not be Control Account.  Print Code 0 Amount, Only Sum up Amount, don’t print 1 Amount, Normal Print 2 Amount, Only Print Positive Amount 3 Underline, Print Underline 4 Horizontal line, Print Horizontal line 5 Amount, Print, but don’t Sum up Amount 6 Skip Page, Skip to new Page before Print H Head, Print Title head

 Balance Type Print Plus/Minus Symbol  Report name can be defined in Report Structure  Total level 1101 Cash1 $ NR1 $ Fixed Assets1 $300 Assets2 $600  Serial# Printing Sequence Report Structure (2)

Switch Book Maintain General Voucher aglt110 Batch Post Voucher Unposted aglp102 Voucher Manually Entry By default GL DB and book no. Fixed Assets Cost Accounting Payroll Account Receivable Account Payable Notes & Cash

 Voucher source Manually entry Posted from other modules (AR, AP, Treasury, Fixed Assets, Costing, Payroll) The voucher can not be changed if it came from other modules  Voucher Maintenance Flexible combination of Frequently Used Memo 10 sets of transaction code Print voucher immediately Auto. Generate General No.(Check Sequence)

Voucher Adjustment Method Add a new reverse voucher Timing: 1. The Voucher is Previous voucher and closed. 2. Company policy- can not change confirmed vouchers. Revise Original Voucher Timing: 1. The Voucher is current period’s voucher and company policy allowed.

Voucher Adjustment Procedure (Add a new reverse voucher ） Maintain Reverse Voucher aglt120 Batch Post Voucher Unposted aglp102 Abnormal Voucher Print aglt120-O Approve? Y N

Undo Voucher Posted aglp109 Batch Post Voucher Unposted aglp102 Abnormal Voucher Change Voucher aglt110 Voucher Adjustment Procedure （ Revise Original Voucher ） Undo Voucher confirmation aglt110 Undo posting Change Original Transactions Post to GL Confirm Voucher aglt110 Source: GL Source: Other Modules

Transaction Code D: AR $1000 C: Sales Revenue $1000 Trans. Code(1): TP Trans. Code(1): PC Trans. Code(2): PC Sales Revenue $3000 Trans. Code(2): PC Sales Revenue $3000 Trans. Code(1):TP Sales Revenue $1000 Trans. Code(1):TP Sales Revenue $1000 Voucher(1) Voucher(2) To keep transaction’s other data in voucher for analysis and company management purpose. D: AR $2000 C: Sales Revenue $2000 Trans. Code(1): TN Trans. Code(2): PC

Feature of Transaction Code Flexible setting the number of Transaction Code (0~10 Set) Flexible setting Trans. value Default Trans. value when generate entry sheet Entry budget by trans. code Provide analysis reports by Trans. code

Transaction Code Setting Define Transaction Category Define Data source Account Transaction Code Maintain Define Transaction Category by Account code Entry Sheet & Transaction Code Elasticity Maintain Define Default Trans. Value in Entry Sheet

Contra Detail D: Cash $ 100 C: Margins $ 100 D: Margins $ 60 C: Cash $ 60 Loan Voucher: TR Pay off Voucher: TR1-6A0002 Contra Original Voucher Contra Detail Query Account: Margins Voucher: TR Amount: 100 Contra: 60

Department Management Sales Division A001 TP Sales Dept. A001-1 SH Sales Dept. A001-2 TP PC Dept. A TP NB Dept. A SH PC Dept. A SH NB Dept. A Group= PC Income Statement Print Group: PC Group : A , A By Print Group Dept.=A001 Income Statement By Dept. Org.

Maintain Printing Group agli113 Department Levels agli112 Maintain Department Data aooi030 Print Group Authorization agli114 Dept. Financial Statement Department Management

Update Statistics Table Detail Transaction Entry Sheet Voucher Post Inquire Balance by account code + vendor/customer Inquire Balance by account code Update Statistics Table

Update Statistics Procedure Opening Balance agli130 Statistics Year End Process aglp131 Update Statistics Table aglp130 Inquire Period Statistics aglq130 Account Periodic Report aglr200 Account Category Print aglr201

Period Statistics Detail Transaction

D: Prepaid Premium Account $12,000 (one year) C: Cash $12,000 Dept. A Dept. B Dept. C 50% 30% 20% $500 $300 $200 D: Adm. Expense---Dept. A $500 Adm. Expense---Dept. B $300 Adm. Expense---Dept. C $200 C: Prepaid Premium Account $1,000 Cost Apportionment in GL Apportion monthly

Fixed Amount Freq. Used Voucher agli710 Fixed Ratio Apportion Voucher agli720 Var. Ratio Apportion Voucher agli730 Copy Freq. Used& Apportion Voucher aglp710 Apportionment Categoryagli700 Voucher Process Batch Post Voucher Unposted aglp102 Cost Apportion Procedure

Copy Freq. Used& Apportion Voucher aglp710 Batch Post Voucher Unposted aglp102 Voucher Process Print Checking List before Posting aglr901 Print Checking List of Vou Posted aglr900 Print Trail Balance aglr105 Re-Numbering Voucher General No. aglp105 End of Period Carry forward aglp201 GL Account Closing aglp301 Financial Reports Month End Procedure

Check voucher before posting Voucher: (1). Unbalance between Credit amount and debit amount in header (2). no detail line (3). unbalance between header amount and detail line amounts (4). Header Debit amount or Credit amount is 0 (5). Detail line Debit amount or Credit amount is 0 (C). Not print out yet (D). Serial no is blank (E). Void voucher (G). Wrong serial no (must be numeric) (H). Voucher no. sequence checking (user option) Detail Line: (6). Void account code (7). Account code is inexistent (8). No transaction code if the account code is (9). No Budget no if the account code is budget sensitive. (10).no currency code in detail line (A). Account property is not “account” (B). The account code is control account (F). Dept. code is blank if the account code is Dept. sensitive

Check Voucher after posting (1). Check monthly balance between Control Account and its’ detail account (2). Check daily balance between Control Account and its’ detail account (3). Check monthly balance and voucher summary (4). Check daily balance and voucher summary (5). Check Ledger and Voucher

 Report Type  Trial Balance  Balance Sheet  Income Statement  Journal  Ledger  Financial Analysis Category  Income 、 Expense Analysis  Data option  By Report Structure  Compare with Budget  Compare with other periods  Print Content option  Currency 、 Account English Name  Print Decimal Digits  Print levels Financial Statement

Data Backup and Restore Voucher History Ledger History Balance History Transactions History Backup Restore

Project Management Project Purchasing Project Expense Project Sales Entry Sheet By Project Code Voucher By Project Code APAR Project Income Statement Project Inventory Cost Project Production

Fixed Budget Summary aglp601 Maintenance for Budget Name agli601 Maintenance for Department Budget agli502 Maintenance for Budget Name agli602 Maintain General Voucher aglt110 Dept. Financial Statement GL Budget Setup Procedure

Maintenance for Budget Name agli601 Maintain Purchasing Budget apmi650 PR/PO Budget Shift Record apmt650/651 Purchase Budget Setup Procedure TIPTOP/MFG Document Property asmi300 Budget Control

Dept. Budget Account Budget Dept. Financial Statement Purchase Order apmt540 Purchase Requisite apmt420 AP post to GL Vender Purchase Invoice Billing aapt110 voucher posting Budget Consumption/ Balance Open PR (1) Unconfirmed PO(2) Confirmed PO (3) AP (4) Un-posted vou. (5) Posted voucher (6) Purchase Budget Reports Budget Control GL Purchase

Maintain Cash Flow Group (gglt900) Cash Variation Code (anmi060) Cash Flow Balance (gglr940) Cash Flow-Direct

Manually Entered Amount Setting (agli932) Maintain Cash Flow Group (agli930) Print Cash Flow Statement (aglr940) Cash Flow-Indirect Cash Flow Statement Account Setting (agli931)