Because Texada SRM is fully integrated, many General
Ledger entries are generated automatically by the posting programs
in the Accounts Receivable and Accounts Payable and other modules.
However, there will be some entries that will have to be made
manually.
e.g. start up balances
Balancing the Journal Entry:
When journal transactions are entered, the journal must always
balance before it can be accepted.
The total that are displayed in the top right portion of the screen
show the current transaction total, the running balance of the
Debit and Credit entries, and the total for this journal.
The Debits must equal the Credits so that the Journal Total is zero
to balance the journal entry before exiting the transaction
screen.
Tax Charges:
The Calculate Tax On: flag for 'Journals/Checks' or 'Both'
in the Company Taxing Parameters controls
whether processing has been activated to automatically prompt for
taxes the GL journal.
If activated, such taxes will be included on the Tax Business
Activity Statement report available in Tax
Activity Report.
Data Import into Journal:
Data from an external file in "tab-delimited" format can be
imported to populate the Journal transactions.
e.g. A rental firm that uses a bank service to generate the company
payroll can use this process to import the payroll posting
distribution in the General Ledger.
The prompts to enter the Miscellaneous Journal are:
This date is checked to ensure it is within the current Date Range for GLET, as defined in Date Range Control.
Job cost tracking when Enable Job Costing is activated in the Company Posting Parameters to capture the customer and site information for the cost code, as outlined in Job Costing Overview.
Exit the window if this journal does not apply to an event or job cost tracking, or enter the customer, site and location information as outlined in Location and Event Information.
The following steps can be used to populate the G/L journal transaction details with data from an external file:
Note: This processing will not populate Job Costing processing.
Select one of the following Transaction types from the drop-down box:
To minimize distortion of the Tax Activity Report results when the "Transaction Type" on a journal is 'Collected' or 'Purchased' a check is performed on the detail transactions of the journal and a warning is generated if the details types do not match the 'Type" defined in the journal header.
Note: If the option to "Calculate Tax On" on Journals is turned off in the Company Taxing Parameters a warning is displayed that G/L Journals are not reflected in the report is generated when the Tax Activity Report is run.
Note: Additional tax code cannot be added manually to the journal if the "Calculate Tax On" Journals/Checks is on.
Journal Transaction Details:
When the header information is accepted, the Journal Entry number
is assigned, and the details can then be entered as follows:
Note: Operators can be restricted from posting to a control account by role permission as defined in the Document Field Access window of the Security Role Permissions.
This field will repeat for the next sequence number, but can be over-typed.
This field will repeat for the next sequence number, but can be over-typed.
This field does not repeat, since it is designed to be unique to this account.
Note: This does not calculate any tax amounts and does not trigger any tax posting to the G/L.
A valid tax must be selected if the Account # entered for this transaction is defined as a posting G/L Account for any tax code in the Tax Codes table.
This is a mandatory field that is used to manually link this Tax
transaction with the Tax Codes that have been input for the
other expense detail lines of the journal.
When the journal detail is posting to a G/L Account that is defined
as tax account in Tax Codes then the transaction itself is not
written to the BAS report in Tax Activity
Report as the system does not automatically calculate taxes in
these functions.
Security:
To change the default Tax Code on the Journal transaction the
operator must have Security Role to
'Change Tax Codes' set in the "Document Field Access" window
of the Role Permissions.
The Journal Total at the top right should be blank or zero, otherwise the debit entries do not equal the credit entries, and an adjustment is required to balance the postings.
When the journals are entered and balanced, they can be posted to the General Ledger using Post Miscellaneous Journals.
Example Journal screen:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ MISCELLANEOUS JOURNALS JOURNAL ENTRY NUMBER: 50 TRANS TOTAL: .00 TRANSACTION DATE: 10/31/20XX TOTAL DEBITS: 2500.00 BATCH: UNASSIGNED TOTAL CREDITS: 2500.00 IMPORT FILENAME: JOURNAL TOTAL: .00 SEQ# ACCT# DESCRIPTION DIV TRANS AMOUNT D/C SOURCE ---- ----- ----------- ---- ------------ --- ------ 001 2060 ACCRUED A/P 2500.00 C JN50 REF: ACCRUE EXPENSES DETAILS: RENT & REPAIRS 002 6230 RENT EXPENSE 1 1500.00 D JN50 REF: ACCRUE EXPENSES DETAILS: RENT 003 6350 VEHICLE REPAIR 1 1000.00 D JN50 REF: ACCRUE EXPENSES DETAILS: REPAIRS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Journal In Use:
If the Journal In Use warning is displayed when the operator
attempts to access an existing Journal Entry Number, that another
operator is using.
The first operator or workstation must exit the record before
another can access it.
When installing the Accounts Receivable and Accounts Payable modules in addition to the General Ledger, opening account balances should be entered after completing the start-up in A/R Start-Up and A/P Start-Up.
If A/R or A/P are already setup:
If the Start-Up instructions are completed for either Accounts
Receivable or Accounts Payable, then the last step of the Start-Up
instructions is to post a Miscellaneous Journal Entry to record the
'Opening Balance Total' in the General Ledger.
This is required to ensure that the sub-ledgers are in balance with
the G/L Control accounts from the very beginning.
In the Reference field type "OPENING ACCOUNT BALANCE" to further identify the purpose of the posting.
The sum of all the G/L account balances, should create a balanced Journal record.
When entering the A/R or the A/P Control Account, the Accounts Receivable Detail Information or Accounts Payable Detail Information window opens
prompting for the customer or vendor record in the sub-ledger for
the corresponding posting.
Exit this window without entering and information as it does not
apply to the start-up balances.
The G/L Opening Balance entry is the ONLY journal posting that
should ever be made to either of these control accounts that does
NOT need a corresponding posting to the sub-ledger. This is because
the sub-ledgers have been updated by the start-up details in
A/R Start-Up and A/P
Start-Up.
An audit trail record is written to track the posting to the
Control account. It can be viewed in Delete
Log, under Function GLET10C.
When all the opening balances have been entered, select Post Miscellaneous Journals and check the figures against the report.
ACTIONS:
Additional actions provided by buttons on
the Miscellaneous G/L Journals screen include:
This button is only enabled if the operator has Security Role Permissions in the Document Field Access window to "Upload Misc Journal File From Workstation".
Create a Template to Capture the Journal Details:
Click on the TEMPLATE button to generate an empty
spreadsheet layout and then enter the GL accounts with the amounts
by division.
When the journal transactions are completed, save the file to a
"tab-delimited" txt file and UPLOAD it to the SRM
server.
Note: Only the SCS operator has the ability to upload beginning balances for the AR and AP Control Accounts.
Populate the Journal Details from a Concur Import
File:
Click the CONCUR IMPORT button at the
bottom of this screen to access the Transaction
Import File Search table in order to select a file from the
server to populate the G/L Journal details.
This button is only enabled if the Concur processing has been activated on the Software Integration and the operator has Security Role Permissions in the Document Field Access window to "Import Misc Journal File From Concur Files".
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