Account

General Ledger Information Tab: recall or create new general Ledger (G/L) account:

Account: This field is numerical and is 10 digits. This field is unique to each general ledger account. An account can be selected by entering the account number in this field or the user can press the F1 key to perform a search to be able to find a G/L Account. If the account doesn't exists, the system will assume the user wishes to create a new general ledger account and will move on the English description. If the account does exists, the system will display the account and the user will be able to perform some inquiry on this account.

English Description: The user must enter an English description for this account. This field is alpha-numerical and is 40 digits.

French Description: The user must enter an French description for this account or ca just press enter to skip this field. This field is alpha-numerical and is 40 digits.

Example:

The user must choose the type for this account by clicking Profit and Loss of Balance Sheet and must provide a statement line for the main financial statement by selecting the line using the scroll-down list (See section on Statement lines for more details).

Status: 3 statuses exists for a G/L account: Active, Protected and Inactive

Active: When creating a new account, the status is active by default.

Protected: When a G/L account is used in the General Ledger parameters, the status of the account would changed to protected. This means that is it part of the G/L that the system will post to automatically when doing updates.

Inactive: The use can put an account to inactive to make sure that nothing can be posted to this account.

The user must decide if this account should be part of the bank reconciliation? The bank reconciliation allows the user to balance the transactions that affects their bank statement against their bank statement received from their bank. In this example, the bank reconciliation was ticked.

The user must decide if the system posts to this G/L account by category:

Oncer the user entered all this information, he can click on the save button to save this account.

Inquiry Tab:

The user can look up at the transactions that was posted to a particular G/L account

2 ways to recall a G/L account:  The user can type the account number directly under the account field or the user can perform a search by pressing the F1 key:

F1 search brings up another screen:

The user can type part of an account description such as shown below and press enter.In this example, RECEIV was typed in for the information to search.

So the system shows all of the accounts that has part of that wording in the description. The user must double click on the the line of the account to look at:

Once the use presses inquiry, th screen will change:

The user must press the Inquiry tab to look up at the transactions: By default, the system will display the current year but the user can pick and choose by the scroll down list which year to look for transactions. For this example, it was left a current year (no.1).

No.2 shows year and cumulative for the same year (2023) as well as the previous year as well as a cumulative for previous year (2022)

No.3 shows hyper links that the user can double click and drill down on the amount and can be done by month.

In this example, the user double clicked on the amount for June:

And the following transactions screen will popped up:

No. 1. Hyper links that allow the user to drill down even more on a transaction

No. 2. shows document type such as:

INV = Sales Invoices

C/R = Cash Receipts

CRD = Correction (done through Cash Receipts)

ADJ = Adjustments (journal entries)

In this example, the user double clicked on the second date which is 06/06/2022 and the system will show screen below:

In this example, the user double clicked on the first line which is document 10000619 and the system will display the invoice:

The use is able to see the journal entry that this invoice created when it was updated by going to File and chose GL display as shown below:

And the system will display the following:

History Tab:

The user must recall an active g/l account and once the account information is displayed, the user must click on the history tab to see what changes has been brought to this account:

Changes History: This displays a history of all changes that the users brought to this account.  The user will be able to view the following fields; user, field from and to as well as the date and time.