L E D G E R

JOURNAL ENTRIES

Journal Entries

Cash Disbursements, Cash Receipts and Repeating journals handle the offsetting part of the general ledger transaction automatically. No understanding of debits and credits is required.

Posting

Journal Entries are not reflected in the general ledger or reports until posted.

Unposting

Journal Entries can be Unposted by Batch.  Batches that are unposted are deleted entirely from your files.

General Journal Entries

General Journal Entries are used to enter any activity in the general ledger that is not handled either by posting from another ProBooks program ... Invoices, Purchases, Payroll Checks, etc., or through one of the specialized journals... Cash Disbursements, Cash Receipts, Repeating or Reversing.

General journal and Reversing journal entries require at least two offsetting transactions, a debit and a credit.

Adding a Journal Entry

Select [Add] or press [Insert] to add a journal entry.

Ref #

A reference number is optional but might be used to identify your transaction or relate them to manual records.

If a number is used as the reference number it will automatically be advanced after each entry group has been completed. An entry group consists of a group of debits and credits which total 0.00  (Out-of-Balance display will show 0.00).

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date, activate the Calendar by pressing [UpArrow] or clicking on the [RightMouse] button

You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year

Description

A description of up to 25 characters. Description is optional but recommended. At minimum, a reference to the offsetting account number could be entered.

Account

The general ledger account number. Press [UpArrow] or click on the [RightMouse] to activate the accounts list.

Look-up’s.

To Look Up an account, activate the Accounts List by pressing [UpArrow] or clicking on the [RightMouse] button
You can lookup up accounts by either account number or name.

Simply type numbers to lookup up by number or characters to look up by name.

Pressing any number key changes the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account the account description will be displayed.

Amount

Enter the amount of the debit or credit.

To activate the calculator press [UpArrow] or click on the [RightMouse] button

Debits are entered as positive numbers.
Credits are entered as negative numbers
(preceded by a minus sign (-) .

ProBooks is limited to a maximum 999,999,999.00 or -999,999,999.99 in any given ledger account. Credit transactions may not exceed -999,999,999.99 (including the minus sign) and debit transactions may not exceed 999,999,999.99.

To enter larger transactions break the transaction into smaller amounts and enter these as separate entries.

Job

Job Cost numbers can be assigned to general ledger journal entries.  If Job Cost numbers are entered, your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs List by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Pressing any number key changes the order of the list to account number.
Press any character key to change the order of the list to description.

Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] to save your entry and close the Journal Entry window.

Out of Balance

The Out of Balance amount will be displayed after each entry. This amount indicates the amount left to distribute for this group.

Cash Disbursements Journal

Use the Cash Disbursements journal to enter manual payments not handled through the Purchases/Payables system.

Accountants and bookkeepers may also use the Cash Disbursements Journal to enter after-the-fact payment information from a client’s check register.

The Cash Disbursements, Cash Receipts, Repeating and Bank Account Adjustments journals handle the offsetting entry for each check or receipt automatically. There is no need to know whether the entry or offset is a debit or credit.

Each entry is recorded as a check in the checking account file and as a separate item in the general ledger.  Entries with the same check number will be added together and recorded as a single check.

Adding a Cash Disbursements Journal Entry

Select [Add] or press [Insert] to add a journal entry.

Cash Account

The general ledger account number for the checking or bank account for this check.  Press [UpArrow] or click on the [RightMouse] to activate the accounts list. See Look Up’s below for details on looking up an account.

To Look Up an Account, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

CheckNo

A check number is required. The check number will default to the next check number for the selected cash account. Change the check number as required.

The check number will automatically be advanced after each entry, unless [Split] is selected.

Split

If one check is to be distributed or split between several accounts, select [Split] instead of [Save] or [Done] to add a new entry with the same check number. Entries with the same check number will be added together and recorded as a single check.

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date, activate the Calendarby pressing [UpArrow] or clicking on the [RightMouse] button
You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year

VenCode

A Vendor code is optional, but if you enter a vendor code, ProBooks purchase and payments history records will be updated when you post your cash disbursements.

To Look Up a Vendor, activate the Vendors list by pressing [UpArrow] or clicking on the [RightMouse] button

Vendor codes should be used if you need to provide vendors with 1099’s. ProBooks can print 1099’s for payments to Vendors. If you don’t use a vendor code, ProBooks can’t produce a 1099 from what you’ve entered in your cash disbursements journal.

Description

If you’ve entered a vendor code, the description will default to the vendor name. If you aren’t using vendor codes enter the name of the person or company the check was issued to.

Account

The general ledger account number.

To Look Up an account, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

Look-up’s.

You can lookup up accounts by either account number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account the account description will be displayed.

Amount

Enter the amount of the debit or credit.

To activate the calculator, press [UpArrow] or click on the [RightMouse] button

A check is entered as a positive number (even though it is normally a credit to your ledger account).

A deposit would be entered in this screen as a negative number
(preceded by a minus (-) sign, even though it is normally a debit to the ledger account)

ProBooks is limited to a maximum 999,999,999.00 or -999,999,999.99 in any given ledger account. Credit transactions may not exceed -999,999,999.99 (including the minus sign) and debit transactions may not exceed 999,999,999.99.

To enter larger transactions break the transaction into smaller amounts and enter these as separate entries.

Job

Job Cost numbers can be assigned to general ledger journal entries.  If Job Cost numbers are entered, your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs list by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] to save your entry and close the Journal Entry window.

Voided Checks

If you want Voided Checks from a manual check register to appear in the Check Register, enter them in Cash Disbursements Journal with an amount of 0.00.

Cash Receipts Journal Entries

Use the Cash Receipts journal to enter deposits that are not received through the Sales/Receivables system.

Accountants and bookkeepers can also use the Cash Receipts Journal to enter after-the-fact receipts or information from a client’s check register.

The Cash Disbursements, Cash Receipts, Repeating and Bank Account Adjustments journals handle the offsetting entry for each check or receipt automatically. There is no need to know whether the entry or offset is a debit or credit.

Each entry is recorded as a cash receipt in the cash receipts history file and as a separate item in the general ledger.

Cash Receipts entries will appear in the Check Register, in the Receivables Cash Receipts register and in the general ledger.

Adding a Cash Receipts Journal Entry

Select [Add] or press [Insert] to add a journal entry.

Cash Account

The general ledger account number for the checking or bank account for this check.   See Look Up’s below for details on looking up an account.

To Look Up an Account, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

RefNo

A reference number is not required. The reference number will automatically be advanced after each entry, unless [Split] is selected.

Split

If one receipt item is to be distributed or split between several accounts, select [Split] instead of [Save] or [Done] to add a new entry with the same reference number.

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date, activate the Calendar by pressing [UpArrow] or clicking on the [RightMouse] button

You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year

CustNo

 A Customer number is optional. A customer number can help you identify transactions later when reviewing the general ledger or cash receipts register.

To Look Up a Customer, activate the Customers list by pressing [UpArrow] or clicking on the [RightMouse] button

Description

A description of up to 25 characters. Description is optional but recommended.

Account

The general ledger account number.

To Look Up an Account Number, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

Look-up’s

You can lookup up accounts by either account number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account the account description will be displayed.

Amount

Enter the amount of the debit or credit.

To activate the calculator press [UpArrow] or click on the [RightMouse] button.

A deposit is entered as a positive number.

A check would be entered in this screen as a negative number
(preceded by a minus sign (-)).

ProBooks is limited to a maximum 999,999,999.00 or -999,999,999.99 in any given ledger account. Credit transactions may not exceed -999,999,999.99 (including the minus sign) and debit transactions may not exceed 999,999,999.99.

To enter larger transactions break the transaction into smaller amounts and enter these as separate entries.

Job

Job Cost numbers can be assigned to general ledger journal entries.  If Job Cost numbers are entered your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs list by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] do save your entry and close the Journal Entry window.

Repeating Journal Entries

The Repeating Journal is used to enter repeating transactions that will be automatically posted when Period Closing is run.

These transactions can optionally create Payables and purchase records.

The Repeating Journal Entry window has additional fields for:
AP or Offset Account
Vendor Code
Day of the Month transaction is to be dated
How many times transaction is to be repeated

Adding a Repeating Journal Entry

Select [Add] or press [Insert] to add a journal entry.

Offset Account

The general ledger account number for the payables account or other offset account for this item.

To Look Up an Account, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

See Look Up’s below for more information on looking up an account.

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date activate the Calendar by pressing [UpArrow] or clicking on the [RightMouse] button

You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year

Creating Payables

VenCode

A Vendor code is optional, but if you enter a vendor code, ProBooks will create a payables item from this entry and purchase and payments history records will be updated when these entries are posted.

To Look Up a Vendor, activate the Vendors list by pressing [UpArrow] or clicking on the [RightMouse] button

Description

If you’ve entered a vendor code the description will default to the vendor name. If you aren’t using vendor codes enter the name of the person or company the check was issued to.

Which day of month

Next you will have to enter the day you want the posted record to carry as the invoice date during the period. The default date is the posting date.

Example: If the invoice is to be dated the 15th of the month, enter 15.

How Many Times

How many times the transaction will be posted during Period Closing.  99 is the maximum number allowed.  You can reset this number periodically if necessary.

EXAMPLE: Let’s say you have a 10 year lease, you can set up the first 8 yrs.(96 times) then at the end of the 1st and 2nd years add 12 months back, using the edit routine. The screen header would appear as follows:

EXAMPLE: If you rent a piece of equipment for three months, you would want to post the rental fee three times. By entering 3 in this field, the entry would be deleted after the third posting.

Account

The general ledger account number for this transaction.

To Look Up a Job, activate the Jobs list by pressing [UpArrow] or clicking on the [RightMouse] button

Look-up’s.

You can lookup up accounts by either account number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account, the account description will be displayed.

Amount

Enter the amount of the debit or credit.

To activate the calculator, press [UpArrow] or click on the [RightMouse] button

Debits are entered as positive numbers. The amount of a vendor invoice should be entered as a positive number in this screen.

Credits are entered as negative numbers
(preceded by a minus sign (-)) .

ProBooks is limited to a maximum 999,999,999.00 or -999,999,999.99 in any given ledger account. Credit transactions may not exceed -999,999,999.99 (including the minus sign) and debit transactions may not exceed 999,999,999.99.

To enter larger transactions, break the transaction into smaller amounts and enter these as separate entries.

Job

Job Cost numbers can be assigned to general ledger journal entries. If Job Cost numbers are entered, your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs list by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

 Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] to save your entry and close the Journal Entry window.

New repeating entries MUST be manually posted the FIRST time only using the Post Ledger Transactions function if you want the the transaction to be posted to the CURRENT period as well as subsequent periods. Thereafter, the system will automatically post all Repeating transactions during End of Period Closing for the specified number of Times.

Once a new entry is posted during any period, it is marked Posted, and no further posting of that entry is possible until after Period Closing has been run.

What Happens during Period Closing

When the Period Closing is run, the first activity of the new period is the automatic posting of both the repeating journal and the reversing journal. A transaction journal with a batch number is printed during these postings.

When a repeating entry with a valid Vendor Code is posted, a Payables Invoice is also entered in the accounts payable file. This invoice is treated like any other invoice. It will show up on your aging and may be selected for payment by using the Enter Payments function from the Payables Menu (assuming of course, that you have payables activated).

Reversing Journal Entries

Don’t use Reversing Entries to post corrections or adjustments. Enter General Journal entries with opposite amounts.

A Reversing Journal is usually used at the end of an accounting period to accrue expenses and income for which no bills have been rendered and for which revenues have not yet been received.  Reversing entries are used to temporarily make changes in the month end financial statements. During Period Closing any transactions Posted through the Reversing Journal are automatically reversed as the first activity in the new period.

One of the most common uses of Reversing Entries is related to payroll where end of periods fall in the middle of a payroll period.

EXAMPLE: Let’s say you have a $5000 payroll ($1000 per day) which splits a period. Only the first three days of the payroll were in the old period and the last two days are in the new period. You want to accurately reflect the expense of those three days, even though you haven’t actually paid the payroll yet. Therefore you make a reversing entry for $3000. $3000 is posted to payroll expense, and -$3000 to accrued payroll liability.

Adding a Reversing Journal Entry

Select [Add] or press [Insert] to add a journal entry.

Ref #

 A reference number is optional but might be used to identify your transaction or relate them to manual records.

If a number is used as the reference number it will automatically be advanced after each entry group has been completed. An entry group consists of a group of debits and credits which total 0.00  (Out-of-Balance display will show 0.00).

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date, activate the Calendar by pressing [UpArrow] or clicking on the [RightMouse] button

You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year

Description

A description of up to 25 characters. Description is optional but recommended. At minimum, a reference to the offsetting account number could be entered.

Account

The general ledger account number. Press [UpArrow] or click on the [RightMouse] to activate the accounts list.

Look-up’s.

To Look Up an account, activate the Accounts List by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up accounts by either account number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account the account description will be displayed.

Amount

Enter the amount of the debit or credit.

To activate the calculator press [UpArrow] or click on the [RightMouse] button

Debits are entered as positive numbers.
Credits are entered as negative numbers
(preceded by a minus sign (-)) .

ProBooks is limited to a maximum 999,999,999.00 or -999,999,999.99 in any given ledger account. Credit transactions may not exceed -999,999,999.99 (including the minus sign) and debit transactions may not exceed 999,999,999.99.

To enter larger transactions break the transaction into smaller amounts and enter these as separate entries.

Job

Job Cost numbers can be assigned to general ledger journal entries.  If Job Cost numbers are entered your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs List by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] to save your entry and close the Journal Entry window.

Out of Balance

The Out of Balance amount will be displayed after each entry. This amount indicates the amount left to distribute for this group.

Editing Journal Entries

Press [Edit] or [Tab] until the entries list is activated. Use the arrow keys to highlight the entry you want to edit and press [Enter], or double click the mouse on the entry you want to edit.

The journal entry window will be displayed. Make changes as desired then select [Save] to save your changes, or [XCancel] to cancel changes.

Report

Before posting your entries you may want to print an edit report for review.

A report of your entries will look something like this:

 
                                                   ProBooks Model                                       Page 1  
                     General Journal Transaction Journal As of 01/10/94       EDIT RUN

No. Ref. #    Date    SC       Description                      Account  Dept.   Amount
1   1005    01/10/94  GJ       Federal W/Holding Tax       2125    000         399.20
2   1005    01/10/94  GJ       FICA Tax                             2130    000         411.06
3   1005    01/10/94  GJ       Bank of Va Tax Deposit      1030    000        -810.26
    
 TOTALS:       TRANSACTIONS        DEBITS       CREDITS        BALANCE
                                                 1             810.26          -810.26                 0.00

                           —-TRANSACTION DISTRIBUTION SUMMARY —-
 
                                     Acct. No.        Dept.                            Total
                                     1030               000                          -810.26
                                     2125               000                            399.20
                                     2130               000                       411.06
                                                                                          —————
                                              DEBITS....                          810.26
                                              CREDITS...                      -810.26
                                              BALANCE...                           0.00

EDIT RUN at the corner of the report distinguishes this report from the posting report which will be printed when you post your journal entries. The posting report will show a Batch #  in place of EDIT RUN.

Posting Journal Entries

Posting Journal Entries

Posting is similar for all journals.

To post journal entries, select [P]ost Journal Entries from the Enter Journal Transactions menu.

Select the fiscal period for which entries are to be posted.  Only entries for the selected fiscal period will be posted. Other entries will be held for subsequent postings.

You can post journal entries for the Current fiscal period, the Next fiscal period, or for any prior period in the Current fiscal year or Prior fiscal year.

Repeating Journal entries must be manually posted the first time if the entries are to appear in the Current Period.

Repeating Journal entries are posted automatically during Period Closing as the first entries of the new period.

What Happens when Journal Entries are posted

All Journals

• The current period and year to date totals in the Chart of Accounts files are updated.
• The transactions are added to the General Ledger data file.
• A transactions register will be printed.

Cash Disbursements

• A check detail record is added to the checking accounts file.
• If a Vendor code was specified, purchase history records are added and Vendor records are updated with YTD purchases, last purchase and last check information.

Cash Receipts

• A cash receipt detail record is added to the cash receipts history file.

Repeating

• If a Vendor code was specified, purchase history records are added, a payables record is added, and Vendor records are updated with YTD purchases and last purchase date.

Reversing

• During period closing, entries with opposite amounts are posted, reversing the effect of reversing journal entries.

Save the printed transaction register with your permanent records.

TRIAL BALANCE

Trial balance reports list your chart of accounts with various levels of detail.

Summary

The Summary Trial Balance will show each account, beginning balance, current period debits and credits and ending balance for all working accounts.

Summarized by Source

The Summarized by Source Trial Balance will show each account, beginning balance, current period debits and credits summarized by source, and ending balance for all working accounts.

Source indicates the journal or program module from which the transactions originated. Some of the source codes used in ProBooks are:

GJ    General journal
CD    Cash Disbursements journal
CR    Cash Receipts journal
RP    Repeating journal
RV    Reversing journal
CK    Bank Account Adjustments journal
AR    Accounts Receivable
IN     Inventory
AP    Accounts Payable
PR    Payroll Journal
YE    Year End Closing

Detailed

The Detailed Trial Balance shows the posting activity which makes up the current period activity.  

Worksheet

The Worksheet report is formatted as a worksheet for end of period adjustments.

Current Period

If Current Period is selected, the report will show activity for the current fiscal period only.

Year to Date

If Year to Date is selected, the report will show activity for all periods in the current fiscal year.

Selected Period

If Selected Period is selected, the report will show activity for all periods in the current fiscal year through the selected period.

Account

Division

A trial balance can be printed for any individual division.

Division Out of Balance

When printing a trial balance for a single division, the final total may show it to be “out of balance.”  This is because some of the balancing accounts will not have the same division code, therefore they will not appear on the report. All individual division reports, when added together, should balance.

See topic ‘Discrepancies in the General Ledger’ below for more information on general ledger discrepancies.

Show Memo

Check Show Memos if you want ‘Next Period’ transactions to be included in the report as ‘Memo’ lines.

When memo transactions are included, two ending balances will be shown for accounts which have ‘Next Period’ transactions. The first will show the balance through the end of the current period. A second total will show the balance including the ‘Next Period’ transactions.

Discrepancies in the General Ledger

Unexpected conditions can result in discrepancies in the general ledger. If the summary totals at the end of the trial balance reports show an out of balance condition, check the following.

You can determine which batch is out-of-balance and the necessary entries to bring the General Ledger back into balance by running the Ledger discrepancies report.

The discrepancies report will also point out other problems which can result in discrepancies in the general ledger, for example invalid account numbers, missing account numbers and dates which don’t agree with the fiscal period a transaction was posted to.

Discrepancies can be corrected with manual changes to the general ledger transactions file, out-of-balance journal entries, and by re-calculating chart of accounts balances

For more information, refer to the above topics in the section Setup & Utilities.

FINANCIAL STATEMENTS

The Balance Sheet shows your assets, liabilities and capital or owners equity.  The Income Statement shows income and expenses.  These reports can be run at any time during the period.

To print Financial Statements select [Financial Statements] from the Ledger menu.

Balance Sheet

Formatting accounts in your Chart of Accounts and Account Ranges setup in Company Setup control how financial statements are prepared. See Setup Company, Company Setup in the System chapter, and Chart of Accounts in this chapter for details.

Period

The default period for the Balance Sheet will be the current fiscal period. You can prepare a balance sheet for the current fiscal period, or for any prior fiscal period in the current fiscal year or prior fiscal year. Select Period to select a different fiscal period for your report.

Current Period/Year to Date

Select Current Period/Year to Date to show both the Current Period and Year To Date totals on your Income Statement.

Year to Date Only

Select Year to Date Only to show only Year To Date totals on your Income Statement.

Departmental

If you have accounts for separate divisions and/or departments you can prepare consolidated statements for all divisions and departments, or you can prepare statements for a selected division, or division and department.

For a consolidated report showing all divisions and departments leave [  ]Department unchecked.

Account Numbers    

If Account Numbers is checked account numbers will be shown in the report.

Dollar Signs

If Dollars Signs is checked, dollar signs will be shown in number columns.

Integer Only

If Integer Only is checked only whole numbers will be shown.

Two Pages

If two pages is checked Income and Expenses will be printed on separate pages.

Supporting Detail

If Supporting Detail is checked, a supporting detail statement will be prepared showing the detail for all type S summary accounts. See Chart of Accounts in this chapter for more information on using summary accounts.

Budget Comparison

If Budget Comparison is selected, the report will show both actual and budget amounts.

Prior Year Comparison    

If Prior Year Comparison is selected, the report will show both current fiscal year and prior fiscal year amounts.

Comment Lines

Select [Comment] to edit the financial statement comment lines.

Comment1

Comment 1 will be printed on the first line below the heading on the financial statements. Enter text from the left margin. Any text will automatically be centered when printed, so do not attempt the center the text here.

Comment2&3

Comment 2 and 3 will be printed as footers on each page of the financial statements. Enter text from the left margin. Any text will automatically be centered when printed, so do not attempt the center the text here.

Form

Additional formatting of your financial statements is possible using the optional user defined report form feature. Select [Form] to activate the Report Writer Balance Sheet setup. See the chapter Report Writer for more information on modifying report forms.

Income Statement

Formatting accounts in your Chart of Accounts and Account Ranges setup in Company Setup control how financial statements are prepared. See Setup Company, Company Setup in the System chapter, and Chart of Accounts in this chapter for details.

Current Period/Year to Date

Select Current Period/Year to Date to show both the Current Period and Year To Date totals on your Income Statement.

Year to Date Only

Select Year to Date Only to show only Year To Date totals on your Income Statement.

Period

The default period for the Income Statement will be the current fiscal period. You can prepare a balance sheet for the current fiscal period, or for any prior fiscal period in the current fiscal year or prior fiscal year. Select Period to select a different fiscal period for your report.

Departmental

If you have accounts for separate divisions and/or departments you can prepare consolidated statements for all divisions and departments, or you can prepare statements for a selected division, or division and department.

For a consolidated report showing all divisions and departments leave [  ]Department unchecked.

Account Numbers    

If Account Numbers is checked, account numbers will be shown in the report.

Dollar Signs

If Dollars Signs is checked, dollar signs will be shown in number columns.

Integer Only

If Integer Only is checked, only whole numbers will be shown.

Two Pages

If two pages is checked, Income and Expenses will be printed on separate pages.

Supporting Detail

If Supporting Detail is checked, a supporting detail statement will be prepared showing the detail for all type S summary accounts. See Chart of Accounts in this chapter for more information on using summary accounts.

Budget Comparison

If Budget Comparison is selected, the report will show both actual and budget amounts.

Prior Year Comparison

If Prior Year Comparison is selected, the report will show both current fiscal year and prior fiscal year amounts.

Job Income Statement

An Income Statement can be run for an individual Job.

When a Job number is selected, income and expenses for the selected job will be compiled from your job detail files, and an income statement printed from the resulting totals.

Comment Lines

Select [Comment] to edit the financial statement comment lines.

Comment1

Comment 1 will be printed on the first line below the heading on the financial statements. Enter text from the left margin. Any text will automatically be centered when printed, so do not attempt to center the text here.

Comment2&3

Comment 2 and 3 will be printed as footers on each page of the financial statements. Enter text from the left margin. Any text will automatically be centered when printed, so do not attempt to center the text here.

Form

Additional formatting of your financial statements is possible using the optional user defined report form feature. Select [Form] to activate the Report Writer Balance Sheet setup. See the chapter Report Writer for more information on modifying report forms.

Income Detail

The Income & Expense detail report details all Revenue and Expense accounts for every period in the fiscal year and the year-to-date in a spreadsheet-like format. This report can be printed for either the Current or Prior fiscal year and for any or all divisions.

For Which Year

Select Current fiscal year or Prior fiscal year.

Level of Detail        

If All Divisions is selected, select Show Each Department to show each departmental account, or select Summarize by Account to show one total for each four digit account number.

Division

If the report is to be for a particular division select [Division] then select the desired division from the Divisions list.

LEDGER REPORTS

Account Activity

Account Activity reports, or transactions journals, can be printed for a specific journal, for a range of dates, or for a single batch or range of batches.

To reprint a ‘Batch Report’ for specific batch, enter the batch number in both ‘Beginning Batch’ and ‘Ending Batch’, leave ‘Source’ blank, and be sure the range of dates specified includes the date of the batch specified.

User Defined Transactions Reports

Select [Form] to activate the Report Writer setup for the Account Activity report.

A user defined report form can be created to print a customized transactions report.

For more information on user defined forms and reporting please see Report Writer chapter of your manual.

Account Listing

Printing the Chart of Accounts

Report Type

All Records prints all account types in the selected account range.

Working Accounts print type 2 accounts only

Working Accounts With Beginning Balances shows Type 2 with balances.

Format prints a simulated Balance Sheet or Income statement showing how your statements are formatted.

CHART OF ACCOUNTS

Chart of Accounts Basics

The Chart of Accounts uses a seven digit account number and an account description. When you enter transactions in ProBooks you can look up accounts by number or name.

There are ten account types, 0-9 plus type S (summary) accounts which are used to print a subtotal for a group of type 2 accounts in financial statements.  Only Type 2 accounts carry amounts. These are referred to as working accounts.

The other account types are used to control the formatting of the financial statements.

The first four numbers are the primary account number. Accounts can be numbered from 1000-9999

The fifth number is the division number. Each ProBooks set of books can have ten divisions, numbered 0-9. Every account must have an account for division 0.

The last two numbers are the department number. Every account can have up to 99 departments numbered 00 to 99 for each division.

Account number =    Account Division Department
1020000         1020         0             00    

Financial statements can be printed for all divisions, and individual division or departments within a division.

Setting Up Your Chart of Accounts

The beginning account number for Assets should be the lowest number in your chart of accounts.

The last working account in the Capital/Liabilities group must be Current Earnings.

The last number must be a type 9 account number 9999 which is reserved for net income.

The following is a typical outline for numbering account ranges.  You can use different ranges of numbers for your account categories, but the categories must be set up in the following order.

1000-1999     Assets

2000-2999     Liabilities

3000-3999     Capital

4000-4999     Sales

5000-6999     Expenses

7000-7999     Other Income
8000-8999     Other Expenses

Adding New Accounts

 To add a new account select [Add] or press [Insert].

Account

The seven digit account number...a four digit account number plus a one digit division number plus a two digit department number.

Description

The description or account name.

Look-up’s.

You can lookup up accounts by either account number or name.
Simply type numbers to lookup up by number or characters to look up by name.

When the Accounts List is activated....

Pressing any number key changes the order of the list to account number.

Pressing any character key changes the order of the list to description.

Account Type

Every account must have a type.

There are ten account types, 0-9 plus type S (summary) accounts which are used to print a subtotal for a group of type 2 accounts in financial statements.  Only Type 2 accounts carry amounts. These are referred to as working accounts.

The other account types are used to control the formatting of the financial statements.

Type 0    

Type 0 accounts are used to print a blank line in financial statements.

Type 1

Type 1 accounts are used to print a title in the financial statements.

Type 2

Type 2 accounts are working accounts. Transactions are posted only to type 2 accounts.

Type S

Summary Accounts which print subtotals of a Group of Type 2 accounts. See topic Group below for more information.

Type 4-9

Types 4-9 are used to print subtotals in financial statements.
Type 4 accounts print a subtotal of all preceding type 2 accounts.
Type 5 accounts print a subtotal of all preceding type 4 accounts.
Type 6 accounts print a subtotal of all preceding type 5 accounts.
Type 7 accounts print a subtotal of all preceding type 6 accounts.
Type 8 prints a 10 space line in Column 2,3 and 4 of the Balance Sheet
Type 9 accounts print a grand total of all type 2 accounts. A new page will be started after a Type 9 is printed.

The Balance Sheet can use up to 5 levels of subtotals (Types 4-7 and 9). The Income Statement can use 6 levels of subtotals (Types 4,5,6,7,8 and 9).

Type B,E

These are special types used only for the Beginning and Ending Inventory accounts in the Cost of Goods Sold section of the Income Statement for use when Periodic Inventory style financial statements are desired.

B = A special type when a company is using a Periodic Inventory method. This is used only for the Beginning Inventory account in the Cost of Goods Sold section of the Income Statement. Enter the Balance Sheet account for Beginning Inventory in the GROUP field for this Account.

E = A special type used only when a company is using Period Inventory method. This is used only for the Ending Inventory account in the Cost of Goods Sold section of the Income Statement.

Column

Column specifies which column amounts for this account will be printed in on the financial statements..

0 and 1 are used for Type 1 Header Accounts
0 will center the Type 1 account name
1 will printed the Type 1 account name at the left margin.
2 prints amounts at column 40
3 prints amounts at column 50
4 prints amounts at column 64

Group

Group is a 4-digit account number used with S type accounts to designate the last account number in the group to be subtotaled.  In the following example, account 6230 will print a subtotal of all accounts from 6230 to 6250. Accounts 6235-6250 will not appear on the income statement.

 
                          Account  Dept.   Description            Type Col   Group
                         6230        000    - TAXES -                    S     2     6250
                         6235        000      CITY TAXES             2
                         6240        000      STATE TAXES          2
                         6245        000      UTILITY TAXES        2
                         6250        000      LICENSES                 2
                         6260        000      RENT                         2

Supporting Detail

You can print the detail which makes up these groups by selecting the supporting detail option when printing financial statements.

Account Balance

To enter the beginning account balance for any account enter a general journal entry for the account.

Editing an Account

Press [Edit] or [Tab] until the accounts list is activated. Use the arrow keys to highlight the account you want to edit and press [Enter], or double click the mouse on the account you want to edit.

You can change any field other than the account number.  If you need another account number with a similar account number select [Add] and add a new account number. If you don’t need the current account number select [Delete] to delete it.

Deleting an Account

Press [Edit] or [Tab] until the accounts list is activated. Use the arrow keys to highlight the account you want to delete. Then press [Del] or select [XDelete]

Don’t delete accounts required to provide formatting for your reports.

 You cannot delete an account with a current period or year-to-date balance prior to completing the  year end closing procedure.

If the account has no balances, you will be prompted to confirm to deleting  the account.

Printing the Chart of Accounts

Select [Print] to print the Chart of Accounts.

Report Type

All Records prints all account types in the selected account range.

Working Accounts print type 2 accounts only

Working Accounts With Beginning Balances shows Type 2  with balances.

Format prints a simulated Balance Sheet or Income statement showing  how your statements are formatted.

Load Model Chart of Accounts

You can load a new chart of accounts only if you haven’t entered any transactions. If you have entered transactions, add a new set of books, then load a new chart of accounts in the new set of books.

Several model Charts of Accounts are included with ProBooks. You can load  these Charts of Accounts to select one closest to your needs.

Additional Charts of Accounts may be available on the PCAccountant BBS or on disk. Contact Customer Support, or check the PCA BBS for information.

Clear    

You can clear the chart of accounts only if you haven’t entered any transactions. If you have entered transactions, add a new set of books, then clear the chart of account in the new set of books.

You can clear all accounts or type 2 accounts only. Since the chart of accounts requires certain formatting accounts, it is recommended you clear type 2 accounts only so you don’t have to add back the formatting accounts you’re going to need.

Adding/Deleting Departmental Accounts

You can add an account with a new division and/or department number for every type 2 account.

Setting Default Accounts

See System chapter, Company setup for information on setting defaults

BUDGET

Editing Budget Amounts

Press [Edit] or [Tab] until the accounts list is activated. Use the arrow keys to highlight the account you want to edit and press [Enter], or double click the mouse on the account you want to edit.

SETUP/UTILITIES

Discrepancy Report

General Ledger Discrepancies

In the event of a computer failure or program error during posting, it’s possible for an unbalanced batch to be posted, leaving the ledger out of balance. The discrepancies report will identify any out of balance batches and help in determining the necessary corrections.

Discrepancies

The Discrepancies report will also report the following discrepancies. These discrepancies can result in incorrect reporting in the Trial Balance, Financial Statements, Check Register or other reports.

• Transactions which have an account number which is not in found in the current chart of accounts.
• Transactions which have an invalid account number, for example an account that is not a type 2 account.
• Transactions which have a date and fiscal period that don’t correspond.

Period Closing

The Out-of Balance/Discrepancies report is automatically run when Period Closing is started. If an out-of-balance condition or discrepancy exists, it should normally be corrected prior to Period Closing.

Unbalanced Entries

An unbalanced Journal Entry may on occasion be necessary to correct general ledger discrepancies.  When you attempt to post an unbalanced journal entry you will be advised that entries don’t balance

The Discrepancies report checks the general ledger database for unbalanced batches. Unbalanced batches may be the result of incomplete postings or errors during posting, or general errors.

Re-Calculate

If the balances in the Chart of Accounts database (&AGLCA) become corrupted, this program will recalculate the correct Current and YTD balances, from the entries in the General Ledger transactions database (&AGLDB). The Beginning balances in the Chart of Accounts database must be correct before you run this program.

Change the Current Period and Next Closing fields in Company File  Maintenance Screen 1 to reflect the period and date you wish to post  entries for.

Enter and post transactions  (you will be posting to the  Current  Period. DO NOT post Next Period transactions when using this method  of re-opening prior periods).

If you want to print a revised Detailed Trial Balance through the  temporary ‘current period’, first Re-Calculate Chart of Accounts Balances  for All Periods. This will  re-calculate all periods up to the temporary  ‘current period’.

Once corrections have been made, and reports printed, change the Current  Period and Next Closing fields in Company File Maintenance Screen  1 back to reflect the period and date you were working in before changing  the current period back.

Re-Calculate Chart of Accounts Balances for (A)ll Periods.

What Happens when Chart of Accounts Balances

are Re-Calculated

During Period Closing, the end of period chart of accounts balances  are stored in the chart of accounts history file. These numbers are  used when printing prior period financial statements.

Normally these balances are updated during posting of transactions.

When Chart of Accounts Balances are recalculated, the end of period  balances are re-calculated according to the entries in the general  ledger database. If there was an error during posting, or manual changes  or corrections have been made to the general ledger database, re-calculating  corrects the end of period balances in the chart of accounts.

Add/Delete Dept. Accounts

If you require divisions or departments, you will have to add  working accounts for each division/department. The program will create a new working account (type 2 or 3), with the correct division/department number for each existing working account.

Delete Accounts For A Division/Department

The program will delete all working accounts (type 2 or 3) for a specified division/department.

Fiscal Periods

Setting Up the Fiscal Periods File

The fiscal periods table stores beginning and ending dates for each fiscal period in prior, current, and future fiscal years.

Setting up the fiscal periods file is simple.

• Select the number of prior years for which you have data in ProBooks (or PC Accountant if you are updating from PC Accountant).
• Enter the number of periods in your fiscal year (12 or 13 are the recommended number of periods).
• Enter the beginning date of the first fiscal period.
  

ProBooks will automatically fill in the fiscal periods table with the beginning and ending dates for the selected number of prior years, the current year, and the next several years.

If you have changed a fiscal year end, you may need to make manual changes to the fiscal periods file.

You can change the fiscal periods table any time if necessary.

Dates in the fiscal periods table are used in preparing financial statements and reports, in posting, and in re-calculating the chart of accounts, if required.

The fiscal periods table is also used when posting transactions. Each time you post you will select the period to which your transactions are to be posted. ProBooks will check the dates of the transactions you have entered against the Fiscal Periods table. If you have entered transactions (invoices, journal entries, etc.) with dates in more than one fiscal period, you will be allowed to post only transactions for one fiscal period at a time

Unpost Entries

General Ledger Batches can be Unposted by selecting a batch number to be unposted.

Note: Only batches posted through General Ledger can be Unposted.  Sales Invoices, Purchases, A/P Checks and Payroll Checks posted from  other modules can be Voided using the Void option in the respective  module.

What Happens When Journal Batches Are Unposted

• Entries for the batch are deleted from the General Ledger  Transactions file.
• The Chart of Accounts balances are updated accordingly.
• If any subsidiary files were updated as a result of  the posting (Cash Receipts file, Checking Accounts file, Purchases/Payables  file, etc.) the transactions for the batch are deleted from the respective  files.

BANK ACCOUNTS

 ProBooks can keep as many bank or checking accounts as you have the need for. Each bank account must have its own general ledger account number, and any general ledger account can be a bank account.

The default checking account (ledger account number) is the “Cash Account” field in your company file.

Checks/Payments

Checks and payments not entered through Purchases, as Accounts Payable Payments, or Payroll Checks are entered through the Cash Disbursements journal. See the topic Cash Disbursements journal in this chapter for details.

Bank Account adjustments can also be entered through the Bank Accounts Adjustments journal. See Bank Account Adjustments in the topic Reconcile Accounts in this chapter for details.

Deposits/Receipts

Deposits and receipts not entered through Sales Invoicing or Receivables Cash Receipts are entered through the Cash Receipts journal. See the topic Cash Receipts journal in this chapter for details.

Check Register

The Check Register will show all checks entered through Cash Disbursements Journal, Payables Checks, and  Payroll Checks, as well as any amounts posted to the selected account from Receivables Cash Receipts, Cash from Sales Invoices, Cash Receipts journal entries or General  journal entries.

You can print a check register for any time period during the current year. The check register lists the details of each check and the account balance.

By default the report will be for the default cash account selected in Company Setup and for the beginning and ending dates for the current fiscal period.

Accounts

The Check Receipts Register can be printed for any Bank Account.  A bank account is any general ledger account to which check detail records have posted.

Select [AccountNo] to look up a bank account number.

From/To

The Check Register can be printed for a range of periods in the current fiscal year. Select [From]  to select the beginning fiscal period for the check register. Select [To] to select the ending fiscal period for the check register.

Reconcile Accounts

Reconciling a Bank Account

To reconcile any bank account:

• Update the status of your checks in the Check Detail cards. Checks which appear on your bank statement must be marked Canceled. Voided checks must be marked void. Select the Check Status button in the Check Detail cards to Void or Cancel a range of check numbers quickly or change the status of any individual check by selecting the appropriate status button in the Check Detail card for that check (for details see the topic Check Detail that follows).
• Print a check register  and check to be sure all checks and deposits have been  entered, and the status of  all checks has been properly updated..
• Mark any any deposits that appear in your check register but not on your bank statement.
• Enter bank account Adjustments in the bank adjustments journal (for details see the topic Bank Account Adjustments that follows).
• Resolve any discrepancies (information on resolving bank account discrepancies is discussed in more detail later in this topic).
• Print the reconciliation report and post bank account adjustments.
  

Account

The default checking account (ledger account number) is the “Cash Account” field in your company file. The system will keep as many checking accounts as you have the need for. Each checking account must have its own general ledger account number.

Fiscal Period

Select the fiscal period you are reconciling the bank account for. You can select the current fiscal period or a prior fiscal period.

Include Checks dated through

Enter the closing date for the bank statement if you’re current fiscal period is the same as the period the bank statement is for. Otherwise enter the last date of the fiscal period you’re reconciling.  Reconciliation of a prior period is only valid for the closing date for that period.

Balance Per Bank

Enter the balance shown on your bank statement.

Balance per Books

Balance Per Books is the current balance for this checking account taken from your ledger. The “Adjustments” will come from the previous entry screen and the “Balance” will be the difference between those two.

Outstanding Checks

Outstanding Checks is the total ProBooks has calculated from checks that have not be marked Canceled.

If all necessary entries have been made, the balance for your checking account (adjusted for outstanding checks and deposits) will reconcile with the balance on your bank statement. If the two amounts do not reconcile, check all entries which affected the checking account during the month for accuracy. Enter the necessary corrections until the checking account balances with the bank statement.

Deposits

Mark any deposits that are outstanding (do not appear on your bank statement).

Checks

Select [Checks] to activate the check detail cards to change the status of any checks, or make corrections to any check detail card.

Bank Account Adjustments

Adding a Bank Account Adjustments Journal Entry

Adjustments

Select [Adjustments] to enter any bank charges or adjustments.

Each entry is recorded as a check in the checking account file and as a separate item in the general ledger. Entries with the same check number will be added together and recorded as a single check.

Select [Add] or press [Insert] to add a journal entry.

Cash Account

The general ledger account number for the checking or bank account for this check. Press [UpArrow] or click on the [RightMouse] to activate the accounts list. See Look Up’s below for details on looking up an account.

CheckNo

The check number will automatically be advanced after each entry.  You will need to assign a ‘check’ number to bank charges. The check number will default to the next check number for the selected cash account. Change the check number as required.

Date

The date of the transaction. A default date will be displayed. Press [Enter] to accept it or enter a new date.

To Look Up a Date activate the Calendar by pressing [UpArrow] or clicking on the [RightMouse] button

Adjustment Code

SC    SERVICE CHARGE

RC    CHARGE FOR RETURNED CHECK

RT    RETURNED CHECK

RD    DEPOSITED CHECK RETURNED

OC    OVERDRAFT CHARGE

OD    OVERDRAWN BALANCE

CC    CHARGE FOR NEW CHECKS

CM    CREDIT MEMORANDUM

DM    DEBIT MEMORANDUM

PE    PRE-AUTHORIZED ENTRY

SK    STOCK DIVIDEND DEPOSITED.

Description

If you’ve entered an adjustment code, the description will default to the description for the code. You can change it if desired.

Account

The general ledger account number for the adjustment.

To Look Up an account, activate the Accounts list by pressing [UpArrow] or clicking on the [RightMouse] button

Look-up’s.

You can lookup accounts by either account number or name.
Simply type numbers to lookup by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Press [Enter] or double-click the mouse to select an account from the list. When you select an account the account description will be displayed.

Amount

The amount of the debit or credit.

To activate the calculator press [UpArrow] or click on the [RightMouse] button

A check or ‘Debit Memo’ is entered as a positive number (even though it is normally a credit to your ledger account).

A deposit or ‘Credit Memo’ is entered as a negative numbers
(preceded by a minus sign (-) even though it is normally a debit to the ledger account)

Job

Job Cost numbers can be assigned to general ledger journal entries. If Job Cost numbers are entered your Job Cost files will be updated when journal entries are posted.

To Look Up a Job, activate the Jobs list by pressing [UpArrow] or clicking on the [RightMouse] button

You can lookup up jobs by either Job number or name.
Simply type numbers to lookup up by number or characters to look up by name.

Press any number key to change the order of the list to account number.

Press any character key to change the order of the list to description.

Save/Done

Select [Save] to save your entry and keep the Journal Entry window displayed to enter the next entry.

Select [Done] do save your entry and close the Journal Entry window.

Reconciliation  Report

Select [Report] to print a Check Reconciliation report showing all Outstanding Checks, Deposits,  and Adjustments.

Posting Adjustments

When your checking account balances with your bank statement select [Post] to post any adjustments you’ve entered and print the Reconciliation Report.

What Happens When You Post Bank Account Adjustments

All Journals

• The current period and year to date totals in the Chart of Accounts files are updated.
• The transactions are added to the General Ledger data file.
• A transactions register will be printed.
• A check detail record is added to the checking accounts file.
• If a Vendor code was specified, purchase history records are added and Vendor records are updated with YTD purchases, last purchase and last check information.

Save the printed transaction register with your permanent records.

Check Detail

Check Detail cards hold detail information on each check entry to any of your bank accounts, for example, the status (outstanding/paid/void) as well as payee, date, amount, batch, etc.

Normally you will never add check detail entries through Check Detail. Check detail records are created automatically when you post payables checks, payroll checks or cash disbursements journal entries.

You can access the Check Status dialog from the Check Detail card, to update the status of a group of checks. You can also change the status of an individual check, or make corrections to the detail for any check if necessary.

Changes entered in Check Detail cards do not affect ledger balances. To change a posted check entry Void the check then re-enter it from where it was originally entered (Payables, Payroll, Cash Disbursements journal.)

Void Payables Check is found in the Payables Setup & Utilities menu.

Void Payroll Check is found in the Payroll Setup & Utilities menu.

You can unpost an entire Cash Disbursements Journal batch. Unpost is found in the Ledger, Setup & Utilities menu. Or you can enter a new Cash Disbursements journal entry with the same check number, and an amount which adjusts the amount of the original entry to the correct amount. For example, a check for 10.00 and a check with the same number for -1.00 are the equivalent of  a check for 9.00.

Checks

Check cards store information on your Checks. When you select [Check Detail] from the Ledger menu the first check in your file will be displayed.

Using Card Files

You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.

Lookup mode and Edit Mode

Card files have two modes, lookup mode and edit mode.

When the first check card is displayed you will initially be in lookup mode.

When you want to add a new card or change an existing card, activate Add or Edit mode by select [Add], or [Edit], or clicking on one of the fields in the card screen.

Finding the card you want

Think of your ProBooks card files as rotating card files.

UpArrow/DownArrow

You can flip through the cards by using the [UpArrow]/[DownArrow] keys on your keyboard., or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.

You can also lookup up a particular Vendor in several other ways:

Lookup Buttons

Select one of the lookup buttons to lookup a Vendor by Vendor number, Vendor name, Phone, Contact name or Zip by selecting the appropriate button in the Vendor card.

Home/End

You quickly skip to the first or last card by pressing [Home] or [End] or your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.

PgUp/PgDn

You can  skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.

Find

Select [Find] to locate Vendors on additional fields in the Vendor record.

Filter

Select [=Filter] to select a Vendor or Vendors using an expression or search string.

Multi-screen cards

Some cards files keep more information than will fit in one screen . The files use tabbed multi-screen cards to provide   several screens for each record in the card file.

To access the hidden screens click on the tabs for each screen , or select [Screen].

Adding New Checks

Select [Add] to create a blank check card  to add a new check.

Changing check Information

Select [E]dit  or click on one of the fields in the card screen to  activate Edit mode.

When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.

Enter the appropriate changes in the desired field or fields.

To save or cancel the changes you’ve made, and return to lookup mode select [Edit] again, or press [Esc], [PgDn] or [Ctrl]+[W].

Deleting Checks

Select [Delete] to delete a check record.

FIELD DEFINITIONS

Account    

The general ledger account number for the bank account this check was drawn on.

Check No

The check number for this check.

Date

The check date

Amount

The amount of the check.

Description

Description is a 25 character user definable field.

Vendor Code

Vendor Code is designed to work with the payables system. However, you can enter any code here you like. The report module will use this field when generating printouts of open or canceled checks by vendor.

Employee No.

Employee No. is designed to work with the payroll module. You can enter any number here you like. The report module will use this field when generating printouts of open or canceled checks by employee.

Reference

Reference is an 8 character, user definable field.

Source

Source is the journal where the check would have come from  had the system written it.

Period

Period refers to your accounting period. The default is taken from your company file. If the check is for a different period, enter that period number here.

Batch

Batch is for checks written by the system. For existing checks, this field would show the batch in which they were posted.

Group

A number used in various journals during posting.

Year

The fiscal year for this check. Blank indicates the current fiscal year, 1 the first prior year, 2 the second prior year, etc.

Status

Current Status can take any one of 3 possible states; Outstanding, Canceled (Paid) or Void.

Status Date

Status Date is the date on which you last changed the status of a check.

Changing the Status of a single check

Select [Outstanding], [Canceled] or [Void] to change the status of the check.

Changing the Status of a group of checks

Select [Status] from any Check Detail card, or from the Reconcile Bank Account screen, to activate the Check Status dialog and  quickly change the status of a group of checks.

See the topic Check Status for details on using the Check Status dialog.

Check Status

Changing the Status of a group of checks

Select [Status] from any Check Detail card, or from the Reconcile Bank Account screen, to activate the Check Status dialog and  quickly change the status of a group of checks.

Account

The default checking account (ledger account number) is the “Cash Account” field in your company file. The system will  keep as many checking accounts as you have the need for. Each checking account must have its own general ledger account number.

Check Numbers

Select a range of check numbers that you want to change the status of.

If you have only a few outstanding checks, it may be  faster to first cancel ALL your checks, then scroll through the Check Detail cards, marking just those that are outstanding.

Status

Check status can be:

• Outstanding     (do not appear on your bank statement)
• Canceled         (or ‘paid’, appear on your bank statement)
• Void

3-60     Ledger

Status Date

Enter a date, generally the date of your bank statement. When the checks are marked with a ‘C’ for Canceled, this date will be stored with each check canceled during this session.

During cancellation, each check number is displayed on the screen as it is canceled. If a check in the range is already marked “VOID”, you will see a message to that effect.

Ledger       3-61




3-62     Ledger