CONSOLIDATED GENERAL LEDGER

All modules in your Accpick data for all branches must be month ended before proceeding with consolidated general ledger integration of the relevant month i.e. Debtors, Creditors, Stock & Cash Book.

STEP 1:
To check your System Status i.e. what month & year ending date:
In the Accpick Consolidated General Ledger Menu:

Go to Enquiry/Reports; System Status. Make sure that the “Current Month” is the month that you are preparing to integrate from, if not, you have not yet done your previous month’s period end.

STEP 2:
In your Accpick Consolidated General Ledger Menu
Check that the Integration Links to the Branch Data Directories are in place for each module i.e. Debtors, Creditors, Stock, Cash Book.
Maintenance; Integration; Debtors, Stock Control, Creditors, Cash Book

Check each of the modules in each of the branches and ensure that everything has a DR and a CR in place, as well as the narration details.

STEP 3:
Consolidated General Ledger Integration Transfer:
Transactions; Integration Transfer

Batch Date:   Use last day of the month that you are integrating
Select Month: Month you are integrating

STEP 4:
Debtors Journals from Consolidated Debtors:

If you have processed Debit / Credit Journals in the Accpick Debtors Module you will now be prompted to enter your Debtors Control Account Number. (18000 – Debtors Control Account) This completes the one leg of the journal correctly. You need to complete the opposite side of the journal by selecting the relevant General Ledger Account Code. Once you have completed the allocations, press F7 to update. Use Control+F12 to copy the selected account to all blanks in debit or credit only if required.

Press Esc to update and select Yes to post the batch.

Printing of the Integration Batch is optional.

Creditors Journals from the other branches:

If you have processed Debit / Credit Journals in Accpick Creditors Module you will now be prompted to enter your Creditors Control Account Number. (19000 – Creditors Control Account) This completes the one leg of the journal correctly. You need to complete the opposite side of the journal by selecting the relevant General Ledger Account Code. Once you have completed the allocations, press F7 to update. Use Control+F12 to copy the selected account to all blanks in debit or credit only if required.

Repeat for all branches until all show completed.

STEP 5:
CHECKING CONTROL ACCOUNT BALANCES – General Ledger vs Accpick data i.e. Debtors, Creditors, Stock Control, Cash Book Modules
Enquiry/Reports; Ledger Account

Compare each of the control accounts in the ledger with the reports printed in Accpick.
The few cents difference as a result of VAT rounding can be ignored, anything greater than that should be investigated.
Cash Control Account should balance back to zero.
Reasons why Cash Control may not balance back to zero:

  1. Where the Month End for All Modules excluding the Cash Book has been processed, there should be no further entries processed in the Cash Book relating to Payments to Creditors and/or Receipts from Debtors prior to month ending the Cash Book i.e. only Other Income or Expenses ought to be processed.
  2. Cash not banked for cash sales and not recorded as Payouts or Pay & Update transactions.
  3. Cash sale monies received on the last day of the month and only banked on the 1st day of the new month that were not reflected as deposits in the Cash Book for the last trading day.

The few cents difference as a result of VAT rounding can be ignored, anything greater than that should be investigated.

CASH CONTROL ACCOUNT
Debits integrated into the Cash Control Account Credits integrated into the Cash Control Account
MONTHLY CASH SALES

Department Cash Sales from POS

This amount is the net cash sales taken from Debtors-Reports-D-4

110,400.00 VAT ON CASH RETURNS

Taken from Debtors-Reports-E

1,400.00
VAT ON CASH SALES

This amount is the net VAT on cash sales taken from Debtors-Reports-E

15,400.00 PAYOUTS TO CREDITORS

Pay & Updates + POS Pay-outs taken from Creditors-Reports-6

24,000.00
RECEIPTS FROM DEBTORS

Taken from Debtors-Reports-E

200,000.00 DEBTORS RECEIPTS

Direct deposits taken from Cash Book-Reports-2

25,000.00
MONTHLY C/BOOK INCOME

Other Income i.e. Daily banking of Speedpoint & cash/cheques from Cash Control POS

275,400.00
325,800.00 325,800.00

STEP 6:
Gross Profit Journal
General Ledger Enquiries & Report, Income Statement

Note the amount for the Total Gross Profit & update the Journals.xls from the Gross Profit reports for each branch & the difference to be posted to A/C 12200 for Head Office.
Update the Journals.xls with the amounts for VAT on Cash Sales for each branch from the reports printed earlier.
These journals now need to be captured into the ledger. See notes on Journal Entry below.

To process Journal Entries
Transactions; Journal Entry; New Batch

Select Current for journals affecting current month &Past for previous months within the current financial year.

Insert (+) to enter the journal information – account code, narration, amount, journal reference number, debit or credit. Deletion & editing of line items is allowed.

To edit a journal batch:                 Transactions; Journal Entry; Edit

To update the journal batch: Transactions; Batch Update; F2 to tag; Esc to update

Standing Journal Update
Transactions; Standing Journal Update
Create or edit a Standing Journal

Maintenance; Standing Journals; Insert(+) for new standing journal

  • Click on to insert the Journal details.
  • Enter the Account number or use the select facility to view and select from the current Chart of Accounts.
  • Enter the Journal Details, Amount and indicate whether the journal is a Debit or a Credit value.
  • Click on to save.
  • Click on to insert the Contra Account details.
  • Note: Only Journals which are in balance will be saved. Total Debits must equal Total Credits.
  • Journal adjustments can be made by clicking on: , ,
  • to print journal entry.
  • Click on and click on to save.
  • Click on to return to the Maintenance Menu.

STEP 7:
General Ledger Enquiries & Reports (Optional to print & export to CSV facility once Trial Balance has been satisfactorily cross-checked & all journals processed.)

When printing or exporting each of these reports, change the date to the last day of the month you are reporting on.
Trial Balance:               Enquiries/Reports; Trial Balance; P to print or * to export;

Income Statement: Enquiries/Reports; Income Statement; P to print or * to export

Balance Sheet:                     Enquiries/Reports; Balance Sheet; P to print or * to export

STEP 8:
Indexing data files is processed in the General Ledger Menu
Utilities; Index Files; Choose Current (because you have not run a month ended yet!)

STEP 9:
BACKUP !
Use a new disk for this period & label it GL Month end e.g. MAY 2009

STEP 10:
GENERAL LEDGER Period End is processed in the General Ledger Menu
Ensure that all entries have been processed before proceeding. The period end is required before integrating the next month.
Utilities; Month-End

N.B. ENSURE THAT YOU MONTH END INTO THE CORRECT MONTH!!!

STEP 11:
Check your System Status:
In General Ledger Menu:Enquiry/Reports; System Status. Make sure that you are now in the following month.

Check your archived data to confirm that you have month-ended into the correct month:
In General Ledger Menu: Go to Enquiry/Reports; F6 into the previous month; Ledger Account. Type in account no. 9000 & confirm that the month you have just integrated has the correct transactions.

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