General Ledger Support Document
Open as: PDF or Word Document
I. Installation
Table of Contents
Click on "I. Installation" from the Main Menu and the following window will appear:
Installation
The "Options" tab
- Check for Overspending Budget : This choice is available to warn the user of transaction postings that will take an account over budget.
- Ask before accepting transfers : Transfers from other modules such as Accounts Payable can automatically be posted to the General Ledger or be held until accepted by the users.
- Allow out of balance Funds : The option of allowing funds to post and report out of balance is not common. Review your choice with your CPA firm.
- Report True Accounting Signs : The balances of credits will show as negative when this option is set to "Yes." When this is set to "No," NEMRC will report all balances as positive unless the balance is opposite of expected.
- Use Encumbrances : Choose the option whether to use encumbrances. This option will be recognized by other modules.
- Use One Encumbrance Account : Decide if you are using one encumbrance account in the entire chart or an encumbrance account per fund. The best practice is to use one account per fund.
- Create Automatic Due To/From Entries : NEMRC can automatically balance cross fund entries by defined accounts with this option set to "Yes." The user would be required to post funds in balance if this option is set to "No."
- Last General Journal Number Used : General Journal numbers are assigned by the system and you can set the value here to your choice. Posting will add one to this value during the next General Journal entry.
- Posting Types Allowed : Check off the options for posting types allowed in the Post Transactions Screen. The Posting Register Report offers reporting for each of these types separately.
- OK : Click "OK" to save changes and return to the previous screen.
- Cancel : Click "Cancel" to cancel and return to the previous screen.
The "Accounts" tab
It is important that all funds have the same account numbers defined for all accounts below except the digits representing the fund. The system will report if any defined accounts needed are missing. Accounts are set up in "2. Account Maintenance" from the Main Menu. The system will test for, and automatically activate/create standard accounts defined under the Account tab for all funds. If this is the case, the system will report on what it does.
- Fund Balance Account : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- Budget Fund Balance : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- Reserve for Encumbrance : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- Prior Year Reserve : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- Due to other Funds : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- Due from other Funds : Type in the General Ledger Account number or click on the "Find" button and select from the "Lookup" menu.
- OK : Click "OK" to save changes and return to the previous screen.
- Cancel : Click "Cancel" to cancel and return to the previous screen.
The "Function Keys" tab
- Function Keys : These are used to set shortcuts for common phrases for easy use, and to save you from having to retype something multiple times. When a value is assigned from the point of the cursor placement the function key with the assignment can be used to populate fields.
Each of these fields are linked to the "Function Key" that is to its left. This means that when you hit the "F" key on the keyboard, the text you entered for that "Function Key" will appear. - OK : Click "OK" to save changes and return to the previous screen.
- Cancel : Click "Cancel" to cancel and return to the previous screen.
