General Ledger Administration Tables

Pear Tree
2016-11-10 15:47

Service – Administration – Service Sale Codes

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-        Used only in Service when closing a WO.

-        Inventory GL Account – Control Account

-        Sales GL Account – Income Account

-        Cost of Sales GL Account – Expense Account

 

Physical Inventory and Part Quantity Adjustment both deal with GL transactions. 

-         Involves the Inventory account and the Inventory Adjustment account.  

-        Sometimes the Inventory Adjustment Account is separate; sometimes it is the same as the COS Account.

-        When doing an adjustment it is one to one: one adjustment = one transaction.

-        When doing Physical Inventory, it creates one transaction for everything, regardless of the Part.

-        If different accounts are used, a different dr/cr transaction line will be created.

-        Credit Inventory Adjustment – Found Inventory (more than what was in the system).

-        Debit Inventory Adjustment – Lost Inventory (less than what was in the system).

 

Finance – General Ledger – Administration – Fix Invalid

Fixes any accounts which will not Post because of an Invalid accounts or information.

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Transaction #:

-        Shows all Invalid transactions in the system.

-        Manually enter the transaction number or click on the Underlined link to choose from the Table.

 

GL Account:

-        Manually enter the Account or click on the Underlined link to choose from the Table.

 

Ctrl Acct/Account Description:

-        Defaults in from the GL Account.

-        Cannot be edited in this window.

 

Debit Amount/Credit Amount:

-        Enter the correct amounts to balance the Transaction.

 

Account Line Description:

-        Manually enter a description for the transaction.

 

Transaction Balance:

-        Has to be 0.00 in order to Submit.

 

Finance – General Ledger – Administration – GL Tables – Categories

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Category Code:

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-        Some reports sort the information by Category Code not Sort Code.

-        Creates Subtotals on a Financial Report.

-        If using Peartree Chart of Accounts, this is pre-populated.

-        If not pre-populated, Dealership needs to create its own.

-        Manually enter the Code to be submitted.

-        If looking at a Code already in the system, manually enter into the field or click on the Underlined link to choose from the Table.

-        Alphanumeric but best to use a digital code.

-        Best not to mix numbers and letters.

 

Description:

-        Alphanumeric.

-        Freeform.

-        Shows in the dropdown on for Category Code on different windows and reports.

 

Sort Key;

-        Allows reports to be sorted by the Sort Key and not the Category Code.

-        Alphanumeric but best to use digits.

 

Cost of Sales Category:

-        If checked, shows the Gross Profit in the P & L Report.

 

FISCAL CALENDAR

 

This is part of the Initial set up at any site.  A Fiscal Calendar has to exist before any kind of Transaction can be created.

 

Finance – General Ledger – Administration – GL Year End – GL Fiscal Year

 

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GL Year Sequence:

-        First year will be 1000.

-        A sequential number.  Each new year adds to it (1001, 1002 etc.).

-        Manually enter the Year of interest or click the Underlined link to choose from the Table.

-        If choosing a previous year, a warning will appear.

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GL Fiscal Year:

-        Shows the Fiscal Year.

 

GL Fiscal Year Description:

-        Describes Fiscal year, usually beginning month/year to end month/year.

-        Alphanumeric.

-        Freeform.

 

GL Fiscal Period:

-        Usually abbreviation of the month and the last two digits of the year (January 2012 = JAN12).

-        Once set up, never have to do again.  System will automatically fill in when Year is rolled.

 

Period Description:

-        Description of the Fiscal Period.

-        Alphanumeric.

-        Freeform.

 

Period Start Date:

-        Month/Day/Year the Fiscal Period starts.

 

Period End Date:

-        Month/Day/Year the Fiscal Period ends.

 

New Year:

-        Once the first year has been set up, and Year End, creates the Periods for the next Fiscal Year.

 

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