General Ledger FAQ

Can I Make Journal Entries to a Closed Accounting Period?

Yes. Make the required entries and simply “re-close” the closed period. Enhanced will then move only the new journal entries to the closed period. Category: General Ledger

I have a Standard List of Journal Entries that I make each Month. The only difference in these entries is the dolla ammounts. Is there a way that I can set up standard journal entries that "recur" each month?

Click on the Reports tab and select AUD Report. If you wish to report on the year 2006, enter 2007 in the Year for the AUD to be created. Click on Create AUD Report. Click File, and then Close. Now click on View AUD report. Note: the totals for the AUD will be listed under Current Year (current year column contains the 2006 totals for the current year’s submittal (2007) for the AUD report).

I need to track deposits I've made to certain revenue accounts. How do I do it?

When making the journal entry to record receiving money against a revenue account, be sure to enter the “deposit number” as part of the description. Then, click on the Inquiry tab (General Ledger) and select Selective Account Detail. Enter a date range, click on the G/L Detail – Selective Account radio button and double click on the revenue account(s) that you wish to review. Click OK. You’ll now be able to print a report that will display what was deposited; account(s) deposit numbers and amount(s). Note: the Disbursements & Receipts module addresses this issue by automatically reporting on both expenditures and revenues.

I used the wrong date when making a journal entry. What's the best way to correct it?

Edit the journal entry by clicking on the Edit button (General Ledger Module – Add/Edit Journal Entries) and select the appropriate batch #. Simply enter “zero” in place of all the debit / credit values and click File then Close. Now re-enter the journal entries using the correct date.

One of the general ledger appropriation accounts I entered is showing up as revenue in my chart of accounts

Go to the General Ledger module – Data Entry tab and select Add/Edit Account Control Specifications. Change the High G/L # to a three (or any other single digit number) then click File – Close. You’ll see an hourglass for a few seconds while the system re-indexes the chart of accounts. Don’t forget to change back the High G/L# that was altered

What's the easiest way to enter budget amounts?

A simple way to enter a “lump sum” budget amount for operating statement g/l accounts. The respective budget entries are tracked through out the year, and reported on the Operating Statement report. Highlight the Fiscal Year (upper left of screen) by holding down the left mouse button and dragging it across the fiscal period (i.e. 2000001). Change it to the current fiscal year (i.e. January 2004 would be entered as 2004001…..the year 2004, followed by the month 001). Click on the GL to Budget button (upper right) if this is the first time entering budgets or new fiscal year). Select individual g/l account numbers (click on each one) or select all g/l account numbers (by holding down the left mouse button and dragging it down highlighting all the g/l numbers listed). Click the arrow in the center pointing to the right. All the selected g/l numbers will move to the right container. File close to return to the budget entry screen. Now, simply enter the early budget for respective g/l account numbers (under Enter Yearly Budget). The entries may be corrected, changed and/or updated as required by returning to this screen and changing the amount(s).

I need to know all the debits and/or credits for a specific G/L account number or series of numbers

Click on the Inquiry tab in General Ledger and select “Selective Account Detail”. Adjust the beginning and ending dates if necessary, then click on the radio button next to “G/L Detail – Selective Account”. Double click on the g/l number(s) shown on the left side of the screen, then click ok. For a better display of information, click on print preview or print button.

How do I close an accounting period?

Enhanced closes (updates) accounting periods by using the Trial Balance report found in the general ledger module. Run the report for the accounting period that you wish to close. Select the first fund (usually General Fund A) and print the report to screen. Once you’ve printed the report, click File, and then Close. Providing that you are in balance (debits equal credits) the system will ask if you’d like to update (close) an accounting period. Click OK and select the respective accounting period to be closed. Enhanced will then check all the other funds for the specified accounting period, and close all funds for that period. If one or more funds are not in balance, none of the funds will be closed

I need to "re-open" a closed accounting period

Click on the Actions tab while in the general ledger module. Select “Rollback Closed Periods”. Click OK to roll back the previously closed period, then click Cancel to leave this menu step.

Please give me an "easy" example of a Due From .. Due To

Example – moving money from General Fund 1 to Water Fund 2 Setup Setup Due From account in the General Fund Setup Due To account in General Fund Setup a Due From account in Water Fund Setup a Due To account in the Water Fund Moving Money (General Fund) Debit Due From Account (Debit) Due To Account (Credit) Due To (Debit) Cash (Credit) (Water Fund) Due To (Debit) Due From (Credit) Due From (Credit) Cash (Debit)

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