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 Copyright 2002 ACCPAC International, Inc. All rights reserved.

ACCPAC International, Inc.
Publisher
No part of this documentation may be copied, photocopied, reproduced, translated,
microfilmed, or otherwise duplicated on any medium without written consent of ACCPAC
International, Inc.
Use of the software programs described herein and this documentation is subject to the
ACCPAC International License Agreement enclosed in the software package.
ACCPAC, the ACCPAC logo, and Simply Accounting are either registered trademarks or
trademarks of ACCPAC International, Inc. or its affiliates in the United States and/or other
countries. All other marks are trademarks or registered trademarks of their respective
companies.

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EXHIBIT A
TM

SupportPlus

Program

Terms and Conditions

1.

The following terms and conditions govern the relationship between Client and ACCPAC International,
Inc. (ACCPAC) with regard to the services to be supplied for the Products.

2.

Levels of service during the term of the Agreement:

Bronze provides product upgrades and updates

Silver provides product upgrades and updates; TechnoPedia; and callback support technician
service up to 12 issue resolutions (North America Only)

Gold provides product upgrades and updates; TechnoPedia; callback support technician service;
unlimited issue resolutions; support analyst service; system analysis service; environment profile;
orientation and quarterly review (North America Only)

3.

Products: Client must be on the then-current version of the Product to purchase SupportPlus. Client
represents and warrants that the Products included are all the Products currently licensed from
ACCPAC.

4.

SupportPlus Fee: The SupportPlus fee (Fee) will be based on the then-current list price. Multi-year
options are also available. ACCPAC agrees to invoice the Client for the Fee forty-five (45) days in
advance of the due date. Client agrees to pay the Fee as invoiced. Fees are non-transferable and nonrefundable.

5.

Lapsed SupportPlus Coverage: To resume SupportPlus coverage after a lapse, Client must purchase a
minimum of one (1) full year of Service and pay a Reinstatement Fee. The Reinstatement Fee will be
ten percent (10%) of the then-current Fee for each month of lapsed coverage, as well as a surcharge of
ten percent (10%) of the Fee.

6.

Upgrades: Clients who are not current on SupportPlus and desire to purchase a Product upgrade may do
so by contacting an ACCPAC Business Partner (ABP).

7.

Term of Agreement/Renewal: This Agreement shall commence on the first date payment is received by
ACCPAC and will continue for the period set forth on the invoice (Term), but in no event less than
twelve (12) months or until terminated by providing ACCPAC with thirty (30) days written notice. The
Fee is not refundable.

8.

Additional Services: Additional services may be purchased at ACCPACs then-current published rates.
All expenses incurred by ACCPAC, including reasonable transportation and lodging, shall be paid for
by Client. The Fee and availability of international on-site visits shall be determined on a case-by-case
basis.

9.

Audit: Client shall permit ACCPAC and its representatives and agents to conduct periodic audits of
Clients Products.

10. Client Responsibility: Client is responsible for maintaining the security of its Client ID number. Under
no circumstance shall Client allow persons other than employees of ABPs of Record to use its Client ID
number. Clients ABP may be changed at any time by completing the Change of Business Partner of
Record Designation Form.
11. Limitations: ACCPAC shall have no obligation to support altered, damaged or modified Product, or to
remedy problems caused by: (i) Clients negligence, abuse or misapplication of the Product; (ii) use of
the Product other than as specified in the ACCPAC documentation; or (iii) hardware malfunctions,
software not licensed by ACCPAC, or Product which is not the then-current release. Client agrees, at its
expense, to assist ACCPAC in its obligations hereunder by providing documentation of problems and
test data. ACCPAC shall have no obligation to resolve problems if Client fails to reasonably cooperate.
Support shall be provided in the English language, except as otherwise agreed by the parties and subject
to payment of any additional fees required by ACCPAC in connection therewith.
12. Limitation of Liability: ACCPAC liability for damages from any cause of action whatsoever relating to
ACCPACs agreement to provide services shall be limited to the amount paid by Client for the services
for the applicable year. ACCPACs liability shall be further limited as provided in the End User License
Agreement between Client and ACCPAC for the Product, which may be either a signed agreement or
electronic end-user license accompanying the Product (respectively EULA).

THESE TERMS AND CONDITIONS CONSTITUTE A SERVICE CONTRACT AND NOT A

PRODUCT WARRANTY. THE PRODUCT AND ALL MATERIALS RELATED TO THE
PRODUCT ARE SUBJECT EXCLUSIVELY TO THE WARRANTIES SET FORTH IN THE EULA.
THIS AGREEMENT IS IN ADDITION TO THE EULA AND DOES NOT CHANGE, EXPAND OR
SUPERSEDE ANY TERM OF THE EULA EXCEPT TO THE EXTENT UNAMBIGUOUSLY
EXPRESSED TO DO SO.
IN NO EVENT SHALL ACCPACS AGGREGATE LIABILITY FOR ANY CLAIM HEREUNDER
EXCEED THE FEES PAID TO ACCPAC FOR THE PRECEEDING TWELVE (12) MONTH PERIOD.
13. Force Majeure: Neither party shall be held responsible for any reasonable delay or failure in
performance hereunder caused by fires, strikes, embargoes, acts of nature, or other causes beyond their
reasonable control.
14. Default and Termination:
a)

If Client breaches any of the terms, conditions or provisions of this Exhibit A, and fails to cure such
breach within thirty (30) days after written notice thereof, ACCPAC shall have the right to
terminate the Services without further notice.

b)

In the event of Clients breach, ACCPAC may, in addition to the right to withhold its performance
under and/or terminate this Agreement, avail itself of all other rights, remedies and causes of action
available at law, in equity or otherwise, against such party for damages as a result of such breach.
Unless otherwise provided in this Agreement, remedies shall be cumulative and there shall be no
obligation to exercise a particular remedy.

c)

Any expiration or termination of this Agreement shall not prejudice, limit, or restrict any other
rights or remedies either party may have arising prior to such expiration or termination. ACCPAC
shall be under no obligation to refund any amounts paid by Client.

Contents
Chapter 1: Introducing the User Guide
How to Use This Guide ......................................................... 11
How to Use the General Ledger and Financial Reporter Manuals ................... 12
The General Ledger Getting Started Manual .................................. 12
The General Ledger User Guide ............................................. 13
The Financial Reporter User Guide........................................... 13
Where To Now ................................................................ 13

Chapter 2: What You Need to Know Before Using

General Ledger
Sources of General Ledger Batches ............................................... 22
Posting........................................................................ 23
Provisional Posting ......................................................... 24
Processing Multicurrency Transactions ....................................... 25
General Ledger Transaction Processing Chart ................................. 27
Creating General Ledger Journal Entry Batches ................................... 27
Journal Entries and Details .................................................. 28
Using the Journal Entry Form ............................................... 29
Information Posted with Each Batch ........................................ 210
If the Batch Contains Errors ................................................ 211
Creating Other General Ledger Batches ......................................... 212
Allocation Batches ......................................................... 212
Revaluation Batches ....................................................... 214
Export Batches for Reuse ................................................... 216
Batches from ACCPAC Advantage Series and ACCPAC Plus Subledgers ....... 217
Imported Batches ......................................................... 218
Recurring Entries.......................................................... 219

User Guide

iii

Posting Batches ..............................................................

Posted Transactions .......................................................
Posting Journal ...........................................................
Posting Batches to a Previous Year .........................................
Reviewing Batches............................................................
Displaying Batches........................................................
Printing Batches ..........................................................
Period End and Year End .....................................................
Create New Year .........................................................
Period End Maintenance ..................................................
Consolidate Posted Transactions ...........................................
Transaction Flow in Integrated ACCPAC Applications ...........................
Where To Now? ..............................................................

220
222
223
224
225
225
226
226
227
228
228
229
230

Chapter 3: Maintaining Accounts

Account Maintenance .......................................................... 32
Before Using .............................................................. 32
How to Use ............................................................... 36
After Using .............................................................. 311
Changing and Deleting Account Information .................................... 311
Deleting Accounts ........................................................ 312
Chart of Accounts ............................................................ 313
Budget Maintenance .......................................................... 313
Before Using ............................................................. 314
How to Use .............................................................. 315
Deleting Budget Sets ...................................................... 319
Account History Inquiry ...................................................... 320
How to Use .............................................................. 321
Transaction History ........................................................... 322
Before Using ............................................................. 323
How to Use .............................................................. 323
Fiscal Set Comparison......................................................... 324
Before Using ............................................................. 324
How to Use .............................................................. 325

iv

ACCPAC General Ledger

Source Currency Inquiry ....................................................... 325

Before Using .............................................................. 326
How to Use ............................................................... 326

Chapter 4: Transaction Processing

Journal Entry .................................................................. 42
Before Using ............................................................... 42
Using the Journal Entry Data Entry Form ..................................... 44
How to Use the Journal Entry Form ......................................... 412
After Using ............................................................... 415
The G/L Batch List Form ...................................................... 416
Before Using .............................................................. 416
How to Use ............................................................... 417
After Using ............................................................... 418
Import and Export Batches ..................................................... 418
Before Using .............................................................. 418
How to Use ............................................................... 419
After Using Import ........................................................ 420
Retrieve Batches .............................................................. 420
Before Using .............................................................. 420
How to Use ............................................................... 421
After Using ............................................................... 422
Batch Listing (Report) ......................................................... 422
Post Batches .................................................................. 422
Before Using .............................................................. 423
How to Use ............................................................... 425
After Using ............................................................... 425
Report Posted Transactions .................................................... 425

Chapter 5: Periodic Processing

Periodic Processing Overview ................................................... 51
Viewing Periodic Processing Icons ........................................... 52

User Guide

Create New Year .............................................................. 53

Before Using .............................................................. 54
How to Use ............................................................... 55
After Using ............................................................... 56
Period End Maintenance ....................................................... 56
Before Using .............................................................. 57
How to Use ............................................................... 57
Consolidate Posted Transactions ................................................ 57
Before Using .............................................................. 58
How to Use ............................................................... 59
After Using .............................................................. 510
Create Allocation Batch ....................................................... 510
Before Using ............................................................. 510
How to Use .............................................................. 511
After Using .............................................................. 512
Create Revaluation Batch ...................................................... 512
Before Using ............................................................. 513
How to Use .............................................................. 514
After Using .............................................................. 515
Creating a Recurring Entry Batch .............................................. 515
Before Using ............................................................. 515
How to Use .............................................................. 516
After Using .............................................................. 517
Clear History ................................................................ 517
Before Using ............................................................. 517
How to Use .............................................................. 518

Chapter 6: Reports
Printing Reports and Financial Statements ....................................... 62
Audit Reports and Listings ..................................................... 63
Viewing G/L Reports ...................................................... 63
Report Icons and Forms .................................................... 63
Chart of Accounts ............................................................. 64
Trial Balance .................................................................. 69
Transactions Listing .......................................................... 614

vi

ACCPAC General Ledger

Source Journals ............................................................... 618

Batch Status .................................................................. 622
Batch Listing ................................................................. 624
Posting Journals .............................................................. 626
Account Structures ............................................................ 630
Segment Codes ............................................................... 631
Source Codes ................................................................. 633
Source Journal Profiles ........................................................ 635
Revaluation Codes ............................................................ 636
Options ...................................................................... 637
Recurring Entries Report ...................................................... 639
Financial Reports ............................................................. 641
Saving Report Values by Printing to a File ................................... 642

Appendix A: Error Messages

Using Online Message Help .................................................... A1

Appendix B: Setup Checklist and Data Entry Forms

General Ledger Setup Checklist ................................................. B1
General Ledger Data Entry Forms ............................................... B2
Sample Setup Checklist and Data Entry Forms .................................... B3

Appendix C: Importing and Exporting

Import and Export Functions ...................................................
G/L Import and Export Data ...................................................
Account Master ...........................................................
Account Fiscal Sets ........................................................
Account Mappings ........................................................
Journal Header and Journal Detail ..........................................
Revaluation Code .........................................................
Segment Codes ...........................................................
Source Code ..............................................................

User Guide

C1
C2
C3
C4
C4
C5
C6
C6
C6

vii

Source Journal Profile ...................................................... C6

Structure Codes ........................................................... C7
Using the Sample Chart of Accounts ............................................ C7
Using the Sample Chart of Accounts Without Changes ........................ C8
Steps for Creating a General Ledger with the Sample Chart of Accounts ........ C8
Chart of Accounts for General Ledger Sample Data .......................... C14

Appendix D: General Ledger Security

Group Security ................................................................ D1

Appendix E: Technical Information

Creating Macros ...............................................................
Running Visual Basic Macros in General Ledger ..............................
Examples of Visual Basic Macros ............................................
Multiuser Considerations ......................................................
Global Locks ..............................................................
Single-User Processes ......................................................
Multiuser Data Protection ..................................................

Index

viii

ACCPAC General Ledger

E1
E1
E2
E5
E6
E7
E7

Introducing
the User Guide

Chapter 1
Introducing the User Guide
This chapter introduces you to the General Ledger User Guide. The
User Guide contains an overview of General Ledger processing as
well as detailed information about the day-to-day and periodic
operations of General Ledger.

How to Use This Guide

Use the General Ledger User Guide to find information about the
following:
Chapter 2, What You Need to Know Before Using General
Ledger, presents an overview of General Ledger processing and
provides you with the information you need as you enter
transactions and perform periodic maintenance tasks.
Chapter 3, Maintaining Accounts, describes the tasks
involved in defining and maintaining accounts.
Chapter 4, Transaction Processing, describes the tasks
involved in entering and processing transactions, and reviewing
the audit trail in General Ledger.
Chapter 5, Periodic Processing, describes the tasks you
perform at year end to prepare for the new fiscal year. Chapter 5
also includes information on consolidating posted transactions,
on periodic allocation of account balances, on creating batches of
recurring entries, on revaluation of source currency amounts in
multicurrency systems, and on clearing history.
Chapter 6, Reports, shows you examples of General Ledger
reports and lists, and describes their features.
Appendix A, Error Messages, contains an alphabetical listing
of the messages you might encounter while using the
application, and tells you how to respond to each situation.

User Guide

11

How to Use the General Ledger and Financial Reporter Manuals

Appendix B, Setup Checklist and Data Entry Forms, explains

how to print data entry forms and checklists designed to ease
General Ledger setup and daily data entry tasks.
Appendix C, Importing and Exporting, describes General
Ledger's importing and exporting functions and explains how to
create files of account and transaction information to import into
General Ledger.
Appendix D, General Ledger Security, lists the General
Ledger task groups to which security can be assigned.
Appendix E, Working with Macros, contains information about
General Ledger programs and files. This appendix is intended
for persons with some programming knowledge who want to
create macros for use with General Ledger.
The Index contains an alphabetical listing of topics in this guide,
with corresponding page-number references.

How to Use the General Ledger and Financial

Reporter Manuals
The General Ledger and Financial Reporter package contains
this General Ledger User Guide, the General Ledger Getting Started
manual, and the Financial Reporter User Guide.

The General Ledger Getting Started Manual

The Getting Started manual introduces the General Ledger and
Financial Reporter software and documentation. It provides an
overview that will help you make best use of General Ledgers
powerful features and then steps you through starting and
setting up the application. It also contains instructions for
converting your data from the ACCPAC Plus Financial Reporter
to ACCPAC Advantage Series.
The Getting Started manual also includes tutorial lessons that will
help you learn to use General Ledger.

12

ACCPAC General Ledger

Converting from
ACCPAC Plus
General Ledger

If you are converting your data from ACCPAC Plus General

Ledger to ACCPAC Advantage Series, see the Converting from
ACCPAC Plus Accounting manual, which comes separately.

The General Ledger User Guide

The General Ledger User Guide contains an overview that will help
you understand General Ledger processing. The User Guide also
details daily and periodic processing and maintenance
procedures, and tells you when and how to use each procedure.
You can see examples of reports with suggestions for when to
print. The appendixes in this guide describe the import and
export features and provide other technical information for
advanced or otherwise interested users.

The Financial Reporter User Guide

The Financial Reporter User Guide is your guide to developing
customized financial statements. Use Financial Reporter if the
predefined balance sheets and income statements included with
General Ledger are not suitable to your needs.

Where To Now
Read Chapter 2, What You Need to Know Before Using General
Ledger, in this guide for an overview of General Ledger
processing. Refer to Chapter 3, Maintaining Accounts, Chapter
4, Transaction Processing, Chapter 5, Periodic Processing,
and Chapter 6, Reports, in this guide for information about
using particular General Ledger maintenance, processing, and
reporting functions.

User Guide

13

Introducing
the User Guide

Where To Now

Before Using

Chapter 2
What You Need to Know
Before Using General Ledger
Sources of General Ledger Batches ............................................... 22
Posting........................................................................ 23
Provisional Posting ......................................................... 24
Processing Multicurrency Transactions ....................................... 25
General Ledger Transaction Processing Chart ................................. 27
Creating General Ledger Journal Entry Batches ................................... 27
Journal Entries and Details .................................................. 28
Using the Journal Entry Form ............................................... 29
Information Posted with Each Batch ........................................ 210
If the Batch Contains Errors ................................................ 211
Creating Other General Ledger Batches ......................................... 212
Allocation Batches ......................................................... 212
Revaluation Batches ....................................................... 214
Export Batches for Reuse ................................................... 216
Batches from ACCPAC Advantage Series and ACCPAC Plus Subledgers ....... 217
Imported Batches ......................................................... 218
Recurring Entries.......................................................... 219
Posting Batches ............................................................... 220
Posted Transactions ....................................................... 222
Posting Journal ........................................................... 223
Posting Batches to a Previous Year .......................................... 224
Reviewing Batches ............................................................ 225
Displaying Batches ........................................................ 225
Printing Batches ........................................................... 226
Period End and Year End ...................................................... 226
Create New Year .......................................................... 227
Period End Maintenance ................................................... 228
Consolidate Posted Transactions ............................................ 228

User Guide

2i

Transaction Flow in Integrated ACCPAC Applications ........................... 229

Where To Now? .............................................................. 230

2ii

ACCPAC General Ledger

Before Using
Before Using

Chapter 2
What You Need to Know
Before Using General Ledger
This chapter provides general information about creating,
posting, and reviewing batches of accounting transactions. It
discusses periodic procedures such as clearing obsolete history
and making your data ready for a new fiscal year.
Chapter 4, Transaction Processing, and Chapter 5, Periodic
Processing in this manual describe in detail the forms you use
for processing General Ledger.
For an explanation of General Ledger account structure and data
processing options, see Chapter 2, What You Need to Know
Before Setting Up General Ledger, in the Getting Started
manual.
All transactions are
entered in batches

ACCPAC General Ledger is a batch-oriented accounting

system. All financial transactions are grouped together and
entered in batches before they are posted to general ledger
accounts.
The General Ledger batch system has the following features:

Transactions are
Journal Entries

You can organize your transactions by type.

You can print, verify, and correct transactions before you

post them.

You can post transactions temporarily to test their effect.

You can establish a reliable, detailed, and complete audit

trail.

In a manual accounting system, transactions are recorded as

journal entries, with a debit and credit balance, a date, a
description, and whatever comments or references you want to
add. The same is true in ACCPAC General Ledger.

User Guide

21

Sources of General Ledger Batches

Sources of General Ledger Batches

Transactions appear in the General Ledger in batches in several
ways. You can:

Enter individual transactions in General Ledger batches.

Create General Ledger batches with ACCPAC subledgers,

such as Accounts Receivable, Accounts Payable, and Payroll.
Subledgers in the same database create batches directly in
General Ledger. They are available immediately for editing
or posting.

Create batches of recurring transactions automatically in

General Ledger.

Create batches automatically in General Ledger to allocate

account balances to other accounts.

Create batches in General Ledger to revalue source currency

account balances in a multicurrency ledger.

Import batches of transactions that you exported previously

for later reuse.

Import batches of transactions from remote ACCPAC

subledgers and from non-ACCPAC applications, using a
variety of file formats such as CSV, Access, and Excel.

Retrieve batches of transactions from ACCPAC Plus

subledgers.
ACCPAC retrieves subledger batches from version 6.0 or
higher of ACCPAC Plus applications. It will not retrieve
transaction batches from earlier versions of ACCPAC Plus.

You can process subledger, imported, and retrieved batches in

the same way as you create batches in General Ledger. The only
difference is that you can restrict the editing of subledger,
imported, and retrieved batches.

22

ACCPAC General Ledger

Posting

Posting

Until you post batches, you can look at, change, add, and delete
transactions in a General Ledger batch.
You control
batch editing

General Ledger gives you control over the extent of editing

allowed for subledger and non-ACCPAC batches.

Posting sequence
number

General Ledger assigns a unique posting sequence number to

the batch posting run, and attaches this number to each journal
entry it posts.
The posting sequence number is a key auditing reference,
because you can print posted transactions by this number. (You
can also list posted transactions by batch number, transaction
date, source code, currency, and reference.)

Posting auto reversal

entries to last fiscal
period

General Ledger lets you post auto-reversing journal entries in

the last fiscal period of the year without having to create the
new fiscal year first. When you post entries for the current year,
General Ledger automatically creates a batch of reversing entries
for the new fiscal year. You must post these reversing entries
once you create the new year.

You cannot edit

posted transactions

Once a batch is posted successfully, you can change the effects

of its transactions only by posting adjustments in another
batch.

List batches before

you post them

To make sure your batches are error-free before you post them,
turn on the option to force listing of batches. This option forces
you to print each batch before posting it, and gives you the
opportunity to correct errors before posting.

Print the Posting

Journal after posting

After posting, print the Posting Journal for an audit record of

posted transactions.

User Guide

23

Before Using

Posting is the process by which General Ledger adds transaction

amounts and quantities to accounts. When you post a batch of
transactions, General Ledger updates the account balances for
the affected periods. Posting also adds all journal entry details
from the batch to a posted transactions file and deletes the batch.

Posting

General Ledgers method of batch and transaction processing

provides great flexibility at the batch-entry stage, and tight
auditing control during and after posting.
If you carefully maintain and identify source documents, and
print and file all audit trail reports, you will be able to trace any
debit or credit detail from source to financial statement, and back
again.
Online trail

General Ledger also lets you drill down from Transaction

History to transactions originating in ACCPAC subledgers, until
you remove the transaction details from the subledger or you
consolidate General Ledger transactions.

Provisional Posting
If you want to test the effects of posting before you actually post
transactions to ledger accounts, use General Ledgers provisional
posting feature (available in Enterprise and Corporate Editions
only).
Provisional posting lets you post a batch temporarily without
deleting the batches. You can print financial statements with and
without the provisional transaction totals, and you can continue
editing the batches until you post them permanently.
Provisional postings are unposted each time you perform a
normal posting. You must post an open batch provisionally
whenever you want to see the effects of posting temporarily.
To post provisional batches in your General Ledger, you select
the option to allow provisional posting. This option is described
in Chapter 3, Setting Up General Ledger, in the Getting Started
manual.
Provisional posting
sequence numbers

24

A posting sequence number is assigned each time you post

provisional batches. The number is printed with transactions in
the Provisional Posting Journal.

ACCPAC General Ledger

Posting

Processing Multicurrency Transactions

Before Using

You process multicurrency transactions the same way you

process single-currency transactions, although multicurrency
transaction entry provides several additional fields.
In a multicurrency General Ledger, you can:

Single-currency and
multicurrency
subledgers

Enter transactions in the Journal Entry form.

Review and optionally edit transactions from ACCPAC

subledger programs.

Import transactions from non-ACCPAC applications.

Post transactions either provisionally or permanently.

General Ledger interacts with single-currency or multicurrency

subledgers and imported batches as follows:

A multicurrency General Ledger can receive, import, or

retrieve transaction batches from multicurrency or
single-currency subledgers.

A single-currency General Ledger can receive transaction

batches from local multicurrency ACCPAC subledgers and
can retrieve multicurrency batches from an ACCPAC Plus
subledger.
A single-currency General Ledger cannot import
multicurrency batches from remote ACCPAC subledgers.

A single-currency General Ledger cannot import

multicurrency batches from non-ACCPAC applications.
If you want to bring transactions of this type into General
Ledger, you must edit the import file to remove the
multicurrency fields before you can import the transactions.

Setting up a
multicurrency ledger

You must set up Common Services and General Ledger to

accept and process multicurrency transactions by following
these steps:
1.

When you activate Common Services for a new company,

select the Multicurrency option, assign a default rate type,
and select a functional currency. The functional currency is

User Guide

25

Posting

the home office currency in which you intend to maintain

your basic accounting and financial reporting.
Note: You can turn on the multicurrency option at any
time. Once you have turned it on and selected the functional
currency, you cannot change the choices.
If your company is converting to the euro, you need to
export existing accounts, create a new company in ACCPAC,
and import a batch to the new company to post totals in the
euro. (You can use the G/L Consolidations program to make
this task easier.)

Converting to the
euro

2.

Within Common Services, you also define the currencies,

rate types, currency tables, and exchange rates you want to
use. (For information, see the System Manager User Guide.)

3.

On the General Ledger Options form, select the

multicurrency option and assign a default rate type. (See
Chapter 3, Setting Up General Ledger, in the Getting
Started manual.)
Companies based or operating in European Monetary Union
(EMU) member countries that are setting up their General
Ledger for the first time can designate the euro (EUR) as
their functional currency and their national currency as a
reporting currency.

If you want to select

the euro as your
functional currency

If you selected the euro as your functional currency in the

Company Profile form in Common Services, you must
designate a reporting currency rounding account. This
account is used by the General Ledger to ensure that reports
printed in the reporting currency balance.
4.

In General Ledger Accounts, turn on the multicurrency

option for multicurrency accounts, as described in the
Defining Multicurrency Accounts section, in Chapter 2,
What You Need to Know Before Setting Up General
Ledger, in the Getting Started manual.

When you specify a multicurrency account in a journal entry

detail line, the multicurrency data fields become accessible for
that entry.

26

ACCPAC General Ledger

Creating General Ledger Journal Entry Batches

General Ledger Transaction Processing Chart

Create
Batches

Journal
Entry
Batch

ACCPAC
Subledger
Batch

Revaluation
Batch

ist
atches

Allocation
Batch

NonACCPAC
Batch

Recurring
Entry
Batch

Print Batch Listing

Correct Errors

Does the batch contain errors?

Yes

No

Post
Batches

Post Batch
Does the batch contain errors?

Yes

No

Print Audit Trail Reports

and Financial Reports

Print
Posting Journal
Source Journals
G/L Transaction Listing
Batch Status Report
Financial Statements

Figure 2.1 Processing Transactions in General Ledger

Creating General Ledger Journal Entry Batches

This section describes journal entries and suggests procedures to
help you track them.

User Guide

27

Before Using

The following chart illustrates how transactions are processed in

General Ledger.

Creating General Ledger Journal Entry Batches

Journal Entries and Details

A journal entry in General Ledger is like a manual journal entry.
It is entered for a single fiscal period, and the sum of the debits
equals the sum of the credits. General Ledger automatically
assigns a number to each journal entry to identify it for the audit
trail.
Each debit line and each credit line in a journal entry is called a
detail. When you print a report in Detail format, the report lists
every debit line and credit line for the account unless details
were consolidated during or after posting.
For example, if you wrote a check to pay rent, the debit and
credit details might be:
General Ledger Account
5HQW

Debit

Credit



%DQN $FFRXQW



In General Ledger, this is one journal entry with two details.

If one check is written to pay several expenses, the compound
journal entry might look like this:
General Ledger Account
6WDWLRQHU\
6KRS 6XSSOLHV
0LVFHOODQHRXV
%DQN DFFRXQW

Debit

Credit






In General Ledger, this is one journal entry with four details.

The number of possible journal entries in a batch is limited only
by the capacity of your hard disk. As a practical matter,
however, you should limit your batches to the number of journal
entries you can manage easily. You might also enter batches by
type of transaction, by fiscal period, or by source currency to
simplify the audit trail.

28

ACCPAC General Ledger

Creating General Ledger Journal Entry Batches

Using the Journal Entry Form

All details of an entry

are posted to the
same period

All the details for a single journal entry are posted to a single
fiscal period. A single batch can include journal entries and
details for different periods or years. However, it is usually not
a good accounting practice to mix dates, periods, and years in a
batch, because it complicates auditing procedures.

The ADJ adjustment

period

One of the choices at the fiscal period prompt, in addition to

the 12 or 13 regular periods in your fiscal calendar, is the ADJ
or adjustment period. Select ADJ as the fiscal period for final
adjusting entries at the end of your fiscal year. Post adjusting
entries to the ADJ period to keep your final regular fiscal period
balance intact for your audit trail. You can select entries posted
to the ADJ period when you print posting and other audit
reports.
Make sure the adjustment period is unlocked in your fiscal
calendar before you enter and post adjusting entries using the
ADJ period.

The CLS closing

period

Another choice at the fiscal period prompt, in addition to the 12

or 13 regular periods in your fiscal calendar, is the CLS or

User Guide

29

Before Using

You use the Journal Entry form to add batches directly into the
General Ledger. You also use this form to edit general ledger
batches (whether created by an ACCPAC subledger or imported
or retrieved into General Ledger from a non-ACCPAC
application).

Creating General Ledger Journal Entry Batches

closing period. If the closing transactions generated when you

create a new fiscal year contain errors, General Ledger will
create an error batch. You can edit the batch to correct the errors
and then post the batch to the CLS period to keep your final
regular fiscal period balance intact for your audit trail. You can
select entries posted to the CLS period when you print the G/L
Transactions Listing.
Make sure the closing period is unlocked in your fiscal calendar
before you edit and post closing entries using the CLS period.
Each journal entry
must be balanced

General Ledger requires each journal entry to balance before

you can post it, but you can save a journal entry that does not
yet balance.
Being able to save out-of-balance journal entries is useful if
something interrupts your work before you finish an entry that
has numerous details. You can stop and save the work you have
done so far.

Information Posted with Each Batch

You can include all of the following information in each General
Ledger batch of journal entries. Some pieces of information are
required (like the account number with each journal entry
detail), some are supplied by the system (such as the batch
number), and some are optional (like comments, references, and
descriptions). Optional items are generally there to help you
keep better records.
Batch information

For each batch:

Journal entry data

For each journal entry:

210

Batch number (provided by the system).

Description (optional).

Journal entry number (provided by the system).

Description (optional).
Year and Period.
Date (used as the default for journal entry details).
Source code (used as the default for journal entry details).

ACCPAC General Ledger

Creating General Ledger Journal Entry Batches

For each transaction detail line:

Multicurrency detail
data

Line number (supplied by the system)

Reference (optional).
Description (optional).
Account number.
Debit or credit amount, and quantity.
Date (same as journal entry or different for detail).
Source code (same as journal entry or different for detail).
Comments (optional).

If your general ledger is multicurrency, enter the following:

Currency.
Currency rate type.
Currency rate.
Source and functional currency debit or credit amount.

General Ledger supplies the currency rate date for details in

multicurrency transactions.

If the Batch Contains Errors

Journal entries with
errors go into an
unposted batch

During regular (not provisional) batch posting, General Ledger

posts entries that are free from errors and creates an unposted
batch containing any journal entries that contain errors.
Errors include unbalanced journal entries, nonexistent account
numbers, and locked fiscal periods.

Errors in provisional
posting stay in the
batch

Errors in a provisionally posted batch are also not posted, but

they remain in the original batch. The errors are noted in a
report called Provisional Posting Journal Errors, but the system
does not create a new batch to contain the incorrect journal
entries.

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211

Before Using

Journal entry detail

data

Auto reversal (if checked, simultaneously posts reversing

journal entry to the next period).
Entry mode (either quick or normal).

Creating Other General Ledger Batches

You can edit unposted batches of rejected journal entries like

any other unposted batch. In a provisional batch, you edit the
entries listed as erroneous in the Provisional Posting Journal
Errors report. Once you correct the entries, you can post the
batch.

Creating Other General Ledger Batches

General Ledger batches can originate from several sources in
General Ledger other than Journal Entry. Also, ACCPAC
subledgers can create batches of transactions to be posted to the
General Ledger and you can retrieve batches from ACCPAC
Plus. Finally, you can import transactions from remote ACCPAC
Advantage Series subledgers and from spreadsheets, databases,
and other accounting software capable of exporting data.

Allocation Batches
The automatic allocation function creates batches of journal
entries that allocate (distribute) the balances of accounts you
specify to other accounts. For example, after you analyze the
distribution of salaries to cost centers, you can regularly allocate
liability insurance costs to the cost centers according to a
percentage based on your analysis.
You can allocate accounts on an as-needed basis, typically at
period end. You should also perform allocation before printing
final financial statements.
You can put all allocations into the same batch or separate them
into batches by account or by a range for a specified segment.
You also specify the posting date and fiscal period to be attached
to the journal entries.

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ACCPAC General Ledger

Creating Other General Ledger Batches

Contents of
allocation batches

An allocation batch contains a single balanced journal entry for

each account to be allocated. The entry consists of the following
details:
Transaction details containing debit and credit amounts to
be distributed to each allocated-to account, based on your
account setup instructions.

An offsetting detail transaction to the allocated account.

For example, assume that you have provided the following

instructions for allocating the Corporate Accounting & Legal
Fees account (account number 5550-1):
Allocation
Percent

Account

5550-10-1 Accounting & Legal Fees - Dept. 10

40%

5550-20-1 Accounting & Legal Fees - Dept. 20

30%

5550-30-1 Accounting & Legal Fees - Dept. 30

30%

The allocation journal entry created to distribute a balance of

$1000.00 in account 5550-1 looks like this:
Account

 $FFWLQJ /HJDO )HHV  'HSW 

 $FFWLQJ /HJDO )HHV  'HSW 
 $FFWLQJ /HJDO )HHV  'HSW 
 $FFWLQJ /HJDO )HHV

Debit





Credit



When you post this entry, the balance of the allocation account is
reduced to zero and the amount is distributed to the accounts to
which the balance is allocated.
You process allocation batches in the same way as all other
batches. You can modify them using the G/L Journal Entry
form, for example, to add comments, change source codes or
descriptions, or to transfer a remainder amount to another
account.

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Before Using

Creating Other General Ledger Batches

You can print Batch Listings of allocation batches, post them,

and print Posting Journals for them. As a further audit control,
you can also define and print source journals of allocation entries
if you assign a unique source code to allocation transactions.
You can find detailed information about setting up allocations in
the section Allocation in Chapter 2, What You Need to Know
Before Setting Up General Ledger, in the Getting Started
manual. Chapter 5, Periodic Processing, in this manual
discusses creating batches of allocation transactions.

Revaluation Batches
When exchange rates change, you can automatically revalue
multicurrency accounts at the new rates. The procedure creates
batches of transactions to adjust the balances in the accounts you
specify for revaluation. You can revalue as many currencies as
you wish at any time, typically at period end or when currency
rates fluctuate rapidly.
You can list and edit revaluation batches before posting.
Revaluation revalues the functional-currency equivalents of
source currency amounts using a specified exchange rate. It
posts the difference between the new functional currency value
and the old functional currency value to the Unrealized
Exchange Gain or Unrealized Exchange Loss account.
Accounts must be
active before you
can post them

Before posting revaluation batches, make sure the accounts you

assigned as Unrealized Exchange Gain and Unrealized
Exchange Loss accounts and the accounts being revalued are
active. Revaluation will create transactions for both active and
inactive accounts, but you cannot post unless all accounts
involved are active.
If you revalue in the last period of your fiscal year, you should
create the new year before posting.
To illustrate revaluation, assume that account 1040 accepts
transactions in Canadian dollars and in U.S. dollars, the
functional currency for the ledger.

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ACCPAC General Ledger

Creating Other General Ledger Batches

On June 29, 2010, the account had the following balances:

Functional
Equiv. Bal

Jun 29/10

6,000.00 CAD

5,019.60 USD

1,000.00 USD

1,000.00 USD

Master
Balance

Before Using

Date

Source
Balance

6,019.60 USD

On June 30, 2010, the Canadian dollar balance in account 1040

was revalued at a lower exchange rate, resulting in an exchange
loss of $140.80 USD.
When the batch was posted, the functional-currency equivalent
balance for Canadian dollars and the account master balance
were updated by $140.80, as follows:

Date

Source
Balance

Functional
Equiv. Bal

Jun 30/10

6,000.00 CAD

4,878.80 USD

1,000.00 USD

1,000.00 USD

Master
Balance

5,878.80 USD

Using the Unrealized

Exchange Gain and
Loss accounts

The Unrealized Exchange Gain and Loss accounts are the

income statement accounts to which net gain and loss amounts
created by the revaluation function are posted.
The accounts must be multicurrency accounts, because the gain
or loss is posted to the functional-equivalent fiscal set for each
currency, so you can see how much each currency contributes
to the balance.
The transactions created by the revaluation function for each
revaluation code are posted to the Unrealized Exchange Gain or
Unrealized Exchange Loss account specified for the revaluation
code.

Revaluation posts
auto reversal entries

Revaluation transactions are created as automatically reversing

entries. The revaluations posted for any fiscal period are

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215

Creating Other General Ledger Batches

reversed in the next fiscal period, unless you edit the batch and
turn automatic reversal off. Reversing the entries lets you review
the gains and losses on financial statements without realizing
them.
A transaction is created in each fiscal period in the range you
specify in the Create Revaluation Batch form.
Because the transactions are automatically reversed, the effect of
revaluation is completely backed out in the fiscal period
following the last fiscal period you specify for revaluation.
Chapter 5, Periodic Processing, in this manual describes the
revaluation function in detail.

Export Batches for Reuse

The Export function lets you reuse batches of transactions.
Use the Recurring Transactions form to create transactions that
are posted frequently.
To create batches for reuse, you must:
1.

Export an unposted batch of transactions for later import.

2.

Post the original batch.

3.

Import the previously exported batch when youre ready to

enter the transactions.

The system creates a batch of transactions for you to review and

post, and keeps the original transactions in the export batch
location. If necessary, you can assign a different date and fiscal
period to the entries in the new batch. You can then post this
batch. Batches can be imported over and over.
Batches exported for import later are particularly useful for
transactions that you want to post periodically, such as monthly
depreciation entries, accruals, or other monthly journal entries.
To export a batch for importing later, or for any other purpose,
follow the instructions in Appendix C, Importing and
Exporting, in this manual.

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ACCPAC General Ledger

Creating Other General Ledger Batches

Batches from ACCPAC Advantage Series and ACCPAC Plus

Subledgers

ACCPAC Advantage Series subledgers create batches of

transactions in General Ledger.

Remote ACCPAC Advantage Series subledgers create files

of transactions that you can import into General Ledger.

ACCPAC Plus subledgers create files of transactions you can

retrieve in General Ledger.
ACCPAC retrieves subledger batches from version 6.0 or
higher of ACCPAC Plus applications. It will not retrieve
transaction batches from earlier versions of ACCPAC Plus.

Integrating
subledgers with
General Ledger
accounts

To post transactions created by ACCPAC subledgers, you must

use the account numbers you have defined in General Ledger
for the corresponding accounts in the ACCPAC subledgers. For
example, the Accounts Receivable control account numbers
must be the same in both Accounts Receivable and General
Ledger.
When you retrieve subledger batches from ACCPAC Plus, you
can use the DOS Utility, Account Mappings, to map DOS
accounts to ACCPAC Advantage Series accounts.

Consolidating
subledger
transactions

You should consider the amount of transaction detail you

require in your General Ledger when you consolidate batches
in subledger applications. If you want to retain transaction
details, either do not consolidate the G/L transactions in the
subledger application, or select the consolidation option that
leaves you with the type of detail needed to print the reports you
want in General Ledger. (The consolidation option collapses
account details into single balances.)

Consolidation
prevents drilldown

Note, however, that if you consolidate batches in an ACCPAC

subledger, you lose the ability to drill down from General Ledger
to originating transactions in the subledger.

Subledger source
codes

ACCPAC subledgers assign their own source codes to the

details in the batches they create for General Ledger.

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Before Using

Subledger batches can originate in the following ways:

Creating Other General Ledger Batches

You do not have to define these codes in General Ledger. The

codes are automatically added when you activate the ACCPAC
subledger. A description, consisting of the source application
name and the type of transaction, is entered with the code. For
example, the source code AP-AD could include the description
A/P Adjustments.
Source codes for
imported transactions

Before you can import ACCPAC subledger transactions from a

remote site and before you can import non-ACCPAC
transactions, you must add the source codes in the import file
to the list of General Ledger source codes.

Imported Batches
General Ledger can import transactions created by remote
ACCPAC subledgers and by non-ACCPAC applications.
General Ledger treats these imported transactions as regular
batches, integrating the General Ledger with remote ACCPAC
subledgers and custom applications created by third-party
developers.
Data in batches imported from non-ACCPAC applications must
be set up in a way that General Ledger understands. For
information about import file structure, see Appendix C,
Importing and Exporting, in this manual.
During the import process, General Ledger checks the import
file. The system will not import the file if it contains errors, such
as missing source codes, source codes not already in General
Ledger, invalid dates or fiscal periods, extra fields, and data
entered in the wrong order.
General Ledger Import cannot identify incorrect amounts, or
details assigned to the wrong account. To avoid posting errors to
your General Ledger accounts, you should print listings of the
imported batches before you post them, and carefully check for
incorrect entries.
Back up before
importing

218

You should also always back up both General Ledger and the
external file before beginning the import process. If you have
up-to-date backups, you can restore your data if a problem
occurs when you import or post the transactions.

ACCPAC General Ledger

Creating Other General Ledger Batches

Recurring Entries

Preparing Recurring-Entry Records

You use the Recurring Entries form from the G/L Setup folder to
add records for the recurring entries you use. You add recurringentry records as journal entries, entering as many details as you
require.
Specifying the
duration of recurring
entries

You can create entries you intend to apply indefinitely, or you

can create entries that will stop once you have reached a certain
date.
For more information about setting up recurring entry records,
see Recurring Entries, in Chapter 2 in the Getting Started
manual.

Set up schedules in
Common Services,
first

Before you set up recurring entry records, you must create the
schedules that will determine the frequency of the recurring
transactions. The schedule you attach to the recurring entry
record determines the day on which the entry is processed and
whether a user is reminded to process the entry.
You set up schedules using the Schedules form in Common
Services. For more information about setting up schedules, see
the System Manager User Guide.

Creating Recurring-entry Batches

When you are ready to process recurring entries, you use the
Create Recurring Entries Batch form. General Ledger creates
transactions for the amounts specified in the selected recurringentry records.
You can have as many recurring-entry batches as you need in
your General Ledger system at a time.

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219

Before Using

If you enter standard transactions on a periodic basis, for

example, to record depreciation or bank loan payments, you can
generate journal entries automatically using the Create
Recurring Entries Batch form.

Posting Batches

You can edit the batches, print listings for them, and post them
in the same way you process other types of batches.
Assigning batch
numbers, document
numbers, and dates

When you create a recurring-entry batch, General Ledger

automatically assigns the next available batch number to the
batch, and it assigns the next document number to each entry.
General Ledger uses the run date as the batch date, and it
updates the last run date in the recurring entry record.

Posting Batches
You can post batches in General Ledger to permanently update
the data stored for the accounts specified in the transactions, or
you can post batches on a provisional basis to test the effects of
the transactions on your ledger before posting them
permanently. You can post batches at any time, and you can post
as many batches as you want at a time.
Although you will probably post the majority of your batches to
the current year, you can also post adjustments and corrections
to previous years if you select the option to allow posting to
previous years, and the previous fiscal year is active.
Posting does the following:

220

Posts debits and credits to the General Ledger accounts.

Creates an unposted batch of unacceptable journal entries

when errors are found in the entries, and automatically
prints the errors.

Consolidates details for accounts that are set up to be posted

in consolidated format.

Deletes the batches that have been posted.

Creates the Posting Journal.

Records transaction details in posted transaction files from

which they are retrieved for various audit trail reports.

ACCPAC General Ledger

Posting Batches

Provisional posting

When you post batches, either provisionally or permanently,

General Ledger unposts any previous provisional posting. If
you want to keep provisional batches posted over a period of
time, you must remember to repost them provisionally after each
posting run.
Set provisional batches to Ready To Post in the Batch List form,
where you can also post single provisional batches one at a time.
If you want to post more than one batch provisionally, you have
to do it from Post Batches, where you can specify a range.
Back up before
posting

Back up your data before posting. Posting is a complex process

involving all aspects of your data. If posting is interrupted by
hardware malfunction or power failure, by someone
accidentally turning off the computer, or for any other reason,
your data can be damaged.
You can post unposted batches in the range you specify, posting
individual details in the same order as they were entered into
the batches. You cannot post entries to fiscal periods that are
defined as locked on the Fiscal Calendar form in Common
Services.

Force listing of
batches

If you use the option to force listing of batches, you must list
batches before you can post them. You must also reprint the
listings for batches you edit before you can post them.
Your audit trail of posted transactions is strengthened if you
routinely print batch lists and correct errors before you post.
This procedure ensures that all the transactions you group
together in the same batch are posted together and appear on the
same Posting Journal. This procedure simplifies the job of
tracking transactions later on.
Each time you post, a Posting Journal of the transactions is
created with a unique posting sequence number. You should
print the journal and file it as part of your audit trail.

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221

Before Using

When you need to make adjusting entries or other entries you

would like to verify before actually posting the data, you can
post provisionally. Select the option to allow provisional posting
if you want to use this preview feature.

Posting Batches

Posted Transactions
The system deletes each batch after posting it. The only way to
modify the effects of posted entries is by posting adjusting
entries.
Consolidation during
posting

Posting consolidates details for accounts that are set up to be

posted in consolidated format. During consolidation, the debit
and credit details posted to the same account and using the
same fiscal period and source code are netted into a single
amount for the account. The consolidated detail is assigned the
last date of the fiscal period to which the details were posted.
To illustrate how consolidation works, assume the following
details were posted to account 1000 on May 7, 2010:
Period

Source Code

Date

Debit

GL-01

04/29/10

50.00

GL-01

05/01/10

20.00

GL-02

05/02/10

GL-02

05/03/10

40.00

GL-01

05/04/10

35.00

Credit

75.00

The consolidated details posted to account 1000 appear on the

G/L Transactions Listing as follows:
Period

Source Code

Date

4*

GL-01

04/29/10

50.00

5**

GL-01

05/31/10

55.00

5**

GL-02

05/31/10***

Debit Credit

35.00

The detail is not changed by consolidation, because it is the only detail

posted for fiscal period 4.

** The details entered for fiscal period 5 are netted into two totals, one for
source code GL-01, the other for source GL-02.
*** The date assigned to the consolidated details is the last date of the
fiscal period to which they were posted.

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ACCPAC General Ledger

Posting Batches

You can also consolidate details after posting. Note, however,

that you cannot drill down from a consolidated transaction.

The Posting Journal is the audit trail of posted transactions. A

unique posting sequence number is assigned to each journal, to
identify it for auditing and tracking purposes. The journal lists
the batch and entry number for each posted entry, and includes
all the detail lines (debit and credit entries, with their associated
account numbers, descriptions, references, and comments) that
were posted.
You can print provisional postings separately in the Provisional
Posting Journal reports.
Reporting
consolidated
transactions

The Posting Journal lists account details that have been

consolidated during posting (for accounts you have defined to
be consolidated).
The Posting Journal also lists unposted batches, if any, created to
hold entries that contain errors. This information is an important
part of the audit trail for the transactions that cannot be posted
because they contain errors. When you post a batch that contains
errors, the Posting Journal automatically prints the unposted
errors (if any occurred) when posting is complete.
You can also print the errors separately in the Posting Journal
Errors report.

Printing and clearing

Posting Journals

You can print the Posting Journal by a range of account

numbers and a range of posting sequence numbers. At any
time, you can clear (remove) the data for the journal from your
disk using the Clear History form in the Periodic Processing
folder. The clearing process makes space in the file for new
data (to conserve disk space), but does not affect posted
transactions.
You can view a sample Posting Journal in Chapter 6, Reports.

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223

Before Using

Posting Journal

Posting Batches

Posting Batches to a Previous Year

You can post batches of transactions to fiscal periods in any
previous year that is within the number of years for which you
keep transaction detail.
You may wish to post transactions to a previous year to:

Create the opening account balances in a new ledger.

Correct errors in the amounts for a previous year.

Enter adjustments for a previous year, following an audit

completed several months after year end.

Before you can post to a previous year, you must make sure that
the fiscal year exists and select the option to allow posting to
previous years. This option is discussed in Chapter 3, Setting
Up General Ledger, in the Getting Started manual.
During posting to a previous year, all details for balance sheet
accounts are posted to the accounts, and the balances are
updated.
Posting to income
and expense
accounts in a
previous year

With income and expense accounts, two operations take place

when you post to a previous year. First, the system updates the
balance of the fiscal period you post the transaction to and
adjusts the subsequent periods accordingly. Then the final
period balance in the retained earnings account is adjusted by
the same amount.
The result is as though you had posted the transactions when
that period was current, and subsequently closed the account to
retained earnings. The Posting Journal includes the transactions
created to recalculate the amounts closed to retained earnings.
When you post to a previous year, make sure the closing period
in the fiscal calendar is unlocked so the system can post the
closing entries.
After posting to a previous year, you should reprint all financial
statements for the previous year, to produce reports of the
corrected information, then file them with the remaining reports
for the year.

224

ACCPAC General Ledger

Reviewing Batches

Reviewing Batches

Display batch information on the screen.

Print batch information.

Displaying Batches
At any time you can look up batches of journal entries and
details in both the G/L Batch List and Journal Entry forms.
The G/L Batch List form lists all batches in General Ledger,
including posted and deleted batches. From the list, you can
open existing batches (so you can change entries and add
entries), start new batches, post batches permanently, post
batches provisionally, and delete batches.
The G/L Batch List form supplies the following information:

Batch number
Description
Ledger (the application that created the batch)
Last edit date
Ready To Post status (No or Yes)
Batch type (entered manually, from subledger, imported, or
generated)
Batch status (open, deleted, posted, or provisionally posted)
Printed status (No or Yes)
Posting sequence number
Batch total
Quantity Total
Creation date
Number of entries
Number of errors

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225

Before Using

You can keep track of batches in General Ledger by two basic

methods:

Period End and Year End

Printing Batches
You can review batches by either of the following printing
procedures:

In the Batch List and Journal Entry forms, use the Print
command on the File menu to print selected batches.

Use Batch Listing in the G/L Reports folder to print selected

batches.

You can choose among several print destinations: your screen, a

printer, a file, or an e-mail message, or you can schedule the
report for printing at another time. You can also print the G/L
Batch Status Report to obtain information about all batches,
including those you have posted or deleted.
For information about each of the batch reports, see Chapter 6,
Reports.

Period End and Year End

You can perform the period end and year end processing tasks
in the Periodic Processing folder at any time.

226

You can consolidate posted transactions, create recurring

entries batches, automatically allocate account balances, and
revalue multicurrency accounts as needed.

Use the Consolidate Posted Transactions form to reduce the

amount of transaction detail in your ledger. (You can also
consolidate details during posting, as described in
Chapter 3, Setting Up General Ledger, in the Getting
Started manual.)

Use the Create Recurring Entries batch to produce journal

entries that recur on a periodic basis.

Use the Create Revaluation Batch form when you want to

update account balances at new currency exchange rates.
Revaluation is discussed earlier in this chapter in the section
Creating Other General Ledger Batches.

ACCPAC General Ledger

Period End and Year End

Use the Create Allocation Batch form when you want to

automatically redistribute account balances to other
accounts. Allocation is discussed earlier in this chapter in the
section, Creating Other General Ledger Batches.

Use the Clear History form to remove posting journals and

posted batches up to the posting sequence and batch number
you specify.

You can also create a new year and do period end maintenance
at any time. Typically, at year end, you would:

Use the Create New Year form to zero the income and
expense accounts and transfer their balances to the retained
earnings accounts, preparing the ledger for the new year.

Then use the Period End Maintenance form to delete

obsolete accounts, transaction history, and account history
and to reset batch numbers to zero.

Create New Year

You create a new fiscal year when you are ready to begin
entering transactions for the next fiscal year.
The Create New Year function creates and posts entries,
transferring the balances of the income statement (income and
expense) accounts to retained earnings and produces a Posting
Journal of the details.
Make sure the closing period is unlocked in your fiscal calendar
before you create a new year or post income and expense
accounts to previous years.
Create New Year also creates fiscal sets for all your active
accounts for the new fiscal year, and initializes the account
balances as follows:

The system enters the previous years ending balances for

balance sheet and retained earnings accounts as the opening
balances in the new year.

The system enters the opening balances in the income and

expense accounts as zero.

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227

Before Using

Period End and Year End

You can create a new year at any time. However, once you create
a new year, each transaction you post to an income or expense
account in a previous year generates additional transactions to
close the account to retained earnings. The additional
transactions will consume disk space.
You should create the new year before you post transactions set
to auto reverse (which include revaluations) to the last period of
the current year. If you dont, however, posting creates a batch
that you can post once you create the new year.

Period End Maintenance

You can use any of the Period End Maintenance forms at any
time. At the end of a fiscal year, run Period End Maintenance
after you create the new year.
Period End Maintenance clears obsolete data by deleting inactive
accounts and account history older than the number of years of
fiscal sets the system keeps. Period End Maintenance also
optionally deletes transaction history older than the number of
years of transaction detail the system keeps and resets the batch
number to zero.

Consolidate Posted Transactions

The optional function, Consolidate Posted Transactions, lets you
reduce the detail in accounts that have a lot of entries posted to
them, but for which you do not need to permanently record
every transaction.
Consolidation collapses account details into single balances in
one of two ways:

You can create one transaction for each account and fiscal
period.

Or

228

You can create one transaction for each account, fiscal

period, and source code.

ACCPAC General Ledger

Transaction Flow in Integrated ACCPAC Applications

If you consolidate by account and fiscal period only, the result of

consolidation is a single transaction for each fiscal period with a
source code of GL-CO.

A section, Detail and Consolidated Posting, in Chapter 2,

What You Need to Know Before Setting Up General Ledger, in
the Getting Started manual, discusses the account-by-account
option that posts transactions in consolidated format.

Transaction Flow in Integrated ACCPAC

Applications
One of the great advantages of using an integrated ACCPAC
accounting system is that General Ledger can function as the
central part of an integrated accounting and reporting system.
ACCPAC subledgers such as Accounts Receivable, Accounts
Payable, and Payroll create batches of General Ledger
transactions, which you can edit and post in General Ledger.
This section summarizes the interaction that occurs between
General Ledger and the subledger applications.
The ACCPAC subledgers listed below create transaction batches
in General Ledger:
Accounts Receivable. Generates General Ledger transactions
when you post invoices, cash receipts, adjustments, interest
charges, and recurring charges.
Accounts Payable. Creates transactions for General Ledger
when you post invoices, adjustments, and manual checks, and
when you generate checks.

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Before Using

The results of consolidating posted transactions by account,

fiscal period, and source code are the same as the results of
consolidating while posting, a setup option available for each
account. The results of consolidation by account, period, and
source code are illustrated earlier in this chapter, in the section,
Posted Transactions.

Where To Now?

Inventory Control and Analysis. Creates General Ledger

transactions when you post adjustments, receipts, shipments,
and item assembly transactions.
Order Entry. Creates General Ledger transactions from posted
invoices and credit notes.
Purchase Orders. Creates General Ledger transactions from
posted receipts, invoices, adjustments, credit notes and debit
notes.
Intercompany Transactions. Creates General Ledger
transactions from intercompany transactions.
Payroll (US and Canadian). Creates transactions to be posted
to the wages payable, tax withholding, and payroll expense
accounts in General Ledger.

Where To Now?
Once you understand how General Ledger processes and
maintains data, you can use Chapter 4, Transaction
Processing, and Chapter 5, Periodic Processing, as reference
tools as you go about your daily work. Chapter 3, Maintaining
Accounts, provides reference information about the forms you
use to maintain and review your general ledger and its
associated summary fiscal data.

230

ACCPAC General Ledger

Chapter 3
Maintaining Accounts

User Guide

3i

Maintaining
Accounts

Account Maintenance .......................................................... 32

Before Using ............................................................... 32
How to Use ................................................................ 36
After Using ............................................................... 311
Changing and Deleting Account Information .................................... 311
Deleting Accounts ......................................................... 312
Chart of Accounts ............................................................. 313
Budget Maintenance .......................................................... 313
Before Using .............................................................. 314
How to Use ............................................................... 315
Deleting Budget Sets....................................................... 319
Account History Inquiry ....................................................... 320
How to Use ............................................................... 321
Transaction History ........................................................... 322
Before Using .............................................................. 323
How to Use ............................................................... 323
Fiscal Set Comparison ......................................................... 324
Before Using .............................................................. 324
How to Use ............................................................... 325
Source Currency Inquiry ....................................................... 325
Before Using .............................................................. 326
How to Use ............................................................... 326

Chapter 3
Maintaining Accounts
This chapter describes the procedures for maintaining and
reviewing general ledger accounts.

This chapter tells you how to enter and update the following
account information:

Accounts

Account detail such as account number, type, group,

normal balance, and so forth.

Automatic allocations.

Multicurrency information for posting and revaluation.

Budgets

In addition, this chapter describes the following inquiry forms,

which show you amount, quantity, transaction, and currency
information for accounts:

Account history inquiry

Transaction history

Fiscal set comparison

Source currency inquiry

For specific information about a field on a form, press the F1 key

or select Help from the menu to display on-screen Help. For

User Guide

31

Maintaining
Accounts

For an overview of general ledger account concepts, see

Chapter 2, What You Need to Know Before Setting Up General
Ledger in the Getting Started manual. For step-by-step
instructions for setting up General Ledger and adding accounts,
see Chapter 3, Setting Up General Ledger, in the Getting
Started manual.

Account Maintenance

instructions on how to use Help, choose Using Help from the

Help menu.

Account Maintenance
Use the Accounts form to create and maintain the chart of
accounts, and as needed to delete unnecessary accounts.
The Accounts form lets you record required account information
and specify:

Whether the account is a control account for a subledger.

Whether you want to maintain quantities for the account.

Whether you want to allocate the account balance

automatically.

Whether the account is multicurrency.

The multicurrency option lets you enter and revise
information about the source currencies used with an
account, specify the default currency code that appears
when you enter transactions for the account, and specify
whether revaluation should be performed.

Select the
multicurrency option

You can maintain multicurrency information for an account only

if the multicurrency option is selected first in Common Services
Company Profile and then in the G/L Options form. You can
maintain quantities for an account only if this option is first
selected in the G/L Options form. (Maintain Quantities is
available only in the Enterprise and Corporate Editions.)

Before Using
You can find information about importing a chart of accounts
from a file in Appendix C, Importing and Exporting. You may
want to consider this option as an alternative to adding accounts
manually.

32

ACCPAC General Ledger

Account Maintenance

Using the Setup

Wizard to create a
chart of accounts

You can also use the Setup Wizard to create a chart of accounts
using one of several template charts of accounts. Later, you can
modify the chart of accounts to suit the needs of your company.
For more information about using the Setup Wizard, refer to the
instructions in the System Manager Quick Start Guide.

Before adding

Before deleting

The account number and description, account type (balance

sheet, income statement, or retained earnings), and normal
account balance (debit or credit).

Whether to post transactions in detailed or consolidated

form.

The accounts structure code.

The account group (current assets, current liabilities,

revenue, cost of sales, and so forth), if used for the company.

Whether this account is to be used as a control account for

one or more subledgers, and, if so, for which subledger(s).

Whether to allocate the account balance to other accounts,

and, if so, to which accounts and in what proportions.

The currencies in which you want to enter transactions for

the account (if you have a multicurrency ledger) and
whether revaluation will be performed.

Whether to maintain quantity data for the account.

Before changing the account type, ensure that:

The account is not used as the default closing account for the
company, or as a retained earnings account for any segment
code.

The change will not cause the account to be in the wrong

account group if account groups are used for the company.

Before deleting an account, ensure that:

The account is inactive.

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Maintaining
Accounts

Before modifying

Before adding an account, determine:

Account Maintenance

The account is not used as a retained earnings account for a

segment.

The account does not receive amounts automatically

allocated from another account. If it does, redefine the
allocation information for the other account.

The beginning and current balances for the account are zero.

No transactions have been posted to the account in the

current year.

The account does not contain quantities or budget amounts

needed to produce comparative financial statements.

Actual fiscal sets subject to the Keep Years Of Fiscal Sets

option do not contain amounts.

You can use Period End Maintenance to automatically delete

inactive accounts.
Note: The Keep Years of Fiscal Sets option does not allow you
to delete an account that contains amounts in the actual fiscal
sets of the years retained.

Tips
Entering account
numbers and their
segments

You can enter account numbers with or without the delimiter

character used to separate segments.
If you defined more than one segment in your account numbers
in the G/L Options form, the system checks the segments
(except the account segment) in each account number you enter
against the existing segment codes. See the Segments section
of Chapter 2, What You Need to Know Before Setting Up
General Ledger, in the Getting Started manual for information
about account number validation.

Account structure

34

You assign an account structure (defined with the G/L Account

Structures form) to every new account. The structure
determines the number and order of the segments in an account
number. When you add the account number, General Ledger
verifies that the account number matches its assigned structure.

ACCPAC General Ledger

Account Maintenance

The account number appears in forms and reports in its

structured format.
Active or inactive
status

You can change the status of an account to Inactive to prevent

transactions from being posted to the account. (The Active or
Inactive status allows or prevents posting to an account.)
You dont need to reset inactive income or expense accounts to
active at year-end in order to close them. General Ledger will
create closing entries even for an account that is inactive.
You can change the status back to Active at any time; this status
has no effect on the behavior of an account.

Subledger control
accounts

An account designated as the control account for one or more

subledgers can only accept transactions that originate in those
subledgers.
To designate a subledger control account, you select the Control
Account option on the Detail tab, and enter the two-character
subledger source code such as AR or AP on the Subledger tab.

Consolidated posting

You can post in consolidated form to accounts for which you do

not want to keep full detail. For example, you may not require a
complete record of all the debit and credit entries to your cash
accounts.
Note, however, that if you consolidate a posting, you cannot
drill down to the source documents for the consolidated
transactions such as to A/R Invoices.
The system consolidates accounts by fiscal period and source
code during posting. The date assigned to each consolidated
detail is the last date of the fiscal period to which it was posted.
See the Posted Transactions section of Chapter 2 in this
manual for more information.

Quantities

Selecting the Maintain Quantities option for an account allows

you to enter a quantity as well as a monetary amount for each
transaction. When you select the Maintain Quantities option, you
also enter the unit of measure (such as each, box, or gross).
These fields are available only if Maintain Quantities is selected
in G/L Options.

User Guide

35

Maintaining
Accounts

Changing status

Account Maintenance

Automatic allocation

If you choose the automatic allocation option, the Allocation tab

of the form becomes available for entering allocation information
for the account.

Account types

The Balance Sheet account type is used to define asset and

liability accounts. The Income Statement account type is used to
define income and expense accounts. Retained earnings accounts
are used to post owners equity at year end.

Retained earnings
accounts

You cannot delete or change the account type of a retained

earnings account used as the default closing account for the
company. You can, however, specify a different retained
earnings account as the company default and then change or
delete the original account.

Multicurrency ledgers

To define multiple source currencies for an account in a

multicurrency system, you choose the multicurrency option. The
Currency tab of the form becomes available for entering
multicurrency information for the account. You can:

Specify whether you can enter transactions only in the

currencies you assign to the account or in all the currencies
defined through Common Services.

Specify whether revaluation can be performed and, if so,

which revaluation code to use for an account.

Switch an account from single-currency to multicurrency at

any time. However, you cannot switch back from
multicurrency to single currency.

How to Use
To display the G/L Accounts form, double-click the Accounts
icon in the G/L Accounts folder.
The G/L Accounts form appears. Depending on the account
options you choose, this form will display up to four tabs: Detail,
Allocation, Currency, and Subledger.

36

ACCPAC General Ledger

Account Maintenance

The G/L Accounts Form

The G/L Accounts form provides the following tabs for your
account information:
Detail tab.

Allocation tab (if the Auto Allocation option is selected for

the account).

Currency tab (if the multicurrency option is selected for the

account; for multicurrency systems only).

Subledger tab (if the control account option is selected for

the account).

To add an account

To add an account, enter the account number and other account

information into the form, and then click the Add button.

To change

To change account information, display the account, make the

desired changes in the form, then use the Save command.

To delete

To delete an account, display the account, and then use the

Delete command. All information about the account, that is, the
entire form, will be deleted. (See Deleting Accounts, in the next
section, for more information.)

Detail Tab
The Detail tab records and displays required account
information such as the account number, type, and whether
quantities are to be maintained for the account.

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Maintaining
Accounts

Account Maintenance

Allocation Tab
The Allocation tab tells the system how to distribute the
amounts in an account when you allocate.
The source code you specify is associated with the transactions
generated by the allocation. For each account to which the
allocations are distributed, you must enter an account number
and the percentage of the balance to be allocated to the account.
You can also enter a reference and a description for the
allocation transaction. The percentages allocated must add up to
100 percent.

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ACCPAC General Ledger

Account Maintenance

Currency Tab
The Currency tab records multicurrency information for the
account.

Maintaining
Accounts

This tab is available only if you select the multicurrency option

for the company in the Company Profile, for the ledger in
G/L Options, and for the account on the accounts Detail tab.

To increase control, define only the source currencies that

you know you will post to an account. The system maintains
a fiscal set for each source currency, in addition to the
functional and equivalent fiscal sets maintained for each
multicurrency account.

To allow posting to this account in all currencies defined

through Common Services, select the All Currencies option
in the Post In field.

The Revaluation Code and Revaluation (Yes/No) fields

determine whether and how this account can be revalued.
To revalue a currency for this account, you must list it here
with a valid revaluation code.
If you set Revaluation to Yes, revaluation occurs when you
create a revaluation batch if you:

Specify this currency and revaluation code.

User Guide

39

Account Maintenance

Include this account in the account range for processing.

If you set Revaluation to No, you must force revaluation

(when you create the revaluation batch) to include this
account in the revaluation.

You can select the multicurrency option on the Detail tab of

the Account form at any time. When you select the option,
you can begin posting information in multiple currencies.
Once you select the multicurrency option, you cannot turn it
off. (You can, of course, post only in the functional currency
if you wish.)

Subledger Tab
The Subledger tab is available only if the account is a subledger
control account. You indicate that the account is a control
account on the Detail tab.
The Control Accounts Subledgers Information tab lets you
specify which subledgers use the account as a control account.
To specify the subledgers that use a control account:
1.

On the Detail tab, select Control Account.

The Subledger tab becomes available.

310

2.

Click the Subledger tab.

3.

Choose the subledgers that will use this account as a control

account.

ACCPAC General Ledger

Changing and Deleting Account Information

After Using
Print a listing of the Chart of Accounts using the Print command
on the File menu in this form or Chart of Accounts in the Reports
folder.

Changing and Deleting Account Information

You cannot change the account number. To get the same effect as
changing the number, you must delete the account, and then add
it with the new number.
Changing the
account type

Changing allocation
accounts

Before attempting to change the account type, you should

consider the following provisions:

You cannot change the account type of the account entered

as the default closing account in the G/L Options form. (If
you need to change the type for that account, specify a new
default closing account, then change the type of the original
account.)

Changing an income statement type account to a balance

sheet type account can cause problems in General Ledger if
you post batches to a prior year for the account.

Changing the account type can have an effect on your

account groups. Before you change the account type, verify
that the account group is still correct. (You can only change
the account group classification of an account to which
transactions have never been posted.)

You can change the information on the Allocation tab of the

form at any time.

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Maintaining
Accounts

Use the G/L Accounts form to change an account description,

account type, normal account balance, active status, method of
posting, account group option, control account option, allocation
option, multicurrency option, and quantity option.

Changing and Deleting Account Information

Changing the control

account assignment

You can make an account a control account by checking the

control account option at any time. You can also remove the
control account assignment from an account at any time.

You cannot turn off

multicurrency

You can turn on the multicurrency option at any time. Once

you turn it on, you cannot turn it off.

You cannot turn off

maintain quantities

You can turn on the Maintain Quantities option for an account

at any time. Once you turn it on, you cannot turn it off.

Deleting Accounts
From time to time, you may want to remove or delete inactive
accounts from General Ledger. When you perform period end
maintenance, you can tell the system to delete inactive accounts
containing zero amounts and quantities for the current and
historical years. If you want to delete individual accounts during
the year, use the Accounts form.
To preserve the integrity of your data, and to preserve the audit
trail, General Ledger will let you delete accounts only if the
following conditions are true:

312

The current year opening and present balances for the

account are both zero.

The status of the account is inactive.

No transactions have been posted to the account in the

current year.

No balances or transactions are associated with the account

for the number of years entered for keeping fiscal sets and
transaction details in the G/L Options form.

The account is not defined as the default closing account in

the G/L Options form.

ACCPAC General Ledger

Chart of Accounts

Chart of Accounts
The G/L Chart of Accounts form is for general-purpose account
review and maintenance. It lists the chart of accounts, and lets
you open these account maintenance forms:

Note that these forms can be opened directly by choosing the

icons from the G/L Accounts folder.
The following screen shows the G/L Chart of Accounts form:

Budget Maintenance
Use the Budget Maintenance form to view and maintain budget
information for an account. If you use the Enterprise Edition of
ACCPAC General Ledger, you can maintain up to five budget

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Maintaining
Accounts

Accounts
Budget Maintenance
Account history inquiry
Source currency inquiry
Transaction history
Fiscal set comparison.

Budget Maintenance

sets for each account. In other editions, you can keep one set of
budget data.
ACCPAC General Ledger also ships with the Budget.xls
spreadsheet macro, which allows you to retrieve budget figures
into Excel, and then write them back to your General Ledger
database.

Before Using
Before using this form, find out which budget sets your
company uses and what type of information the budget set
contains. Also, ensure that the accounts for which you want to
maintain budget information have been defined. The Posting tab
of the G/L Options form tells you which budget sets (if any) are
locked. You cannot add, change, or delete information contained
in a locked budget set.

Tips
Budget sets
1, 2, 3, 4, 5

If you use the Enterprise Edition, you can create up to five

budgets for an account for a single fiscal year. You decide the
type of information each budget contains. For example, you
might set up an original budget, an adjusted budget, and a
forecast.
You can create budgets for any year defined in the fiscal
calendar.

Importing budgets

You can import budget figures created in a spreadsheet or

database using the Import command in the Budget Maintenance
form.

Use the Lookup

feature

You can use the actual or budget amounts in any account as a

base for building a budget in another account or in the same
account.
For example, you can create the current years budget for office
supplies by using last years actual expenses increased by five
percent to allow for growth.

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ACCPAC General Ledger

Budget Maintenance

The Fiscal Set Lookup portion of the form allows you to display
actual and budget sets for any account in the general ledger. You
can then use one of the Copy methods to move the Lookup
Amount into your new budget.
Calculating budget
amounts

You can use several methods Fixed, Spread, Base Increase,

and Copy to have the system calculate budget amounts for an
account based on information you provide.

To display the Budget Maintenance form, click the Budget button

in the G/L Chart of Accounts form or double-click the Budget
Maintenance icon in the G/L Accounts folder.

To add a budget set

To add a new budget set for an account:

1.

Select the account, budget set number, and year.

2.

If you have a multicurrency system, also select the currency

and currency type (source, functional, or equivalent).

3.

Click the Go button or press the F7 key.

or

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Maintaining
Accounts

How to Use

Budget Maintenance

4.

Select a budget method. Based on the method you choose, a

field may appear requesting a percentage and/or amount
information.

5.

Supply the requested information.

The budget amounts you want to see will appear in the
Budget Amount column.
Note: Credit amounts in the Budget Amount column must
always be typed as negative numbers.

6.
To look up an
account

To display period amounts for any account:

To change an
account

Click the Add button.

In the Fiscal Lookup fields, enter or select the account

number, fiscal set (Actual or Budget 1, 2, 3, 4, or 5), year,
currency and currency type (for multicurrency accounts),
and click the Go button.

To change a budget set for an account:

1.

Select the account, budget set, year, currency and currency

type (multicurrency systems only), and then click the Go
button to display the budget information for that account.

2.

Select the budget method you want to use.

3.

Supply the requested amount and/or percent information,

then use one of the following buttons:
Add To. To increase or decrease the existing budget
amounts by the amounts displayed in the Inquiry Amount
column or from the budget method fields, click the Add To
button. When the desired amounts are displayed for the
fiscal periods in the Budget Amount column, click the Save
button.
Replace. To replace the existing budget amounts in the
budget set with the amounts displayed in the Inquiry
Amount column or from the budget method fields, click the
Replace button. When the desired amounts are displayed for
the fiscal periods in the Budget Amount column, click the
Save button.

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ACCPAC General Ledger

Budget Maintenance

To clear

To clear all the period amounts for the displayed budget

set:
1.

Select the account, budget set, year, and currency and

currency type (multicurrency systems only).

2.

When the amounts are displayed, click the Clear button.

3.

Click Yes in the dialog box that appears asking you to

confirm your wish to clear all budget amounts. All amounts
are then cleared from the Budget Amount column.

The Budget Method options provide you with a variety of ways

to use the system to calculate budget amounts based on
information you specify or based on amounts in the Inquiry
Amount column.
The methods for calculating budget amounts based on amounts
and percentages you specify are:

Fixed Amount. Select this option to enter an amount that

the system adds or copies into the Budget Amount column
for each period.

Spread Amount. Select this option to enter an amount that

the system distributes evenly across the Budget Amount
column for each period.

Base, Percent Increase. Select this option to enter the base

amount you want to budget for Period 1 in the Base Amount
field. Enter the percentage by which to increase the amount
in each subsequent period in the % Increase field.
The system uses the Base Amount you specify as the
Period 1 Budget Amount. To calculate the budget amount
for Period 2, the system multiplies the Period 1 amount by
the percentage in the % Increase field. To calculate the
Period 3 budget amount, the system multiplies the Period 2
amount by the % Increase percentage. The system continues

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Maintaining
Accounts

Note: You must click the Save button to save any changes made
to budget amounts. If you exit this form without clicking Save,
the original amounts remain in the budget.

Budget Maintenance

to calculate budget amounts in this manner until all the

periods have a budget amount.

Base, Amount Increase. Select this option to enter the

base amount you want to budget for Period 1 in the Base
Amount field.
Enter the amount by which to increase the amount in each
subsequent period in the Amount Increase field.
The system uses the Base Amount you specify as the
Period 1 Budget Amount.
To calculate the budget amount for Period 2, the system
adds the Amount Increase to the Base Amount and puts the
result in the Period 2 Budget Amount field.
To calculate the budget amount for Period 3, the system
adds the Amount Increase to the Period 2 amount.
The system continues to calculate budget amounts in this
manner until all the periods have a budget amount.

Lookup methods

The methods for calculating budget amounts based on amounts

in the Inquiry Amount column are:

Copy, As Is. Select this option to copy or add the amounts

in each period of the Inquiry Amount column into the
corresponding periods of the Budget Amount column.

Copy, Percent Increase. Select this option to enter, in the

% Increase field, the percentage by which to increase the
period Inquiry Amounts.
The system multiplies the period amounts in the Inquiry
Amount column by the percentage in the % Increase field
and adds or copies the results into the Budget Amount
column for the corresponding periods.

Copy, Amount Increase. Select this option to enter, in the

Amount Increase field, the amount by which to increase the
period Inquiry Amounts.
The system adds the period amounts in the Inquiry Amount
column to the amount in the Amount Increase field and

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ACCPAC General Ledger

Budget Maintenance

adds or copies the results into the Budget Amount column

for the corresponding periods.

Copy, Prorated Spread. Select this option to enter a base

amount and have the system apply a weighting factor in
calculating the period amounts.
The system performs a weighted distribution of amounts
based on:

Weighted distribution

The period amount in the Inquiry Amount field.

The sum of period amounts in all the Inquiry Amount

columns.

The amount you specify in the Spread Amount field.

The system uses the following equation to compute each
periods budget amount:
Period Inquiry Amount
Spread Amount = Budget Amount
Sum of Inquiry Amounts x
for Period
for Period
for All Periods

The system first arrives at a ratio (weight factor) by

dividing the individual periods Inquiry Amount by the
sum of the Inquiry Amounts for all periods. It then
multiplies that weight factor by the Spread Amount you
specify to arrive at each periods Budget Amount.

Deleting Budget Sets

Use the Delete function to remove a budget set from an account.
The fiscal set is deleted even if it contains amounts.
Budget sets are retained for the number of years specified for
keeping fiscal sets on the Posting tab of the G/L Options form.
Once a fiscal set is older than the number of years specified, you
can delete it with the Delete Fiscal Sets option in the Period End
Maintenance form.

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Maintaining
Accounts

Account History Inquiry

After using

Print the Chart Of Accounts report, selecting the Fiscal Set

Comparison format, for a listing of the budget amounts for any
of your accounts. You can also use the Print Financial
Statements form to print reports using budget report
specifications, as described in the Financial Reporter User Guide.

Account History Inquiry

Use the Account History Inquiry form to view an accounts
beginning balances, period net changes, period balances, ending
balances, adjustments, closing entries, and quantities (if
applicable) for any year.
Drill down to source
transaction

Account History also lets you drill down from account balances
to transactions, to General Ledger journal entries, and to the
source entry, such as an invoice in Accounts Receivable.
The system maintains account history for the number of years
specified in the Keep Years of Fiscal Sets field in the G/L
Options form.
If you delete details or consolidate them you can no longer
drill down to source transactions.

Ending balances

The amount displayed in the Balance column in Period 12 or 13

in the Account History Inquiry form is the ending balance of the
last period of your fiscal year.
The amount displayed in the Balance column in Period 14 is the
adjusted ending balance, which reflects journal entries posted to
the ADJ (adjustment) period. Retained earnings and income
and expense accounts also display a Closing Entry, which shows
the transfer of income and expense account balances to retained
earnings. The Ending Balance shows the amounts in the
accounts after adjustments and after closing entries posted by
creating a new year.

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ACCPAC General Ledger

Account History Inquiry

How to Use
To display the Account History Inquiry form, click the History
button in the G/L Chart of Accounts form or double-click
Account History Inquiry in the G/L Accounts folder.

Maintaining
Accounts

To view the account history:

1.

Select the account and fiscal year.

2.

Select the currency type.

3.

If you have a multicurrency system, select a currency.

If you have a multicurrency system, you can choose between
source, functional, and functional-equivalent amounts. Net
changes and balances for transactions entered in the
currency type you specify will be displayed.

or
Euro users

To show quantities

4.

Click the Go button or press the F7 key.

If the euro is your functional currency and you specified a

reporting currency, you have an additional option: to see
balances in the reporting currency in the Account History
Inquiry form.
If you chose to maintain quantities for the account, you can select
the Show Quantity option to display a quantity column.

User Guide

321

Transaction History

To view transactions

To see the transactions that make up a periods balance, doubleclick the period summary line for which you want details.
General Ledger opens the Transaction History form showing
transactions for the account through the period you selected.

Drilldown capabilities

Once in the Transaction History form, if you do not consolidate

transactions, you can drill down to the originating journal entry
as follows:

To return to the
Account History form

Double-click the period to display period transactions for the

account.

Double-click a transaction to see the General Ledger journal

entry.

Double-click the journal entry to view the source document

in another ledger.

Closing the drilldown forms takes you back to the Account

History Inquiry form.

Transaction History
The Transaction History form displays transaction details that
have been posted to an account, including the fiscal year, posting
period and date, source code, reference, description, and posted
amount and quantity. Multicurrency transactions also show the
rate, rate type, rate date, source currency, and source currency
amount.
If you specified a reporting currency (in G/L options and the
Company Profile form in Common Services), the Transaction
History form will display a column showing transactions in the
reporting currency.
Drill down to source
transactions

322

If you do not consolidate transactions, you can drill down from

the Transaction History form to the source entry, such as an
invoice in Accounts Receivable.

ACCPAC General Ledger

Transaction History

Before Using
You must post general ledger transactions before you can view
them.

How to Use

You can also open the Transaction History form by

double-clicking on a period summary line for an account in the
Account History Inquiry form. Transaction History displays the
transaction details for the account through the period you
selected.

To view transactions

Enter the account, fiscal year, and period ending date through
which you want information. To view transactions from a
single source only, enter the source code. To view transactions in
a single source currency only, enter the currency. Click the Go
button when you complete or change your selection.
You can view the multi-column display of information by using
the horizontal and vertical scroll bars at the bottom and right
sides of the form. The information for each transaction includes
all data recorded when you post the transaction.

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323

Maintaining
Accounts

To display the Transaction History form, click the Transactions

button in the G/L Chart of Accounts form or double-click
Transaction History in the G/L Accounts folder.

Fiscal Set Comparison

Drilldown

To drill down from the Transaction History form:

Double-click a transaction to see the General Ledger journal

entry.

Double-click again to go to the document in the source

ledger.

Fiscal Set Comparison

The Fiscal Set Comparison form allows you to compare the
balances or net changes in two fiscal sets for a fiscal period. The
form displays period amounts as well as the differences between
them and the differences as a percentage of the second fiscal set.
Currency Type
selection list

Your choices in the Currency Type selection list vary according

to the selection you have chosen in the Currency field as well as
whether your accounts are single-currency or multicurrency.

If the euro is your

functional currency

If you specified the euro as your functional currency and selected

a reporting currency, the Currency Type selection list will show
an option for the reporting currency.

Single-currency
accounts

For single-currency accounts, the Currency Type selection list

will show two options: reporting and functional currency.

Multicurrency
accounts

For multicurrency accounts, your options are as follows:

If you selected functional in the Currency field, the Currency

Type selection list will show three options: source,
functional, or reporting.

If you selected source in the Currency field, the Currency

Type selection list will show the following options: source,
equivalent, or reporting.

Before Using
Only posted data appears in the actual, provisional, and quantity
fiscal sets.

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ACCPAC General Ledger

Source Currency Inquiry

How to Use
To open the Fiscal Set Comparison form, click the Comparison
button in the G/L Chart of Accounts form or double-click Fiscal
Set Comparison in the G/L Accounts folder.
To view fiscal sets

To compare fiscal sets:

Specify the account number, whether you want to view
balances or net changes in balance, the type of fiscal set and
the year for each of the two fiscal sets you want to compare.

2.

For multicurrency companies, specify the currency and the

currency type.

3.

Click the Go button or press the F7 key.

or

Source Currency Inquiry

For multicurrency systems, you can display source currency
balances with their functional equivalent balances.
Displayed information includes the source currency code and
description.

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325

Maintaining
Accounts

1.

Source Currency Inquiry

If the euro is your

functional currency

If you have specified the euro as your functional currency, you

can choose to display source currency balances in the reporting
currency.

Before Using
This form displays information for multicurrency accounts only.
You must have entered and posted General Ledger transactions
to affect the currency balances.

How to Use
To open the Source Currency Inquiry form, click the Currency
button in the G/L Chart of Accounts form or double-click
Source Currency Inquiry in the G/L Accounts folder.

To view source
currency

1.

Specify the account number, the fiscal year, and period-end

through which you want to view currency information.

Drilldown to period
transactions

2.

To drill down to period transactions, double-click the

source currency you want to view.

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ACCPAC General Ledger

Source Currency Inquiry

The Transaction History form appears, as follows:

Maintaining
Accounts

You can change the account number, period-end, and source

code, if you want, then click the Go button to see different
information.
3.

Double-click the period for which you want to view

transactions.

4.

Double-click transactions to drill down further.

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Chapter 4
Transaction Processing

User Guide

4i

Transaction
Processing

Journal Entry .................................................................. 42

Before Using ............................................................... 42
Tips ................................................................... 43
Using the Journal Entry Data Entry Form ..................................... 44
Batch Number.......................................................... 45
Description ............................................................ 45
Entry Number.......................................................... 45
Description ............................................................ 46
Date ................................................................... 46
Year/Period ........................................................... 46
Source Code and Description ............................................ 48
Auto Reversal .......................................................... 48
Entry Mode ............................................................ 49
Reference and Description ............................................... 49
Account ............................................................... 49
Debit or Credit Amount ................................................ 410
Quantity .............................................................. 410
Comments ............................................................ 411
Multicurrency Fields ................................................... 411
How to Use the Journal Entry Form ......................................... 412
Working With Batches ................................................. 412
Working with Journal Entries ........................................... 413
Working with Transaction Details ....................................... 414
After Using ............................................................... 415
The G/L Batch List Form ...................................................... 416
Before Using .............................................................. 416
How to Use ............................................................... 417
After Using ............................................................... 418
Import and Export Batches ..................................................... 418
Before Using .............................................................. 418

Tips .................................................................
How to Use ..............................................................
After Using Import .......................................................
Retrieve Batches ..............................................................
Before Using .............................................................
How to Use ..............................................................
After Using ..............................................................
Batch Listing (Report) .........................................................
Post Batches..................................................................
Before Using .............................................................
Tips .................................................................
How to Use ..............................................................
After Using ..............................................................
Report Posted Transactions ....................................................

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ACCPAC General Ledger

419
419
420
420
420
421
422
422
422
423
423
425
425
425

Chapter 4
Transaction Processing
ACCPAC General Ledger is a batch-oriented accounting system.
You group financial transactions together and enter them in
batches before you post them to general ledger accounts.
Batch processing

Batch processing allows you to print, verify, and correct

transactions before you post them and provides a reliable,
detailed, and complete audit trail. You can even test the effect of
your batches by posting them temporarily.
This chapter contains instructions for creating and maintaining
batches, for processing batches to update the amounts and
quantities in general ledger accounts, and for viewing batches.
Transaction
Processing

The following topics are discussed in this chapter:

Using the Journal Entry data entry form.

Making journal entries.

Importing and exporting batches.

Retrieving batches from ACCPAC Plus Accounting.

Displaying and reporting batches.

Posting batches.

Reporting posted batches.

For an overview of batch processing, see Chapter 2, What You

Need to Know Before Using General Ledger, in this guide.
Using online Help

For specific information about a field in a form, press the F1 key

or select the menu option to display online Help. For instructions
on how to use online Help, choose Using Help from the Help
menu.

User Guide

41

Journal Entry

Journal Entry
A journal entry in General Ledger is like a manual journal entry.
The sum of the debits equals the sum of the credits. Each debit
line and each credit line in a journal entry is called a detail.
Use the G/L Journal Entry form to maintain batches, journal
entries, and journal entry details. The Journal Entry form allows
you to perform the following functions:

Create batches.

Add journal entries to batches and edit and delete journal

entries.

Insert new details into journal entries and edit and delete
details.

Review subledger and imported batches and correct errors

when necessary.

Before Using
Define the following

Data to enter in the

Journal Entry form

42

Before you use the Journal Entry form to make journal entries,
you must define the following information:

Fiscal period dates and statuses in the Fiscal Calendar form

in Common Services.

Source codes for General Ledger transactions.

The chart of accounts.

Currency codes, rates, and rate types if you have a

multicurrency general ledger.

As you create or collect the source documents for the journal

entries, keep in mind that the Journal Entry form will require
you to enter the date, fiscal year and period, source code,
account number, and debit and credit amount for each journal
entry.

ACCPAC General Ledger

Journal Entry

Data for tracking

journal entries

For tracking your journal entries you can also enter a description
of each entry and, for each detail, a reference, description, and
comments.
Group journal entries into batches that let you maintain effective
manual control totals and auditing controls.

Other ways to add

batches

You can also add batches to the General Ledger by:

Creating them with local ACCPAC subledgers.

Importing them from remote ACCPAC subledgers.

Importing them from non-ACCPAC applications.

Importing General Ledger batches you exported earlier.

Creating recurring, reallocation, and revaluation batches.

Retrieving them from ACCPAC Plus Accounting

subledgers.

Transaction
Processing

Tips
Practicing with
sample data

Before using your own data, practice using the Journal Entry
form with sample data by doing the Tutorial in Chapter 4 of the
General Ledger Getting Started manual.

Requirements for
posting

Before you can post an entry, there are two important

requirements: the entry must balance and it must use an open
fiscal period in an existing fiscal year. The affected accounts
must exist in the company chart of accounts and they must be
active.

Posting auto reversing

entry

To back out a posted journal entry automatically in the next

period, check the Auto Reverse option. When you post an auto
reversing entry, General Ledger automatically posts an
additional entry to the next fiscal period that reverses all the
details in the entry.

Entering details for

multicurrency
accounts

If you are entering details for a multicurrency account, you can

select the currency and specify the rate type and rate for each
detail. You can mix currencies in an entry so each detail uses a
different currency, and you can override the displayed exchange
rate, as required.

User Guide

43

Journal Entry

Ready To Post

When you are ready to post a batch, you mark it Ready To Post
on the Batch List form. You cannot change the entries in batches
that are marked Ready To Post.
Two forms provide access to the Journal Entry function:

The G/L Batch List form displays a list of batches from

which you can delete batches, open batches (so you can
make changes), export (archive) batches, start new batches
and post batches, permanently or (if you use the Enterprise
or Corporate Editions) provisionally.

The Journal Entry form allows you to create, edit, import,

export, and delete batches.
Two formats are available for making journal entries:

Spreadsheet format. You can enter details in a

spreadsheet, like a table providing one line per detail.
The entry line scrolls to the right as you complete each
field and press the Tab key.
Or

Single entry format. You can select a detail, then click

the Details button or press F9 to display the Journal
Detail form. The Journal Detail form presents all the
information for a detail on a single screen. You can tab
through the fields from top left to bottom right, or you
can use the mouse to select fields for data entry.

Using the Journal Entry Data Entry Form

If you prepare General Ledger transaction information for
another person to enter into the computer, or simply as a good
auditing practice, you can use one of the Journal Entry data entry
forms provided with General Ledger.
Appendix B, Setup Checklist and Data Entry Forms, in this
guide describes the data entry forms and tells you how to print
them. The forms in Appendix B help you make all your decisions
about grouping entries and about how they should be posted

44

ACCPAC General Ledger

Journal Entry

before you (or a data entry clerk) enter them into General
Ledger.
General Ledger provides two Journal Entry data entry forms.
One form is for single-currency entries only and the other has all
the journal entry fields for multicurrency entries.
As you read the information that follows, you can fill in the
Journal Entry data entry form that corresponds to the data entry
format you will use.

Batch Number
General Ledger assigns a sequential batch number to each new
batch you create. You use the batch number to select the batch
for editing and for posting.

The number of batches is limited only by the capacity of your

hard disk. The batch number is reset to 1 when you check that
option in the Period End Maintenance form.

Description
You can enter a description of up to 30 characters for each batch,
for example, February 15 payroll. The description is printed on
the Batch Listing and the G/L Batch Status report.

Entry Number
General Ledger assigns a sequential entry number to each new
journal entry. You use the number to select journal entries for
editing. The entry number is a major element in your audit trail,
letting you trace a posted detail back to the original batch entry.
Journal entry numbers are printed on Source Journals, the
Posting Journal, G/L Transactions Listing, and Batch Listings.

User Guide

45

Transaction
Processing

Posting attaches the batch number to each journal entry detail in

a batch, so you can trace a posted detail back to the original
batch entry. Batch numbers are also included in the G/L Batch
Status report, Posting Journals, Source Journals, and Batch
Listings.

Journal Entry

Description
You can enter a description of up to 30 characters for each
journal entry. The description is printed on Batch Listings,
Posting Journals, and Source Journals.

Date
The default date for a journal entry is the Session Date (the date
you entered when you started ACCPAC). You can change the
date of the entry and you can enter a different date for each
detail, if necessary.
You should adopt a consistent system of assigning transaction
dates. For example, always use the date the transaction took
place, such as the date on a check, or always use the date you
enter the transaction into General Ledger.
Using the date the transaction took place can be a handy
auditing tool if you also have dated source documents to which
you can trace transactions.

Consolidated
transactions dates

You can print Source Journals and Batch Listings by date.

When you consistently use only one type of date, for
example, you can print all the transactions that took place on
a specified day, or print all the journal entries added on a
particular day.

Transaction dates appear on Batch Listings and Posting

Journals and with unconsolidated transactions on Source
Journals.

Note: The date assigned to details consolidated during posting

is the last date of the fiscal period to which the details were
posted. The Consolidate Posted Transactions form also assigns
to the details it consolidates the last date of the fiscal period to
which the details were posted.

Year/Period
You specify the posting year for each journal entry. The default
posting year for a data entry session is the year of the Session

46

ACCPAC General Ledger

Journal Entry

Date in the Open Company form. You can change the year. For
example, to post transactions to a previous year, enter the
previous year in this field.
Note: To post to a previous year, you must select the Allow
Posting to Previous Years option (on the Posting tab of the G/L
Options form). The previous fiscal year must be active (set in the
Fiscal Calendar form in Common Services) and the fiscal
periods you are posting to in the previous year must be
unlocked.
Fiscal Period

You specify the fiscal posting period for each journal entry. The
period corresponding to the Session Date in the Open Company
form appears as the default, but you can change it.
Note: General Ledger posts all the details for a journal entry to a
single fiscal period. Posting details of a journal entry to different
fiscal periods would cause the ledger to be out of balance in
those periods.
Transaction
Processing

Unlocked or locked
periods

You can restrict posting to past or future fiscal periods by

locking the periods in the Fiscal Calendar form in Common
Services. You cannot enter or post a journal entry to a locked
fiscal period.

Do not mix periods

and years

Although a batch can contain entries with different fiscal

periods and years, do not mix periods and years in the same
batch it makes the audit trail difficult to follow.

ADJ period

Select ADJ as the fiscal period for final adjusting entries at the
end of your fiscal year. Post adjusting entries to the ADJ period
to keep your final regular fiscal period balance intact for your
audit trail. You can select entries posted to the ADJ period when
you print posting and other audit reports.
Make sure the adjustment period is unlocked in your fiscal
calendar before you enter and post adjusting entries using the
ADJ period.

Closing period

Select CLS as the fiscal period if you need to correct closing

entries generated by running Create New Year. Post the
corrected batch of closing entries to the CLS period to keep your
final regular fiscal period balance intact for your audit trail. You

User Guide

47

Journal Entry

can select entries posted to the CLS period when you print
posting and other audit reports.
Make sure the closing period is unlocked in your fiscal calendar
before you post closing entries using the CLS period.

Source Code and Description

The source code entered in the Source field tells you where a
transaction comes from and what kind of transaction it is.
Source code

The first two characters of the source code identify the ledger
where the transaction originated. For example, all details
entered in General Ledger have a GL source ledger code;
Accounts Receivable details have an AR source ledger code, and
so forth. The second part of the source code identifies the type of
entry.
Some source codes, such as GL-JE (journal entry) are provided
with General Ledger. You set up other source codes for General
Ledger using the Source Codes form, before you enter
transactions.
General Ledger displays the source code description when you
enter or select the source.
You can use source codes to print customized source journals as
part of your audit trail.
For imported batches, you can change source codes in subledger
batches only if you select All Fields as the choice for the Edit
Imported Entries option on the Posting tab of the G/L Options
form.

Auto Reversal
If you check this option, the journal entry is reversed in the next
fiscal period.
General Ledger automatically posts the reversing journal entries
into the next fiscal period when it posts this journal entry, thus
backing out the effect of the original postings.

48

ACCPAC General Ledger

Journal Entry

If you do not create the new year before you post an entry
marked for auto reversal to the last period of your fiscal year,
General Ledger creates an open batch with the reversing entry,
which you can post after creating the new year.

Entry Mode
Quick entry mode saves you some keystrokes when entering
similar details. Use quick mode to default the reference and
description for each detail line after the first.

Reference and Description

Every detail transaction can include its own reference of up to
22 characters, and a description of up to 30 characters.

The reference and description are printed with the detail line on
the Batch Listings and Posting Journals for the batch, and on the
G/L Transactions Listing, if the account is not consolidated. The
description for consolidated accounts on the G/L Transactions
Listing is Consolidated posting for accounts that were
consolidated during posting, and Consolidated for accounts
that were consolidated in the Consolidate Posted Transactions
form. The G/L Transactions Listing leaves the reference blank
for consolidated transactions.
Because you can print source journals by reference, it is
important to use the same reference for associated details, such
as multiple expense allocations for one check. If you plan to
select source journal transactions for printing by reference, you
should assign references that are meaningful and spell the
references consistently.

Account
With each detail, you specify the account to which you want to
post the debit or credit.

User Guide

49

Transaction
Processing

In quick entry mode, the reference and description you enter for
the first detail appear as the default text for the remaining
details, unless you change them.

Journal Entry

Debit or Credit Amount

You enter the amount for a detail as either a debit or credit
amount. (In a multicurrency ledger, the labels for the debit and
credit fields are Source Debit and Source Credit.)
Do not enter currency symbols or commas. If the currency uses a
decimal, you can insert it. If you do not enter a decimal, the
system enters the numbers you type to the left of the decimal.
If you enter a minus sign with an amount in either the debit or
credit column, the system records the amount as the opposite
type of entry. For example, if you enter a debit amount as
- 25.00, the system records the amount as a credit of 25.00.
Each debit or credit amount you enter is added to the total for
the entry. The current debit and credit totals for the entry are
displayed at the bottom of the G/L Journal Entry form, along
with the amount by which the entry is out of balance. The totals
for multicurrency accounts are displayed in the functional
currency.
You can save an entry that does not balance, but you cannot post
it until it balances.
Each detail you add updates the displayed totals for the journal
entry when you leave the detail line. The debit and credit totals
for the batch, which are displayed in the upper right corner of
the form, are updated when you save the entry.

Quantity
If the detail has a quantity associated with it, enter it in the
Quantity field. (Maintain Quantities is available only in
Enterprise Edition and in Corporate Edition.)
To enter a quantity for any journal entry detail associated with
an account, the Maintain Quantities option must be selected for
the account. For the Maintain Quantities option to appear on the
accounts Detail tab, you must select the Maintain Quantities
option for the company on the Account tab of the G/L Options
form.

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ACCPAC General Ledger

Journal Entry

Comments
If you cannot fit all the descriptive text for a detail in the
Reference and Description fields, you can use the Comment field
to add the remaining information. Each comment can contain
255 characters.
Comments are printed on the Batch Listing and the Posting
Journals. They do not appear on any other reports.

Multicurrency Fields
If the detail is associated with a multicurrency account, enter the
multicurrency information in the fields provided.

Currency

This field specifies the currency of the debit/credit amount you

enter. It defaults to the functional currency unless the account
has been selected for multicurrency use.

Currency Rate Type

The system uses this field to determine the currency exchange

rate used to calculate and display the functional-currency
equivalent of the source-currency debit or credit.

Currency Date

This date is used to extract the currency rate from the currency
rate table.

Currency Rate

The currency rate is used to calculate and display the

source-currency debit or credit amount in functional currency.

Functional Debit and

Credit

Using the rate and the source currency, the system calculates
and displays the debit and credit amounts in functional
currency.
If necessary, you can override the calculated amounts.
Functional debit and credit amounts, as well as the source debits
and credits, are stored with the entry.

User Guide

411

Transaction
Processing

To enter multicurrency transactions, you must select the

Multicurrency option on the Account tab of the G/L Options
form.

Journal Entry

Display showing the

euro conversion rate

The Journal Entry form provides a popup display showing the

conversion rate between a euro zone (European Monetary
Union) currency and the euro.
This is particularly useful for users with a non-euro functional
currency who are entering one or more transactions with a euro
zone source currency, and need to see the euro conversion rate.

If the euro is your

functional currency

If your functional currency is the euro, source transactions will

be converted to the euro during journal entry, and will be
printed in a batch that lists source and functional currencies
only.
During posting, if you specified a reporting currency, this
information will be posted to the reporting currency fiscal set(s),
using the fixed exchange rate between the euro and the source
currency

How to Use the Journal Entry Form

Click Journal Entry in the G/L Transactions folder.
You can also display a list of batches in the G/L Batch List
form, then open the Journal Entry form by double-clicking a
batch entry or by clicking the New button.

Working With Batches

Creating batches;
button
the New

To create a batch, open the Journal Entry form, click the New
button next to the Batch field, and then enter a description for
the batch. You must use the system-assigned batch number.

Editing batches

To edit an existing batch, select it in the G/L Batch List form

and click the Open button or select the batch number at the
Batch field in the Journal Entry form.

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ACCPAC General Ledger

Journal Entry

Use the Finder to select from a list of batches or use the

navigation buttons to browse through the batches.

Deleting batches

To delete an existing batch, highlight it in the G/L Batch List

form before posting and click the Delete button.

Reusing batches

To save a batch for later reuse, open it in the Journal Entry form
and use the Export command on the File menu. Later,
when you are ready to reuse the batch, you can use the Import
command on the Journal Entry form to bring it back into the
system. For more information, see Appendix C, Importing and
Exporting, in this guide.

Working with Journal Entries

Adding journal entries

To add an entry, click the New button next to the Entry field
and use the system-assigned entry number. Enter the
information for the entry and save it by clicking Add.

Editing journal entries

To edit an entry, select the entry number in the Journal Entry

form. Make your changes and save them by clicking Save.

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413

Transaction
Processing

You cannot edit entries in deleted or posted batches. You can

edit batches that you have posted provisionally. You can edit
open subledger batches to the degree you specify for the Edit
Imported Entries option on the Posting tab of the G/L Options
form. There you specify that you can edit all fields, that you can
edit the fiscal period and date only, or that you cannot edit at all.

Journal Entry

Drilling down

To view the source transaction in an originating ACCPAC

ledger (version 5.0 or higher), select the entry and click the
Drilldown button.

Deleting journal
entries

To delete an entry, select the entry number in the Journal Entry

form, and then click the Delete button.

Working with Transaction Details

Entering details

To enter a detail, press the Tab key until you move into the detail
data entry area or click the top left field of the detail area.
Enter the information for the detail, tabbing to advance to the
next field. Record the information entered so far at any time by
clicking Add. To enter another detail, press the Insert key or tab
to the next detail line.

Normal or quick entry

mode

Select normal or quick entry mode to suit the types of

transactions in the batch. Use the quick entry mode for entries
whose details vary only in their account and amount
information.

Journal Detail form

If you prefer, you can enter each detail on a separate form,

rather than entering rows of details in columns. To display the
Journal Detail form, select the detail line, then click the Detail
button. The journal detail view shows the full (255 characters)
Comment field.

Click Close in the Journal Detail form to return to the columnar

display in the Journal Entry form. You can also press the F9 key

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ACCPAC General Ledger

Journal Entry

to switch between the Journal Detail form and the Journal Entry
form.
Editing details

To edit a detail, enter the appropriate change and record it by

clicking Save.

Leaving the
detail area
Ctrl+Tab

To leave the detail area, you can press Ctrl+Tab. This action
brings you to the Add (or Save button). You can then press
Enter to add the detail or save your changes. Press Ctrl+Tab a
second time to move to the Batch field at the top of the form.

Deleting details
(single line)

To delete a detail line, select it from the list of details in the

Journal Entry form. Press the Delete key on the keyboard and
then click Yes at the confirmation message.

Deleting an entire
entry

To delete a journal entry, display the journal entry, then click

the Delete button.

Click Print on the File menu in the Journal Entry form or

choose Batch Listings from the Reports folder to print the
batch listings. Make corrections, if needed, then reprint the
listing for each corrected batch.
You must print batch listings before posting if you chose the
Force Listing Of Batches option on the Posting tab of the G/L
Options form. Once batches are correct, file the reports.

You can reuse batches containing entries you make on a

recurring basis using the Export and Import commands on
the File menu. For more information, see Appendix C,
Importing and Exporting, in this guide.
You can also create recurring entries, then use the Create
Recurring Entries Batch form to generate batches.

Select the Ready To Post option in the Batch List form for
batches to which you do not want to add further transactions
or make other changes.

You can post batches only if they are marked Ready To

Post and, if you selected the Force Listing Of Batches
option, you have printed the batch listing for them.

User Guide

415

Transaction
Processing

After Using

The G/L Batch List Form

You can also use the Ready To Post status to select

batches for the Batch Status report and batch listings.

Post the batches.

The G/L Batch List Form

Batch List form

The Batch List form lists all batches maintained by General

Ledger and provides buttons that let you edit, delete, or post an
existing batch, or start a new batch.

Batch List features

Use the G/L Batch List form to do the following:

Review which batches have been printed or posted.

Review batch totals.

Set batches Ready To Post.

Post existing batches individually.

Provisionally post existing batches, if you use the Enterprise

Edition or the Corporate Edition.

Delete existing batches.

Create new batches (opens the Journal Entry form).

Open existing batches to review and edit (opens the Journal

Entry form).

Print batch listings, batch status reports, posting journals (by

double-clicking the Posting Sequence column), and posting
error reports (by double-clicking the Number of Errors
column).

Before Using
You must already have created, imported, or otherwise
generated some batches.

416

ACCPAC General Ledger

The G/L Batch List Form

How to Use
To open the Batch List form, double-click the Batch List icon in
the G/L Transactions folder.

Show Posted And

Deleted Batches

If the batch list is long and the batch you need is not displayed,
enter the batch number in the Batch Number field. You can also
deselect the option Show Posted And Deleted Batches, to limit
the display.

To review batches

Highlight the batch and then click the Open button to review an
unposted batch in the Journal Entry form.

To add a batch

To add a new batch, click the New button. General Ledger

displays the Journal Entry form.

To edit a batch

To edit an open batch, either highlight the batch and click Open
or double-click the batch.

To delete a batch

To delete a batch, highlight the batch and click Delete. All

transactions in the batch will be deleted.

To post a batch

To post a batch, permanently or provisionally, highlight the

batch and then click either the Post or the Provisional Post
button. (The program will ask if you want to set the batch to
Ready To Post if you have not already done so.)

To print batch status

To print the Batch Status report, click the Print Batch Status
Report command on the File menu.

User Guide

417

Transaction
Processing

You can also enlarge the Batch List form to see more columns
and rows.

Import and Export Batches

To print a batch

To print a batch, highlight it, then choose the Print button or the
Print command on the File menu.

After Using

If you add or edit a batch, print the Batch Listing to check

your entries.

After posting, use the Posting Journal form to print an audit

trail report of posted transactions. If an error batch was
created, correct and post the error batch.

If you post provisionally, print the Provisional Posting

Journal. When you are ready, post the batch, this time on a
permanent basis.

Import and Export Batches

Use the Import command on the File menu in the Journal Entry
form to add batches of transactions created in non-ACCPAC
applications or by a remote ACCPAC subledger.
You can also use the Export command to archive batches or to
transfer batches to a non-ACCPAC application such as a
spreadsheet or database.
At the end of accounting periods, and as required, you can
import adjustment batches that you previously exported for
reuse.
You can find complete instructions for importing and exporting
batches in Appendix C, Importing and Exporting, in this
guide.

Before Using
Before importing:

418

Create the batch in the non-ACCPAC application.

ACCPAC General Ledger

Import and Export Batches

Add source codes and any new accounts used by

transactions in the import batch.

Decide whether to assign a new fiscal period and transaction

date to a batch while importing or to retain the original
period and date.

Before exporting, create the batch in General Ledger.

Tips
Batch number is
system-assigned

General Ledger assigns the next open batch number to the

imported file.

Guidelines for
importing

Construct the import batch according to the guidelines in

Appendix C, Importing and Exporting. If the file does not
contain valid data, entered according to the rules in the
appendix, it will not be imported.

Importing batches
exported for reuse

Recalling (importing) a batch that you previously exported

creates an open batch with the same content and structure as
the original. The duplicate can be modified just like a regular
batch.
You can import an exported batch any number of times. The
original, exported batch is retained until you delete it.

Multicurrency
batches

You cannot import batches containing multicurrency

transactions into a single-currency ledger. Edit the import file to
remove the multicurrency fields before importing.

How to Use
To display forms for exporting and importing journal entries,
click Export or Import on the File menu in the Journal Entry
form.

User Guide

419

Transaction
Processing

Batches created in non-ACCPAC applications are imported into

General Ledger. On the other hand, applications within the
ACCPAC family (Accounts Receivable, for instance), enter
batches directly into General Ledger from the subledger. The
source code attached to the entry indicates the subledger from
which the transaction originated.

Retrieve Batches

The files you specify for importing must exist and be located on
the drive and in the directory that you specify. If you are on a
network, you must have access rights to the file and the
directory.

After Using Import

Print the Batch Listing to verify the data.

Edit the batch to correct any errors or to make required

changes.

Post the batch.

Retrieve Batches
You can retrieve batches of transactions from ACCPAC Plus
Accounting subledgers and treat them as regular General Ledger
batches.
Once you retrieve a batch from a DOS subledger, you can list,
edit, post, provisionally post, and consolidate the transactions.
The limits set in G/L Options for editing imported batches apply
to retrieved batches.
Note: ACCPAC retrieves subledger batches from version 6.0 or
higher of ACCPAC Plus Accounting applications. It will not
retrieve transaction batches from earlier versions of ACCPAC
Plus.

Before Using

420

In the ACCPAC Plus Accounting subledger, generate the

G/L batches you want to send to ACCPAC General Ledger
for Windows.

Back up the ACCPAC Plus Accounting data.

In ACCPAC Advantage Series, define all the source codes

that exist in the ACCPAC Plus Accounting transactions.

ACCPAC General Ledger

Retrieve Batches

How to Use
1.

Double-click RetrieveACCPAC Plus G/L Batch in the

ACCPAC Plus Utilities folder.
The Retrieve G/L Batch form appears.

2.

Enter the path to the ACCPAC Plus subledger data.

3.

Press the F1 key to view detailed Help for retrieving batches.

Assign each entry to the period that is associated with its

ACCPAC Plus Accounting entry date.

Assign all the entries in the batch to any single period.

For posting accounts, you can:

Use the Account Mapping Table created in the Account

Mappings form. If you created a conversion table when
you converted your ACCPAC Plus Accounting data to
ACCPAC Advantage Series, you can use it again to
retrieve the batch.

If your ACCPAC Advantage Series accounts are the

same size and structure as your DOS accounts, select the
Fixed Size option and specify the length of the account
segment and the length of the department segment, up
to a maximum of 6.

If your ACCPAC Plus Accounting data used the DOS

country code to determine the functional (home) currency,
enter the corresponding currency code used by ACCPAC
Advantage Series.

User Guide

421

Transaction
Processing

For the ACCPAC Advantage Series posting period, you can:

Batch Listing (Report)

4.

Click the OK button when you are ready to proceed.

After Using
Edit and list the retrieved batch as you would any other General
Ledger batch. Provisionally post or post the batch when you are
satisfied with its contents.

Batch Listing (Report)

Batch Listings (printed from the Batch Listing form) include the
journal entry details of unposted batches, including batches
that have been posted provisionally. You can print the Batch
Listing as many times as you wish until you post the batch.
See Chapter 6, Reports, for information about printing the
Batch Listing report.

Post Batches
Use the Post Batches form to post batches of transactions to the
General Ledger on a regular basis, thereby keeping your records
accurate and up-to-date. This form gives you the option of
posting provisionally, that is, of temporarily posting transactions
(such as year-end adjustments) to your accounts so you can test
their effects on your ledger before posting them permanently.
You must set batches to Ready To Post and, if you use the option
to force listing of batches, you must print a batch listing for them
before you can post the batches.
Note, also, that provisional posting is available only in the
Enterprise Edition and Corporate Edition.
The posting process consolidates details for accounts if you
selected the Post To Account In Consolidated option (defined on
the Detail tab of the G/L Accounts form).

422

ACCPAC General Ledger

Post Batches

Before Using
Before using this form:

Print and verify batch listings for the batches you want to
post. (This step is required if you use the Force Listing Of
Batches option set on the Posting tab of the G/L Options
form.) If necessary, make corrections.

Make sure that:

The fiscal periods to which you want to post are
unlocked.

The accounts to be posted exist in General Ledger and

have Active statuses.

Entries balance.

Entries use source codes that exist in the Source Codes

form in General Ledger.

You allow posting to previous years, if you want to post

to a previous fiscal year.

If you are going to post provisionally, make sure that the

Allow Provisional Posting option has been selected on the
Posting tab of the G/L Options form.

Note that provisionally posted batches are cleared

automatically when you next post, whether provisionally or
permanently. If you want to maintain the effect of
provisional batches, you must provisionally post again after
posting.

Back up your General Ledger data.

Tips
Batch status
changed

Posting changes the status of batches to Posted on the G/L

Batch Status report.

User Guide

423

Transaction
Processing

Post Batches

Batch errors

When you post a batch that contains unacceptable entries,

General Ledger places the entries containing errors in an error
batch and posts the error-free entries.
The next available batch number is assigned to the error batch.
You can correct the entries in the error batch and post it like any
other batch.
Errors may be introduced between the time you enter a batch
and the time you post. For example, an account referenced by the
batch when you created it may no longer be in the system when
you post the batch. Batches created by ACCPAC subledgers and
batches imported from non-ACCPAC applications may contain
similar errors.

Posting sequence
number

General Ledger assigns a unique posting sequence number to

each posting run. The number is printed on the Posting Journal
and appears in the G/L Batch List form, allowing you to track
data and to specify which journals to print.

Previous year posting

When you post transactions to revenue and expense accounts

for the previous year, General Ledger also creates the closing
entries for those accounts and adjusts the retained earnings
accounts.

Provisional postings

Provisional posting is done in two steps. Step one copies Actual

amounts to a Provisional fiscal set. Step two applies posting
updates to the Provisional fiscal set so you can see the
combined effect.

424

Provisionally posted batches are not deleted after posting.

You can view, edit, print, and post them provisionally again
before permanently posting.

You can include provisional transactions on the Batch Status

and Trial Balance reports. You can also include them on
financial statements.

ACCPAC General Ledger

Report Posted Transactions

How to Use
To display the Post Batches form, double-click Post Batches in
the G/L Transactions folder.

Select either all batches or a range of batches for posting. To

post permanently, click Post; to post on a temporary basis, click
Provisional Post.
If you decide not to post batches, click Close.

Transaction
Processing

After Using
Take the following steps after posting batches:

If an error batch is created, correct and post the batch.

Use the Posting Journal form to print an audit trail report of

posted transactions.

If you posted provisionally, use the Provisional Posting

Journal option for the Posting Journals.

Report Posted Transactions

Posting Journal

After posting, you can print the Posting Journal to obtain a list
of the permanently or provisionally posted transactions. The
journal includes any comments that you entered with the
details. You can clear the Posting Journal after printing using
the Clear History form in the Periodic Processing folder.

G/L Transactions
Listing

The G/L Transactions Listing reports the net changes and

current balances for all the accounts you specify as well as the

User Guide

425

Report Posted Transactions

amounts posted to each account in the specified fiscal periods.

The list is an audit trail report that you can use to trace posted
transactions back to the Posting Journal and Batch Listing.
Source Journals

Print your customized Source Journals for lists of posted

transactions that are grouped to meet your companys special
reporting requirements.

Permanently or
provisionally-posted
data

You can print permanently posted or provisionally posted

information on the Posting Journal, Trial Balance, G/L Batch
Status report, and financial statements.
When printing the Trial Balance report, you specify how
provisional transactions should be listed by your choice in the
Report Format field. You can choose to include or exclude
provisional amounts in the account balances on the report or
worksheet, or you can print the provisional transactions
separately.
Chapter 6, Reports, in this manual describes the Trial Balance
variations in detail.
To list provisional information on the G/L Batch Status report,
select the Provisional Posted option for the status.

Using the Financial

Reporter

426

You can include provisional data in your financial statements

by using the Financial Reporter. For more information, see the
Financial Reporter User Guide.

ACCPAC General Ledger

Chapter 5
Periodic Processing

User Guide

5i

Periodic
Periodic
Processing
Processing

Periodic Processing Overview ................................................... 51

Viewing Periodic Processing Icons ........................................... 52
Create New Year ............................................................... 53
Before Using ............................................................... 54
Tips ................................................................... 55
How to Use ................................................................ 55
After Using ................................................................ 56
Period End Maintenance ........................................................ 56
Before Using ............................................................... 57
How to Use ................................................................ 57
Consolidate Posted Transactions ................................................ 57
Before Using ............................................................... 58
Tips ................................................................... 58
How to Use ................................................................ 59
After Using ............................................................... 510
Create Allocation Batch ........................................................ 510
Before Using .............................................................. 510
Tips .................................................................. 511
How to Use ............................................................... 511
After Using ............................................................... 512
Create Revaluation Batch ...................................................... 512
Before Using .............................................................. 513
Tips .................................................................. 513
How to Use ............................................................... 514
After Using ............................................................... 515
Creating a Recurring Entry Batch ............................................... 515
Before Using .............................................................. 515
How to Use ............................................................... 516
After Using ............................................................... 517
Clear History ................................................................. 517

Before Using ............................................................. 517

How to Use .............................................................. 518

5ii

ACCPAC General Ledger

Chapter 5
Periodic Processing
This chapter describes the following procedures in detail:

Creating the new fiscal year.

Performing period end maintenance.
Consolidating posted transactions.
Automatically allocating account balances.
Revaluing multicurrency accounts.
Creating recurring entry batches.
Clear History

For an overview of the general ledger concepts related to

periodic processing, see Chapter 2, What You Need to Know
Before Using General Ledger, in this guide.
For specific information about a field in a form, press the F1 key
or select the menu option to display on-screen Help. For
instructions on how to use Help, press F1 a second time from
any Help screen.

Periodic
Processing

Periodic Processing Overview

This section briefly outlines periodic routines, and shows you
how to open the G/L Periodic Processing folder.
Create a new fiscal
year

Before you can post transactions to a new year, you must create
the year using the Create New Year form. Create New Year
also closes the current year by zeroing the income and expense
accounts and transferring their balances to the retained earnings
(closing) accounts.
You should also create the new year before you post auto
reversing entries to the last period of the current year. (If you do
not, General Ledger will create a batch that you can post once
the new year is created.)

User Guide

51

Periodic Processing Overview

Periodic, as-needed
processing

You can perform a number of maintenance operations

throughout the year using Period End Maintenance,
Consolidate Posted Transactions, Create Allocation Batch, and
Create Revaluation Batch in the G/L Periodic Processing folder:

You use the Period End Maintenance form to optionally

delete inactive accounts, delete transaction history, delete
historical fiscal sets, and reset batch numbers to zero.

To reduce the amount of transaction detail in your ledger,

use Consolidate Posted Transactions. (You can also
consolidate details during posting, as described in
Chapter 2, What You Need to Know Before Setting Up
General Ledger, in the Getting Started manual.)

When you want to update account balances at new currency

exchange rates, use Create Revaluation Batch.

Use Create Allocation Batch to allocate account balances to

other accounts, if you use Enterprise Edition or Corporate
Edition.

Use Create Recurring Entries to generate transactions for

periodic journal entries for which you have set up recurring
entry records.

Use Clear History to remove old posting journals and posted

and deleted batches.

Viewing Periodic Processing Icons

On the ACCPAC desktop, click the G/L Periodic Processing
folder to view the G/L Periodic Processing icons.

52

ACCPAC General Ledger

Create New Year

The G/L Periodic Processing folder provides access to the

period-end and year-end processing forms.

Create New Year

Use the Create New Year form at year end, when you are ready
to begin entering transactions for the next fiscal year.
Create New Year creates and posts entries that transfer the
balances of the income statement (income and expense) accounts
to retained earnings.

The system enters the prior-year ending balances for balance

sheet and retained earnings accounts as the opening
balances in the new year.

The system enters the opening balances in the income and

expense accounts as zero.

Normally, you run Create New Year only once, when you are
ready to begin entering transactions for a new fiscal year. To
make adjustments to the previous fiscal year after creating the
new year, post the adjusting transactions to the previous fiscal
year. General Ledger automatically makes the appropriate

User Guide

53

Periodic
Periodic
Processing
Processing

Create New Year also creates the appropriate fiscal sets for the
new fiscal year, and initializes the account balances as follows:

Create New Year

updates to previous- and current-year account balances when

you post batches to a previous fiscal year.
When you post adjusting transactions to previous years, we
strongly recommend that all transactions in a particular batch be
posted to the same year, to ensure a clear audit trail.

Before Using
Before using the Create New Year form:
1.

Create a new fiscal year using the Fiscal Calendar form in

Common Services.

2.

In the G/L Options form, make sure that you have specified
the default closing account.
General Ledger also lets you transfer income and expense
account balances to retained earnings accounts associated
with particular account segments.

If you use more than

one retained
earnings account

If you want to close accounts by segment code, you must do

the following before you use Create New Year:
a) Use the Segment Codes form to specify a closing account
for each segment code to which you want to post
retained earnings separately.
b) Use the Accounts form to specify the segment to which
you want each income and expense account to post.
Note: Create New Year produces one journal entry for each
income and expense account to transfer the balance to the
corresponding retained earnings account. If no retained
earnings account is defined for the segment code, Create
New Year transfers the accounts balance to the default
closing account you assigned on the Account tab of G/L
Options.

54

3.

Enter and post all batches of transactions for the year.

4.

Print the reports and listings you need for your audit trail
and files.

ACCPAC General Ledger

Create New Year

5.

Back up the data.

Tips
Closing account
default

If you do not close by segment code, or have not defined

retained earnings accounts for some of your segments, account
balances will be transferred to the default closing account
specified in G/L Options.

Posting Journal
created

The next available batch number is assigned to the batch of

closing entries.
For each closing entry for an income or expense account, the
Posting Journal lists the retained earnings account to which the
amount was transferred. If you use account segments, the
segment code is printed on the journal as the reference for the
detail that transferred the total for that segment code to retained
earnings.

How to Use
Double-click Create New Year in the G/L Periodic Processing
folder to display the Create New Year form.
The G/L Create New Year form appears:
Periodic
Periodic
Processing
Processing

To create a new year, click the Proceed button. All entries

generated by creating the new year use the closing source code
GL-CL (automatically provided by the system), the end date of
the last regular fiscal period, and post to the closing period.

User Guide

55

Period End Maintenance

After Using

Closing entries appear in the Posting Journal and

G/L Transactions Listing.

You can define and print a Source Journal that lists only the
entries associated with the closing source code.

Print the opening balance sheet and other reports you need
to start your records for the new fiscal year.

Run Period End Maintenance, which is discussed next.

Period End Maintenance

Use Period End Maintenance at the end of a fiscal year, after you
run Create New Year.
Depending upon the maintenance options you select, you can
use Period End Maintenance to:

Delete inactive accounts.

Delete account history older than the number of years

specified at Keep Years of Fiscal Sets on the Posting tab of
G/L Options.

Delete transaction details older than the number of years

specified at Keep Years of Transaction Detail on the Posting
tab of G/L Options.
Because drilldown relies on transaction details, once you
delete transaction details, you can no longer drill down from
Journal Entry Inquiry to originating entries in ACCPAC
subledgers.

Reset the batch numbers to zero.

Note that Corporate, Small Business, and Discovery Editions will

automatically delete prior years when you create a new year, if
you have reached the maximum years of history allowed.

56

ACCPAC General Ledger

Consolidate Posted Transactions

Before Using
Before using this form:
1.

Enter and post all batches of transactions for the year to be

maintained.

2.

Run Create New Year.

3.

Print the reports and listings you need for your audit trail
and files.

4.

Back up the data.

How to Use
Double-click Period End Maintenance in the G/L Periodic
Processing folder to display the Period End Maintenance form.

Periodic
Periodic
Processing
Processing

Select the optional procedures you want to perform, and click

the Proceed button.

Consolidate Posted Transactions

Consolidate posted transactions whenever you need to reduce
detail on reports. Consolidation lets you reduce the detail in
accounts that have a lot of entries posted to them, but for which
you do not need to permanently record every transaction. Of
course, you may decide not to consolidate at all.

User Guide

57

Consolidate Posted Transactions

Consolidation collapses account details into single balances in

one of two ways:

You can create one transaction for each account and fiscal
period.

Or

You can create one transaction for each account, fiscal

period, and source code.

Before Using
Before using this form:

Print Source Journals if you do not consolidate by source

code.

If you need a record of full transaction detail but you also

want to consolidate, print the G/L Transactions Listing for
the accounts you want to consolidate and file the report.

Back up your data.

Tips
Transaction details
are eliminated

When a consolidated transaction is created, its original details

are erased and cannot be listed on source journals or on the
G/L Transactions Listing. In addition, if you consolidate
transactions, you cannot drill down from G/L Transaction
History to transactions originating in subledgers.

Detail entry numbers

are removed

Consolidation replaces posting sequence numbers and batch

numbers associated with details with consolidated tags.

Consolidate at
posting time

To consolidate account details at posting time, use the option to

post to an account in consolidated form on the Detail tab of the
G/L Accounts form.

58

ACCPAC General Ledger

Consolidate Posted Transactions

Two ways to
consolidate

Transactions can be consolidated either by account and fiscal

period, or by account, fiscal period, and source code. If you
consolidate by account and fiscal period, you can specify the
source code for the consolidation transactions.

Multicurrency ledger

If you use a multicurrency ledger, in addition to consolidating

either by account, fiscal period, and source code or by account
and fiscal period, amounts are consolidated by source currency.

How to Use
Double-click Consolidate Posted Transactions in the G/L
Periodic Processing folder.

This form lets you specify the level of consolidation that best
suits your needs. You can:
Consolidate transactions either by account and fiscal period
or by account, fiscal period, and source code.

Select a range of accounts or account segments to

consolidate.

Consolidate through a specific fiscal period and year.

Click Proceed when you are satisfied with the consolidation

options.
Warning: You cannot drill down from consolidated transaction
to original entries. Make sure that you consolidate only details
that you no longer need.

User Guide

59

Periodic
Periodic
Processing
Processing

Create Allocation Batch

After Using
All consolidated transactions reported on the G/L Transactions
Listing and on Source Journals have a blank reference, whether
they were created by the Consolidate Posted Transactions form
or consolidated during posting.
To determine how a transaction was consolidated, check its
description and posting sequence number.

A transaction created by the Consolidate Transactions form

has the description Consolidated and its original posting
sequence number is replaced by a posting sequence number
of 0. The batch number is CNSLD.

A transaction consolidated during posting has the

description Consolidated posting, and it has a posting
sequence number. It also has a source code of GL-CO.

If you have some accounts that you consolidate regularly

because they accumulate detail that you dont need, you should
consider consolidating the accounts during posting.
Consolidating transactions does not regain disk space, but it
does clear out space for new transactions in the file.

Create Allocation Batch

Use the Create Allocation Batch form at period end for accounts
that use the Auto Allocation option. It calculates the amounts
that will be distributed to each allocate-to account, and it
produces journal entries to distribute those amounts.

Before Using
Before using this form:

510

Define account allocation information on the Detail and

Allocation tabs of the G/L Accounts form.

Make sure that the allocate-to accounts have Active status.

ACCPAC General Ledger

Create Allocation Batch

Post outstanding batches to make sure that account balances

are current.

Decide which accounts to include in each allocation batch.

You can include a range of account numbers, or a range of
codes for one selected segment.

Determine the date and fiscal period to which the batch will
be posted.

Back up your data.

Tips
Allocation creates
journal entries

A single, balanced entry, consisting of allocated details and an

offsetting detail, is created for each allocated account, using the
date and fiscal period you specify for posting. The system
assigns the next available batch number to the batch of
reallocations.
The next available batch number is assigned to the allocation
batch, which you can view, edit, and post in the same way as
other batches.
Any remainder resulting from the allocation of an account is
included in the last detail line of the entry.
Periodic
Periodic
Processing
Processing

How to Use
Double-click Create Allocation Batch in the G/L Periodic
Processing folder.

User Guide

511

Create Revaluation Batch

Type a description for the batch and specify whether to allocate

for a range of account numbers or a range of segment codes.
Then specify the journal entry date, period, and year. Because
allocation instructions have already been set up in the
G/L Accounts form, you do not need to enter source codes,
accounts, and percentages.
To produce the batch, click Proceed; if you decide not to produce
the batch, click Close.

After Using

Use Batch Listing in the G/L Reports folder to review the

journal entries created by allocation. Edit the batches, if
necessary.

Post the allocation batches.

Create Revaluation Batch

You can use the Create Revaluation Batch form (in a
multicurrency ledger only) to revalue account balances at new
exchange rates. You can revalue accounts on an as-needed basis,
typically at period end or when currency rates fluctuate rapidly.
This function revalues the functional-currency equivalents of
source currency amounts using an exchange rate you specify.
Revaluation creates an automatically reversing entry for the
difference between the old functional-currency equivalent
balance and the revalued functional-currency equivalent balance
in each fiscal period you revalue. This provides you with
transactions for the unrealized gains and unrealized losses in
each fiscal period in the range you specify in the Create
Revaluation Batch form.
Because the transactions automatically reverse, the effect of
revaluation is completely backed out in the fiscal period
following the last fiscal period you specify for revaluation.

512

ACCPAC General Ledger

Create Revaluation Batch

Before Using
Before using this form:
Define revaluation codes.

Assign currencies and codes to the multicurrency accounts

you want to revalue. See the section Revaluing
Multicurrency Accounts, in Chapter 2 in the Getting Started
manual.

Update currency rates using the Currency form in Common

Services.

Post current batches.

Determine the range of accounts and fiscal periods and the

revaluation code, journal entry date, and rate to use for each
currency you want to revalue.

Make sure the gain and loss accounts and the accounts being
revalued are active before posting. Revaluation creates
transactions for both active and inactive accounts, but you
cannot post unless all accounts involved are active.

If you revalue in the last period of the year, you should

create the new year before you post the revaluation batch.
Revaluation needs to post its reversing entries to the first
fiscal period of the next year.

Tips
Revaluation creates
journal entries

You can revalue as many currencies as you want at a time. The

system creates a batch of revaluation transactions and assigns
to it the next available batch number.

User Guide

513

Periodic
Periodic
Processing
Processing

Create Revaluation Batch

How to Use
Double-click Create Revaluation Batch in the G/L Periodic
Processing folder to display the Create Revaluation Batch form.

Enter a description of the revaluation batch and the code of the

currency you want to revalue.
Specify a range of account numbers or account segment codes
and a range of periods. Revaluation creates transactions for the
unrealized gains and unrealized losses in each fiscal period in the
range you specify, and reverses them in the next period.
You can revalue only currencies that are listed for an account on
its Currency tab in the Account form.
You can force the revaluation of accounts within the account
range even if Revaluation (Yes/No) is set to No on the Currency
tab of those accounts. If you force revaluation, the No
revaluations are performed using the revaluation code you enter
in the Create Revaluation Batch form.
Select the revaluation code.
Because revaluation source codes have already been set up in the
Revaluation Codes form, you do not need to enter source codes.
If you want all accounts within the specified range to revalue the
source currency, regardless of the revaluation option status, use
the Force Revaluation option.

514

ACCPAC General Ledger

Creating a Recurring Entry Batch

You can override the displayed rate for this revaluation run.
Revaluation uses the Journal Entry Date in the Create
Revaluation Batch form to determine the year into which to post
the transactions.
To proceed with revaluation, click the Proceed button.

After Using

Print the Batch Listing and, if necessary, edit the batch using
the Journal Entry form.

Post the batch.

Creating a Recurring Entry Batch

To process a recurring entry, you create a recurring entry batch,
and then post it. (For instructions on posting batches, refer to
Chapter 4 in the General Ledger User Guide.)
You use the Create Recurring Entry Batch to create recurring
entry batches.

Before Using
Before using the Create Recurring Entry Batch form:

Create Recurring Entry records, and make sure existing

records are up to date.

User Guide

515

Periodic
Periodic
Processing
Processing

If the schedule for your recurring entry record uses a reminder,

you can also process the batch from the Reminder List in
Common Services. To find out how to process batches from the
Reminder List, refer to the System Manager User Guide.

Creating a Recurring Entry Batch

To be able to process recurring entries from the Reminder

list:

In Common Services, create schedules for the recurring

transactions. To be able to take advantage of the System
Managers Reminder List capabilities, include reminders
in the schedules.

Set up Recurring Entry records using schedules that

contain reminders.

Make sure that the accounts used in the recurring entries are
active accounts.

Decide on the range of recurring entries you wish to process.

Back up your data.

How to Use
To create a recurring entry batch:
1.

Double-click the Create Recurring Entries Batch icon in the

G/L Periodic Processing folder.
The Create Recurring Entries Batch form appears:

2.

Complete the fields as follows:

Run Date. General Ledger processes all eligible recurring
entries up to the specified run date.
When you use the Create Recurring Entry Batch form to
create recurring transactions, General Ledger uses the
session date as the default. Enter a different date if you wish.

516

ACCPAC General Ledger

Clear History

From Recurring Entry Code and To Recurring Entry Code.

Specify the range of recurring entries to be processed. Click
the Finder to see a list of codes from which to choose.
3.

Click Process to create the recurring entry batch.

Print the Batch Listing and, if necessary, edit the batch using
the Journal Entry form.

Post the recurring entry batch.

After Using

Clear History
You use the Clear History form to remove printed posting
journals and deleted and posted batches from your General
Ledger system.

Before Using
Determine the highest batch number or posting sequence
number to clear.

Before clearing posting journals print (to a printer or a file)

a copy of each posting journal you want to clear.

User Guide

517

Periodic
Periodic
Processing
Processing

Before clearing
posting journals

Clear History

How to Use
To clear history:
1.

Choose Clear History in the Periodic Processing folder.

When you select all the options in the Clear History form, it
looks like this:

Clear printed posting

journals

2.

To clear posting journals, select Clear Printed Posting

Journals. Then, in the Through Posting Sequence Number
field, type the number of the posting sequence through
which you want to clear.
Clear History clears the data for journals up to and including
the specified posting sequence, provided that you have
printed the journals.
After clearing journals, you can no longer print them, but the
information in them still appears on other reports.

Clear deleted and

posted batches

3.

To clear deleted and posted batches, select Clear Deleted

And Posted Batches. Then, in the Through field, type the
number of the most recent batch you want to clear. The
program displays the most recent batch you have posted as
the default.
Note that once you clear posted and deleted batches, they no
longer appear on the Batch List.

518

4.

When ready, click Process to clear the specified information.

5.

When finished, click Close.

ACCPAC General Ledger

Chapter 6
Reports
Printing Reports and Financial Statements ........................................ 62
Audit Reports and Listings ..................................................... 63
Viewing G/L Reports....................................................... 63
Report Icons and Forms ..................................................... 63
Chart of Accounts .............................................................. 64
Trial Balance .................................................................. 69
Transactions Listing ........................................................... 614
Source Journals ............................................................... 618
Batch Status .................................................................. 622
Batch Listing ................................................................. 624
Posting Journals .............................................................. 626
Account Structures ............................................................ 630
Segment Codes ............................................................... 631
Source Codes ................................................................. 633
Source Journal Profiles ........................................................ 635
Revaluation Codes ............................................................ 636
Options ...................................................................... 637
Recurring Entries Report ...................................................... 639
Financial Reports ............................................................. 641
Saving Report Values by Printing to a File ................................... 642

Reports

User Guide

6i

Chapter 6
Reports
This chapter describes each of the fourteen reports that you can
choose from the G/L Reports folder and provides you with
instructions for printing them.
Report types

Reports are covered in the same order as they appear in the G/L
Reports folder:

Audit trail and

processing reports

Chart of Accounts
Trial Balance
Transactions Listing
Source Journals
Batch Status
Batch Listing
Posting Journals
Account Structures
Segment Codes
Source Codes
Source Journal Profiles
Revaluation Codes
Options
Recurring Entries

The reports you print from the G/L Reports folder help you to
maintain your audit trail. They provide a history of your general
ledger transactions and snapshots of the general ledgers status
whenever you choose.

Financial statements

You print financial statements, such as balance sheets and

income statements, using the Print Financial Statements form in
the Financial Reporter folder.

User Guide

61

Reports

The reports available from the G/L Reports folder use Crystal
Reports for printing. You can modify any of these reports using
Crystal Reports or Seagate Info from Crystal Decisions. For
information about adapting these reports to meet your needs,
see the appendix on customizing forms in the System Manager
User Guide.

Printing Reports and Financial Statements

Financial reports use Excel for printing. You can modify the
sample report specifications that come with General Ledger, or
create custom reports, using the Statement Designer.
See the Financial Reporter User Guide for information on how to
design reports and for examples of statements you can print
using the Print Financial Statements form.

Printing Reports and Financial Statements

Print destination

You can print all reports, including financial statements, to a

printer or a file, or preview them on your screen. You can send
all reports by e-mail, and you can also schedule reports for
printing at a specific time and destination (using Seagate Info or
the Process Server).
You specify the print destination using the File menu on the
company desktop. (For more information about print
destinations, see the System Manager User Guide.)
If you must print a report before you can begin another action
(such as a batch listing before posting), note that the system will
update the report status to printed after printing to any print
destination.
You can also:

Layout and paper size

Print on letter, legal, or A4 paper sizes.

When you print from the Print Financial Statements form,
the system uses the paper size, layout, and other printing
options selected for the report in the Statement Designer.

Exporting reports

Export Crystal reports from the Preview window to a large

number of file formats, including:

62

ACCPAC General Ledger

Adobe Acrobat (PDF)

Crystal (RPT)
Excel and Lotus 1-2-3
Word for Windows
Text, Rich Text Format (RTF), paginated text, columnar
text

Audit Reports and Listings

Microsoft Mail and Lotus Notes

HTML and XML
ODBC
Data Interchange Format
Character- or Comma-Separated Values (CSV)

Audit Reports and Listings

ACCPAC General Ledger produces numerous auditing and
processing reports, as well as financial statements.
Audit report and
listing contents

Each audit report or listing produced by the General Ledger

includes the following information:

Company name, as entered in the company profile.

Date and time the report was printed.

Report title.

Page number.

The order and selection criteria you chose for the report (if
applicable).

Viewing G/L Reports

G/L Reports folder

To display the G/L Reports icons, open the G/L Reports folder.
Choose the G/L Reports icons to print the General Ledger
reports discussed in this chapter.

When you choose an icon from the G/L Reports folder, General
Ledger displays a form where you can choose options for
ordering and selecting information (for most reports), then either
proceed to print the report or cancel printing.

User Guide

63

Reports

Report Icons and Forms

Chart of Accounts

For example, the G/L Transactions Listing appears as follows:

Depending on the type of data shown on the report, you may be

able to select transactions by period or date, batches by posting
sequence number, or entries by source currency.
The remainder of this chapter describes each report, its options
and selection criteria, provides instructions for printing, and
shows a sample page from the report.

Chart of Accounts
Print the Chart of Accounts after setting up your data or revising
the accounts in your chart. You can include allocation or
currency data and can compare actual, budget, and provisional
data by period.
Listing Control
accounts

64

With the Control Accounts version of the Chart of Accounts

report, you can list control accounts and the ledgers that use
them.

ACCPAC General Ledger

Chart of Accounts

Features
Order criteria

You can print chart data in order by account number, by

account segment, or by account group.

Selection criteria

You can specify a range of accounts, a range of segment codes,

and a range of account groups.

Format

You can print the data in one of the following formats:

Detail Short Form. Basic setup information: account

number, description, status, account configuration
(B-balance sheet, I-income, R-retained earnings; DR-debit
balance, CR-credit balance; F-functional currency,
M-multicurrency), and consolidation and allocation options.

Detail Long Form. Short form information plus account

groups and segment closed to.

Valid Currencies. Shows the currencies that are valid for

each multicurrency account, whether revaluation is allowed,
and, if so, the revaluation code.

Allocation. Allocation information, if you use Enterprise

Edition or Corporate Edition.

Control Account Subledgers. Lists all control accounts in

the selected ranges, along with the subledgers that use them.

Fiscal Set Comparison. Lets you compare the period

balances of two fiscal sets.

The fiscal set comparison report provides the differences

between amounts and the percentage differences.

User Guide

65

Reports

You can choose to compare Actual sets from different years,

Actual and Budget fiscal sets and, if you use Enterprise or
Corporate Editions, you can also choose Budget 1 through
Budget 5, Provisional Actuals, Quantity, and Provisional
Quantity fiscal sets.

Chart of Accounts

Multicurrency
formats

If the euro is your

functional currency

If you have a multicurrency ledger, you can choose these

formats:

The Valid Currencies format lists the currency type of each

account plus the information entered to define the currencies
used with the account, including the choices made for the
posting and revaluation options.

The Fiscal Set Comparison format can include source

currency, functional currency, and functional-equivalent
figures.

If you are using the euro as your functional currency and have
specified a reporting currency, you can also compare the
reporting fiscal sets.

Procedures
Before you print the report, update account information and, if
comparing fiscal sets, post any outstanding batches.
Choose the Chart of Accounts icon from the G/L Reports folder
to display the Chart of Accounts report form.
Specify the contents of the report by choosing one of several
formats.

Select accounts to
be printed

Specify whether you want to order the report by account

number, segment, or account group. Then specify the range of
accounts, segment codes, and account groups you want to
print.

Optionally, pick a
print range using the
Finder . . .

The Finder lets you view the entire range of accounts so you
can scan for the entries you want. From the list displayed in the
Finder form, select the From and To ends of the print range you
want. Use the Finder to view and select account numbers and
segment codes.

Further define the

account range and
select a format

After you select the primary sorting order and range, you can
further specify the range of accounts printed. For example, if
you order and select by account number, you can also enter a
range of account groups and ranges of segment codes.

66

ACCPAC General Ledger

Reports

Specify contents

Chart of Accounts

Print the report

To print the report, click the Print button; to cancel it, click the
Close button.

Date: Thursday, October 25, 2010 6:07PM

Chart Of Accounts - Short Form (GLCHTA01)

Sample Company Limited

Page 1

[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
[Current assets] To [Other]
[Account Number]

Account Number

Description

Status

Acct
Config.

Post
In

Structure
Code

1000
1020
1021
1022
1023
1030
1040
1050
1060
1100
1115
1120
1140
1150
1190
1200
1300
1320
1400
1420
1430
1440
1500
1520
1540
1550
1600
1620
1640
1700
1710
1720
1730
2000
2010
2015
2020
2030
2040
2050
2055
2060
2070
2100
2110
2120
2130
2140
2150
2160
2200
2225
2235
2240
2290
2300
2310
2350
2400
2410
2420
2430
2435
2440

Petty cash
Bank account, operating
Bank account, American Express
Bank account, VISA
Bank account, Mastercard
Bank account, payroll
Bank account, US dollars
Bank account, Japanese yen
Bank account, British pounds
Accts receivable, intercompany
Accounts receivable, trade
Accounts receivable, employees
Accounts receivable, other
GST receivable
Allowance for doubtful accts.
Investments, short term
Inventory
Inventory, assembled
Prepaid insurance
Prepaid taxes
Prepaid rent
Prepayment, AP purchases
Furniture and fixtures
Equipment
Buildings
Land
Acc. Amortization/Depr.
Acc. Amort./Depr.Equipment
Acc. Amort./Depr.Buildings
Leasehold improvements
Acc. amortization, leasehold
Organization costs
Acc. amortization, org. costs
Bank operating loan
Accts payable, intercompany
Accounts payable, trade
Accounts payable, other
Prepayment liability
Accts payable, clearing
Non stock clearing
Transfer clearing
Dividends payable
Deposits received
Wages payable
Quebec tax payable
EI payable
CPP payable
QPP payable
Ont. EHT payable
QHIP payable
Federal tax payable
Employee medicare payable
Employer medicare payable
Provincial income tax payable
Property tax payable
Employee benefits payable
Employee pension payable
Employee deductions payable
County sales tax payable
State sales tax payable
Corp. income taxes payable
Canadian GST collected
Canadian GST input tax credit
Provincial Sales Tax

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

B,DR,F
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,M
B,DR,M
B,DR,M
B,DR,M
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,CR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,M
B,CR,M
B,CR,F
B,CR,M
B,CR,M
B,CR,M
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,M
B,CR,M
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,M
B,CR,M
B,CR,F
B,CR,F
B,CR,F
B,CR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC

Cntrl.
Acct. Qty. Units

Auto
Alloc.

Yes

Yes

Yes
Yes

Reports

From Account No.

From Account Group
Sort By

Chart of AccountsDetail: Short Form

User Guide

67

68
Description
Petty cash
Bank account, operating
Bank account, American Express
Bank account, VISA
Bank account, Mastercard
Bank account, payroll
Bank account, US dollars
Bank account, Japanese yen
Bank account, British pounds
Accts receivable, intercompany
Accounts receivable, trade
Accounts receivable, employees
Accounts receivable, other
GST receivable
Allowance for doubtful accts.
Investments, short term
Inventory
Inventory, assembled
Prepaid insurance
Prepaid taxes
Prepaid rent
Prepayment, AP purchases
Furniture and fixtures
Equipment
Buildings
Land
Acc. Amortization/Depr.
Acc. Amort./Depr.Equipment
Acc. Amort./Depr.Buildings
Leasehold improvements
Acc. amortization, leasehold
Organization costs
Acc. amortization, org. costs
Bank operating loan
Accts payable, intercompany
Accounts payable, trade
Accounts payable, other
Prepayment liability
Accts payable, clearing
Non stock clearing
Transfer clearing
Dividends payable
Deposits received
Wages payable
Quebec tax payable

1000
1020
1021
1022
1023
1030
1040
1050
1060
1100
1115
1120
1140
1150
1190
1200
1300
1320
1400
1420
1430
1440
1500
1520
1540
1550
1600
1620
1640
1700
1710
1720
1730
2000
2010
2015
2020
2030
2040
2050
2055
2060
2070
2100
2110

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

Status
B,DR,F
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,M
B,DR,M
B,DR,M
B,DR,M
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,M
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,CR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,M
B,CR,M
B,CR,F
B,CR,M
B,CR,M
B,CR,M
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

Post
Acct.
Config. In
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC

Structure
Code
Close to Segment

Sample Company Limited

[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
[Current assets] To [Other]
[Account Number]

Account Number

From Account No.

From Account Group
Sort By

Date: Friday, October 26, 2010 10:34AM

Chart Of Accounts - Long Form (GLCHTA02)

Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Current assets
Fixed assets
Fixed assets
Fixed assets
Fixed assets
Accumulated depr
Accumulated depr
Accumulated depr
Other assets
Other assets
Other assets
Other assets
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability
Current liability

Account Group

Chart of AccountsDetail: Long Form

ACCPAC General Ledger

Yes

Yes

Yes

Yes

Cntrl.
Acct. Qty. Units

Auto
Alloc

Page 1

Chart of Accounts

Trial Balance

Trial Balance
The Trial Balance prints the balance of each account in the range
of accounts and at the end of the fiscal period you specify.

Features
Order criteria

You can print the data in order by account number, by account

segment, or by account group.

Selection criteria

You can specify the range of accounts, segment codes, and

account groups, and select a currency, period, and year.

Other criteria

You can choose to include accounts with no activity, if you

wish. If you are printing the report for the last period in the
fiscal year, you also have the option to include adjustment
transactions.

The euro currency

option

If you selected the euro as your functional currency, the

Currency selection list will show reporting as an option. If you
select the reporting currency as your currency type, all account
balances for the year and period will appear in the reporting
currency.

Format

You can print the data in one of the following formats:

Report. Standard trial balance showing debits, credits, and

total debits and total credits for the accounts listed.

Worksheet. Standard trial balance plus columns for manual

entry of income statement, balance sheet, and adjustment
debits and credits.

If you use the Enterprise Edition or the Corporate Edition of

General Ledger, you can also print in the following formats:
Reports

Quantity Report. Standard trial balance plus columns

containing quantities and the unit of measure for each
account listed.

Provisional Quantity. Standard trial balance plus columns

containing quantities and the unit of measure for each

User Guide

69

Trial Balance

account listed; the amounts include any provisionallyposted amounts and provisional quantities.

Default report format

Provisional Included. Standard trial balance showing

debits, credits, and total debits and total credits for the
accounts listed; the amounts include any provisionallyposted amounts.

Provisional Separate. Standard trial balance showing

debits, credits, and total debits and total credits for the
accounts listed; provisional amounts appear in separate
columns next to the actual amounts.

Provisional Worksheet. Standard trial balance plus

columns for manual entry of income statement, balance
sheet, and adjustments debits and credits; the amounts
include any provisionally-posted amounts.

The default report does not print zero-balance accounts. To print

a version of the report or worksheet that includes accounts with
balances of zero and zero net changes for all fiscal periods, check
the Include Accounts with No Activity box.
If you choose the last period of the fiscal year, you can include
adjustments by checking the Include Adjustments box.

Procedures
Before you print the report, update account information
and post all open batches. To display the Trial Balance
Report form, choose Trial Balance in the G/L Reports
folder.

2.

Specify the basic contents by choosing one from several

formats. (See previous descriptions of these formats.)

3.

Select the period and fiscal year for which you want to
print a trial balance.

4.

Decide whether to include accounts with no activity (no

opening balance and no transactions posted to them).

ACCPAC General Ledger

Reports

610

1.

Trial Balance

Select accounts to
be printed

5.

Specify whether you want to order the report by account

number, segment code, or account group. Specify the
ranges of accounts, segment codes, and account groups you
want to print.

Optionally, pick a
print range using the
Finder . . .

6.

Use the Finder to select the From and To ends of the print
range you want.

Further define the

account range and
select a format

7.

After you select the primary order and range, you can
further specify the range of accounts printed. For example,
if you order and select by account number, you can also
enter a range of account groups and ranges of segment
codes.

Print the report

8.

To print the report, click the Print button; to cancel it, click
the Close button.

Reports

User Guide

611

Trial Balance

Date: Friday, October 26, 2010 11:02AM

Report (GLTRLR1)
In Functional Currency

Sample Company Limited

Page 1

Trial Balance as of 06/30/2010

[Account No.]
Sort By
Include Accounts With No Activity [N]
[N]
Include Adjustments
[2010 - 06]
For Year-Period
[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
From Account No.
[Current assets] To [Other]
From Account Group

Account Number

Description

1000
1020
1030
1040
1050
1060
1100
1115
1150
1190
1200
1300
1400
1430
1500
1520
1550
1600
1620
2010
2015
2030
2040
2120
2130
2200
2300
2310
2350
2400
2410
2420
2430
2435
2440
2450
2460
2500
2700
2710
2900
3000
3200
4000
4000-100
4000-200
4010-100-10
4010-100-20
4010-100-30
4010-100-40
4010-200-10
4010-200-20
4010-200-30
4010-200-40
4020
4030
4040
4050
4060
4100
4200
4210

Petty cash
Bank account, operating
Bank account, payroll
Bank account, US dollars
Bank account, Japanese yen
Bank account, British pounds
Accts receivable, intercompany
Accounts receivable, trade
GST receivable
Allowance for doubtful accts.
Investments, short term
Inventory
Prepaid insurance
Prepaid rent
Furniture and fixtures
Equipment
Land
Acc. Amortization/Depr.
Acc. Amort./Depr.Equipment
Accts payable, intercompany
Accounts payable, trade
Prepayment liability
Accts payable, clearing
EI payable
CPP payable
Federal tax payable
Employee benefits payable
Employee pension payable
Employee deductions payable
County sales tax payable
State sales tax payable
Corp. income taxes payable
Canadian GST collected
Canadian GST input tax credit
Provincial Sales Tax
VAT (United Kingdom)
Japanese sales / purchase tax
Current portion L/T debt
Long term debt proceeds
Long term debt payments
Deferred income taxes
Common stock
Retained earnings
Sales
Sales
Sales
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, chairs
Sales, desks
Sales, cabinets
Sales, dividers
Sales, samples
Sales returns and allowances
Delivery revenue
Rental revenue

Debits

Credits

10,000.00
8,878,277.83
0.00
584,730.98
813,823.05
969,932.14
2,121,571.27
30,507.26
6,542.00
90,000.00
190,828.09
1,290,407.68
13,600.00
19,600.00
702,996.25
1,659,892.54
300,000.00
122,569.89
889,856.53
8,794,941.45
29,168.56
73.60
77.09
18,716.52
87,949.66
97,886.78
81,452.83
54,968.54
65,962.29
5,136.43
1,643.68
343,970.26
96,068.26
40,634.00
33,241.24
378.32
119.17
106,589.36
560,000.00
348,000.00
28,963.54
250,000.00
5,203,189.33
1,823,901.41
2,054,578.86
1,011,382.70
30,645.44
55,060.72
29,776.32
23,457.08
30,887.85
33,452.54
19,576.27
16,852.38
421,857.81
1,363,975.12
1,064,736.95
1,841,264.43
342,265.13
20.23
580,355.07
527,179.06

Trial Balancefirst page

Reports

612

ACCPAC General Ledger

Trial Balance

Date: Friday, October 26, 2001 11:02AM

Report (GLTRLR1)
In Functional Currency

Sample Company Limited

Account Number

Description

4220
4230
5000
5000-100
5000-200
5010-100-10
5010-100-20
5010-100-30
5010-100-40
5010-200-10
5010-200-20
5010-200-30
5010-200-40
5020
5030
5040
5050
5500
6000
6020
6080
6080-100
6080-200
6120
6120-100
6120-200
6140
6160
6180
6200-100
6200-200
6220
6240-100
6240-200
6260
6280
6300
6360
6380-100
6380-200
6400
6500
6500-100
6500-200
6520
6540
6560
6580
6600
6620
6640
6660
6680
6680-100
6680-200
6700
6700-100
6700-200
6720-100
6720-200
6740-100
6740-200
6760
7100
7110
9000

Interest income
Miscellaneous income
Cost of goods sold
Cost of goods sold
Cost of goods sold
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, chairs
COGS, desks
COGS, cabinets
COGS, dividers
Cost variance
Accounting and legal fees
Advertising
Automotive
Automotive
Automotive
Commissions
Commissions
Commissions
Delivery and distribution
Amortization/Depreciation
Donations
Dues and subscriptions
Dues and subscriptions
Employee benefit plan
Employee benefits, direct
Employee benefits, direct
Equipment lease or rent
Insurance
Interest, long term debt
Licenses and permits
Miscellaneous
Miscellaneous
Moving
Office supplies
Office supplies
Office supplies
Postage
Promotion and entertainment
Rent, office
Repairs and maintenance
Shipping supplies
Shop supplies
Subcontract costs
Traveling expenses
Telephone, telex, fax
Telephone, telex, fax
Telephone, telex, fax
Utilities
Utilities
Utilities
Wages & benefits, direct
Wages & benefits, direct
Wages & benefits, indirect
Wages & benefits, indirect
Wages casual, direct
Realized exchange gain
Realized exchange loss
Corporate income taxes

Debits

677,665.79
1,025,860.82
543,104.44
16,764.02
26,280.64
12,434.71
9,250.76
15,752.81
15,053.64
10,179.67
8,426.21
202,905.79
656,362.20
517,195.78
893,056.92
168.78
56,749.03
401,720.23
72,532.69
42,901.54
40,825.28
294,751.85
117,822.19
63,450.37
132,181.80
250,000.00
33,191.44
13,263.53
25,442.71
143,267.40
59,694.78
59,694.78
72,569.31
268,728.97
7,500.00
30,274.01
46,610.82
96,673.12
59,146.31
152.12
66,947.96
72,114.04
134,499.06
455,776.20
359,744.44
93,939.47
189,642.31
144,747.05
56,468.64
225,409.07
84,871.25
121,471.67
77,605.17
31,856.31
35,527.23
67,476.66
236,567.37
533,696.44
63,449.27
74,992.56
103,917.57
760.62
805.74
108,000.00
28,340,343.94

Sample Company Limited

28,340,343.94

Page 3

Trial Balance as of 06/30/2010

Description
Net Income (Loss) for Accounts Listed:

Debits

Reports

Account Number

Credits
42,292.63
63,010.10

Total:

Date: Friday, October 26, 2001 11:02AM

Report (GLTRLR1)
In Functional Currency

Page 2

Trial Balance as of 06/30/2010

Credits
1,018,419.76

128 accounts printed

Trial Balancesecond page and totals page

User Guide

613

Transactions Listing

Transactions Listing
The G/L Transactions Listing prints the net changes and current
balances for all the accounts you specify as well as the journal
entry details posted to each account in the specified fiscal
periods of the current year, including adjusting and closing
entries. Use the listing as an audit trail report to trace posted
transactions back to the posting journal and batch listing.

Features
Order criteria

You can print the data in order by account number, by account

segment, or by account group.

Selection criteria

You can select a range of account numbers, segment codes, and

account groups, and a range of periods within a year.

Including accounts
with no activity;
including adjustments

By default, this report does not include adjustments or accounts

that have had no activity for the specified range of periods.
To include adjustments, include the ADJ period in the print
range. To include accounts with no net changes, select the
Include Accounts With No Activity option.

Procedures
Post any open batches.

2.

Choose Transactions Listing from the G/L Reports folder.

3.

Specify whether you want to order the report by account

number, segment, or account group, then specify the range
of accounts, segment codes, or account groups you want to
print.

Optionally, pick a
print range using the
Finder . . .

4.

Using the From and To fields, select the range of accounts

you want from the list displayed in the Finder.

Select a period

5.

Select the fiscal year and the beginning and ending period
for which you want to print the report. You can also
include the adjustments and closing periods.

614

ACCPAC General Ledger

Reports

1.

Transactions Listing

Select a currency
format

6.

Optionally include accounts with no activity (no opening

balances and no transactions posted to the accounts ) and
include quantities.

7.

Select a Currency option. If your ledger is multicurrency,

you can choose from these options:

If the euro is your

functional currency

Print transactions in functional currency only.

Print transactions in both source and functional

currencies.

If you selected the euro as your functional currency

and specified a reporting currency, the G/L
Transactions Listing form shows an additional
Currency option to let you print transactions in the
reporting currency only.

Further define the

account range

8.

Continue to specify the range of accounts printed as

required. For example, if you order and select by account
number, you can also enter a range of account groups and
ranges of segment codes.

Print the report

9.

To print the report, click the Print button; to cancel it, click
the Close button.

Reports

User Guide

615

G/L Transactions Listingfirst page

ACCPAC General Ledger

01/31/2010
01/31/2010
01/31/2010

02/04/2010
02/15/2010
02/04/2010
02/04/2010
02/10/2010
02/10/2010
02/28/2010

GL-JE

AP-PY
AP-PY
AR-PY
AR-PY
AR-PY
AR-PY
GL-JE

01

02

02

02

02

02

02

02

01/20/2010

AR-PY

01
GL-JE

01/12/2010

AR-PY

01

GL-JE

01/12/2010

AR-PY

01

01

01/15/2010

AP-PY

01

01

01/15/2010

AP-PY

Date

1020
01

1000

Account Number/
Prd.
Source

Last Year Closed

Last Posting Sequence

Sorted By
From Account No.
From Account Group

For Year

From Period

Include Accounts With No Activity

Include Adjustments/Closing Entries

Reports

616
Sample Company Inc.

30

29

29

31

31

Posting
Seq.

Mr. Ronald Black

Misc. cash entries
32
January 2010 entries
Misc. payroll entries
32
January 2010 entries
Misc. journal entries
32
January 2010 entries
Net Change and Ending Balance for Fiscal Period 01:
33
Excide Industrial Batt
34
Stewart Office Supplie
33
ACME Plumbing
33
Custom Comfort
34
Mr. Ronald Black
34
Custom Comfort
Misc. cash entries
34
February 2010 entries

ACME Plumbing

Mr. Ronald Black

Excide Industrial Batt

Chloride Systems

Bank account, operating

Petty cash
Totals: Petty cash

Description/
Reference

509.92
222.61
794,145.09

81-2
86-1

198.68
81-1

537.41

6,765.62

83-1

77-2

1,720.92

78-1

77-1

13,500.00

76-1

2,581.37

2,006.85

0.00

Credits

67,733.61

810,164.93

300.00

990.33

1,201.52

0.00

Debits

76-1

76-1

72-1

67-2

67-1

74-2

74-1

Batch-Entry

[N]
[N]
[01] To [12]
[2010]
[Account No.]
[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
[Current assets] To [Other]
2009
43

G/L Transactions Listing - In Functional Currency (GLPTLS1)

Date: Friday, October 26, 2010 12:25PM

726,834.95

0.00

Net Change

2,788,940.95

2,062,106.00

10,000.00
10,000.00

Balance

Page 1

Transactions Listing

User Guide

GL-JE

GL-JE

GL-JE

GL-JE

GL-JE

GL-JE

GL-JE

GL-JE

GL-JE

02

03

04

05

9000
01

02

03

04

05

Reports

122 accounts printed

01/31/2010

GL-JE

6760
01

05/31/2010

04/30/2010

03/31/2010

02/28/2010

01/31/2010

05/31/2010

04/30/2010

03/31/2010

02/28/2010

Date

Account Number/
Prd.
Source

Posting
Seq.

Report Totals:

Corporate income taxes

Misc. journal entries
32
January 2010 entries
Net Change and Ending Balance for Fiscal Period 01:
Misc. journal entries
34
February 2010 entries
Net Change and Ending Balance for Fiscal Period 02:
Misc. journal entries
36
March 2010 entries
Net Change and Ending Balance for Fiscal Period 03:
Misc. journal entries
39
April 2010 entries
Net Change and Ending Balance for Fiscal Period 04:
Misc. journal entries
41
May 2010 entries
Net Change and Ending Balance for Fiscal Period 05:
Totals: Corporate income taxes

21,617.15

22,049.50

20,947.02

94-1

104-1

122-1

50,000.00

122-1

40,209,303.16

15,000.00

104-1

40,209,303.16

20,000.00

94-1

0.00

15,000.00

86-1

0.00

0.00

Credits

108,000.00

8,000.00

76-1

103,917.57

19,651.95

19,651.95

74,992.56

Debits

86-1

76-1

Batch-Entry

Sample Company Inc.

Wages casual, direct

Misc. journal entries
32
January 2010 entries
Net Change and Ending Balance for Fiscal Period 01:
Misc. journal entries
34
February 2010 entries
Net Change and Ending Balance for Fiscal Period 02:
Misc. journal entries
36
March 2010 entries
Net Change and Ending Balance for Fiscal Period 03:
Misc. journal entries
39
April 2010 entries
Net Change and Ending Balance for Fiscal Period 04:
Misc. journal entries
41
May 2010 entries
Net Change and Ending Balance for Fiscal Period 05:
Totals: Wages casual, direct

Totals: Wages & benefits, indirect

Description/
Reference

G/L Transactions Listing - In Functional Currency (GLPTLS1)

Date: Friday, October 26, 2010 12:25PM

0.00

50,000.00
108,000.00

15,000.00

20,000.00

15,000.00

8,000.00

20,947.02
103,917.57

22,049.50

21,617.15

19,651.95

19,651.95

74,992.56

Net Change

0.00

108,000.00
108,000.00

58,000.00

43,000.00

23,000.00

8,000.00

0.00

103,917.57
103,917.57

82,970.55

60,921.05

39,303.90

19,651.95

0.00

74,992.56

Balance

Page 136

Transactions Listing

G/L Transactions Listinglast page

617

Source Journals

Source Journals
Source journals list posted transaction details in the order you
specify at print time and for the source codes you include in the
source journal profile. When you create the Source Journal
profile, (using the Source Journal Profiles form), you can specify
up to 50 source codes that you want to include in the journal.

When you print the source journal, you can list a range of details
by reference, fiscal period, date, account number, segment,
account group, posting sequence, and batch number. You can
also narrow the reports focus by specifying ranges for many of
the report fields.

Features
You can print the data in order by account number, by account
segment, or by account group.

Selection criteria

You can specify the range of account numbers, segment codes,

and account groups. You can further specify the range of
transactions appearing in the journal by fiscal period, reference,
date, posting sequence, batch number, and source currency.

Profile

Select the source journal you want to print from a list of

profiles created in the Source Journal Profiles form.

618

ACCPAC General Ledger

Reports

Order criteria

Source Journals

Use Report

There are three report formats you can choose from:

GLSJ01F, for functional-currency reports.

GLSJ01S, for printing source-currency reports.

GLSJ1SA, for printing source-currency reports on

A4 paper.

To select a format, type the name of the report in the Use Report
field in the Source Journal Report form, or use the Browse button
on the first tab of the Source Journals Report form to select
which format to use.
Currency

You can print a report showing functional currency only, or

both functional and source currency transactions.

The euro functional

currency

A Reporting option appears in the Currency selection list if the

euro is your functional currency and you specified a reporting
currency. This option enables you to print a report showing
reporting currency only.

Procedures
Post all open batches.

2.

Choose Source Journals from the G/L Reports folder to

display the Source Journals Report form.

3.

On the Journal tab of the form, select the source journal you
want to print. If your ledger is multicurrency, you can
choose to print functional currency data only or both source
and functional currency data.

Select accounts to
be printed

4.

On the Accounts tab of the form, specify whether you want

to order the report by account number, segment, or account
group. Then specify the range of accounts, segment codes,
and account groups you want to print.

Optionally, pick a
print range

5.

From the list displayed in the Finder form, select the From
and To ends of the print range you want.

User Guide

619

Reports

1.

Source Journals

Select a period

6.

On the Ranges tab, select the beginning and ending period

and fiscal year for which you want to print the report.

Further define the

account and
transaction range

7.

As needed, continue to specify the range of transactions

appearing on the journal by reference, date, posting
sequence, batch number, and source currency.

Print the report

8.

To print the report, click the Print button; to cancel it, click
the Close button.

620

ACCPAC General Ledger

User Guide

Reports

1115
ACME Plumbing
Mr. Ronald Black
The Courtyard
Custom Comfort
Bargain Mart - San Die
Bargain Mart - Oakland
Mr. Ronald Black
Dr. Dan Penn
Mr. Stephen Kershaw
Custom Comfort
ACME Plumbing
The Courtyard
The House Doctors
Mr. Ronald Black
Custom Comfort
ACME Plumbing
The Courtyard
Dr. Dan Penn
Mr. Ronald English
Custom Comfort

1100
January 2010 entries
February 2010 entries
March 2010 entries
April 2010 entries
May 2010 entries

Bank account, US dollars

Misc. journal entries
Misc. journal entries
Misc. journal entries
Misc. journal entries
Misc. journal entries

1040
January 2010 entries
February 2010 entries
March 2010 entries
April 2010 entries
May 2010 entries

32
34
36
39
41

32
34
36
39
41

Post
Seq.

Accounts receivable, trade

Adjustment for Carl
Received Dec 2009
Please ship overnight
No backorder
Ship asap
Ship asap
Overnight shipment please
Please ship asap
No backorder please
Ship asap
Backorder OK
Ship asap
No backorder
Ship asap
Ship asap
No backorder
Backorder OK
Ship asap
No backorder please
No backorder
29
30
30
35
36
36
38
38
38
39
39
39
40
41
41
41
41
41
41
41

Total: Accts receivable, intercompany

Accts receivable, intercompany

Misc. journal entries
Misc. journal entries
Misc. journal entries
Misc. journal entries
Misc. journal entries

Total: Bank account, US dollars

Description

68-1
71-1
71-4
89-1
93-1
93-2
98-1
98-2
98-5
103-1
103-2
103-3
112-1
119-1
119-2
119-3
119-4
121-1
121-3
121-4

76-1
86-1
94-1
104-1
122-1

76-1
86-1
94-1
104-1
122-1

Batch Entry

01/12/2010
01/04/2010
01/08/2010
03/03/2010
03/18/2010
03/18/2010
04/05/2010
04/05/2010
04/05/2010
04/20/2010
04/20/2010
04/20/2010
05/10/2010
05/28/2010
05/28/2010
05/28/2010
05/28/2010
05/31/2010
05/31/2010
05/31/2010

01/31/2010
02/28/2010
03/31/2010
04/30/2010
05/31/2010

01/31/2010
02/28/2010
03/31/2010
04/30/2010
05/31/2010

Date

2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010

2010
2010
2010
2010
2010

2010
2010
2010
2010
2010

Yr.

01
01
01
03
03
03
04
04
04
04
04
04
05
05
05
05
05
05
05
05

01
02
03
04
05

01
02
03
04
05

AR-AD
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN
AR-IN

GL-JE
GL-JE
GL-JE
GL-JE
GL-JE

GL-JE
GL-JE
GL-JE
GL-JE
GL-JE

Source
Prd. Code

Transaction Journal

Sample Company Limited

[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
[2010-01] To [2010-12]
[ ] To [zzzzzzzzzzzzzzzzzzzzzz]
[01/01/2010] To [12/31/2010]
[0000000] To [9999999]
[000000] To [999999]
[GL-JE, AR-AD, AR-IN, GL-AR, IC-SH, OE-IN, OE-CN]
[Account Number]

Account Number/
Reference

From Account No.

From Fiscal Period
From Reference
From Date
From Posting Sequence
From Batch
For Source Code
Sort By

Date: Friday, October 26, 2010 1:13PM

Source Journal - Functional Currency (GLSJ01F.RPT)

14.80
3,093.35
12,048.29
1,816.91
4,660.00
6,074.34
2,549.11
1,578.54
3,470.59
1,571.81
2,515.53
2,564.91
2,595.28
2,361.68
1,359.93
2,361.68
2,361.68
201.51
251.87
241.81

164,973.30

14,934.95

150,038.35

313,058.53

31,253.93
63,865.18
72,479.15
85,159.68
60,300.59

Debits

40,489.71

584.60
8,783.29
31,121.82

0.00

Credits

Quantities Units

Page 1

Source Journals

Source Journalfirst page

621

Batch Status

Batch Status
The Batch Status report provides a record of all General Ledger
batches, including batches entered and imported into General
Ledger, created by a subledger, and generated by periodic
processing. The report also lists batches that have been posted
provisionally and batches that have been deleted or posted to the
current year or a previous year since the last time the report was
printed and cleared. The Batch Status report is a valuable
management tool for tracking batches, particularly when several
operators are entering batches on a multi-user system.

Features
Order criteria

The report lists batches in order by batch number within the

range of batches you select.

Selection criteria

You can restrict the report by specifying a range of batch

numbers, source ledgers, and dates. You can then further
restrict the report to specific batch types (entered, subledger,
imported, and generated) and status (open, printed, deleted,
posted, and provisionally-posted).

Procedures

Print the report

622

1.

Choose Batch Status in the G/L Reports folder.

2.

Specify the batches, the ledgers, and the batch creation

dates for which you want the status report.

3.

Select the range of batches to print. To print all batches in

the range, leave the type and status options selected. To
narrow the range, check only batch types and statuses you
want on the report.

4.

To process and print the report, click the Print button; to

cancel it, click the Close button.

ACCPAC General Ledger

Entered
Subledger
Imported
Generated
Recurring

Type

Reports

0
42
0
0
0

0
5
0
0
0

No. Of
No. Of
Entries Batches

No
No
Yes
No
Yes

10
0
0
32
0
0
0

No. Of
Entries

Subledger
Subledger
Subledger
Subledger
Subledger

Printed Type

Open
Deleted
Ready To Post
Posted
Post In Progress
Prov. Posted
Prov. Post In Prog.

0
0
0
0
0

0.00
18,252.15
0.00
0.00
0.00

0.00
18,252.15
0.00
0.00
0.00

Summary

Posted
Posted
Open
Deleted
Open

Quantity Status

06/23/2010
06/23/2010
10/25/2001
06/30/2010
10/25/2001

Total
Credits

06/23/2010
06/23/2010
06/23/2010
06/30/2010
06/30/2010

Date Last
Edited
Status

Total
Debits

16
16
2
0
8

PO
AP
AP
IC
PO

000131
000132
000133
000134
000135

P/O Generated Batch

SAMLTD AP - 06/23/2010
SAMLTD AP - 06/23/2010
Retrieved From I/C
P/O Generated Batch

No. of Date
Srce Entries Created

5 batches printed

Sample Company Limited

[000131] To [000135]
[ ] To [ZZ]
[01/01/2010] To [06/30/2010]
[Entered, Subledger, Imported, Generated, Recurring]
[Open, Deleted, Posted, Prov. Posted, Post In Progress, Ready To Post, Prov. Post In Progress]

Batch
Number Description

From Batch Number

From Ledger
From Creation Date
Of Type
Having Status Of

Date: Friday, October 26, 2010 2:24PM

Batch Status (GLBTCH01)

2
1
0
2
0
0
0

No. Of
Batches

43
43
0
0
0

0
0
0
0
0

Post
Seq. Errors
Debits

4,599.62
0.00
0.00
13,652.53
0.00
0.00
0.00

Total
Debits

6,817.88
6,834.65
2,573.90
0.00
2,025.72

Credits

4,599.62
0.00
0.00
13,652.53
0.00
0.00
0.00

Total
Credits

6,817.88
6,834.65
2,573.90
0.00
2,025.72

0
0
0
0
0
0
0

Quantity

0
0
0
0
0

Quantity

Page 1

Batch Status

Batch Status Report

User Guide

623

Batch Listing

Batch Listing
This report lists journal entries from one or more batches that
have not yet been permanently posted to General Ledger
accounts, including batch entry detail lines with their related
descriptions, references, and comments. You can print the Batch
Listing as many times as you want until you post the batch.

Features
Order criteria

Batches are printed in order by batch number.

Selection criteria

You can specify the range of batches to be printed by batch

number, by source ledger, and by date. You can then further
restrict the report to batch type (entered, subledger, imported,
and generated) and status (open, printed, and
provisionally-posted).

Currency

You can print a report showing functional currency

information only, or both functional and source currency
amounts.

Procedures
1.

Display the Batch Listing form by choosing the Batch

Listing icon from the G/L Reports folder.

2.

Specify the ranges of batches, ledgers, and batch creation

dates for which you want a listing.
To print all batches in the range, leave the type and status
check boxes checked. To narrow the range, check only
batch types and statuses you want on the report.

Select transactions to
be printed

3.

If you have a multicurrency ledger, select a currency

format by choosing functional currency data only or both
source and functional currency data.

Print the report

4.

To print the report, click the Print button; to cancel it, click
the Close button.

624

ACCPAC General Ledger

Reports

Select a currency
format

Trans
Date

User Guide

Reports

Monthly service charge

Entry Number: 00005
GL-JE 05/01/2009 SEATAC
Comment: monthly bank charge
GL-JE 05/01/2009 SEATAC
Comment: monthly bank charge

Monthly service charge

Entry Number: 00004
GL-JE 04/01/2009 SEATAC
Comment: monthly bank charge
GL-JE 04/01/2009 SEATAC
Comment: monthly bank charge

Monthly service charge

Entry Number: 00003
GL-JE 03/01/2009 SEATAC
Comment: monthly bank charge
GL-JE 03/01/2009 SEATAC
Comment: monthly bank charge

Monthly service charge

Entry Number: 00002
GL-JE 02/01/2009 SEATAC
Comment: monthly bank charge
GL-JE 02/01/2009 SEATAC
Comment: monthly bank charge

Monthly service charge

Entry Number: 00001
GL-JE 01/01/2009 SEATAC
Comment: monthly bank charge
GL-JE 01/01/2009 SEATAC
Comment: monthly bank charge

1020

Service charge

1020

Service charge

1020

Service charge

Entry Date: 05/01/2009 Year-Prd.: 2009-05

6110
1020

Service charge
Service charge

Entry Total:

Entry Date: 04/01/2009 Year-Prd.: 2009-04

6110

Service charge

Entry Total:

Entry Date: 03/01/2009 Year-Prd.: 2009-03

6110

Service charge

Entry Total:

Entry Date: 02/01/2009 Year-Prd.: 2009-02

6110

Service charge

Entry Total:

1020

Open

Service charge

Status:

Entry Date: 01/01/2009 Year-Prd.: 2009-01

6110

Creation Date: 01/07/2010

Account Number

Sample Company Limited

Service charge

Recurring Entries 2010-01-07

Description

[000138] To [000138]
[ ] To [ZZ]
[01/01/2010] To [06/30/2010]
[Yes]
[Open, Prov. Posted, Ready To Post]
[Entered, Subledger, Imported, Generated, Recurring]

Reference

Batch Number: 138

Srce.

From Batch Number

From Source Ledger
From Creation Date
Include Printed Batches
Having Status Of
For Batch Type

Date: Friday, October 26, 2010 2:50PM

G/L Batch Listing - Functional Currency Only (GLBCHL01)

15.00

15.00

15.00

15.00

15.00

15.00

15.00

15.00

15.00

Type: Recurring

Debits

15.00

15.00

15.00

15.00

15.00

15.00

15.00

15.00

15.00

Credits

Quantity UOM

Page 1

Batch Listing

Batch Listing

625

Posting Journals

Posting Journals
The Posting Journal is the printed record of transactions,
including adjusting and closing entries that were posted to
General Ledger accounts. It forms an essential part of the audit
trail, linking the batch listings to the general ledger listings. The
Posting Journal notes any posting errors and lists the error batch
number. This feature helps you determine why a batch may
have failed to post properly. The journal includes any comment
lines that were entered with the posted details.
Print the Journal in account number order or in posting sequence
order. (All batches posted at one time are assigned the same
posting sequence number.)
You can also select the range of posting sequences to print. Once
you have printed the journal to a printer or file, you can clear the
data for the posting sequences printed, but you do not have to
clear the journal between posting sequences. You can keep
adding to it with each posting.

Features
Order criteria

You can print the data in order by posting sequence or by

account number.

Selection criteria

You can print the Posting Journal, the Posting Journal Errors,
the Provisional Posting Journal, or the Provisional Posting
Journal Errors.

Reprint journals; clear

journals

You can reprint previously printed journals. You can also clear
all printed journals using the Clear History form in the Periodic
Processing folder.

Multicurrency details

If you have a multicurrency general ledger, the posting journal

report will print three additional columns showing currency
information:

626

Rate type
Rate date
Exchange rate
Currency

ACCPAC General Ledger

Reports

Posting Journals

Currency options

For multicurrency accounts, there are two currency options to

choose from:

Print a report showing both functional and source currency

information.

Print a report in the reporting currency. (This option is only

available if you selected the euro as your functional currency
and specified a reporting currency.)

1.

Post all batches.

2.

Display the Posting Journals form by choosing the Posting

Journals icon from the G/L Reports folder.

Select transactions to
be printed

3.

Specify whether you want to order the report by posting

sequence or account number and specify the range of
posting sequences you want to print.

Check to reprint

4.

Check the Reprint Previously Printed Journals option if

you want to print journals that have already been printed
to a printer or file. Otherwise, they will not appear.

Select a currency

5.

Select a currency. If your ledger is multicurrency, two

Currency options appear in the Posting Journals form:

Procedures

Functional allows you to print functional currency

data only.

Source and Functional allows you to print both

source and functional currency data.

6.

To print the report, click the Print button; to cancel it, click
the Close button.

User Guide

627

Reports

If you selected the euro as your functional currency and

specified a reporting currency, the Posting Journals form
shows an additional option: Reporting. This option allows
you to print reporting currency data only.

If the euro is your

functional currency

Print the report

Posting Journal first page

ACCPAC General Ledger

[0000043] To [0000043]
[Posting Sequence]

131-4
06/23/2010
06/23/2010

131-3
06/23/2010
06/23/2010

131-2
06/23/2010
06/23/2010

131-1
06/23/2010
06/23/2010

129-2
06/15/2010
06/15/2010

129-1
06/15/2010
06/15/2010

128-2
06/15/2010
06/15/2010

128-1
06/15/2010
06/15/2010
2010
Bargain Mart - Oakland
Bargain Mart - Oakland

2010
Astral Construction Co
Astral Construction Co

2010
Mr. Ronald Black
Mr. Ronald Black

2010
House of Wood, Inc.
House of Wood, Inc.

2010
RCP00000057
RCP00000057

2010
RCP00000058
RCP00000058

2010
RCP00000059
RCP00000059

2010
RCP00000060
RCP00000060

06
AR-IN
AR-IN

06
AR-IN
AR-IN

06
AR-PI
AR-PY

06
AR-PY
AR-PY

06
PO-RC
PO-RC

06
PO-RC
PO-RC

06
PO-RC
PO-RC

06
PO-RC
PO-RC

Posting Sequence Number 43

Batch-Entry Period/
Year/
Trans. Date Source Code Reference

Reports

628

From Posting Sequence

Sorted By

Date: Friday, October 26, 2010 3:05PM

G/L Posting Journal - Functional Currency Only (GLPJ01)

06/23/2010
Jun 2010 receipt - 1350
Jun 2010 receipt - 1350

06/23/2010
Jun 2010 receipt - 1200
Jun 2010 receipt - 1200

06/23/2010
Jun 2010 receipt - 2300
Jun 2010 receipt - 2300

06/23/2010
Jun 2010 receipt - 1450
Jun 2010 receipt - 1450

06/15/2010
Equipment rental
Misc. receipt - rental

06/15/2010
Received in advance from Ron
Received in advance from Ron

Desk Sales

06/15/2010

Desk Sales

06/15/2010

Entry Date/
Description

2040
1300

2040
1300

2040
1300

2040
1300

4210
1020

2030
1020

1115
4030

1115
4030

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Account Number

Sample Company Limited

187.07

447.80

447.80

2,806.15

2,806.15

400.03

400.03

1,472.00

1,472.00

73.60

73.60

522.85

522.85

522.85

522.85

Debits

187.07

447.80

447.80

2,806.15

2,806.15

400.03

400.03

1,472.00

1,472.00

73.60

73.60

522.85

522.85

522.85

522.85

Credits

Quantity UOM

Page 1

Posting Journals

User Guide

2010
Donald & Donald
Donald & Donald
Donald & Donald

2010
Fred's Cleaning Servic
Fred's Cleaning Servic
Fred's Cleaning Servic

2010
Stewart Office Supplie
Stewart Office Supplie
Stewart Office Supplie
Stewart Office Supplie

2010
New Look Interiors of
New Look Interiors of
New Look Interiors of

2010
Koyo Precision Bearing
Koyo Precision Bearing
Koyo Precision Bearing

06
AP-IN
AP-IN
AP-IN

06
AP-IN
AP-IN
AP-IN

06
AP-IN
AP-IN
AP-IN
AP-IN

06
AP-IN
AP-IN
AP-IN

06
AP-IN
AP-IN
AP-IN

132-12
06/23/2010
06/23/2010
06/23/2010

132-13
06/23/2010
06/23/2010
06/23/2010

132-14
06/23/2010
06/23/2010
06/23/2010
06/23/2010

132-15
06/23/2010
06/23/2010
06/23/2010

132-16
06/23/2010
06/23/2010
06/23/2010

Reports

36 entries printed
1 posting sequence printed

Deca Management
Deca Management
Deca Management

AP-IN
AP-IN
AP-GL

06/23/2010
06/23/2010
06/23/2010

Batch-Entry Period/
Year/
Trans. Date Source Code Reference

Date: Friday, October 26, 2010 3:05PM

G/L Posting Journal - Functional Currency Only (GLPJ01)

Jun 2010 receipt - 7400

06/23/2010
Jun 2010 receipt - 7400

Jun 2010 receipt - 7300

06/23/2010
Jun 2010 receipt - 7300

Jun 2010 receipt - 7100

Jun 2010 receipt - 7100

06/23/2010
Jun 2010 receipt - 7100

Jun 2010 receipt - 5080

06/23/2010
Jun 2010 receipt - 5080

Jun 2010 receipt 5030

06/23/2010
Jun 2010 receipt 5030

Jun 2010 receipt - 5000

Jun 2010 receipt - 5000

Entry Date/
Description

2015
2040
2040

2015
2040
2040

2015
2040
2040
1150

2015
2040
2040

2015
2040
2040

2040
2040
7110

Posted Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Entry Total:

Account Number

Sample Company Limited

16,243.83

306.40

278.55
27.85

256.21

222.80
33.41

270.36

239.25
14.36
16.75

597.06

551.55
45.51

212.24

196.06
16.18

532.58

491.98
40.59
0.01

Debits

16,243.83

306.40

306.40

256.21

256.21

270.36

270.36

597.06

597.06

212.24

212.24

532.58

Credits

Quantity UOM

Page 5

Posting Journals

Posting Journal last page

629

Account Structures

Account Structures
The Account Structures report provides a record of the account
structures you set up in the Account Structures form, including
the codes, descriptions, and the segments used in each structure.

Features
Order criteria

The report prints the data in order by account structure code.

Selection criteria

You can specify a range of codes to be printed.

Procedures
1.

If you haven't already done so, set up account structures

using the Account Structures form.

2.

Display the Account Structures Report form by choosing

the Account Structures icon from the G/L Reports folder.

Define a code range

3.

Define a range of codes to be printed.

Print the report

4.

To print the report, click the Print button; to cancel it, click
the Close button.

Date: Friday, October 26, 2010 3:47PM

Account Structure (GLABRK01)
From Account Structure

Sample Company Limited

[ ] To [ZZZZZZ]

Description

Segments Used

ACC

Account structure

Account

ACCDIV

Divisional structure

Account
Division

REGION

Regional structure

Account
Division
Region

3 structure codes printed

Account Structures Report

ACCPAC General Ledger

Reports

Structure Code

630

Page 1

Segment Codes

Segment Codes
The Segment Codes report provides a record of the codes and
their descriptions for the segments you have created to
constitute your general ledger account.

Features
Order criteria

The report prints the data in order by segment code within a

segment name as defined in G/L Options.

Selection criteria

You can choose to print all segments, or to print a specific

segment. If you choose to print a specific segment, you can
specify the range of segment codes to be printed.

Procedures
If you haven't already done so, set up segments on the
Segments tab of the G/L Options form and assign valid
segment codes in the Segment Codes form.
Display the Segment Codes Report form by choosing the
Segment Codes icon from the G/L Reports folder.
Select segments to
print

Select all or a specific segment to print. If you select a specific

segment, you can choose a segment and range of codes for the
segment to print on the report.

Print the report

To print the report, click the Print button; to cancel it, click the
Close button.

Reports

User Guide

631

632

Segment Codes Report

ACCPAC General Ledger

Total 6 segments printed

Region

Division

10
20
30
40

100
200

Code

Segment Name

Region

Northern
Southern
Eastern
Western

Division

Commercial
Retail

Segment Description

[ ] To [ZZZZZZZZZZZZZZZ]

From Segment Code

Date: Friday, October 26, 2010 4:09PM

Segment Code (GLASV01)

4 segments printed

2 segments printed

Close To Account Number

Sample Company Limited

Account Description

Page 1

Segment Codes

Source Codes

Source Codes
The Source Codes report provides a record of the source codes
you defined in the Setup Source Codes form. For each code, the
report includes the description.
Source code required

All transactions entered in General Ledger (or imported from

other ledgers) must have a source code to identify the type of
transaction. For example, GL-AD might identify all adjustments
entered in General Ledger, and GL-CA might identify all cash
payments.
You can select and print posted transaction details according to
source codes with the Source Journals print function. When you
activate ACCPAC accounting programs (such as Accounts
Receivable or Order Entry), General Ledger automatically adds
those programs source codes to General Ledger.

Features
Order criteria

The report prints the data in order by source code.

Selection criteria

You can specify the range of source codes to be printed.

Procedures
Before using this function, set up source codes in the
Source Codes form.

2.

To display the Source Code Report form, choose Source

Codes in the G/L Reports folder.

Select source codes

3.

Specify the range of source codes you want to print.

Print the report

4.

To print the report, click the Print button; to cancel it, click
the Close button.

User Guide

633

Reports

1.

Source Codes

Date: Friday, October 26, 2010 4:20PM

Source Code (GLSRCE01)

From Source Code

[ ] To [JC-RE]

Source Code

Description

AP-AD
AP-CK
AP-CO
AP-CR
AP-DB
AP-DS
AP-ED
AP-GL
AP-IN
AP-IT
AP-MC
AP-PI
AP-PY
AP-RV
AR-AD
AR-CA
AR-CO
AR-CR
AR-DB
AR-DS
AR-ED
AR-GL
AR-IN
AR-IT
AR-PI
AR-PY
AR-RC
AR-RV
AR-UC
AR-WO
BK-CK
BK-CO
BK-DP
BK-EN
BK-ER
BK-TF
GL-AP
GL-AR
GL-CL
GL-CO
GL-CV
GL-JE
GL-RT
GL-RV
IC-AD
IC-AS
IC-CO
IC-RA
IC-RC
IC-RR
IC-SH
IC-SR
IC-TF
JC-CL
JC-JC
JC-RE

A/P Adjustment
A/P Checks
A/P Consolidation
A/P Credit Note
A/P Debit Note
A/P Discount
A/P Discount
A/P Revaluation
A/P Invoice
A/P Interest
A/P Manual Checks
A/P Prepayment
A/P Check
A/P Revaluation
A/R Adjustment
A/R Cash
A/R Consolidation
A/R Credit Note
A/R Debit Note
A/R Discount
A/R Discount
A/R Revaluation
A/R Invoice
A/R Interest Charge
A/R Prepayment
A/R Payment Received
A/R Recurring Charges
A/R Revaluation
A/R Unapplied Cash
A/R Write-Off
Bank Checks
Bank Consolidated Entry
Bank Deposits
Bank Entries
Bank Rec. Discrepancies
Bank Transfers
A/P Adjustments (G/L entry)
A/R Adjustments (G/L entry)
G/L Closing Entry
G/L Consolidated Entry
G/L Data Conversion Entry
G/L Journal Entry
G/L Reallocation Transactions
G/L Revaluation Transactions
I/C Adjustments
I/C Assemblies
I/C Consolidated Entry
I/C Receipt Adjustments
I/C Receipts
I/C Receipt Returns
I/C Shipments
I/C Shipment Returns
I/C Transfers
J/C Job Closings
J/C Costs
J/C Revenue/Expenses

56 source codes printed

Source Codes Report

634

ACCPAC General Ledger

Sample Company Inc.

Page 1

Source Journal Profiles

Source Journal Profiles

The Source Journal Profiles report provides a record of the
information entered in the Source Journal Profiles form to define
the journals, including the name of the journal and the source
codes used to select data for the journal.

Features
Order criteria

The report prints the data in order by source journal profile

name.

Selection criteria

You can specify the range of source journal profiles to be

printed.

Procedures
If you haven't already done so, set up source journal profiles
using the Source Journal Profiles form.
Display the Source Journal Profiles Report form by choosing
the Source Journal Profiles icon from the G/L Reports folder.
Select range

Specify the range of source journal profiles you want to print.

Print the report

To print the report, click the Print button; to cancel it, click the
Close button.
Sample Company Inc.

Date: Friday, October 26, 2010 4:26PM

Page 1

Source Journal Profiles (GLJP01F)

From Source Journal

[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]

Source Code

A/R Clearing Journals

GL-JE, AR-AD, AR-IN, GL-AR, IC-SH, OE-IN, OE-CN

Bank Reconciliation Report

GL Journal Entries
Invoice Journal
Purchase and Receipts Journal
Reallocation Journal
Transaction Journal

AP-CK, AP-MC, AR-CA, PR-CK

GL-JE
AR-IN, AR-CA, OE-IN
AP-IN, AP-AD, GL-AP, IC-AD, IC-RC
GL-RT
AP-AD, AP-CK, AP-IN, AP-MC, AR-AD, AR-CA, AR-IN, AR-IT,
AR-RC, GL-AP,GL-AR, GL-CL, GL-JE, GL-RT, IC-AD, IC-AS,
IC-RC, IC-SH, JC-CL, JC-JC,JC-RE, OE-CN, OE-IN, PR-CK,
RI-ED

Reports

Source Journal

7 journal profiles printed

Source Journal Profile

User Guide

635

Revaluation Codes

Revaluation Codes
The Revaluation Codes report provides a record of the
revaluation codes you set up in the Revaluation Codes form,
including the description, revaluation method, rate type, source
codes, and unrealized exchange gain and loss account numbers.

Features
Order criteria

The report prints the data in order by revaluation code.

Selection criteria

You can specify the range of revaluation codes to be printed.

Procedures
1.

If you haven't already done so, set up revaluation codes in

the Revaluation Codes form.

2.

Display the Revaluation Codes Report form by choosing

the Revaluation Codes icon from the G/L Reports folder.

Select the range

3.

Specify the range of revaluation codes you want to print.

Print the report

4.

To print the report, click the Print button; to cancel it, click
the Close button.

Date: Friday, October 26, 2010 5:29PM

Revaluation Codes (GLRVAL01)
From Revaluation Code

Sample Company Limited

Page 1

[ ] To [ZZZZZZ]

Revaluation
Code
Description

Revalue

Rate
Type

Source
Code

Unrealized Exchange Gain Account No./

Unrealized Exchange Loss Account No.

SPOT

Current Balance

SP

GL-RV

3500-200
3510-200

Monetary Assets & Liabilities

1 revaluation code printed

636

ACCPAC General Ledger

Reports

Revaluation Codes Report

Options

Options
The G/L Options report provides a record of the General Ledger
options you set up using the G/L Options form.

Features
Order criteria

The report prints the data in order by the tab and field in the
Options form.

Procedures

Print the report

1.

If you haven't already done so, set up General Ledger

options using the G/L Options form.

2.

Display the G/L Options Report form by choosing the

Options icon from the G/L Reports folder.

3.

To print the report, click the Print button; to cancel it, click
the Close button.

Reports

User Guide

637

Options

Page 1

Sample Company Limited

Date: Friday, October 26, 2010 5:33PM

G/L Options (GLOPT01)

Company
Sample Company Limited
123 Sample Company Plaza
Any City Any Province
V6J 9T3 Canada
ID: SAMLTD
Contact: Ms. Smith

Phone: (123) 456-7890

Fax: (123) 456-7891

Accounts
CAD
Yes
Yes
0

Use Account Groups:

Default Rate Type:
Default Closing Account:

Yes
SP
3200

Allow Posting of Previous Year:

Allow Provisional Posting:

Yes
Yes

Edit Imported Entries:

Force Listing Of Batches:

All Fields
No

Lock Budget Set 1:

Lock Budget Set 2:
Lock Budget Set 3:
Lock Budget Set 4:
Lock Budget Set 5:

No
No
No
No
No

Last Batch No:

Next Posting Sequence:
Next Prov. Posting Sequence:

138
44
1

Keep Fiscal Sets for:

Keep Transaction Details for:

3 years
3 years

Current Fiscal Year:

Oldest Year of Fiscal Sets:
Oldest Year of Transaction Detail:

2010
2008
2008

Functional Currency:
Use Multicurrency:
Maintain Quantities:
Decimals in Quantities:
Posting Options

Account Segments
Default Structure Code: ACCDIV
Segment
1
2
3

Segment Delimiter: -

Description
Account
Division
Region

G/L Options Report

638

ACCPAC General Ledger

Account Segment: 1
Length
4
3
2

Use in Closing
No
Yes
Yes

Recurring Entries Report

Recurring Entries Report

The Recurring Entries report lists the recurring entry records
you set up using the Recurring Entries form. The report includes
the description, Last Run Date, account numbers, source codes,
and debits and credits in source and functional currencies.
Features
Order criteria

The report prints the data in order by recurring entry code.

Selection criteria

You can choose the range of codes to print, and you can have the
report show the schedule for the recurring entry, if you wish.

Procedures
To print the recurring entry report:
1.

In the G/L Reports folder, choose the G/L Recurring Entry

icon.

2.

In the From Recurring Entry Code and To Recurring Entry

Code fields, enter the range of codes you wish to list in the
report.

3.

Select the Show Schedules option to include the schedules

for the recurring entry codes that you are listing.

4.

Click Print.

Reports

User Guide

639

640

Recurring Entries report

ACCPAC General Ledger

1020

Account Number
6110

Expiration Type:
Last Maintained:

1020

Account Number
6110

MONTHLY
Monthly
Every 1 month(s) on the 1st day

Reference/Description
CCB
Monthly charge
CCB
Monthly charge

Schedule:
Recurring Period:
Fequency:

GL-JE

Source
GL-JE
Bank account, operating

Account Description
Bank charges and errors

No Expiration Date
01/01/2009

No

Curr.

Exchange Rate/
Rate Type/Date
1.0000000
CAD
SP
01/01/2009
1.0000000
CAD
SP
01/01/2009
Total:
CAD

No

Exchange Rate/
Rate Type/Date
1.0000000
CAD
SP
01/01/2009
1.0000000
CAD
SP
01/01/2009
Total:
CAD
Curr.

Last Run Date:

Auto Reversal:

Bank account, operating

Account Description
Bank charges and errors

Last Run Date:

Auto Reversal:

Sample Company Limited

No Expiration Date
01/01/2009

Month bank charge - CCB

Monthly schedule

Start Date:
Expiration Type:
01/01/2009
Inactive On:
Last Maintained:
Monthly bank service charge
Description:
Exchange Rate: Use recurring entry rate

Recurring Entry Code: BANKCHARGE2

MONTHLY
Schedule Code:

MONTHLY
Monthly
Every 1 month(s) on the 1st day

Reference/Description
SEATAC
Service charge
SEATAC
Service charge

Schedule:
Recurring Period:
Fequency:

GL-JE

Source
GL-JE

Start Date:
01/01/2009
Inactive On:
Monthly service charge
Description:
Exchange Rate: Use recurring entry rate

Monthly Bank Charge

Monthly schedule

[ ] To [ZZZZZZZZZZZZZZZ]

Recurring Entry Code: BANKCHARGE

MONTHLY
Schedule Code:

From Recurring Entry Code

Date: Thursday, October 25, 2010 4:18PM

G/L Recurring Entries (GLRE01)

15.00

15.00

25.00

25.00

Report Total:

25.00

0.00

-------- Source --------Debits

Credits
25.00
0.00

15.00

0.00

-------- Source --------Debits

Credits
15.00
0.00

15.00
15.00

15.00

40.00

25.00
25.00

0.00

40.00

25.00
25.00

25.00

-------- Functional --------Debits

Credits
25.00
0.00

15.00
15.00

0.00

-------- Functional --------Debits

Credits
15.00
0.00

Page 1

Recurring Entries Report

Financial Reports

Financial Reports
Financial reports (such as balance sheets and income statements)
that are printed from the G/L Print Financial Statements form
use transaction data stored by General Ledger. You can produce
financial reports based on predefined specifications or you can
design your own financial reports from scratch.
Use the Statement Designer in the Financial Reporter folder to
modify existing reports and create new ones. Designing financial
reports is not covered in this guide. For more information,
including samples of financial reports, see the Financial Reporter
User Guide.
To print reports:
Choose Print Financial Statements from the Financial
Reporter folder.

2.

The Print Financial Statements form appears:

3.

Select the statement and choose other criteria required to

generate the report you need.

User Guide

641

Reports

1.

Financial Reports

ACCPAC installs standard financial statements in the

General Ledger program folder. For example, (if you are
using General Ledger, version 5.0 and running in English):
ACCPAC\GL50A\ENG
4.

Click the Print button.

The Print Financial Statements form uses the page setup
(paper size, orientation, and other formatting options)
specified for the worksheet in the Statement Designer.
If you chose Preview as your print destination on the
ACCPAC desktop, Financial Reporter displays the statement
in Preview mode in Excel. You can change the setup while
previewing the report, then click the Print button on the
toolbar to send the report to your printer using the page
setup you prefer.

The Financial Reporter User Guide discusses in detail and provides

examples of the sample income statements and balance sheets
that come with your General Ledger.
The Financial Reporter User Guide also explains how to modify the
sample statements and how to create your own financial reports
using the Statement Designer.

Saving Report Values by Printing to a File

ACCPAC allows you to change print destinations to send
reports to files instead of to printers. When you choose File as
the print destination, the Financial Reporter saves all the values
in the Print range in text format.
File names

642

When you print to a file, Financial Reporter assigns new

filenames that combine the original Financial Report worksheet
name with the date and time, followed by a sequence number.
For example, if the original file was named BALANCE.XLS, the
print file would be named BALANCE_11-27-2010-51726 PM.001.

ACCPAC General Ledger

Financial Reports

If statement printing generates a series of reports (a

departmentalized report, for example), the separate reports will
be numbered in sequence as follows:
BALANCE_11-27-2010-51726 PM.001
BALANCE_11-27-2010-51726 PM.002
BALANCE_11-27-2010-51726 PM.003
and so on.
The statements you print to file through ACCPAC are saved in
the ACCPAC\USER folder, in Excel format. To use them,
rename the file, changing the file extension to .XLS. You can then
open the files as you would any other Excel file.

Reports

User Guide

643

Appendix A
Error Messages
Error messages are one of the types of messages that appear in
ACCPAC. The other types are Warnings and Confirmations.
Error messages identify conditions that prevent the program
from proceeding. In most cases, error messages start with a
phrase (a category) such as System error or Incorrect
procedure, followed by a sentence that describes the problem
more specifically. In some cases, the message includes
suggestions for action.
For information about the steps to follow to correct an error, you
should look up the error category, either in Appendix A in the
System Manager User Guide, or in the list of categories that
appears when you choose the Help button in the error message
window.

Using Online Message Help

The most efficient way to look up details of an error, warning, or
confirmation message is to use online help.
To look up an error message online:
1.

If you receive a message while working, click the Help

button.

A1

Error
Messages

User Guide

Using Online Message Help

A2

2.

Look for a topic title that is the same as the first few words in
the message.

3.

Click the message you want to find out more about. It will
link you to more detailed information.

4.

If you want to print out a copy of the help, choose Print.

5.

If you dont see any listings that match your message, choose
Confirmations, Warnings, and Miscellaneous errors at the
bottom of the screen and look for the message in the list that
appears next.

ACCPAC General Ledger

Using Online Message Help

A3

Error
Messages

User Guide

Setup
Checklist

Appendix B
Setup Checklist
and Data Entry Forms
General Ledger Setup Checklist ................................................. B1
General Ledger Data Entry Forms ............................................... B2
Sample Setup Checklist and Data Entry Forms .................................... B3

User Guide

Bi

Setup
Checklist

Appendix B
Setup Checklist
and Data Entry Forms
This appendix describes the General Ledger Setup Checklist and
data entry forms that ship with the General Ledger.
You can print the Setup Checklist and use it as you follow the
step-by-step instructions for setting up General Ledger in
Chapter 3 of Getting Started.
You can print the data entry forms and fill them out with the
data you will enter in General Ledger. The forms are useful for
organizing and entering data, and to keep as records of when
and by whom the data was entered.
The sections in this appendix:

Describe and show the General Ledger Setup Checklist.

Describe and show each data entry form.
Tell you how to print the checklist and forms.

General Ledger Setup Checklist

The Setup Checklist (Form GL-SETUP) provides you with stepby-step instructions for setting up your General Ledger,
including:

Installing General Ledger.

Setting up General Ledger options.
Setting up segment codes.
Setting up account structures.
Setting up source codes.
Setting up journal profiles.
Setting up revaluation codes.
Adding accounts to General Ledger.
Adding recurring charges.

User Guide

B1

General Ledger Data Entry Forms

Adding data.
Preparing and testing formats for printed reports.

General Ledger Data Entry Forms

The following General Ledger data entry forms are provided:

B2

Options (Form GL-OPTS). Record information on company

contact and phone and fax numbers, define account
information, define posting information, and define segment
information.

Segment Codes (Form GL-SEG). Record information to

define segment codes, and edit and delete existing codes.

Account Structures (Form GL-ACCS). Record information

to define account structures, and edit and delete existing
account structures.

Revaluation Codes (Form GL-REVAL). Record

information to define revaluation codes, and edit and delete
existing revaluation codes. Used with multicurrency ledgers.

Source Codes (Form GL-SRCE). Record information to

define source codes, and edit and delete existing source

Journal Profiles (Form GL-JOURN). Record information to

define source journals, and edit and delete existing source
journals.

Accounts (Form GL-ACC). Record information to define

general ledger accounts, define account details, set up auto
allocation, and define valid currencies for multicurrency
accounts.

Budget Maintenance (Form GL-BUDGT). Record

information to define budget sets, and edit and delete
existing budget sets.

Journal Entry - Single Currency (Form GL-JESC). Record

information to define and edit and delete existing journal
entries for a single-currency ledger.

ACCPAC General Ledger

Due to space considerations, the detail section of this form

omits certain fields and provides space for only one
comment of 255 characters instead of one comment for each
entry.

Journal Entry - Multicurrency (Form GL-JEMC). Record

information to define journal entries and edit and delete
existing journal entries for a multicurrency ledger.
Due to space considerations, this form provides a limited
space for each comment instead of the full 255 characters.

Recurring Entry Setup (Form GL-RECJE). Record

information to define recurring journal entries and edit and
delete existing recurring journal entries.

Sample Setup Checklist and Data Entry Forms

Review the General Ledger Setup Checklist and the sample
General Ledger data entry forms on the following pages, then
print the forms you want to use in your company.
To print the checklist and data entry forms:
1.

From the Windows Start menu, click Programs, then

ACCPAC.

2.

Click the subfolder Checklists and Forms, then General

Ledger 5.0A.

3.

Choose a form from the list.

You can also open a checklist from the folder
X:\ACCPAC\CHKLSTS\GL50AENG where X: is the drive
where your ACCPAC programs are located.
Acrobat Reader will start.

4.

From the File menu, click Print. Adjust the settings, and then
click OK.

User Guide

B3

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

Sample Setup Checklist and Data Entry Forms

Date

ACCPAC Setup Checklist

General Ledger

Completed by
Approved by

1. Install ACCPAC General Ledger:

Install General Ledger. (You should have already installed and set up the
System Manager.)

Request an Activation Code.

Read the General Ledger manuals.

2. Configure G/L Setup Options.

On the Address tab, enter the following:

Company contact name

Company telephone number

Company fax number

On the Account tab, select or enter the following:

If you are using a multicurrency ledger, select the Multicurrency box.

If you selected Multicurrency, enter the default rate type.

If you want to use predefined financial reports, select the Account Groups
box.

If you want to maintain quantities, select the Maintain Quantities box.

(Enterprise and Corporate Editions only)

If you want to maintain quantities, enter the number of decimal places you
can use to enter quantities.

Enter the default closing account number.

On the Posting tab, select or enter the following:

Select the Allow Posting to Previous Years box to post transactions to
previous fiscal years.

Select the Allow Provisional Posting box to post transactions provisionally

(Enterprise and Corporate Editions only).

Select the Force Listing of Batches box to require batch listings to be printed
before they can be selected for posting.

Specify whether imported entries can be edited, and, if so, which fields.

Enter the number of years to retain fiscal sets (Enterprise maximum = 99; Corporate
maximum = 5; Small Business and Discovery maximum = 2).

Enter the number of years to retain transaction details (Enterprise maximum = 99;
Corporate maximum = 5; Small Business and Discovery maximum = 2).

On the Segments tab, select or enter the following:

Enter the segment number that represents your account segment.

Choose the Segment Delimiter.

For each segment, enter a segment name, specify the length, and indicate
whether to use the segment in closing (Enterprise maximum = 10; Corporate
maximum = 3; Small Business and Discovery maximum = 2).

G/L Setup Checklist (GL-SETUP.PDF)

B4

ACCPAC General Ledger

Page 1 of 2

Date

ACCPAC Setup Checklist

General Ledger

Completed by
Approved by

3. Set Up General Ledger Segment Codes.

For each segment, enter codes, descriptions, and closing accounts.

4. Set Up General Ledger Account Structures.

Enter structure codes and descriptions.

Choose the segments to be used in each structure.

If applicable, mark one as the default your company will use.

5. Set Up Source Codes.

Enter source codes and a description for each one.

6. Set Up Source Journal Profiles.

Enter the journal name.

Choose the source codes to include in the report.

7. Add Accounts to General Ledger.

In the G/L Accounts window, enter all your general ledger accounts.

If you use multicurrency, return to the Options notebook to enter the default
closing account.

8. Set Up Revaluation Codes (if you use multicurrency).

Enter the revaluation codes and a description for each.

Enter the rate type.

Enter the source code.

Enter the unrealized exchange gain and loss accounts.

Add historical data. If you do prior-year comparisons, post batches to

historical balances.

Run Create New Year.

Add and post year-to-date transactions (if the current fiscal year is already
underway).

Add budget data (if you do budget comparisons).

9. Add Data.

10. Set Up Recurring Entries (Optional).

In the Recurring Entries window, add an entry for each recurring transaction.

G/L Setup Checklist (GL-SETUP.PDF)

Page 2 of 2

User Guide

B5

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

Sample Setup Checklist and Data Entry Forms

General Ledger Data Entry Form

G/L Options

Date
Completed by
Approved by

G/L Options Form

Contact Name:

Address

Telephone:

Fax Number:

Account

Multicurrency
Use Account Groups

Default Rate Type:

Maintain Quantities to ____ Decimal Places

Default Closing Account:

Posting
Lock Budget Sets:

Budget Set 1

Budget Set 2

Allow Posting to Previous Years

Budget Set 3

Allow Provisional Posting

Edit Imported Entries:

Keep

Budget Set 4

Years of Fiscal Sets

Budget Set 5

Force Listing of Batches

(All Fields, Fiscal Period & Trans Date, No Edit)

Keep

Years of Transaction Detail

Segments
Default Structure Code:
Account Segment
Segment Delimiter

Segment
No.
1

Segment Name (max. 30 characters)

Length

. )

Use in
Closing (Y/N)

2
3
1
5
6
7
8
9
10

G/L Data Entry Form 1 of 11

B6

ACCPAC General Ledger

Filename: GL-OPTS.PDF

General Ledger Data Entry Form

G/L Segment Codes

Date
Completed by
Approved by

Account Sets Form

Action

Add

Edit

Delete

Export

Segment Name:
Segment Code

Description (max. 30 characters)

Closing Account

1
2
3
1
5
6
7
8
9
10

Account Sets Form

Action

Add

Edit

Delete

Export

Segment Name:
Segment Code

Description (max. 30 characters)

Closing Account

1
2
3
1
5
6
7
8
9
10

G/L Data Entry Form 2 of 11

Filename: GL-SEG.PDF

User Guide

B7

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

Sample Setup Checklist and Data Entry Forms

General Ledger Data Entry Form

G/L Account Structures

Date
Completed by
Approved by

Account Structures Form

Action

Add

Edit

Delete

Export
Use As Company Default Structure

Structure Code:
Description:
Segments to Be Used in this Structure:

Account Structures Form

Action

Add

Edit

Delete

Export
Use As Company Default Structure

Structure Code:
Description:
Segments to Be Used in this Structure:

Account Structures Form

Action

Add

Edit

Delete

Structure Code:

Export
Use As Company Default Structure

Description:
Segments to Be Used in this Structure:

G/L Data Entry Form 3 of 11

B8

ACCPAC General Ledger

Filename: GL-ACCS.PDF

General Ledger Data Entry Form

G/L Revaluation Codes

Date
Completed by
Approved by

Revaluation Code Form

Action

Add

Edit

Delete

Export

Revaluation Code:
Description:

(max. of 30 characters)

Rate Type:

Source Code:

Unrealized Exchange
Gain Account:

Unrealized Exchange
Loss Account:

Revaluation Code Form

Action

Add

Edit

Delete

Export

Revaluation Code:
Description:

(max. of 30 characters)

Rate Type:

Source Code:

Unrealized Exchange
Gain Account:

Unrealized Exchange
Loss Account:

Revaluation Code Form

Action

Add

Edit

Delete

Export

Revaluation Code:
Description:

(max. of 30 characters)

Rate Type:

Source Code:

Unrealized Exchange
Gain Account:

Unrealized Exchange
Loss Account:

Revaluation Code Form

Action

Add

Edit

Delete

Export

Revaluation Code:
Description:

(max. of 30 characters)

Rate Type:

Source Code:

Unrealized Exchange
Gain Account:

Unrealized Exchange
Loss Account:

G/L Data Entry Form 4 of 11

Filename: GL-REVAL.PDF

User Guide

B9

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

Sample Setup Checklist and Data Entry Forms

General Ledger Data Entry Form

G/L Source Codes

Date
Completed by
Approved by

Source Code Form

Action

Add

Edit

Delete

Export

Source Code:
Description:

(max. of 30 characters)

Source Code Form

Action

Add

Edit

Delete

Export

Source Code:
Description:

(max. of 30 characters)

Source Code Form

Action

Add

Edit

Delete

Export

Source Code:
Description:

(max. of 30 characters)

Source Code Form

Action

Add

Edit

Delete

Export

Source Code:
Description:

(max. of 30 characters)

Source Code Form

Action

Add

Edit

Delete

Export

Source Code:
Description:

G/L Data Entry Form 5 of 11

B10

ACCPAC General Ledger

(max. of 30 characters)

Filename: GL-SRCE.PDF

General Ledger Data Entry Form

G/L Source Journal Profiles

Date
Completed by
Approved by

Source Journal Profiles Form

Action

Add

Edit

Delete

Export

Source Journal Name:

Include these source codes:
Source (code) Description (max. 30 characters)

G/L Data Entry Form 6 of 11

Filename: GL-JOURN.PDF

User Guide

B11

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

Sample Setup Checklist and Data Entry Forms

General Ledger Data Entry Form

G/L Accounts

Date
Completed by
Approved by

G/L Accounts Form

Add

Action

Edit

Delete

Export

Description:

Account

(Max. of 30 characters)

Detail
Structure Code:
Account Type:
(Income, Balance Sheet, Retained Earnings)

Normal Balance:
(Debit, Credit)

Account Group:
Active

Status (choose one):

Post to Account (choose one): Detail

Inactive
Consolidated

Control Account(s) for Subledgers:

Auto Allocation
Multicurrency
Maintain Quantities

Units:

Close to Segment:
Auto Allocation
Source Code:
Account

Reference

Description (Max of 30 characters)

Percent

Valid Currencies
Post In (choose one):

Specified Currencies

All Currencies

Default Currency:
Source
Currency

Currency Description (Max. of 30 characters)

G/L Data Entry Form 7 of 11

B12

ACCPAC General Ledger

Revaluation Revaluation
(Y/N)
Code

Filename: GL-ACC.PDF

General Ledger Data Entry Form

G/L Budget Maintenance

Date
Completed by
Approved by

G/L Budget Maintenance Form

Account:
Budget Set:

Year:

Currency Type:
Period End Date

Currency:
(Source, Equivalent, Functional, Reportng)

Budget Amount

Fiscal Set Lookup

Account:

Fiscal Set:

Year:

Currency:

Currency Type:

6
7
8
9
10
11
12
13
Budget Method
Fixed Amount:
Spread Amount:
Base Amount:

Percent of Increase:

Base Amount:

Amount of Increase:

Copy, As Is:
Coy, Percent of Increase:
Copy Amount of Increase:
Copy, Prorated Spread Amount:

G/L Data Entry Form 8 of 11

Filename: GL-BUDGT.PDF

User Guide

B13

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

B14
/

ACCPAC General Ledger

Ref'ce

Description

Entry Mode: Normal

G/L Data Entry Form 9 of 11

Entry Comment (max. 255 characters):

Line
No.

Auto Reversal

Year:

Entry Description:

Entry No.

Date
(mm/dd/yy)

Batch Description:

Batch No.

General Ledger Data Entry Form

G/L Journal Entry Single Currency

Quick
Account

Period:

Debit

Source
Code:

Credit

Total
Credit:

Approved by

Completed by

Quantity Date

Total
Debit:

Filename: GL-JESC.PDF

Source
Code

(Max. 30 characters)

(Max. 30 characters)

Date

Sample Setup Checklist and Data Entry Forms

User Guide

B15

Description

G/L Data Entry Form 10 of 11

Year:

Account

Entry Mode: Normal

Entry Comment (max. 255 characters):

Ref'ce

Auto Reversal

Line
No.

Entry Description:

Entry No.:

Date
(mm/dd/yy):

Batch Description:

Batch No.:

General Ledger Data Entry Form

G/L Journal Entry Multicurrency

Quick
Source
Currency Debit

Period:

Source
Credit

Source
Code:

Qty

Date

Total
Credit:

Source Rate
Code
Type

Approved by

Completed by

Rate

Func.
Credit

Filename: GL-JEMC.PDF

Func.
Debit

Total
Debit:

(Max. 30 characters)

(Max. 30 characters)

Date

Setup
Checklist

Sample Setup Checklist and Data Entry Forms

B16

Add

ACCPAC General Ledger

Ref'ce

Edit

Description

Start Date:

Delete

Export

Source
Debit

Source
Credit
Quantity

Rounding Account:

Auto Reversal

Use Current Rate

Account

Quick

Specific Date:

Use Recurring Entry Rate

Normal

No Expiration Date

G/L Data Entry Form 11 of 11

Line
No.

Exchange Rate:

Entry Mode:

Source Code:

Description:

Expiration Type:

Schedule Code:

Description:

Recurring Entry Code:

Action

Recurring Entry Setup Form

ACCPAC General Ledger

Recurring Entry Setup Form

Date

Source
Code

Approved by

Setup by

Comment

GL-RECJE.PDF

Date

Sample Setup Checklist and Data Entry Forms

Import and Export Functions ................................................... C1

G/L Import and Export Data ................................................... C2
Account Master ........................................................... C3
Account Fiscal Sets ........................................................ C4
Account Mappings ........................................................ C4
Journal Header and Journal Detail .......................................... C5
Revaluation Code ......................................................... C6
Segment Codes ........................................................... C6
Source Code .............................................................. C6
Source Journal Profile ...................................................... C6
Structure Codes ........................................................... C7
Using the Sample Chart of Accounts ............................................ C7
Using the Sample Chart of Accounts Without Changes........................ C8
Steps for Creating a General Ledger with the Sample Chart of Accounts ....... C8
Chart of Accounts for General Ledger Sample Data .......................... C14

User Guide

Ci

Importing and
Exporting

Appendix C
Importing and Exporting

This appendix explains how to transfer General Ledger account

and budget figures to and from non-ACCPAC programs.

Import and Export Functions

Using the General Ledgers Import and Export functions, you
can perform the following tasks:

Import a chart of accounts and other setup information from

a non-ACCPAC accounting application or spreadsheet.

Import transaction batches from non-ACCPAC applications

and remote ACCPAC subledgers.

Export account data for previous years and year-to-date data

for the current year.

Export account balances, net period changes, or budget

figures to a spreadsheet for analysis.
When exporting budgets to a spreadsheet or other program,
General Ledger exports all five budget sets at the same time.
If you want to export a specific budget, such as Budget 1, use
the Set Criteria option in the Export Account Fiscal Sets form
(reached by choosing Export from the File menu in Budget
Maintenance) to restrict export to only the Budget 1 fiscal
sets.

Export account data to a spreadsheet, manipulate it, then

import it as budget data.

Export batches of recurring transactions for later import.

Export the sample chart of accounts data and import it into

your company as the basis for your chart of accounts.

User Guide

C1

Importing and
Exporting

Appendix C
Importing and Exporting

G/L Import and Export Data

This appendix describes the account data you can import and
export.
For information about file formats, templates, and the steps you
follow to import and export data, see the System Manager User
Guide.
Export sample data
to see format

To see exactly how to format records for importing, we suggest

that you first export data from the sample data that come with
General Ledger, specifying the format in which you plan to
import.

Importing account
data can damage
your ledger

Do not import the accounting data without appropriate manual

accounting control and verification procedures. If you import
incorrect figures, you can irreparably damage your general
ledger data.
Experiment with the General Ledger sample data or a copy of
your ledger before importing data to a live database, then back
up your data before you attempt to import or export accounts.
Press F1 to display Help screens when using an Import or an
Export function.

G/L Import and Export Data

This section describes the fields you can enter or select in the
Import and Export functions. ACCPAC uses key fields in data
records to look up records. Examples of key fields in general
ledger are: account number, batch number, segment number,
and structure code.
Key fields (*)

Key fields are preceded by an asterisk (*).

The Finder is active in every key field in ACCPAC functions.

C2

ACCPAC General Ledger

G/L Import and Export Data

Account Master

Basic Account Profile

Allocation
information

Valid currency codes

*Unformatted account
Account create date
Account description
Account type
Normal balance DR/CR
Account status
Consolidate journals
Quantities allowed
Unit of measure
Allocations allowed
Allocation offset account
Allocation source type
Multicurrency
Specific currency switch
Account group
Control account switch
Control source ledger
Total of allocation rates
Structure code
Post to segment code
Default currency code
*Account number
*Distribution account
Allocation description
Allocation journal reference
Allocation distribution rate
*Account number
*Currency code
Revaluation switch
Revaluation code

Additionally, you can export the following account master

fields:

Year last closed

Account number
Segment 01 (unused) through Segment 10 (unused)
Segment code

User Guide

C3

Importing and
Exporting

You can import and export the following account master fields:

G/L Import and Export Data

Account group copy

Account Fiscal Sets

You can export the following account fiscal set fields:

*Account number
*Fiscal set year
*Fiscal set designator
*Currency code
*Currency type
RESERVED Revaluation switch
RESERVED Revaluation code
Source currency
Beginning balance
Period 01 through Period 15 net amount
Period 15 net amount
RESERVED Date used for conversion
Allow specific currencies switch
RESERVED Perform conversion
Year-to-date amount
Period 01 through Period 15 balance amount
Replacement switch
Override rate type code
Override rate
Activity switch

Account Mappings
You can import and export the following account mappings
fields:

C4

*DOS account
*DOS department
Description
Account number

ACCPAC General Ledger

G/L Import and Export Data

Journal Header and Journal Detail

*Batch number
*Entry number
*Source ledger
*Source type
Fiscal year
Fiscal period
Journal accrual reversal
Batch description
Entry date

Additionally, you can export the following journal header fields:

Journal Detail Fields

Journal edit
Journal debit
Journal credit
Journal quantity
Out of balance by

You can import and export the following journal detail fields:

*Batch number
*Entry number
*Journal transaction number
Account number
Company code
Journal transaction amount
Journal transaction quantity
Number of source currency decimals
Source currency amount
Currency rate table
Source currency code
Date of currency rate selected
Currency rate for conversion
Currency rate spread allowed
Code for date rate matching
Currency rate operator
Journal detail description
Journal detail reference
Journal date
Source ledger code

User Guide

C5

Importing and
Exporting

You can import and export the following journal header fields:

G/L Import and Export Data

Exporting fields

Source type code

Comment

You can export the functional currency code field.

Revaluation Code
You can import and export the following revaluation code fields:

*Revaluation code
Description
Rate type
Source code
Source type
Unrealized/Ex. Gain Acct
Unrealized/Ex. Loss Acct

Segment Codes
You can import and export the following segment code fields:

*Segment number
*Segment code
Segment code description
CloseTo account number

Source Code
You can import and export the following source code fields:

*Source ledger code

*Source type code
Source code description

Source Journal Profile

You can import and export the following source journal profile
fields:

C6

*Source journal name

ACCPAC General Ledger

Using the Sample Chart of Accounts

Importing and
Exporting

Source code 01
Source type 01 through 50
Source code 50
CA-RET functional currency report name
CA-RET source currency report name

Structure Codes
You can import and export the following structure code fields:

*Structure code
Description
Segment numbers 1 through 10
RESERVED Acct seg 1 delimiter through 10

Additionally, you can export the following structure code fields:

Account seg 1 starting position

Account seg 1 validation sequence
Account seg 1 length through 10 length
Account seg 10 starting position
Account seg 10 validation sequence
RESERVED Structure code
RESERVED Structure code description
RESERVED Account type
RESERVED PAH usage count
RESERVED AST usage count
RESERVED ADH usage count
RESERVED AIT usage count
RESERVED ASD usage count
RESERVED Effective start

Using the Sample Chart of Accounts

General Ledger sample data includes a chart of accounts which
provides a good starting point for designing your own chart of
accounts.
This section describes the steps for exporting the chart of
accounts from the General Ledger sample data to an

User Guide

C7

Using the Sample Chart of Accounts

intermediate file, modifying it there (as desired), then importing

it to your own ledger.
Typical changes to a chart of accounts include:

Removing accounts you will not use.

Changing names of accounts to make them appropriate for

your business.

Even if you don't plan to use the sample chart of accounts, you
should review the sample data to see how it uses reallocation
accounts, segments, and account structures, and other General
Ledger features.
The more you know about General Ledger before you start to
use it, the more you can take advantage of its many features.

Using the Sample Chart of Accounts Without Changes

The easiest way to use the sample chart of accounts is to create
your own empty ledger, choose the General Ledger options you
want, enter your fiscal period dates, and then import the chart of
accounts from the sample data.
The rest of this appendix explains how to import the sample
chart of accounts and duplicate the functionality of the sample
data.

Steps for Creating a General Ledger with the

Sample Chart of Accounts
Advance reading

C8

Before you create your own ledger, you should read the
following sections of the General Ledger manuals:

Read Chapter 2, What You Need to Know Before Setting

Up General Ledger, in the Getting Started manual for an
overview of the General Ledger options.

Do the tutorial in Chapter 4 of the Getting Started manual

and experiment with the sample data. Become familiar with
the system before trying to set it up.

ACCPAC General Ledger

Using the Sample Chart of Accounts

The following steps appear in the order they are to be

performed:

Step 1: Install General Ledger and the sample data.

Step 2: Design your chart of accounts on paper.

Step 3: Export the sample data chart of accounts.

Step 4: Create your database.

Step 5: Activate your own General Ledger.

Step 6: Define General Ledger setup options.

Step 7: Define segment codes.

Step 8: Define account structures.

Step 9: Define source codes.

Step 10: Define source journal profiles.

Step 11: Set up revaluation codes.

Step 12: Import the sample data chart of accounts.

Step 13: Add account period data.

For more details, refer to the chapters above, and to the

indexes and tables of contents in the General Ledger
manuals.

Step 1: Install General Ledger and the Sample Data

The System Manager Administrator Guide provides detailed
instructions for installing the System Manager, installing other
applications, and defining the Administrative Services and
Common Services for your company.

User Guide

C9

Importing and
Exporting

Overview of steps

Skim through Chapter 3, Setting Up General Ledger, in

the Getting Started manual. Know what choices you have to
make during system setup before you attempt to do it.

Using the Sample Chart of Accounts

As part of the System Manager, Administrative Services and

Common Services maintain information used by more than one
application and, if you wish, more than one company.

Step 2: Design Your Chart of Accounts on Paper

Take the time to design your own chart of accounts on paper
before working with the sample data provided.
By taking the time to carefully plan your chart of accounts in
advance, you will be better prepared to create and set up your
General Ledger.

Step 3: Export the Sample Data Chart of Accounts

Before exporting the sample chart of accounts, you need to
decide the data format in which to export it, as well as what
account data you want to export. Information designed to help
you with these decisions is provided in detail in the System
Manager User Guide.
After you export the sample chart of accounts, you can modify it
to suit your needs.

Step 4: Create Your Database

Follow the instructions in the System Manager Administrator
Guide and System Manager User Guide manuals to create your
General Ledger database.
1.

Create a system database using Database Setup.

2.

Create a company database using Database Setup.

Step 5: Activate Your Own General Ledger

The following steps are necessary to prepare your system for
transferring your data to General Ledger and Financial Reporter:
1.

C10

Start up the system with ACCPAC and, in the Sign-on box,

select the company you created.

ACCPAC General Ledger

Using the Sample Chart of Accounts

Click Proceed in the Administrative Services Activation

form to activate Administrative Services.

3.

Enter the Fiscal Year Starting Date and click Proceed in the
Common Services Activation form to activate Common
Services.

4.

Enter the company profile information on the Address and

Options tabs in the Common Services Company Profile
form.

5.

Activate General Ledger with Data Activation in the

Administrative Services form.

6.

Enter the oldest year for which you want historical data and
the current fiscal year and click Proceed.

7.

Complete the Administrative Services and Common Services

information as required by your company, following the
instructions in the System Manager User Guide.

Follow the instructions in the System Manager Administrator

Guide and System Manager User Guide manuals to activate your
General Ledger data, to create the company profile, and to
configure the fiscal calendar.

Step 6: Define General Ledger Setup Options

The G/L Options form allows you to display and define settings
for basic company information, account processing, batch
posting, and account segments.
Note: Be sure that the information you enter on the Accounts,
Posting, and Segments tabs matches the sample data.
For information on defining your General Ledger Setup Options,
refer to the section, Set Up General Ledger Options, in
Chapter 3, Setting Up General Ledger, in the General Ledger
Getting Started manual.

User Guide

C11

Importing and
Exporting

2.

Using the Sample Chart of Accounts

Step 7: Define Segment Codes

In the Segment codes form, you assign values to the segments
you defined on the Segments tab of the Options form. You can
enter a description for each code and you can assign a closing
account to any of the segments you indicated as available for
closing on the Segments tab of the Options form.
Note: Be sure that the information you enter matches the
sample data.
For information on defining your segment codes, refer to the
section Set Up Segment Codes, in Chapter 3, Setting Up
General Ledger, in the General Ledger Getting Started manual.

Step 8: Define Account Structures

In the Account Structures form, you define multiple account
structures for your company.
An account structure specifies the segments an account number
contains and tells the system the order in which to store, sort,
display, and print the segments. You must define at least one
account structure.
Note: Be sure that the information you enter matches the
sample data.
For information on defining your account structures, refer to the
section Set Up Account Structures in Chapter 3, Setting Up
General Ledger, in the General Ledger Getting Started manual.

Step 9: Define Source Codes

In the Source Codes form, you define source codes for General
Ledger batches.
Source codes allow you to group posted transactions for viewing
and reporting. A source code is a two-part code of four
characters that General Ledger uses to show where a transaction
originated.

C12

ACCPAC General Ledger

Using the Sample Chart of Accounts

Step 10: Define Source Journal Profiles In the Source Journal Profiles
form, you define the contents of source journals. You define each
journal as a set of source codes for the system to use to select the
transactions you want to include on the printed journal.
For information on defining your source journal profiles, refer to
the section Set Up Journal Profiles in Chapter 3, Setting Up
General Ledger, in the General Ledger Getting Started manual.

Step 11: Set Up Revaluation Codes

In the Revaluation Codes form in multicurrency ledgers, you
define revaluation information for General Ledger to use when
you revalue accounts. You set up revaluation codes only if you
have a multicurrency system.
The revaluation code tells the system which currency table (set
up in the Currency forms in Common Services) to use in
revaluation. The revaluation code also identifies the source
codes and accounts to which to tie the revaluation transactions.
For information on defining your revaluation codes, refer to the
section Set Up Revaluation Codes, in Chapter 3, Setting Up
General Ledger, in the General Ledger Getting Started manual.

Step 12: Import the Sample Data Chart of Accounts

With your General Ledger set up, you are now ready to import
the sample chart of accounts.
For information on importing data from General Ledger, see the
System Manager User Guide.

User Guide

C13

Importing and
Exporting

For information on defining your source codes, refer to the

section Set Up Source Codes in Chapter 3, Setting Up General
Ledger, in the General Ledger Getting Started manual.

Using the Sample Chart of Accounts

Step 13: Add Account Period Data

For information on adding account data, refer to Entering
Historical Data, Entering Current-Year Opening Balances,
and Entering Current Year-to-Date Transactions, in Chapter 3,
Setting Up General Ledger, in the General Ledger Getting Started
manual.

Chart of Accounts for General Ledger Sample Data

The chart of accounts on the next few pages is installed with the
sample data. The chart is used with a single-currency General
Ledger.
Using multicurrency
sample data

C14

If you have a multicurrency ledger, you can install

multicurrency sample data and use the sample multicurrency
chart of accounts, instead of the chart of accounts on the next
few pages.

ACCPAC General Ledger

Using the Sample Chart of Accounts

Sample Company Inc.

Page 1

From Account No.

From Account Group
Sort By

[ ] To [ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ]
[Current assets] To [Other]
[Account Number]

Account Number

Description

Status

Acct
Config.

Post
In

Structure
Code

1000
1020
1021
1022
1023
1030
1100
1115
1120
1140
1190
1200
1300
1320
1400
1420
1430
1440
1500
1520
1540
1550
1600
1620
1640
1700
1710
1720
1730
2000
2010
2015
2020
2030
2040
2050
2055
2060
2070
2100
2200
2210
2220
2225
2230
2235
2240
2250
2260
2270
2280
2290
2300
2310
2320
2350
2400

Petty cash
Bank account, operating
Bank account, American Express
Bank account, VISA
Bank account, Mastercard
Bank account, payroll
Accts receivable, intercompany
Accounts receivable, trade
Accounts receivable, employees
Accounts receivable, other
Allowance for doubtful accts.
Investments, short term
Inventory
Inventory, assembled
Prepaid insurance
Prepaid taxes
Prepaid rent
Prepayment, AP purchases
Furniture and fixtures
Equipment
Buildings
Land
Acc. depreciation
Acc. depreciation Equipment
Acc. depreciation Buildings
Leasehold improvements
Acc. depreciation, leasehold
Organization costs
Acc. depreciation, org. costs
Bank operating loan
Accts payable, intercompany
Accounts payable, trade
Accounts payable, other
Prepayment liability
Accts payable, clearing
Non stock clearing
Transfer clearing
Dividends payable
Deposits received
Wages payable
Federal tax payable
FUTA payable
Employee FICA tax payable
Employee medicare payable
Employer FICA tax payable
Employer medicare payable
State income tax payable
Employee SUTA tax payable
Employer SUTA tax payable
Employee SDI payable
Employer SDI payable
City income tax withheld
Employee benefits payable
Employee pension payable
401K Employer Liability
Employee deductions payable
State sales tax payable

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,DR,F
B,CR,F
B,CR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,F
B,DR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC

Cntrl.
Acct.

Qty.

Units

Auto
Alloc.

Yes

Yes

Yes
Yes

User Guide

C15

Importing and
Exporting

Date:
Tuesday, October 16, 2001 3:09PM
Chart Of Accounts - Short Form (GLCHTA01)

Using the Sample Chart of Accounts

Date:
Tuesday, October 16, 2001 3:09PM
Chart Of Accounts - Short Form (GLCHTA01)

C16

Sample Company Inc.

Page 2

Account Number

Description

Status

Acct
Config.

Post
In

Structure
Code

2410
2415
2420
2500
2700
2710
2800
2900
3000
3100
3200
3200-100
3200-200
3300
4000
4000-100
4000-100-10
4000-100-20
4000-200
4000-200-10
4000-200-20
4010
4010-100
4010-100-10
4010-100-20
4010-100-30
4010-100-40
4010-200
4010-200-10
4010-200-20
4010-200-30
4010-200-40
4020
4030
4040
4050
4060
4100
4150
4150-100
4150-200
4200
4210
4220
4230
4230-100
4230-200
4230-200-40
5000
5000-100
5000-100-10
5000-100-20
5000-200
5000-200-10
5000-200-20
5010
5010-100
5010-100-10
5010-100-20
5010-100-30

County sales tax payable

City sales tax payable
Corp. income taxes payable
Current portion L/T debt
Long term debt proceeds
Long term debt payments
Shareholders' loans
Deferred income taxes
Common stock
Preferred stock
Retained earnings
Retained earnings
Retained earnings
Dividends
Sales
Sales
Sales
Sales
Sales
Sales
Sales
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, accessories
Sales, chairs
Sales, desks
Sales, cabinets
Sales, dividers
Sales, samples
Sales returns and allowances
Sales discount
Sales discounts
Sales discounts
Delivery revenue
Rental revenue
Interest income
Miscellaneous income
Miscellaneous income
Miscellaneous income
Miscellaneous income
Cost of goods sold
Cost of goods sold
Cost of goods sold
Cost of goods sold
Cost of goods sold
Cost of goods sold
Cost of goods sold
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
B,DR,F
B,CR,F
B,CR,F
B,CR,F
B,CR,F
R,CR,F
R,CR,F
R,CR,F
B,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACCDIV
REGION
REGION
ACCDIV
REGION
REGION
ACC
ACCDIV
REGION
REGION
REGION
REGION
ACCDIV
REGION
REGION
REGION
REGION
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
REGION
ACC
ACCDIV
REGION
REGION
ACCDIV
REGION
REGION
ACC
ACCDIV
REGION
REGION
REGION

ACCPAC General Ledger

Cntrl.
Acct.

Qty.

Units

Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes

EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH

Auto
Alloc.

Using the Sample Chart of Accounts

Sample Company Inc.

Page 3

Account Number

Description

Status

Acct
Config.

Post
In

Structure
Code

5010-100-40
5010-200
5010-200-10
5010-200-20
5010-200-30
5010-200-40
5020
5030
5040
5050
5500
6000
6000-100
6000-200
6010
6020
6040
6060
6080
6080-100
6080-200
6100
6110
6120
6120-100
6120-200
6140
6140-100
6140-200
6160
6180
6200
6200-100
6200-200
6220
6240
6240-100
6240-200
6250
6250-100
6250-200
6260
6280
6300
6320
6340
6350
6360
6380
6380-100
6380-200
6400
6500
6500-100
6500-200
6510-100
6510-200
6520
6540
6540-100

COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, accessories
COGS, chairs
COGS, desks
COGS, cabinets
COGS, dividers
Cost variance
Accounting and legal fees
Accounting and legal fees
Accounting and legal fees
Administrative expenses
Advertising
Depreciation of leasehold
Depreciation of org. costs
Automotive
Automotive
Automotive
Bad debts
Bank charges and errors
Commissions
Commissions
Commissions
Delivery and distribution
Delivery and distribution
Delivery and distribution
Depreciation
Donations
Dues and subscriptions
Dues and subscriptions
Dues and subscriptions
Employee benefit plan
Employee benefits, direct
Employee benefits, direct
Employee benefits, direct
Employee benefits, allocated
Employee benefits, allocated
Employee benefits, allocated
Equipment lease or rent
Insurance
Interest, long term debt
Interest, other
Inventory adj. & w/o
Assembly cost credit
Licenses and permits
Miscellaneous
Miscellaneous
Miscellaneous
Moving
Office supplies
Office supplies
Office supplies
Overhead allocated
Overhead allocated
Postage
Promotion and entertainment
Promotion and entertainment

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

REGION
ACCDIV
REGION
REGION
REGION
REGION
ACC
ACC
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACCDIV
ACCDIV
ACCDIV
ACCDIV
ACC
ACC
ACCDIV

Cntrl.
Acct.

Qty.

Units

User Guide

Auto
Alloc.

C17

Importing and
Exporting

Date:
Tuesday, October 16, 2001 3:09PM
Chart Of Accounts - Short Form (GLCHTA01)

Using the Sample Chart of Accounts

Date:
Tuesday, October 16, 2001 3:09PM
Chart Of Accounts - Short Form (GLCHTA01)

Page 4

Account Number

Description

Status

Acct
Config.

Post
In

Structure
Code

6540-200
6550
6560
6580
6580-100
6580-200
6600
6620
6640
6660
6660-100
6660-200
6680
6680-100
6680-200
6700
6700-100
6700-200
6720
6720-100
6720-200
6725
6725-100
6725-200
6740
6740-100
6740-200
6760
8000
8000-100
8000-200
8100
8100-100
8100-200
9000
9100
9999

Promotion and entertainment

Purchase discounts
Rent, office
Repairs and maintenance
Repairs and maintenance
Repairs and maintenance
Shipping supplies
Shop supplies
Subcontract costs
Traveling expenses
Traveling expenses
Traveling expenses
Telephone, telex, fax
Telephone, telex, fax
Telephone, telex, fax
Utilities
Utilities
Utilities
Wages & benefits, direct
Wages & benefits, direct
Wages & benefits, direct
Employer taxes, direct
Employer taxes, direct
Employer taxes, direct
Wages & benefits, indirect
Wages & benefits, indirect
Wages & benefits, indirect
Wages casual, direct
Disposal of assets, proceeds
Disposal of assets, proceeds
Disposal of assets, proceeds
Disposal of assets, cost
Disposal of assets, cost
Disposal of assets, cost
Corporate income taxes
Corp. income taxes - deferred
Suspense

Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active
Active

I,DR,F
I,CR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,DR,F
I,CR,F
I,CR,F
I,CR,F
I,CR,F
I,DR,F
I,DR,F
I,DR,F
I,CR,F
I,DR,F

Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail

ACCDIV
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACC
ACCDIV
ACCDIV
ACC
ACCDIV
ACCDIV
ACC
ACC
ACC

214 accounts printed

C18

Sample Company Inc.

ACCPAC General Ledger

Cntrl.
Acct.

Qty.

Units

Auto
Alloc.

Appendix D
General Ledger Security
ACCPAC uses security groups to restrict user access to General
Ledger data and functions (for example, journal posting).

In Administrative Services, you define security first on a user

group basis, then on an individual basis. At the group level,
determine which General Ledger function each group has access
to; then, at the individual level, assign each user to a group. For
information on setting up security groups, see the System
Manager Administrator Guide.
There are three levels of access:

No access.

Common Inquiry access only.

Access to Common Inquiry plus other General Ledger

functions.

No access

If a group has no access to General Ledger, users who belong to

that group will not be able to see any General Ledger icons on
their desktop.

Common Inquiry
Access

If a group has access only to Common Inquiry, users who

belong to that group will not be able to update G/L accounts,
Setup forms, Setup reports, or the Account Mapping form.

Access to G/L
functions and
Common Inquiry

If a group has access to any General Ledger function, users who

belong to that group will automatically have access to Common
Inquiry, too.

User Guide

D1

General Ledger
Security

Group Security

Group Security

Access-restricted
functions

D2

Access to the following General Ledger functions can be

restricted:

Account maintenance allows you to update General

Ledger account information entered in the Accounts form
and gives access to the Account Mapping function. You can
view and print from the Setup functions.

Setup maintenance allows you to update G/L Options,

Segment Codes, Source Codes, Source Journal Profiles,
Revaluation Codes, Account Structures, Recurring Entries,
and gives you access to the G/L DOS Conversion function. If
you do not have access to the Setup tasks, you can view and
print the information, but cannot edit it.

Transaction maintenance gives you access to the

Consolidate Posted Transactions function. You can view and
print Accounts and Transaction History and print the G/L
Transactions Listing and the Posting Journal. You can view
and print from the Setup functions, and clear printed
posting journals in Clear History.

Transaction inquiry allows you to view Transaction

History and print G/L Transactions Listings and Posting
Journals. You can view and print from the Setup functions.

History/budget maintenance gives you complete

access to Account History Inquiry, Budget Maintenance,
Source Currency Inquiry, Fiscal Set Comparison, and Trial
Balance. You can view and print the Chart of Accounts and
the Setup functions.

History/budget inquiry allows you to view the Chart of

Accounts, Account History Inquiry, and Budget
Maintenance; it gives access to Source Currency Inquiry and
Fiscal Set Comparison; it allows you to print the Chart of
Accounts and Trial Balance. You can view and print from
the Setup functions.

Journal posting gives you access to Post Batches and

inquiries associated with posted transactions. You can view
and print from Journal Entry, Batch List, Batch Listings,
Batch Status, Posting Journal, G/L Transactions Listing,

ACCPAC General Ledger

Group Security

Source Journal, Trial Balance, and all Account Activities.

You can view and print from the Setup functions, and clear
deleted and posted batches in Clear History.
Journal entry gives complete access to Journal Entry,
Create Allocation Batch, Create Revaluation Batch, Create
Recurring Entries Batch, Retrieve G/L Batch, Batch List
(New and Delete), Batch Listing, and Batch Status. You can
view and print from the Setup functions.

Journal entry inquiry allows viewing of the Batch List, of

entries in the Journal Entry function, and in Recurring
Entries and allows printing of Batch Status and Batch
Listings. You can view and print from the Setup functions.

Period end maintenance gives access to the Period End

Maintenance function. You can view and print from the
Setup functions.

Create new year gives access to the Create New Year

function. You can view and print from the Setup functions.

Import General Ledger data gives access to the Import

command on the File menu on General Ledger forms.

Export General Ledger data gives access to the Export

command on the File menu on General Ledger forms.

Financial Reporter gives access to the Financial Reporter

for customizing and printing ACCPAC financial reports.

User Guide

D3

General Ledger
Security

Appendix E
Technical Information
Creating Macros ............................................................... E1
Running Visual Basic Macros in General Ledger............................... E1
Examples of Visual Basic Macros ............................................ E2
Multiuser Considerations ....................................................... E5
Global Locks ............................................................... E6
Single-User Processes ....................................................... E7
Multiuser Data Protection ................................................... E7

Technical
Information

User Guide

Ei

Appendix E
Technical Information
This section provides information for macro developers.
Note: You do not need to read Creating Macros to use General
Ledger and Financial Reporter.

Creating Macros
The easiest way to write a macro is to record one first,
performing the tasks that youll want the macro to perform, then
edit the macro, adding the special features you need.

For information about fields used in ACCPAC views, choose

U.I. Info from the ACCPAC Tools menu, on the Windows Start
menu, or choose ACCPACInfo.exe from the ACCPAC\Runtime
folder. ACCPAC must be running to use U.I. Info.
Structure of ACCPAC
programs

For more information on the structure of ACCPAC accounting

programs, see the chapters, Using Macros and Writing
Macros, in the System Manager User Guide.

Running Visual Basic Macros in General Ledger

The ACCPAC System Manager provides full support for
Microsoft Visual Basic for Applications, allowing General
Ledger to integrate smoothly with Microsofts entire Office suite.
You can record, edit, and run VBA macros from within
ACCPAC. You can also run VBA macros for another application
that includes VBA (such as Microsoft Excel).

User Guide

E1

Technical
Information

When you record the macro, set the Record Mode to Record All
Fields. By doing this, you can see the format for each field or
report parameter.

Creating Macros

For more information, see the online document General

Ledger 5.0A Macros.
Viewing the General
Ledger 5.0A Macros
file

To display the General Ledger 5.0A Macros file:

1.

On the Windows Start menu, from the ACCPAC program

group, select Online Documentation, then choose General
Ledger 5.0A Macros.
The document is displayed in Adobe Acrobat.

2.

To print the file, choose Print from the toolbar.

You can also view this file by choosing USINGMACROS.PDF

from the ACCPAC\DOCS\GL50aeng folder using Windows
Explorer.

Examples of Visual Basic Macros

The following is an example of a Visual Basic macro that you can
record and modify in ACCPAC. The macro posts General
Ledger batches:
' ACCPAC Macro file: D:\Program
Files\Accpac\MACROS\PostGLBtch.AVB
' Recorded at: Fri Dec 14 17:34:37 2010
On Error GoTo ACCPACErrorHandler
Dim mDBLinkCmpRW As AccpacCOMAPI.AccpacDBLink
Set mDBLinkCmpRW = OpenDBLink(DBLINK_COMPANY,
DBLINK_FLG_READWRITE)
Dim mDBLinkSysRW As AccpacCOMAPI.AccpacDBLink
Set mDBLinkSysRW = OpenDBLink(DBLINK_SYSTEM,
DBLINK_FLG_READWRITE)
Dim GLPOST4 As AccpacCOMAPI.AccpacView
Dim GLPOST4Fields As AccpacCOMAPI.AccpacViewFields
mDBLinkCmpRW.OpenView "GL0030", GLPOST4
Set GLPOST4Fields = GLPOST4.Fields
GLPOST4.Process
Exit Sub
ACCPACErrorHandler:
Dim lCount As Long
Dim lIndex As Long

E2

ACCPAC General Ledger

Creating Macros

If Errors Is Nothing Then

MsgBox Err.Description
MsgBox "VBA Macros cannot run where Accpac is
deployed as a Web Server"
Else
lCount = Errors.Count
If lCount = 0 Then
MsgBox Err.Description
Else
For lIndex = 0 To lCount - 1
MsgBox Errors.Item(lIndex)
Next
Errors.Clear
End If
Resume Next
End If
End Sub
Macro functions

The macro performs the following functions:

Opens the posting object and assigns it the name GLPOST4.

Assigns values to each of the fields in the object.

Proceeds with posting using the parameters.

If posting was not successful, lists the error messages in the

window.

Report Macros in General Ledger and Financial Reporter

As with other macros, the best way to begin writing a report
macro is to record one.
To print a report, you:
1.

Select it.

2.

Set up the printer.

3.

Assign values to each of the report parameters.

4.

Print the report.

User Guide

E3

Technical
Information

Creating Macros

The following macro was recorded when running the Financial

Reporter:
Sub MainSub()
'
' ACCPAC Macro file: D:\Program
Files\Accpac\MACROS\PrintFRRPT.AVB
' Recorded at: Fri Dec 14 17:02:59 2010
'
On Error GoTo ACCPACErrorHandler
Dim mDBLinkCmpRW As AccpacCOMAPI.AccpacDBLink
Set mDBLinkCmpRW = OpenDBLink(DBLINK_COMPANY,
DBLINK_FLG_READWRITE)
Dim mDBLinkSysRW As AccpacCOMAPI.AccpacDBLink
Set mDBLinkSysRW = OpenDBLink(DBLINK_SYSTEM,
DBLINK_FLG_READWRITE)
Dim GLFRRPT1 As Object
Set GLFRRPT1 =
CreateObject("AccpacGL9100.AccpacMacro")
' ngStatus = CmdFRSelect( sgReportName )
GLFRRPT1.CmdFRSelect "D:\Program
Files\Accpac\GL50A\ENG\quikbal1.xls"
' ngStatus = CmdFRPrinterSetup( sdDeviveName,
sgOutputName. sgOrientation, sgPageSize )
GLFRRPT1.CmdFRPrinterSetup "\\PRINTSVR\PRINTER",
"Ne02:", "10", "300"
GLFRRPT1.ReportType "1"
' 1=Actual, 2=Provisional
GLFRRPT1.Year "2010"
' Year is YYYY
GLFRRPT1.Period "6"
' Period is 1 - 13
GLFRRPT1.InclOptions "0"
' 0=Do not include
options, 1=Include options
GLFRRPT1.SortBy "2"
' 1=AcctNo Order, 2=Segment
GLFRRPT1.SortBySegId "1"
GLFRRPT1.FromAcctGroup "1"
GLFRRPT1.ToAcctGroup "16"
GLFRRPT1.FromAcSeg0 ""
GLFRRPT1.ToAcSeg0 "ZZZZ"
GLFRRPT1.AcSegReportAs0 "1"
' 1=Consolidated,
2=Separate
GLFRRPT1.FromAcSeg1 ""
GLFRRPT1.ToAcSeg1 "ZZZ"
GLFRRPT1.AcSegReportAs1 "1"
' 1=Consolidated,
2=Separate
GLFRRPT1.FromAcSeg2 ""
GLFRRPT1.ToAcSeg2 "ZZ"
GLFRRPT1.AcSegReportAs2 "1"
' 1=Consolidated,
2=Separate
' ngStatus = CmdFRPrint( AccpacDBLink, sgPrintType,
ngNumCopies, sgPrintDirectory )
GLFRRPT1.CmdFRPrint mDBLinkCmpRW, "preview", 1, "", 0
Set GLFRRPT1 = Nothing

E4

ACCPAC General Ledger

Multiuser Considerations

Exit Sub
ACCPACErrorHandler:
Dim lCount As Long
Dim lIndex As Long
If Errors Is Nothing Then
MsgBox Err.Description
MsgBox "VBA Macros cannot run where Accpac is
deployed as a Web Server"
Else
lCount = Errors.Count
If lCount = 0 Then
MsgBox Err.Description
Else
For lIndex = 0 To lCount - 1
MsgBox Errors.Item(lIndex)
Next
Errors.Clear
End If
Resume Next

Technical
Information

End If
End Sub

Multiuser Considerations
Because ACCPAC has the capacity to run on local area networks,
there may be times when more than one user needs to use the
same General Ledger database.
ACCPAC has two basic rules for protecting data integrity when
workstations share the same data:

Make sure no more than one user is working in the same

batch at the same time.

Make sure no one is working in a batch that is being printed

or posted.

ACCPAC uses three record access types to protect data in a

multiuser environment:
Global Locks. While you run a global lock process, no other
process can be run on the system.

User Guide

E5

Multiuser Considerations

Single-User Processes. While you run any one of the processes

in this group, no other process in the group can be run.
However, users may work in other General Ledger forms not
included in the group.
Multiuser Data Protection (Passive Concurrency). You can
run any of these processes while others are using them, but
General Ledger protects the data by preventing more than one
user from making changes to the same record at the same time.

Global Locks
The following processes lock out all other users from General
Ledger until finished processing:

Options
ACCPAC Plus G/L Conversion

The following processes lock out all other users from the
company until finished processing:

New Year
Period End Maintenance

If other users are working in General Ledger while you attempt

to run any of these processes, you will see a message similar to
the following:

The one exception is the Options form, which allows you to save
changes to the following fields while other users are working in
General Ledger:

E6

Contact Name (Company tab)

Telephone (Company tab)
Fax Number (Company tab)

ACCPAC General Ledger

Multiuser Considerations

You will not be able to save changes to any of the other options
in the Options form until all other users have left General Ledger
and all other General Ledger forms are closed.

Single-User Processes
If you run any one of the following processes, you will lock all
other users out of the group:

Create Recurring Entries Batch

Consolidate Posted Transactions
Create Allocation Batch
Post Batches
Revaluation
Retrieve ACCPAC Plus G/L Batch

When you run a single-user process, other users can work in

forms not included in the group, but if they are updating records
in batches referenced by the process you are running, they may
be unable to save their work. Once again, make sure no one is
working in the batches you are trying to post or print.

Multiuser Data Protection

Apart from those listed in the previous two categories, all other
processes and functions in General Ledger feature multiuser
data protection.
To allow efficient data entry, General Ledger does not lock
records. Instead, it uses audit stamps to prevent two
workstations from making changes to the same record at the
same time.
In a network environment, audit stamps protect data integrity.
The system will only save changes to a record if the current audit
stamp for the record is the same as the audit stamp when the
record was read. If two users are editing the same batch, for
example, the first one to press the Save button will succeed in

User Guide

E7

Technical
Information

For example, while you are creating a revaluation batch, a

second user, who wishes to use Post Batches, will have to wait
until the revaluation is complete.

Multiuser Considerations

updating the file. The second user will get an error message
when attempting to save, and will have to re-do their work in
that batch.
For a more detailed example of how audit stamping works, see
Multiuser Data Protection in Chapter 3 of the System Manager
Administrator Guide.

E8

ACCPAC General Ledger

Index
A

B
Balance sheet type accounts, 36
Batch List, 225
Show Posted And Deleted Batches
option, 417
Batch Listing, 422, 624
Batch Status report, 622

User Guide

Index1

Index

Account balances
reporting currency, 69
Account fiscal sets
exporting, C4
Account history
viewing summary, 320
viewing transactions, 322
Account mappings
exporting, C4
importing, C4
Account master
exporting, C3
importing, C3
Account Structure report, 630
Account Structures data entry form
GL-ACCS.PDF, B16
Accounts
active status, 35
adding, 32
allocation of balances, 36
budgets, 313
comparison, 324
correcting closing entries, 29
deleting, 33, 312
delimiter, 34
editing, 33, 311
entering adjusting entries, 29, 47
entering closing entries, 227, 47
inactive status, 35
maintaining, 32
multicurrency
revaluation, 39
setting up, 39
printing adjusting entries, 614, 626
printing closing entries, 210, 614, 626

Accounts (continued)
quantities, 35
retained earnings, 227, 54
structures, 34
type, 36
unrealized exchange gain account, 215
Accounts data entry form
(GL-ACC.PDF), B-12
Accounts form
subledger tab, 310
Adding
accounts, 32
batches, 417
journal entries, 413
journal entry details, 414
Adjustment
entries, 29, 614
period, 29
period, 47, 626
Allocation, 36
creating batches, 212, 510
processing batches, 213, 512
setting up automatic, 38
Auto reversal, 48, 51
posting to last period, 23

Batches
adding, 417
allocation, 212, 510
batch numbers, 45
clearing, 518
correcting errors, 211, 424
deleting, 413, 417
editing, 412, 417
entered, 22
from subledgers, 22
importing and exporting, 22, 218, 4-18
information posted with, 210
listing, 415
maximum number of, 45
number of entries, 28
other than journal entry, 212
permanent or provisional posting, 220
posting, 417, 422
posting unposted batches, 221
printing, 226, 417
recurring, 22, 216, 413
resetting batch number to zero, 56
retrieving, 22
retrieving from ACCPAC Plus for DOS,
217, 420
revaluation, 214, 512
reviewing, 417
sources, 22
Budget Maintenance data entry form
GL-BUDGT.PDF, B-13
Budgets
deleting, 319
editing, 316
maintaining, 313

C
Chart of accounts, 64
reviewing, 313
sample
using to create your chart of
accounts, C7
sample list of accounts, C14
See also: Accounts

Index2

ACCPAC General Ledger

Checklist, Setup for General Ledger, B11

Clear History form, 517
deleted and posted batches, 518
printed posting journals, 518
using, 517
Closing, 51
entries, 227, 53
income and expenses, 224
period, 29, 47, 614, 626
period unlocked, 224, 227
the books, 53
to account segments, 54
Comment, journal entry, 411
Comparing fiscal sets, 324
Consolidating
during posting, 222, 35
posted transactions, 228, 57
transaction dates, 222, 46
Control account
designating for a subledger, 310
Converting to euro
setup, 26
Create new year, 51, 53
closing entries, 227
Create Recurring Entries Batch form
overview, 219, 515
Credits, entering, 410
Currency Type options
Transaction Listing, 615

D
Data
clearing, 517
Data entry forms for General Ledger, 44
Account Structures (GL-ACCS.PDF), B-8
Accounts, (GL-ACC.PDF), B-12
Budget Maintenance
(GL-BUDGT.PDF), B-13
Journal Entry - Multicurrency
(GL-JEMC.PDF), 4-4, 4-11, B-15
Journal Entry - Single Currency
(GL-JESC.PDF), 4-4, B-14
Journal Profiles (GL-JOURN.PDF), B-11

E
Editing
accounts, 33, 311
batches, 412, 417
budgets, 316
journal entries, 414
journal entry details, 415
Entering
accounts, 32
batches, 417

Entering (continued)
journal entries, 413
journal entry details, 414
Errors
correcting closing, 29, 47
correcting journal entry, 211, 424
error messages
looking up online, A1
overview, A1
Euro
conversion rate for Maastricht Treaty
member currencies, 412
converting source transactions during
journal entry, 412
converting to, 26
functional currency, 69
Exporting
account fiscal sets, C4
account mappings, C4
account master, C3
journal detail, C5
journal header, C5
revaluation codes, C6
sample data, C2
segment codes, C6
source codes, C6
source journal profiles, C6
structure codes, C7
Index

Data entry forms (continued)

list of, B2
Options (GL-OPTS.PDF), B6
printing instructions, B3
Recurring Entries
(GL-RECJE.PDF), B-16
Revaluation Codes
(GL-REVAL.PDF), B9
Segment Codes (GL-SEG.PDF), B7
Setup Checklist (GL-SETUP.PDF), B-4
Source Codes (GL-SRCE.PDF), B-10
Date
consolidated transactions, 46
journal entry, 46
recurring entry last run, 220
Debits, entering, 410
Deleting
accounts, 33, 312
batches, 413, 417
budgets, 319
fiscal sets, 56
historical data, 56
journal entries, 414
journal entry details, 415
transaction detail, 56
Delimiter, account, 34
Description, journal entry, 49
Details, entering journal entry, 414
Drilldown
from Account History, 322
from Source Currency Inquiry, 326
from Transaction History, 324

F
Financial reports, 641
Financial statements, 641
printing
previewing from Print Financial
Statements form, 642
options, 642
reformatting when printing, 642
Fiscal period. See Periods.s
closing, 55
Fiscal set
reporting currency, 619

User Guide

Index3

Fiscal sets
comparison, 324
deleting, 56
Fiscal year
create new year, 227, 51, 53
Forms, data entry See also: Data entry forms
GL-ACC.PDF (Accounts), B-12
GL-ACCS.PDF
(Account Structures), B-8
GL-BUDGT.PDF
(Budget Maintenance), B-13
GL-JEMC.PDF (Journal Entry Multicurrency), 4-4, 4-11, B-15
GL-JESC.PDF (Journal Entry - Single
Currency), 4-4, B-14
GL-JOURN.PDF (Journal Profiles), B-11
GL-OPTS.PDF (Options), B6
GL-RECJE.PDF
(Recurring Entries), B-16
GL-REVAL.PDF
(Revaluation Codes), B9
GL-SEG.PDF (Segment Codes), B16
GL-SETUP.PDF (Setup Checklist), B-7
GL-SRCE.PDF (Source Codes), B-10
list of, B2
Functional currency
Trial Balance, 69
Functional currency transactions
Source Journal Report, 619

G
G/L Options report, 637
G/L Transactions Listing, 425, 614
General Ledger
security, D1
General Ledger data entry forms
Accounts (GL-ACC.PDF), B-12
Account Structures
(GL-ACCS.PDF), B-8
Budget Maintenance
(GL-BUDGT.PDF), B-13
Journal Entry - Multicurrency
(GL-JEMC.PDF), 4-4, 4-11, B-15

Index4

ACCPAC General Ledger

General Ledger data entry forms (continued)

Journal Entry - Single Currency
(GL-JESC.PDF), 4-4, B-14
Journal Profiles (GL-JOURN.PDF), B-11
list of, B2
Options (GL-OPTS.PDF), B6
Recurring Entries
(GL-RECJE.PDF), B-16
Revaluation Codes
(GL-REVAL.PDF), B9
Segment Codes (GL-SEG.PDF), B7
Setup Checklist (GL-SETUP.PDF), B-4
Source Codes (GL-SRCE.PDF), B-10
General Ledger Setup Checklist, B4
GL-ACC.PDF
(Accounts data entry form), B-12
GL-ACCS.PDF (Account Structures data
entry form), B8
GL-BUDGT.PDF (Budget Maintenance data
entry form), B-13
GL-JEMC.PDF (Journal Entry - Multicurrency data entry form), 4-4, 4-11, B-15
GL-JESC.PDF (Journal Entry - Single
Currency data entry form), 4-4, B-14
GL-JOURN.PDF (Journal Profile data entry
form), B-11
GL-OPTS.PDF (Options data entry
form), B-6
GL-RECJE.PDF (Recurring Entries data
entry form), B-16
GL-REVAL.PDF (Revaluation Codes data
entry form), B9
GL-SEG.PDF (Segment Codes data entry
form), B7
GL-SETUP.PDF (Setup Checklist data entry
form), B-4
GL-SRCE.PDF (Source Codes data entry
form), B-10

H
Historical data
deleting, 56
viewing summary, 320

Historical data (continued)

viewing transactions, 322
History
clearing, 517
clearing deleted and posted batches,
5-18
clearing posting journals, 518

I
Importing
account mappings, C4
account master, C3
batches, 22
journal detail, C5
journal header, C5
revaluation codes, C6
segment codes, C6
source codes, C6
source journal profiles, C6
structure codes, C7
Income statement type accounts, 36

Journal entries (continued)

entry number, 45
euro, 412
how to use the Journal Entry
window, 412
multicurrency, 411
printing adjusting, 614, 626
printing closing, 210, 614, 626
reference, 49
transaction date, 46
using data entry form, 44
source code, 48
Journal header
exporting, C5
importing, C5
Journals
Posting, 223, 425
Source, 426

L
Last run date
updating for recurring entries, 220
Listing batches, 415

J
M
Index

Journal detail
exporting, C5
importing, C5
Journal Entry - Multicurrency data entry
form (GL-JEMC.PDF), 4-4, 4-11, B-15
Journal Entry - Single Currency data entry
form (GL-JESC.PDF), 4-4, B-14
Journal Profiles data entry form
(GL-JOURN.PDF), B-11
Journal entries
adjusting, 29, 47
auto reversal option, 23, 48, 51
closing, 29, 227, 47
comment, 411
deleting, 414
description, 49
editing, 414
entering, 410, 413, 414

Macros
running Visual Basic macros in
General Ledger, E1
sample, E2, E4
Manuals
how to use, 12
Messages, error
overview, A1
Monthly transactions
See: Recurring entries
Multicurrency accounting
choosing option, 36
entering journal entries, 411
from subledgers, 25
option, 32
processing, 25

User Guide

Index5

Multicurrency accounting (continued)

source currency inquiry, 325
setup, 25
Multicurrency accounts
revaluation, 39
setting up, 39
Multiuser information
global locks, E5, E6
multiuser data protection, E6, E7
single-user processes, E6, E7

O
Online help
error messages, A1
Options
automatic allocation, 36
maintain quantities, 35
multicurrency, 32, 36
Show Posted And Deleted Batches, in
Batch List, 417
Options data entry form GL-OPTS.PDF, B-6

P
Passive concurrency, E6, E7
Periodic processing
Clear history, 517
Periodic transactions. See: Recurring entries
Periods
adjustment, 29, 47, 614, 626
closing, 29, 227, 47
closing and Posting Journal, 626
closing and Transactions Listing, 614
posting, 29, 47
Posting
allocation batches, 213
batches, 220, 221
batches and Post Batches window, 422
batches with errors, 211, 424
closing entries, 224
consolidated, 35
consolidating during posting, 222

Index6

ACCPAC General Ledger

Posting (continued)
defined, 23
force listing of batches option, 221
how to post batches, 417
overview, 220
period, 29, 47
Posting Journal, 223, 425, 626
provisional, 24, 221, 424
revaluation batches, 214
sequence number, 23, 424
to previous years, 224, 424
year, 46
Posting Journal, 223, 425, 626
clearing, 223, 518
Posting sequence number, 424
resetting to zero, 56
Previous-year data
posting to, 224, 424
Printing
batches, 417
data entry forms, B3
setting print destination, 62
Printing destination, 62
Printing transactions
functional currency, 615
reporting currency, 615
source and functional currencies, 615
Provisional posting, 24, 221, 424
available in Enterprise and Corporate
Editions, 416

Q
Quantities, 35
entering in journal entries, 410

R
Recurring entry batches, 216, 413
creating, 515
numbering, 2-20
Recurring entries
creating invoices, overview, 219

S
Sample chart of accounts
list of accounts, C14
using to create your chart of accounts,
C7
Security, General Ledger, D1
Segment Code report, 631
Segment codes
data entry form (GL-SEG.PDF), B16
exporting, C6
importing, C6
report, 6-31
Segments
closing income and expense
accounts to, 54
validation, 34
Setup Checklist for General Ledger
(GL-SETUP.PDF), B11
Show Posted And Deleted Batches
option, 4-17
Source
credit, journal entry, 410
debit, journal entry, 410
Source Code report, 633
Source codes
closing, 56
data entry form, B-10
exporting, C6
importing, C6
in imported batches, 218
in journal entries, 48
in subledger batches, 217
Source Codes data entry form
(GL-SRCE.PDF), B-10
Source currency
inquiry, 325
Source Journal, 426, 618
Source Journal Profile report, 635
Source journal profiles
exporting, C6
importing, C6
Source Journal Report
reporting currency, 619

User Guide

Index7

Index

Recurring entries (continued)

number of batches, 219
overview, 219
preparing, 219
Recurring Entries data entry form
(GL-RECJE.PDF), B-16
Reference, journal entry, 49
Reporting currency, 66
fiscal set, 619
Transaction History window, 322
Reports
Account Structure, 630
Batch Listing, 422, 624
Batch Status, 622
Chart of Accounts, 64
Financial statements, 641
G/L Options, 637
G/L Transactions Listing, 425, 614
Posting Journal, 223, 425, 626
Revaluation Code, 636, 639
Segment Code, 631
Source Code, 633
Source Journal, 426, 618
Source Journal Profile, 635
Trial Balance, 426, 69
Worksheet, Trial Balance, 69
Retained earnings account, 227, 54
Retained earnings type accounts, 36
Retrieve DOS batches, 22, 217, 420
Reusing batches, 413
Revaluation
auto reversal, 215, 512
codes
exporting, C6
importing, C6
report, 6-36, 6-39
See also: Getting Started manual
creating batches, 214, 512
data entry form (GL-REVAL.PDF), B9
processing batches, 214, 515
Revaluation Code report, 636, 639
Revaluation Codes data entry form
(GL-REVAL.PDF), B-9
Reviewing
batches, 417

Standard transactions
See: Recurring entries
Status
active or inactive, 35
Structure codes
exporting, C7
importing, C7
Structures, account
assign to account, 34
Subledger batches, 22
from ACCPAC, 217
importing, 218
multicurrency, 25
processing, 217
retrieving from ACCPAC Plus for
DOS, 217
Subledger tab
in the Accounts form, 310

Paper size and orientation, 642

Printing options, 642
Worksheet, Trial Balance, 69

Y
Year
posting, 46
Year end
adjusting entries, 29, 614, 626
adjustment period and entries, 47
closing entries, 47, 614, 626
closing period, 29, 224, 227
maintenance, 56

Task groups, General Ledger security, D1

Transaction detail
deleting, 56
viewing, 322
Transaction Listing
reporting currency, 615
Trial Balance, 426, 69
reporting currency, 69

V
Visual Basic macros
running in General Ledger, E1

Index8

ACCPAC General Ledger

Zoom In/Out (F9), 414