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General Ledger - 6.1A Routine Process Daily Transactions

Enter transactions:

  • Use Add/Modify/Delete Batches function
  • Retrieve batches from other ACCPAC Plus programs
  • Create reallocation batches
  • Create recurring batches

Produce audit trail of transactions:

  • Print batch listing
  • Post batches
  • Back up and check integrity of data
  • Print posting journals

Do Period-End Procedures

  • Create reallocation batches and recurring batches (OPTIONAL)
  • Back up and check integrity of data
  • Post outstanding batches
  • Check sub ledger balances General Ledger control accounts
  • Print audit trail reports and listings of records that have been changed
  • Consolidate transaction detail (OPTIONAL)
  • Print financial statements

Do Year-End Closing Procedures

  • Back up and check integrity of data
  • Post outstanding batches
  • Print and clear all posting journals
  • Print comparative financial statements
  • Print and clear the Batch Status Report
  • Run the Close Year function
  • Back up and check integrity of data
  • Print audit trail reports
  • Run the Change Fiscal Year

ACCOUNTS PAYABLE 6.1A - ROUTINES

Process Daily Transactions

  • Enter invoices, credit notes, debit notes and adjustments:

- Use Add/Modify/Delete Invoice Batches and Add/Modify/Delete Adjustment Batches functions

- Create recurring invoice batches from archived batches

  • Print the batch listings
  • Check the data integrity and make a backup copy of the data
  • Post the batches
  • Print and file the posting journals

Process Manual Checks

  • Enter manual checks:

- Use the Add/Modify/Delete Manual Check Batches function

  • Print the batch listing
  • Check the data integrity and make a backup copy of the data
  • Print and post the manual checks
  • Print and file the Manual Check Register
  • Print and file the Check Number Audit List

Print System Checks

  • Select transactions for payment:

- Control the timing and amount of selected transactions, using the Control Payments function

- Print the Pre-Check Register

  • Check the data integrity and make a backup copy of the data
  • Print and post system checks
  • Print and file the Check Register (for system checks)
  • Print and file the Check Number Audit List

Do Period-End Processing

  • Enter transactions and print batch listings
  • Post the transactions, and print and clear the posting journals
  • Complete the printing and ;posting of manual and system checks
  • Print and clear the check registers
  • Reconcile checks
  • Print and clear the Check Number Audit List and the Reconciled Checks Posting Journal
  • Revalue transactions and print and clear the Revaluation Posting Journal (if you use multicurrency accounting)
  • Print analysis reports (as necessary)

Check data integrity and make a backup copy of the data

Run the Run Period End function:

  • Enter transaction clearing date
  • Clear vendor history (optional)
  • Clear batch status information (optional)
  • Print and clear the Period End Posting Journal (if you use multicurrency accounting)
  • Print G/L Transactions report; transfer the G/L batch to General Ledger

Do Year-End Processing

Fiscal year end:

  • Archive invoice batches for the next fiscal year
  • Prepare for period end
  • Run the Year End function (to transfer totals to the previous year, and zero YTD totals)


ACCOUNTS RECEIVABLES 6.1A - ROUTINES

Process Daily Transactions

Enter transactions:

  • Use Add/Modify/Delete Invoice Batches, Add/Modify/Delete Cash Batches, Add/Modify/Delete Adjustment Batches functions
  • Retrieve invoice or cash batches from third-party CA-ACCESS products
  • Import invoice or cash batches from non-ACCPAC Plus programs

Print and file batch listings

Check the data integrity and make a backup copy of the data

Post the batches

Print and file the posting journals

Print statements

Run the Create Recurring Charge Batch function (if required)

Run the Create Interest Batch function (if required)

  • Enter outstanding transactions that apply to the statements
  • Print batch listings
  • Post the batches
  • Print the posting journals

Print reports for each billing cycle:

Aged Trial Balance

  • Overdue Receivables
  • Customer Transactions

Check the data integrity and make a backup of the accounts receivable data

Print statements

Do Period End Processing

Enter and post transactions that apply to the period

Print batch listings and posting journals

Transfer General Ledger and Job Costing batches (if used)

Write off uncollectible accounts or transactions

Clear transactions at period end?

Print reports for each billing cycle:

  • Aged Trial Balance
  • Overdue Receivable
  • Customer Transactions

Run Period End function:

  • Enter transaction clearing date
  • Clear customer history (optional)
  • Clear batch status information (optional)

Check the data integrity and make a backup of the accounts receivable data

Print the G/L Transactions report

Transfer the G/L batch to your general ledger

Year End Processing

Post all open batches and print the posting journals

Print the G/L Transactions report

Transfer the G/L batch to your general ledger

Run the Year End function

ORDER ENTRY 6.1B Routines

Enter Transactions

  • Enter and post orders, invoices, and credit notes
  • Print picking slips, confirmations, labels, invoices, and credit notes
  • Back up and check integrity of data

Do Day End Procedures

  • Run Day End Processing
  • Print and Clear the Invoice/Credit Note Audit List
  • Print and clear required reports
  • Retrieve data in Sales History (if required)

Month end

  • Nothing to do

Year end

  • Nothing to do

INVENTORY RECEIPTS (Purchase Orders) Routines

Enter Transactions

  • Enter and post new orders, receipts, and returns
  • Print orders, receipts, returns and labels
  • Back up and check integrity of data

Do Day End Procedures

  • Run Day End Processing
  • Print and Clear the Orders/Receipts/Returns Audit List
  • Transfer transactions to Accounts Payable, if necessary, or post to a manual accounts payable ledger
  • Print and consolidate (Optional) the G/L Transactions list, then transfer transactions to ACCPAC Plus General Ledger or post to a manual General ledger

Month end

  • Post transactions to General Ledger and Accounts Payable if any outstanding.

Year end

  • Nothing to do

INVENTORY CONTROL 6.1B - Routines

Process Daily Transactions

Process transactions for:

  • Purchase orders
  • Receipts
  • Shipments
  • Adjustments
  • Stock transfers
  • Item assemblies

Do Period End Processing

  • Process transactions
  • Print reports
  • Print and clear audit lists
  • Print and consolidate the General Ledger Transaction list
  • Transfer Inventory Control transactions to General Ledger and Job Costing,
  • Run the Period End Processing function
  • Adjust any period-end dates

Do Year End Processing

  • Prepare for period end
  • Run the Year End Processing function
  • View new year-to-date and last year figures

Locations:

Gives the Department code to be used

If mark-up is selected, then the mark-up is from standard cost

Categories:

**If department code not supplied, will get it from Location code

Cost of Goods Sold : Expense account for goods sold

Sales Revenue: Revenue account to record sales value

Sales Returns: Revenue account to record return sales value

Cost Variance: For Standard Costing Only

Records the difference between standard cost and actual cost

Account Sets:

**Uses the department code given

Costing Method :

Moving average: Adds all costs together and divide by quantity

LIFO: Last item in, First item out (Cost from newest item)

FIFO: First item in; First item out (Cost from oldest item)

Standard Cost: Assign a fixed or budget cost

User-specified: User enter the cost at the time of the sale

Examples

G/L Depart G/L Depart

Cost of Goods Sold : 5120 blank 5120 1010

Sales Revenue: 4120 blank 4120 1020

Sales Returns: 4250 blank 4250 1030

Inventory Control : 1260 blank 1260 1040

Receipt Credit : 2430 blank 2430 1050

Adjustment/write off: 5130 blank 5130 1060

Assembly cost credit: 5210 blank 5210 1070

Location has a Department Code of 9000


  1. Receive$100 worth of Inventory

    Inventory Control $100 1260 blank 1260 1260

    Receipt Credit $100 2430 blank 2430 1050

  2. Sell an item for $150 that cost $100

    Cash or AR $150

    Sales Revenue $150 4240 9000 4240 1020 Cost of Good Sold $100 5120 9000 5120 1010

    Inventory Control $100 1260 blank 1260 1040

  3. Payment of Inventory Purchase Invoice

    Receipt Credit $100 1260 blank 1260 1050

    Cash or AP $100

  4. Assembly of new item with $25 of additional labour and non-inventory material

    Inventory Control $125 1260 blank 1260 1040

    Inventory Control $100 1260 blank 1260 1040

    Assembly cost credit $25 5210 blank 5210 1070

    Please note that the Location’s Department code only replace BLANK department codes for account codes in the Category setup. If a Department code is given in the Category setup, then that department code is always used.


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