General Ledger Module
14.4.1 New (Enter A Transaction)
Selection 1 allows you to enter an accounting transaction. You will be given the next available Transaction Number. The Transaction Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters. The Entry Method Screen will appear giving you the following entry options:
If you select an S, O, or R type transaction, pc/MRP will prompt you to scroll the invoice file to locate the invoice or AR Voucher. You can scroll on document number (invoice number), customer account number, part number, model number, and or sales order number.
If you select a P, I, or E type transaction, pc/MRP will
prompt you to scroll the receiver file to locate the receiver or AP Voucher.
You can scroll on document number (receiver number), vendor account number,
part number, model number, and or customer
Enter the first several characters you wish to begin scrolling at. When the desired record is located, press enter to preview the record. If it is the wrong record, press the escape key to continue scrolling. When you find the correct record press the enter key or click on the upper left button of the scroll window and select close to create a GL transaction for that record.
It should be noted that the following examples use pc/MRP's default chart of account numbers. You can use your own chart of account numbers if you edit or add your new chart of account numbers to the chart of accounts and accounting template file (option 9 in the configuration menu).
In addition it should also be noted that the following examples were created with pc/MRP's inventory accounting method set to perpetual and not periodic (option 10 in the configuration menu's settings and utilities section). Different chart of accounts would be debited and credited if pc/MRP's inventory accounting method were set to periodic.
14.4.1.1 Cash and carry sale (S):
Cash and carry
This type of entry is used to record a cash and carry sale. pc/MRP will bring in the above information from the invoice, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the abandon button, edit the invoice, and re-enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file, replace the posted field in the invoice with "Y", and, replace the complete field in the invoice with a "Y". pc/MRP will also replace the check number and amount paid fields in invoice with the correct values.
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
The Income Chart of Accounts
Case the Invoice or Part contain an Income Credit Account (uses invoice if populated)
pc/MRP credits the Income Account listed in the Invoice or Part
Otherwise
pc/MRP credits the Income Account listed in the Default Account Template
Remaining Chart of Accounts (Bank, Frt, Tax plus Inventory and COGs if Option 10 = Perpetual)
pc/MRP Debits and Credits Accounts listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
The Income Chart of Accounts
Case the Part or Invoice contain an Income Account (uses invoice if populated)
If the invoice has a division
Credit a chart of accounts containing the first 4 chars of invoice acct + division
If the invoice does not contain a division
Credit that the Income Account listed in the Invoice or Part
Otherwise if the Part and Invoice do not contain an Income Account
If the invoice does not have a division
Credit the Income Account listed in the Default Account Template
Else the invoice has a division
If the default income account + division exists
Credit the default Income Account + Division
Else the Default Income Account + Division do not exist
Credit the Default Income Account + “0000”
Remaining Chart of Accounts (Bank, Frt, Tax plus Inventory and COGs if Option 10 = Perpetual)
If the invoice does not have a division
Debit and Credit Accounts listed in the Default Accounts Template
Else the invoice has a division
If the default account + division exists
Debit/Credit the default Accounts + Division
Else the Default Account + Division do not exist
Debit/Credit the Default Accounts + “0000”
14.4.1.2 Register accts receivable invoice (O):
Register accounts receivable, material going Out, O type, example
transaction
This type of entry is necessary whenever an item is invoiced on account. pc/MRP will bring in the above information from the invoice, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the Cancel Button, edit the invoice, and re-enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file, and replace the posted field in the invoice with a "Y". The Division Field is transferred from the part master or address book (Configuration, Settings and Utilities, Option 78) to the sales order and from there to the invoice.
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
The Income Chart of Accounts
Case the Invoice or Part contain an Income Credit Account (uses invoice if populated)
pc/MRP credits the Income Account listed in the Invoice or Part
Otherwise
pc/MRP credits the Income Account listed in the Default Account Template
Remaining Chart of Accounts (AR, Frt, Tax plus Inventory and COGs if Option 10 = Perpetual)
pc/MRP Debits and Credits Accounts listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
The Income Chart of Accounts
Case the Part or Invoice contain an Income Account (uses invoice if populated)
If the invoice has a division
Credit a chart of accounts containing the first 4 chars of invoice acct + division
If the invoice does not contain a division
Credit that the Income Account listed in the Invoice or Part
Otherwise if the Part and Invoice do not contain an Income Account
If the invoice does not have a division
Credit the Income Account listed in the Default Account Template
Else the invoice has a division
If the default income account + division exists
Credit the default Income Account + Division
Else the Default Income Account + Division do not exist
Credit the Default Income Account + “0000”
Remaining Chart of Accounts (AR, Frt, Tax plus Inventory and COGs if Option 10 = Perpetual)
If the invoice does not have a division
Debit and Credit Accounts listed in the Default Accounts Template
Else the invoice has a division
If the default account + division exists
Debit/Credit the default Accounts + Division
Else the Default Account + Division do not exist
Debit/Credit the Default Accounts + “0000”
pc/MRP, Versions 7.61D and higher only use option 35 to determine whether to use average or standard costs. If there is labor and or overhead in the BOM, pc/MRP will credit those accounts regardless of how option 35 is set. The reason for this is that pc/MRP’s cost roll up function includes labor and overhead costs if they exist in the BOM. As such, the above invoice would be debited and credited as follows in versions 7.61 and higher.
If option 10 set to perpetual accounting methods
· Debits COGs $100.00
· Credits Inventory $60.00
· Credits Gross Wages $30.00
· Credits Overhead $10.00 (actually debited for a -$10.00)
Inventory is no longer overdriven (but it does not include labor value)
If there were no labor items in the above BOM it would debit and credit as follows:
· Debit COGs $60.00
· Credit Inventory $60.00
· Credits Gross Wages $0.00
· Credits Overhead $0.00
The cash sale (S) type transaction is similar to the above (O) type transaction with the exception the S type transaction debits the checking account instead of accounts receivable.
With pc/MRP versions 7.70 and higher, outside labor is rolled into inventory and inside labor is rolled into gross wages.
14.4.1.3 Accounts receivable payment (revenue) (R):
This type of entry is used to record a payment from a customer towards an existing accounts receivable invoice or voucher. pc/MRP will bring in the above information from the invoice, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the abandon button, edit the invoice, and re- enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file, replace the check number in the invoice, and, add the amount received to the amount received field in the invoice. If the total amount received is equal to or greater than the amount due pc/MRP will put a "Y" in the invoices complete field.
If the customer pays within 10 days and takes advantage of the terms discount, enter a general ledger transaction (accounts receivable payment). Enter the full amount originally due as the amount received. Debit checking for the amount actually received, debit Cash Discount or Business Income for the terms amount, credit Accounts Receivable for the full amount originally due.
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
pc/MRP selects the AR and Checking Account listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
If the invoice does not have a division
Selects the AR and Checking Accounts listed in the Default Accounts Template
Else the invoice has a division
If the default account + division exists
Credit/Debit the default Accounts + Division
Else the Default Account + Division do not exist
Credit/Debit the Default Accounts + “0000”
14.4.1.4 Cash and carry purchase (P):
Cash Purchase, P type, example transaction
This type of entry is used to record a cash and carry purchase. pc/MRP will bring in the above information from the receiver, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the abandon button, edit the receiver, and re-enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file, replace the posted field in the receiver with "Y", and, replace the complete field in the receiver with a "Y". pc/MRP will also replace the check number and amount paid fields in receiver with the correct values.
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
The Inventory, Purchase Expense or Operating Expense Chart of Accounts
Case the Receiver or Part contain a Debit Account (uses Receiver if populated)
pc/MRP debits the Debit Account listed in the Receiver or Part
Otherwise the receiver or part do not contain a Debit Account
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account
If option 10 is set to Periodic debit the Default Purchase Expense Account
If receiving non inventory items,
Debit the Default Operating Expense Account.
Remaining Chart of Accounts (Bank, Freight Income)
pc/MRP Debits and Credits Accounts listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
The Inventory, Purchase Expense or Operating Expense Chart of Accounts
Case the Receiver or Part contain a Debit Account (uses Receiver if populated)
If the receiver has a division
Debits a chart of accounts containing the first 4 chars of receiver acct + division
Otherwise the receiver does not contain a debit account
If the receiver does not have a division
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account
If Option 10 is set to Periodic debit the Default Purchase Expense Account
If receiving non inventory items,
Debit the Default Operating Expense Account.
Else the receiver has a division
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account + division
If Option 10 is set to Periodic debit the Default Purchase Expense Account + div
If receiving non inventory items,
Debit the Default Operating Expense Account + div.
Remaining Chart of Accounts (Bank, Freight Income)
If the receiver does not have a division
Debits and Credits Accounts listed in the Default Accounts Template
Else the receiver has a division
If the default account + division exists
Debit/Credit the default Accounts + Division
Else the Default Account + Division do not exist
Debit/Credit the Default Accounts + “0000”
14.4.1.5 Register an Accounts Payable Invoice (I):
Register accounts payable, material
coming in, I type, example transaction
This type of entry is necessary whenever an item is received on account. pc/MRP will bring in the above information from the receiver, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the abandon button, edit the receiver, and re-enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file and replace the posted field in the receiver with a "Y”
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
The Inventory, Purchase Expense or Operating Expense Chart of Accounts
Case the Receiver or Part contain a Debit Account (uses Receiver if populated)
pc/MRP debits the Debit Account listed in the Receiver or Part
Otherwise the receiver or part do not contain a Debit Account
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account
If Option 10 is set to Periodic debit the Default Purchase Expense Account
If receiving non inventory items,
Debit the Default Operating Expense Account.
Remaining Chart of Accounts (AP, Freight Income)
pc/MRP Debits and Credits Accounts listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
The Inventory, Purchase Expense or Operating Expense Chart of Accounts
Case the Receiver or Part contain a Debit Account (uses Receiver if populated)
If the receiver has a division
Debits a chart of accounts containing the first 4 chars of receiver acct + division
Otherwise the receiver does not contain a debit account
If the receiver does not have a division
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account
If Option 10 is set to Periodic debit the Default Purchase Expense Account
If receiving non inventory items,
Debit the Default Operating Expense Account.
Else the receiver has a division
If receiving inventory items,
If option 10 is set to Perpetual debit the Default Inventory Account + division
If Option 10 is set to Periodic debit the Default Purchase Expense Account + div
If receiving non inventory items,
Debit the Default Operating Expense Account + div.
Remaining Chart of Accounts (AP, Freight Income)
If the receiver does not have a division
Debits and Credits Accounts listed in the Default Accounts Template
Else the receiver has a division
If the default account + division exists
Debit/Credit the default Accounts + Division
Else the Default Account + Division do not exist
Debit/Credit the Default Accounts + “0000”
14.4.1.6 Accounts Payable Payment (expense) (E):
This type of entry is used to record a payment towards an existing accounts payable receiver or voucher. pc/MRP will bring in the above information from the receiver, and debit and credit the above chart of account numbers automatically. If the amounts are not correct, click on the abandon button, edit the receiver, and re-enter this transaction. Once you are satisfied with the transaction, click on the save button. pc/MRP will store the transaction in the transaction data base file, replace the check number in the receiver, and add the amount paid to the amount paid field in the receiver. If the total amount received is equal to or greater than the amount due pc/MRP will put a "Y" in the receiver's complete field. pc/MRP will then ask if you wish to print a check for transaction.
You can also use accounting's "Pay Bills/Print Checks" option to pay off a number of open unpaid receivers. The "Pay Bills" function creates a check run, entering E type transactions for each receiver selected and prints out one check per vendor.
If Multi Divisions is Off (Default Setting Option 11, pc/MRP Versions 7.01 and higher)
pc/MRP selects the AP and Checking Account listed in the Default Accounts Template
If Multi Divisions is On (Option 11)
If the receiver does not have a division
Selects the AP and Checking Account listed in the Default Accounts Template
Else the receiver has a division
If the default account + division exists
Credit/Debit the default Accounts + Division
Else the Default Account + Division do not exist
Credit/Debit the Default Accounts + “0000”
14.4.1.7 Payroll (W):
Payroll, Wage, W type example transaction
Selecting W will provide a payroll template for payroll
entries. pc/MRP does not have a payroll module, just the above payroll screen.
The payroll screen will automatically bring up the correct accounts to debit
and credit. The user must enter the correct dollar amounts from another payroll
program or payroll service. One entry can be made per payroll period, or an
entry can be made for every person for every payroll period. See the example
payroll transaction section of this manual for examples of entering various
types of payroll transactions.
14.4.1.8 Adjusting transaction types (A):
All other, A type, example transaction
This type of entry is used to record all other type of transactions. This quick entry form was designed to handle all transactions not involving an existing pc/MRP payable or receivable voucher. Rent, depreciation, and cash purchases are good examples. It is also the most efficient means for an outside accountant to make entries, as outside accountants are rarely required to make payables and receivable voucher entries.
This module is also used to startup or transfer in your existing account balances from your previous accounting system. Enter all your debits and credits from a previous trial balance by overriding pc/MRP's Out of Balance Message. When you have completed your entries post the month and print your financials. Check the Trial Balance Report to make sure you are in balance.
14.4.2 Edit/View (A Transaction)
The ability to edit General Ledger transactions can be enabled or disabled by using option 14 in the Settings and Utilities. If the option is set to Adjust, the options to edit will not be available. If the option is set to allow Edits, the user can scroll, edit, delete, undelete, or run queries against General Ledger records.
Selecting an Indexed Search allows users to search on indexed fields. This allows pc/MRP to find the information much faster. To perform an Indexed Search select the:
1. Indexed Search tab
2. Desired Sort Order, Document Number, Account Number, or Part Number
3. Enter the applicable data in the Begin Scrolling At: field
4. Select the desired Action, View or Edit
5. Press Search
pc/MRP will automatically scroll to the desired record or the nearest match. Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.
Selecting to run a Queried Search allows users to build, run, save, and load queries for the General Ledger table. For further details, see chapter 15.14.
If you edit an A, W, O, or I type transaction, the corresponding invoices or receivers will not automatically be edited. Users would have to edit both the General Ledger and the corresponding invoice or receiver.
If you edit an E (AP expense payment) or P (cash purchase) transaction, pc/MRP will prompt you to edit the transaction automatically or manually. An automatic edit will correct the original receiver's amount paid and complete fields automatically. A manual edit will not correct the receiver's amount paid and complete fields. After you manually edit an E or P transaction, you must edit the receiver's amount paid and complete fields on each line item. If the original receiver has not been edited since entering the transaction, select "Auto". If the original receiver has been edited since entering the transaction, select "Manual". After manually editing the transaction, you must then edit the receiver's amount paid and complete fields. Please note, if you auto edit an accounting transaction who's receiver's amounts or quantities have been edited, the amount paid will be incorrect on both the receiver and the accounting transaction.
If you edit an R (AR revenue payment) or S (cash sale) transaction, pc/MRP will prompt you to edit the transaction automatically or manually. An automatic edit will correct the original invoice's amount paid and complete fields automatically. A manual edit will not correct the invoice's amount paid and complete fields. After you manually edit an R or S transaction, you must edit the invoice's amount paid and complete fields on each line item. If the original invoice has not been edited since entering the transaction, select "Auto". If the original invoice has been edited since entering the transaction, select "Manual". After manually editing the transaction, you must then edit the invoice's amount paid and complete fields. Please note, if you auto edit an accounting transaction who's invoice's amounts or quantities have been edited, the amount paid will be incorrect on both the invoice and the accounting transaction.
When you edit an E, P, R, or S type transaction, pc/MRP will display the Amount Paid/Received To date minus the Amount Paid/Received from the Transaction you are editing. You can enter a new Amount Paid/Received or re-enter the original Amount Paid/Received that is being displayed. If you selected "Auto", upon completing the Edit Screen pc/MRP will subtract the Previous Amount Paid/Received and add the New Amount Paid/Received to the Total Amount Paid/Received.
The Transaction Edit Module will automatically look for an Accounts Payable (receiver) or Accounts Receivable (invoice) Voucher to correct the amount paid if either of the following conditions exist: "Auto" was selected and Transaction Type = "R" and Invoice # is not "NONE" or "Auto" was selected and Transaction Type = "E" and Receiver # is not "NONE"
pc/MRP will not correctly process an existing voucher unless the Transaction Record contains either an "R" or an "E" and the correct number is in the Invoice # or Receiver # Field.
An accounting transaction record cannot be deleted unless the Amount Paid/Received or the first account debited and the first account credited equals zero.
Once you have finished editing the record, pc/MRP will ask Do you wish to mark this record for deletion? If you answer Y, a message will warn you that pc/MRP requires one record in each data base file. AT NO TIME SHOULD YOU EVER DELETE EVERY RECORD IN A DATABASE FILE. Once the record has been marked for deletion you must return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.
14.4.3 Scroll (Transactions)
Allows you to scroll and display accounting transactions. You can scroll on:
D
Document Number (Transaction Number)
A Account Number
(Customer/Vendor ID Number)
P Part Number
Having selected the field to scroll on; pc/MRP will prompt you to enter the first characters to begin scrolling at for that field. For example, if you wanted to display the accounting transaction containing a payment from ACHME CORP you could scroll on A, Account Number and begin scrolling at ACH. Once you have located the record press to display it.
14.4.4 Index (The Transaction File)
Re-indexes the Accounting Transaction Index File. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message, re-indexing the index file is usually the cure. Re-indexing is wise to do after a heavy editing session or after adding many accounting transactions simply as a precautionary step.
14.4.5 Remove Marked Records
Removes all of the deleted Accounting Transaction Records from the disk. The records will no longer be recoverable.
14.4.6 Remove Over X Years
Deletes and removes from the disk all Accounting Transactions over a specified number of years old. Prior to running this command, it is advisable to save the Accounting Transaction Database File to disk and label it "Accounting Transactions DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.
14.4.7 Entering Accounting Transactions Pseudo Code
The following code is intended to help technical support personnel by displaying a short summary of the code that determines which accounts to debit and credit when entering an accounting transaction
ENTERTRA.PRG
mcacc1 = ""
if mtrantype is R,O,S (if creating a transaction record for R (receiving revenue from an invoice), O (posting an invoice), or S(cash sale)
if minv = Y (if there is an invoice)
if multidivision is ON (if Option 11 set to Multi Division)
picks up division from invoice
endif
mcacc1 = space(8)
do while &mcondit (invoiceno and div stay the same)
if mtrantype = O or S
mcacc1 = SetAcct(mtrantype)
endif
enddo
endif
endif
if inlist(mtrantype E,I,P) (if creating a transaction record for E (paying a receiver), I (posting a receiver), P (cash purchase)
if mrec = Y (if there is a receiver)
if multidivision is ON (if Option 11 set to Multi Division)
picks up division from invoice
endif
mdacc1 = space(8)
mdacc4 = space(8)
do while &mcondit (invoiceno and div stay the same)
if mtrantype = I or P
if part is designated non inventory
mdacc4 = SetAcct(mtrantype)
if part is anything else
mcacc1 = SetAcct(mtrantype)
endif
endif
enddo
endif
endif
If Perpetual
CASE mtrantype = "O"
Do Settmplt with "AcctsRec", mdacc1
Settmplt("AcctsRec", @mdacc1)
If empty(macc1) or macc1 = "MULTIPLE"
Do Settmlt with "BusIncome", mcacc1
endif
ENDCASE
Else && periodic
Endif
PROCEDURE SETACCT
Parameters SA_Trantype
CASE SA_Trantype = O or S && post an invoice or cash sale
SA_NewVal = ""
IF Multi Div is on AND (the invoice or the part has an income credit account) AND the invoice has a division
SA_NewVal = left(invoice or partmast income acct,4) + Division
Endif
CASE mcacc1 is empty
SA_RTNVAL = SA_NewVal
CASE EMPTY SA_NewVal or mcacc1 = SA_NewVal
SA_RTNVAL = mcacc1
OTHERWISE
SA_RTNVAL = "MULTIPLE"
ENDCASE
CASE SA_Trantype = I or P && post a receiver or cash purchase
ENDCASE
Return SA_RTNVAL
PROCEDURE SETTMPLT
Parameters mcadescr, mcano
IF it can find the description in the actmplt.dbf
IF invoice does not have a Div OR Multi-Div turned off
Return the default chart of accounts number found in the actmplt table
ELSE && Div in invoice and Multi-Div turned on
macctnum = LEFT(canumber,4) + mdiv
IF macctnum exists in the chart of accounts
mcano = expaccnt
ELSE
mcano = LEFT(macctnum, 4) + "0000"
ENDIF
ENDIF
ELSE
Display error mcadescr Not found in accts templet dbf file
ENDIF .