User Guide
For
Diaspark ERP Software
General Ledger Module
Version 2.0 Diaspark Inc. 200, Metroplex Drive Suit 401, Edison, NJ 08820 Web: www.diaspark.com
Release Notice
Author Deepti Khurana
Reviewed By Purva Telang
Approved By
Distribution List Client and Internal Development Team
Last Reviewed Date 05.11.2007
Document Creation Date 03.11.2007
Document Last Updated 05.11.2007
This document and the information contained herein are confidential to and the property of Diaspark Inc.
Unauthorized access, copying and replication are prohibited. This document must not be copied in whole or part by any means, without the written authorization of Diaspark, Inc. This document should be used only for intended purpose only.
TABLE OF CONTENT
1 OVERVIEW ... 4
1.1 INTENDED AUDIENCE ... 4
2 DIASPARK JEWEL : GENERAL LEDGER MODULE ... 5
3 GENERAL LEDGER: PROCESSING ... 6
4 SETUP: ... 7
4.1 ACCOUNT CATEGORY ... 7
4.2 GLACCOUNT ... 8
4.3 ACCOUNTING PERIOD ... 9
4.4 ACCOUNTING YEAR ... 10
4.5 TRANSACTION DATE RANGE ... 11
4.6 BALANCE SHEET TEMPLATE ... 12
5 TRANSACTIONS... 13
5.1 JOURNAL DETAIL ENTRY ... 13
5.2 PROVISIONAL VOUCHER ENTRY ... 14
5.3 MAKE TRANSACTION EDITABLE ... 14
1 Overview
This document aims at providing a functional overview and the usage of the General Ledgermodule of Diaspark Jewel ERP Software.
The document provides user with the specific instructions that will be needed to use General Ledger module. This guide introduces the basic features of General Ledger module and describes each menu option in detail.
1.1 Intended Audience
2 Diaspark Jewel : General Ledger Module
General Ledger module provides a streamlined solution for your business needs. It is easy to use interface captures information efficiently and provides you with the fiscal insight that is needed for business decision-making.
The General Ledger Module provides calculations and evaluation mechanisms desired from a high-performance financial administration system. It not only organizes and assimilates all financial information from other modules, but also helps combine data from multiple group companies into a single consolidation company for financial reporting and analysis. Precise financial statements and reports generated by the General Ledger is vital for decision-making. It acts as an effective monitoring tool by segregating the financial performance and activities of different departments.
Figure: 2.1 General Ledger Module
Module Highlights
Acts as centralized data store. All transactions posted find place in the general ledger.
Customized GL Posting e.g. either day to day or month basis for Trial Balance and Balance sheet.
Transactions can be locked so that no one can edit it. Transactions once locked can be unlocked and a log of this is maintained in the system to check who and when unlock the transaction.
GL Inbox for GL transaction approval.
Customized Balance Sheet Template as per company’s format. Customized Font Name, Font Size, Bold for each line of Balance Sheet.
Lock Balance Sheet so that only authorised person can unlock it and edit.
Provisional Vouchers Entry which affects Balance Sheet. Print Periodic Balance Sheet. Export Balance Sheet in excel for manual corrections
Date Summary for GL is available in info screen.
Drilldown from all info screens to transactions.
Trial Balance, General Ledger posted/unposted in different formats.
Flexible reporting system to print reports for multiple accounting periods, general ledger accounts and range of values. Export all reports to Excel.3 General Ledger: Processing
4 Setup:
Following are the different setup that are provided to create master data
4.1 Account Category
This feature helps user to add account categories. Here user can define a broad category of accounts which will be used for the purpose of making the balance sheet. To open this setup, click on Module General Ledger Setup Account Category.
Enter a unique
category id.
Enter category
name.
Select budget group
from drop down.
Enter / Select Trial
Balance Order.
4.2
GL AccountThis section deals with how to set up and maintain the chart of accounts. The chart of accounts is basically an extension of the account categories defined in the Account Category Setup. These accounts are the basis of General Ledger. All the transactions in the Journal, Accounts Receivable and Accounts Payable make use of these accounts. User can name these accounts according to the
Enter a unique
account id.
Enter account
name.
Enter / Select
account category.
4.3
Accounting Period
Accounting Period can be set through this setup. These accounting periods are then available throughout the system to record transactions. To setup accounting period, go to Module General Ledger Setup Accounting Period.
Enter accounting Period. Period
should be unique Enter accounting year.
4.4
Accounting Year
This setup allows you to setup accounting year. Accounting Year can be set once and then status can be defined as active for so as to record transactions in that accounting year. In this screen user can open/close accounting period also.
ti
Enter accounting year
period at the respective
fields.
Enter accounting period
details here.
4.5
Transaction
Date RangeUser can set the period for which transactions can be entered. User has to specify the beginning and end of the date and transactions can be entered only for the set date range. This transaction date range applies to all the transaction entered in the system right from Sales Order to Journal Entry.
To navigate to this setup, click on Module General Ledger Setup Transaction Date Range.
Enter date range at From Date and To Date columns in mm/dd/yyyy format. Click on save button to save date entered.
4.6
Balance Sheet Template
Balance Sheet Template can be customized as per company’s format. Font Name, Font Size, can also be defined. The template can be saved in either editable or view format.
Enter a unique template id.
Select font from the drop down.
Enter template
name. Enter balance sheet
details at the respective columns.
This section helps user to understand different transactions available with General Ledger module and guides at entering values at various transaction screens available.
5.1
Journal Detail Entry
There are some transactions which are needed to be entered directly at General Ledger. Those entries can be recorded through this option.
To open Journal Entry window, click on Module General Ledger Transactions Journal Detail Entry.
Select journal type from drop down.
Click to upload file for journal entry. File can be uploaded in the specified file format only.
Enter / Select Account id.
Enter the debit/credit amount in When you enter a value under either of the columns the value in the other column automatically becomes equal to zero.
Click to view details of journal entry.
Journal Types:
From the drop down list available at Journal type field, user can select the type of the Journal. Following are the various types of journals and their
functionality:
Adjustment- To make an adjustment entry.
Beginning Balance- To enter the opening balances for your general ledger accounts.
Fixed assets- Adjusting fixed assets, e.g. adjusting depreciation in the fixed assets.
Regular- For all other types.
Repeating- For adjustments that are repeating in nature like rent, lease etc. Reversed- For making reverse entries.
User can make n number of entries by inserting rows. As you make entries in the rows, the running total of the Debit and Credit amounts is displayed. Remember that the balancing of the Journal Entry is under your control in the window. Before saving your record make sure that Debit total = Credit total. You cannot save a journal entry in which the debit and credit totals doesn’t match.
5.2
Provisional Voucher Entry
Through this option you can record provisional vouchers. To enter voucher transaction, click on Module General Ledger Transactions Provisional Voucher Entry.
Select voucher type
from drop down. Enter voucher
reference no.
Enter / Select
Account id. Enter the debit/credit amount in When you enter a value under either of the columns the value in the other column automatically becomes equal to zero.
Enter / Select cost center id.
User can make n number of entries by inserting rows. As you make entries in the rows, the running total of the Debit and Credit amounts is displayed. Remember that the balancing of the voucher Entry is under your control in the window. Before saving your record make sure that Debit total = Credit total. You cannot save a voucher entry until the debit and credit totals match.
5.3
Make Transaction Editable
Through this option user can make transactions editable which have been posted earlier or made view only.
To navigate to this link, click on Module General Ledger Transaction Make Transaction Editable.
Enter / Select
Transaction book
id.
Enter transaction
no. to be edited.
Enter transaction
date.
Enter remarks
here.
6 Amendment History
Version Date Addition/Modificatio
n Prepared By Revised By
