2. GENERAL LEDGER MENU SCREEN 2-1: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING GENERAL LEDGER MENU 1. ENTER TRANSACTIONS 2. PRINT JOURNALS 3. PRINT ACCOUNT ACTIVITY DETAIL REPORT 4. POST TRANSACTIONS 5. PRINT TRIAL BALANCE 6. PRINT CHART OF ACCOUNTS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION: \-----------------------------------------------------------------------------/ Look at the screen, and find the "GENERAL LEDGER MENU" and "ENTER YOUR SELECTION". To me, it shows that the computer expects me to work on the General Ledger module of the system and is currently waiting for me to enter my selection. Next, I want to select option 1, ENTER TRANSACTION. TYPE: 1 PRESS: [<-'] Enter/Return key SCREEN 2-2: G/L TRANSACTION ENTRY JOURNAL CODE: TRANSACTION # DATE: /-----------------------------------------------------------------------------\ G/L TRANSACTION ENTRY JOURNAL CODE: TRANSACTION # DATE: ACCT.# ACCOUNT NAME DESCRIPTION DEBITS CREDITS REC. ------ -------------- ------------------------ ------------ ------------ ----- \-----------------------------------------------------------------------------/ Look at the screen, and find the system displaying an empty general ledger. The cursor is currently positioned at the "JOURNAL CODE:" section of the journal. To me, it shows that the computer expects me to enter a journal code. Next, I want to enter a journal code. TYPE: GL PRESS: [<-'] Enter/Return key TYPE: 01 PRESS: [<-'] Enter/Return key Comments / Questions: 2.1. TRANSACTION NUMBERS 01 which I had previously entered will be accepted by the system as the TRANSACTION #. SCREEN 2-3: G/L TRANSACTION ENTRY JOURNAL CODE: GL TRANSACTION # 01 DATE: 860205 /-----------------------------------------------------------------------------\ G/L TRANSACTION ENTRY JOURNAL CODE: GL TRANSACTION # 01 DATE: 860205 ----- -------------- ------------------------ ------------ ------------ ----- 1121 TEXAS AMERICAN PROCEED FRM SALE OF STK 5000000.00 14 311 STOCK PAR VALU STOCK ISSUED 5000000.00 15 1211 ORIGINAL VALUE TRANS. EQUIP. PURCHASED 100000.00 16 1121 TEXAS AMERICAN TRANS. EQUIP. PURCHASED 100000.00 17 1221 ORIGINAL VALUE OFFICE EQUIP. PURCHASED 50000.00 18 1121 TEXAS AMERICAN OFFICE EQUIP. PURCHASED 50000.00 19 1231 ORIGINAL VALUE BUILDING PURCHASED 1000000.00 20 1121 TEXAS AMERICAN BUILDING PURCHASED 1000000.00 21 124 LAND LAND PURCHASED 1000000.00 22 1121 TEXAS AMERICAN LAND PURCHASED 1000000.00 23 111 PETTY CASH TRANSFER FR TEXAS AMERIC 5000.00 24 1121 TEXAS AMERICAN TRANSFER TO PETTY CASH 5000.00 25 \-----------------------------------------------------------------------------/ Look at the screen, and find the system displaying the contents of of my general journal. To me, it shows that the computer expects me either to make corrections or add transactions to the journal. To add transaction[s] I have to type in the account number of the transaction[s]. The system will automatically bring up the name of the account. Then I have to type in the description of the transactions, and the amount in either the debit or credit column. At the end of each entry or to skip a column I need to press the return key. The system will automatically bring up the next record number. I have to press the return key again after confirming that all the entries a correct. If there is any error I must delete the entry by pressing CTRL X. To end the process I have to type in the letter "T" and the system will take me to the next empty journal if there is no error. If error occurs the system will automatically inform me by displaying "9999" in the account # column and "VOUCHER DIFFERENCE" in the description column and the error amount either in the debit or credit column as the case may be. To cancel an incorrect entry, enter the letter "C" in the account # column. The cursor will automatically move to the REC # column. Enter the record # for the transaction to be deleted. Next, I want to end the enter transaction process. TYPE: T PRESS: [<-'] Enter/Return key PRESS: [Esc] Escape key TYPE: 2 PRESS: [<-'] Enter/Return key SCREEN 2-4: PRINT G/L JOURNALS /-----------------------------------------------------------------------------\ PRINT G/L JOURNALS JOURNAL CODE FROM: TO: INITIAL PAGE : \-----------------------------------------------------------------------------/ Look at the screen, and find the " PRINT G/L JOURNALS". To me, it shows that the series of commands that I had previously entered has taken me back to the menu and into this module. The system is currently waiting for me to enter the top range for printing. [See the explanation below.] Next, I want to issue to the system the upper range. PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: move the cursor to the initial page section. Comments / Questions: 2.2. PRINTING REPORTS In all reports you have the choice to print one, a range, or all of the items you have selected. To print all, press return key in the FROM: field and the cursor will nor stop at the TO: field. Enter the ranges accordingly if you wish to do otherwise. TYPE: 1 PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: print the transactions in the journal. Comments / Questions: 2.3. POSTED VERSUS UNPOSTED TRANSACTIONS The system will also tell, in the print out, whether those transactions have been posted or not, the total amount transacted and the # of accounts printed. 2.3.1. SUSPENDING THE PRINTER To pause printing, press CTRL X and the system will as whether or not to continue printing. TYPE: 3 PRESS: [<-'] Enter/Return key SCREEN 2-5: Print the transactions in the journal /-----------------------------------------------------------------------------\ PRINT ACCOUNT ACTIVITY DETAIL REPORT PRINT ACCOUNT # FROM: TO: PRINT PAGE BY PAGE ?: INITIAL PAGE NUMBER: \-----------------------------------------------------------------------------/ Look at the screen, and find the system has taken me into the "PRINT ACCOUNT ACTIVITY DETAIL REPORT" module of the system. To me, it shows that the computer expects me to print the account activity detail report. Next, I want to print the report. PRESS: [<-'] Enter/Return key TYPE: Y PRESS: [<-'] Enter/Return key TYPE: 1 PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: print the report and take me back to the menu. Comments / Questions: 2.4. ACCOUNT ACTIVITY DETAIL REPORT The purpose of the account activity detail report is to detail each account's beginning balance, detail of all the month's transactions, and the current balance. This report will help you in your checking reconciliations, audits, expense analysis, etc. TYPE: 4 PRESS: [<-'] Enter/Return key SCREEN 2-6: Print the report /-----------------------------------------------------------------------------\ POST TRANSACTIONS TO G/L WARNING: BEFORE YOU RUN THIS ROUTINE BE SURE YOU HAVE FILES BACKUP TO PREVENT ANY POWER OR HARDWARE FAILURE. DO YOU WANT TO CONTINUE ? (Y/N) MONTH TO BE POSTED ? (1-12) \-----------------------------------------------------------------------------/ Look at the screen, and find that the system has taken me into the "POST TRANSACTION TO G/L" module. Also take note of the warning given by the system. To me, it shows that the computer expects me to the system is expecting to post the transactions to the general ledger. Next, I want to begin posting. TYPE: Y PRESS: [<-'] Enter/Return key TYPE: 5 PRESS: [<-'] Enter/Return key TYPE: Y PRESS: [<-'] Enter/Return key PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: post the transactions into the general ledger. Comments / Questions: 2.5. POSTING TRANSACTIONS For options 5 & 6 follow the procedures in options 2 & 3. 2.6. GENERAL LEDGER PROCESSING COMPLETION This is the end of the General Ledger module.