Draft User Manual GL

Pepsi Cola International - Snacks
Training Material
General Ledger
December 2006
A. F. Ferguson & Co
Learning Objective
At the end of the Training Session you will be able to successfully perform the
following functions
Session - 1
1.1.
Enter and Post Journal Vouchers...................................................................................................2
1.2.
Reversal Journals...........................................................................................................................7
1.3.
Recurring Journals.......................................................................................................................12
1.4.
Enter Foreign Currency Journal..................................................................................................15
Session 2.........................................................................................................................16
2.1
Enter and Process Budget Journal...............................................................................................17
Session 3........................................................................................................................23
3.1
Run Standard Reports..................................................................................................................24
3.2
On Line Inquiry...........................................................................................................................27
Session 1
Pepsi Cola International Snacks

General Ledger
Training Handout
1.1. Enter and Post Journal Vouchers

Journal entries are accounting transactions. They can be manually entered; or they can
come from sub ledgers such as Payables, Purchasing, Receivables and etc. Journal entries
have no effect on account balances until they are posted. Once journal entries are posted,
the account balances are updated and you cannot undo themyou can only reverse
them. You can also use journal entries to transfer balances between accounts.
Journal Category Journal Category describes the Type of journal entry such as Accrual,
Adjustment, Payroll and etc. General Ledger has default journal categories. However for
PCI it is recommended to use Other as Journal Category for making entries in to
General Ledger.
Journal Source The journal source is set to Manual and cannot be updatedthis is how
the system identifies manual journal entries.
Summary
Entering Journal Voucher is a Five Step Process
1
2
3
4
5
Use the following Navigation Path to go to Find Journal screen Journal: Enter
Click on New Journal Button to go to the Journal screen.
In the Journal Screen enter the journal name, category, description (optional), and
control total (also optional). The journal source is set to Manual and cannot be
updatedthis is how the system identifies manual journal entries. Enter a line
number of 1 and then enter an account of your choosing, the debit amount or
credit amount, and an optional description. After the first line, the line numbers
will fill in automatically
Click on More Action Button
Click on Post Button to Post the Voucher
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General Ledger
Training Handout
1) A typical navigation menu for a General Ledger would be as follows:
2)
3)
4)
5)
Double-click on the menu Journals.

Click on Enter.
Click on Open button to navigate to the Find Journals screen.
If you want to enter journals in batches then click on New Batch button (see Enter
Journal in Batch), otherwise click on New Journal button (see Enter Journals).
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General Ledger
Training Handout
Enter Journal in Batch

1) Enter the batch name in the Batch field.
2) Period will default to the current period (however the user can change it).
3) Then click on the Journals button and see Enter Journals for entering journals.
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General Ledger
Training Handout
Enter Journals
1)
2)
3)
4)
In the Journal field, enter the Journal Name.

Period will default to the current period (however the user can change it).
Effective Date will be default (however the user can change it).
Category field select the Journal Category from List of Values. If its an adjustment
Voucher select Adjustment other wise select Others as Category
5) In the Description field give a brief description of the Journal.
6) In the Currency field select currency from List of Values, if different from default
currency.
7) Insert Line number, it can be 1 or 10.
8) In the Account column, select from the List of Values the account combination in
which entry is to be made and then click on OK button
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General Ledger
Training Handout
9) Then click on More Actions button and the following screen appears.
10) Before proceeding save the entries.
11) Click on the Post button to post the entry.

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General Ledger
Training Handout
1.2. Reversal Journals

If any Journal is wrongly posted or any provisional journal is posted in one period for
generating monthly accounts, it is important to know that it can not be deleted; however,
any such journal can only be reversed through Reverse Journal.
Summary
Reversing Journal is a four step Process:
1
2
3
4
Find the Journal through find Journal screen Enter: Journal: Find Journal
Click on More Action Button and Reverse the Journal
Find the Reversed Journal through Find Journal Button
Click on More Action Button to Post the Reversed Journal
1) Select Enter from Journals to view Find Journals Screen
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General Ledger
Training Handout
2) Choose either the Batch or Journal from List of Values which is to be reversed and
then click on the Find button to open Enter Journals Screen
3) Select the Journal which is to be reversed and click on the Review Journals button
and the following screen opens.
4) Click on More Actions button and the following screen appears.

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General Ledger
Training Handout
5) Click on the Reverse Journal button
6) Then you will be asked the period in which reversal is to be made, Default Reversal
Period screen opens, select the period in which you want to make the reversal and
click on OK button
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General Ledger
Training Handout
Posting of Reversal Journal

1) Open the Find Journal screen and find the Reversed Journal. In the Find Screen
there are lots of Options available to find the Journal.
2) In the Status column it appears Unposted. Take the cursor to the relevant line and
click on the More Actions button and the following screen appears.
Click on the Post button to Post the Reversed Journal.
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General Ledger
Training Handout
1.3. Recurring Journals

Define Recurring Journals
1) Navigate to Define Recurring Journal Formula screen.
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General Ledger
Training Handout
2) Enter a name and optional description for the recurring journal.

3) If you want to copy entries from an existing recurring journal batch to your new
batch, choose AutoCopy Batch.
4) Enter name of Journal.
5) Enter the category Other.
6) Select Currency PKR.
7) Click on Lines button and the following screen will be .
8) You are now in Journal Entry Line window.
9) Enter a line number 10 to set the order of your recurring journal entry lines.
10) Enter the account you want General Ledger to update when u generate and post your
recurring journals.
11) Enter an optional line description for the recurring entry line.
12) Enter a formula for the line.
13) Enter the remaining lines for the recurring journal entry by pressing down arrow key.
14) Save your work.
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General Ledger
Training Handout
Generating Recurring Journal Batches

1) Navigate to the Generate Recurring Journals window.
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General Ledger
Training Handout
1) Select the recurring batches you want to generate.

2) Enter the accounting Period for which you want to create an unposted jounral batch.
The default is the first open accounting period following the one for which you last
generated recurring journals.
3) (Optional) choose the recurring journal button to review the batch definition.
4) You can generate your recurring journal batches from this window.
5) You can change this to any day in any open, closed, future enterable, or permanently
closed period.
6) Choose Generate General Ledger submits a concurrent process to create unposted
journal batches based on the selected recurring journal formula batches. Note the
Request ID assigned to the concurrent process. General Ledger names the resulting
journal batch as follows: <Recurring Batch Name>:<Date><Time>.
7) If you generate skeleton journal entries, use the Enter Journal window to complete the
journal information.
8) Review your generated journals.
9) Post the generated recurring journal batches to update account balances.
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General Ledger
Training Handout
1.4. Enter Foreign Currency Journal

1) Navigate to the Enter Journals window.
2) Enter optional batch information.
3)
4)
5)
6)
Enter your journal information, specifying the foreign Currency i.e. US $.

Enter type of conversion such as Spot , AOP etc.
Enter the journal currency conversation information.
Enter your journal lines, using debit and credit amounts in the US $. General Ladger
will automatically convert the entry amounts into Pak Rupee based on the designated
conversion rate.
7) Use the scrolling region to review the results of your currency conversion.
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General Ledger
Training Handout
Session 2
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General Ledger
Training Handout
2.1 Enter and Process Budget Journal

Budgets represent the specific estimated cost and revenue amounts for a range of accounting
periods. Budgets Journals are used to create budgets in order to maintain an audit trail of Budgets.
Summary
Entering Journal is a seven step Process.
1
Use the Following Navigation Path Budget: Enter: Journal to go to the Budget Journal
screen for entering budgets
Enter the Budget Journal and Click on Create Journal Button
Enter Journal Batch Name and Category in to the Create Journal screen
Click on Check Fund Button to for funds
Click on Reserve Fund Button to Reserve Fund for the Journal.
Click on View Results to view the Results of Budget Journal and Finally Click on Done
Button
Post the Budget Journal.
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General Ledger
Training Handout
1) Use the following Navigation Path to enter Budget Journal Budget: Enter: Journal.
2) Double Click on Journal and the following screen appears
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Training Handout
3) Enter Budget Organization in to Budget Organization Field. Budget Organization is

the Department, Cost Centers, Divisions and Other Groups for which Budget data is
to be maintained.
4) Enter Defined Budget Name in to Budget field or select it from List of Values.
5) Enter Accounting Period for which Budget Journal is to Prepare.
6) Default Currency appears in to Currency field. This is PKR
7) Enter Account No in to the Account Column for which budget Journal is to be made
and enter the budget amounts in to Period columns. Budget can be entered in to a
Worksheet Mode section as shown above or can be made in to Single Row Mode
section or Journal Mode section.
8) Next step is to click on Create Journals Button and the following screen appears.
9) Enter Journal Batch Name in to the Journal Batch field

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General Ledger
Training Handout
10) As it is a Budget Journal select it from List of Values and save your work
11) Double Click on Check Fund button and the following message appears Your
Transaction(s) passed Funds Check. Click on Ok button
12) Next Step is to Reserve the Funds for the Budget Journal. Double Click on Reserve Fund
button and the following screen appears with the Note Your Transaction(s) passed Funds
Reservation.
13) Click on Ok Button.

14) Next step is to review the result of Budget Journal by clicking on View Result button.
15) Check that the Budget Journal is properly created

16) Finally go to the Main Create Journal Screen and click on Done button and the following
message appears
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General Ledger
Training Handout
17) Click on Ok Button.

18) Budget Journal is ready. Now the next step is to post the Journal to do so go to main Menu
Path and find the journal.
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General Ledger
Training Handout
Post Budget Journal

1) Open the Find Journals screen, and find the Budget Journal. The following screen appears.
2) Batch Status Column is showing the Unposted Status of Budget Journal. Take the Cursor to
the relevant Journal and click on More Action Button.
3) Then click on Post button to Post the Journal.
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General Ledger
Training Handout
Session 3
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General Ledger
3.1
Training Handout
Run Standard Reports
To initiate Standard reports, follow the navigation path Report: Request: Standard. GL.
System will require you to select a Single Request or a Request Set. Select the Single
Request option
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General Ledger
Training Handout
Click on the OK button. This will take you to the Submit Request form.
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General Ledger
Training Handout
1) In the Name field select the Required Report from List of Values
2) In the Parameter field enter the required parameter related to the Report
3) Click on Option button to define the Print of the Report
4)
5)
6)
7)
8)
In the Printer column select the Printer

In the Copies field enter the No of Copies Required
In the Style field Enter the Style of Print ( Portrait, Landscape)
Click Ok for Print request
Now click on Submit Request for Report Run. A dialog box appears with the
concurrent request ID and ask the question whether you want to submit another
request. Click on the No button for this exercise.
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General Ledger
3.2
Training Handout
On Line Inquiry
On line Inquiry helps to View Actual, Budgets and Encumbrances Account Balances.
Through Online Inquiry you can
Compute the Variance between Actual Budgeted Balance
Drill down to see Journal entries to see the account balances
Drill down to see the Sub ledger transactions that comprise the Journals that
comprise the Account Balances
View Journal and Sub ledger transaction information as balanced accounting

entries ( i.e Debits equals to Credits) Or in the form of T- Account
Summary
1
2
3
Use the Following Navigation Path to make an Account Inquiry. Inquiry:

Account
Enter account period and Account combination into the Account Inquiry screen.
Click on to the relevant Inquiry Button i.e Show Balances, Show Journal Detail
and Show variance
Use the Following Navigation Path to make an Account Inquiry. Inquiry: Account and
the following Screen opens
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General Ledger
Training Handout
1) Enter Accounting Periods for which an Inquiry is to be made

2) In the Currency field enable Single Currency and PKR will default in Currency
field automatically.
3) Enable Currency Type Entered.
4) Enable Actual, Budget or Encumbrance balance type for which an Inquiry is to be
made
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General Ledger
Training Handout
5) Enable the relevant Factor keeping in view the level of inquiry required
6) Enter Account combination in the Account section for which an inquiry is to be
made.
7) Information can be viewed at three Levels i.e Show Balances, Show Journal Detail
and Show Variance
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General Ledger
Training Handout
Show Balance
Click on Show Balance button and the following screen appears
This Screen will mainly show you the monthly balances against an Inquired account.
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General Ledger
Training Handout
Show Journal Detail

Click on the Show Journal Detail Button and the following screen appears
In this screen you can view the Batch name, Journal Entry description, entry Source,
Currency, Debit and Credit Amounts.
Through this screen you can do the source entry by clicking on Drill down button. If you
want to see the Journal detail click on Show Full Journal button and finally if you want
to see the balances detail click on to Detail Balances button
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General Ledger
Training Handout
Show Variance
If you want see the Variance of Actual and Budgeted balances click on Show Variance
button.
A F Ferguson & Co.
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Pepsi Cola International - Snacks

Enter and Post Journal Vouchers...................................................................................................2

Enter Foreign Currency Journal..................................................................................................15

Enter and Process Budget Journal...............................................................................................17

Run Standard Reports..................................................................................................................24

Pepsi Cola International Snacks

1.1. Enter and Post Journal Vouchers

A F Ferguson & Co.

Pepsi Cola International Snacks

1) A typical navigation menu for a General Ledger would be as follows:

Double-click on the menu Journals.

A F Ferguson & Co.

Pepsi Cola International Snacks

Enter Journal in Batch

A F Ferguson & Co.

Pepsi Cola International Snacks

In the Journal field, enter the Journal Name.

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Pepsi Cola International Snacks

11) Click on the Post button to post the entry.

Pepsi Cola International Snacks

1.2. Reversal Journals

1) Select Enter from Journals to view Find Journals Screen

A F Ferguson & Co.

Pepsi Cola International Snacks

then click on the Find button to open Enter Journals Screen

and the following screen opens.

4) Click on More Actions button and the following screen appears.

Pepsi Cola International Snacks

5) Click on the Reverse Journal button

Pepsi Cola International Snacks

Posting of Reversal Journal

Click on the Post button to Post the Reversed Journal.

A F Ferguson & Co.

Pepsi Cola International Snacks

1.3. Recurring Journals

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Pepsi Cola International Snacks

2) Enter a name and optional description for the recurring journal.

A F Ferguson & Co.

Pepsi Cola International Snacks

Generating Recurring Journal Batches

A F Ferguson & Co.

Pepsi Cola International Snacks

1) Select the recurring batches you want to generate.

A F Ferguson & Co.

Pepsi Cola International Snacks

1.4. Enter Foreign Currency Journal

Enter your journal information, specifying the foreign Currency i.e. US $.

A F Ferguson & Co.

Pepsi Cola International Snacks

A F Ferguson & Co.

Pepsi Cola International Snacks

2.1 Enter and Process Budget Journal

Enter the Budget Journal and Click on Create Journal Button

Click on Check Fund Button to for funds

Click on Reserve Fund Button to Reserve Fund for the Journal.

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Pepsi Cola International Snacks

2) Double Click on Journal and the following screen appears

A F Ferguson & Co.

Pepsi Cola International Snacks

3) Enter Budget Organization in to Budget Organization Field. Budget Organization is

9) Enter Journal Batch Name in to the Journal Batch field