GENERAL LEDGER SYSTEM SPECIFICATIONS 

·        The General Ledger System provides for the automatic posting of journal entries from the following ICS packages:  

Accounts Payable, Purchase Orders, Budgeting, Payroll, Utility Billing, Taxes, Central Collections, Fixed Assets, Inventory Control, Privilege License and Assessments. 

• Funds and Chart of Account records are entered and maintained by the user.

• The user can modify the account number format and the change will modify the display and print format for all applications. (Example:  10-420-0456 changed to 10-4200-456)

• The system supports automatic journal numbering by journal type for audit control.

• The system supports Central Depository accounting with automatically created due to and due from entries by application module.

• The system provides the ability for transaction posting in both the new fiscal year and the current fiscal year (dual year posting) without having two copies of data files.

• While processing in a dual year environment, the system will maintain the current and new fiscal year budget amounts for each General Ledger account.  Financial Reports, Inquiries and Monthly Trial Balances will display the correct year’s budget amounts based on the fiscal month selected.

·        The system provides the ability to enter and track budget amendments. Amended amounts will be reflected on reports and inquiries. 

JOURNAL ENTRY:

·        The system has the ability to post multiple funds on a single journal displaying totals by fund.  

·        The system provides “pop-up” display for account number lookup during transaction entry. 

·        General Ledger detail entry includes: Account Number, (2) Lines of transaction description (30 characters each), Transaction Date, Fiscal Month, Reference Number and Amount. 

·        The system has the ability to selectively print journal proof reports for:  All outstanding journals, selected by journal type (GL, PR, AP, etc.) and the ability to print a single journal. 

·        When updating the outstanding journals, the system processes only those journals that have been printed and are in balance.  Out of balance journals stay in the input file until corrected. 

·        Should a journal get misplaced, you can run the journal recreate program for a reprint. 

• Sensitive adjustments that affect account postings and balances require a second level of password beyond the normal password access.  Some of the function available are:

Ability to change the fiscal posting month for an unposted journal without re-entry.

Ability to change the fiscal month of a journal after it has been updated to the detail transaction file without re-entry.

Ability to change the transaction date for all journal entries on a journal after it had been posted to the general ledger detail file without re-entry. 

FISCAL PERIODS:

·        The system allows fiscal period ending dates to be specified by the user.

·        The system provides the ability to post transaction entries to any current, prior, or future fiscal month. Financial Reports can be reprinted at any time to reflect adjusted transactions.

·        During year-end closing, the system automatically creates the year forward entries for the asset, liability and equity accounts.  During this process, the system updates the new budget fields and transfers the prior year transaction to the history system. 

CAPITAL PROJECTS:

·        The system provides the ability to maintain capital projects transactions on-line for the life of the project.  You will be able to inquire and print this detail data using selected date ranges. 

ENCUMBRANCES:

·        The software provides a full encumbrance/liquidation tracking and reporting system via interfaces with purchase order and accounts payable. 

ACCOUNT INQUIRY:

·        Operator can input a partial account number and system will “pop-up” a window with account numbers starting with a match of the partial number entered and operator can scroll thru list of account numbers and descriptions to select the proper account. 

·        Provides the ability for detail account inquiry or printout showing all transactions for a specific month or a range of months within the current year or the new fiscal year prior to year-end close. 

·        The general ledger detail display provides “Drill Down” capability.  If the detail line item displays a check number, purchase order number or vendor the operator selects the field desired and the information is displayed.  (example – if the check number were selected, the details of the check would display. 

·        Account inquiry can be for: current fiscal year, new fiscal year and for prior year’s history. 

REPORTS: 

·        The following is a listing of the reports available.  The system provides for “print preview” to allow you to view detail report or financial statements without being required to always print the reports. 

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