TAR Interface to General Ledger

Transcription

1 TAR Interface to General Ledger This document consists of instructions regarding the setup and procedures for the Monthly Interface of Tenant Accounts Receivable. This example contains multiple AMPs and each AMP has independent Balance Sheet accounts for Tenant Accounts Receivable and Tenant Security Deposit. Page 1 of 10

2 Setup Requirements Program/Project Setup For each project that is to be interfaced, the GL DB Name should be completed under Project setup. The Bank Account is needed because it will be used to determine where refunds will be paid and is the account that will be used to create any due to/from accounts if needed in the interface entry. The GL DB Name needs to be completed to make sure it goes to the correct accounting database. The bank account selected should also be setup to be use the same GL DB Name. Page 2 of 10

3 Transaction/Report Group Maintenance Setup Each transaction code established is assigned to a report group. Multiple transaction codes can be assigned to the same report group. Each Report Group will be assigned a debit and credit GL account for interfacing. It is recommended that report groups be reviewed prior to the first interfacing, and limited access to staff for establishing new codes. If a new code is added, it will be critical to assign the correct report group to the new code. Page 3 of 10

4 Report Groups to GL Account Setup For each project that will be interfaced, GL Accounts need to be setup for report groups that will be interfaced. AMP 1 and AMP 2 have separate Balance Sheets and Operating Accounts. The important note of this is for transfer of tenants from one AMP to the other. Page 4 of 10

5 Each report group line requires the normal DSO balance to be set. If the normal balance is as selected, DR and CR will be made as setup for the Interface Journal Entry. If a DSO balance for the report group is opposite of the normal balance the DR and CR will be reversed for the Interface Journal Entry. Page 5 of 10

6 For all tenant charges the balance will normally be a Positive. The DR will be the GL Account for Tenant Accounts Receivable, and the CR will be the Income Account for the Report Group. Refund to Tenant will have the SAME GL Account for Tenant Accounts Receivable. The DR Account number is needed for any refunds that are sent to Accounts Payable for payment. The CR account does not have to be entered as it will use the AP Account number of the bank account that we told it to be paid out of in the setup of the project (see page 2). No Code 06 refunds to tenant will be interfaced to the general ledger from WinTAR. The refunds will interface to the general ledger from accounts payable. This is also helpful in reconciling the refund entries were actually refunded, and refunds from AP were posted to the tenant account. Transfers between Accounts Receivable and Security Deposits for tenants are down normally within the 12 Dep Xfer to AR groups and 22 Dep Xfer to AR Groups. Entries only need to be made for one of the group(s) as the DR will be to reflect the AR side, and the CR will be to reflect the SD side. There can be multiple 12 and 22 groups. Make entries for all 12 groups, omit entries on all 22 groups. For collection of payments for AR and SD, the normal balance is usually set a Negative. For the negative amount the DR will be GL Cash Accounts, and the CR will be AR or SD accounts. Balance transfers for tenants moving from unit to another can be confusing. For tenants that transfer within the project, the code 15 and 25 transaction groups will net to -0- and no entry will be needed. For tenants moving from one project to another, the account balances need to be moved on the general ledger. This is easy to see if there are only 2 AMPs, but in the case of multiple AMPs, there can be transfers in/out of every AMP to every other AMP. Problems will occur if a one-sided adjusting entry is made to correct a tenant balance. For this reason, it is recommended to establish a clearing account for Tenant Accounts Receivable and a clearing account for Security Deposits. Making these clearing accounts as part of the central office cost center will keep all transfers through one account. You will be able to check to make sure all transfers have net to -0-. If a balance exist in either AR clearing or SD clearing account, the detail of the clearing account will assist on finding the error. Page 6 of 10

7 Example of Inter-AMP/Project Transfer Interface For this example 3 AMPs are being used. AMP 1 transfer to AMP 2: Accounts Receivable (15.00) Security Deposit (200.00) AMP 1 transfer to AMP 3: Accounts Receivable Security Deposit (300.00) AMP 2 transfer to AMP 1: Accounts Receivable Security Deposit (150.00) AMP 2 transfer to AMP 3: Accounts Receivable (20.00) Security Deposit (400.00) AMP 3 transfer to AMP 1: Accounts Receivable Security Deposit (100.00) AMP 3 transfer to AMP 2: Accounts Receivable (35.00) Security Deposit (125.00) Page 7 of 10

8 Interface Procedure An interface Journal Entry is created as part of the monthly processing of the Standard DSO. The entire Program can be processed at once, or individual projects can be selected. If all projects are processed, separate JVs will be created for each project. The DSO can be viewed or printed as part of processing. Select DSO Summary option to be able to select the G/L Interface option. Click Process to begin the interface. Page 8 of 10

9 A G/L Interface Preview screen will appear. If the Debit and Credit Amounts are coded correctly click the Create JV button at the bottom. If the Skip It button is selected, the DSO report can still be viewed or printed. Confirmation of the JV transaction will be displayed for each project. Page 9 of 10

10 Lastly the JV needs to be Updated to Summary. If the Clearing Accounts were used, there will be additional entries in the Interface JV to reflect the due to/from entries needed to keep JV funds in balance. Page 10 of 10