General Ledger Module

Transcription

1 PestPac Software

2 General Ledger Module The General Ledger Module in PestPac allows certain transactions to be recorded and then be exported into a format that is compatible with your accounting software. Throughout PestPac, users can track GL by setting up GL codes and assigning them to customers or services. PestPac then tracks all the transactions behind the scenes. At the end of the month, period or year, users can then export and release GL transactions for accounting purposes. You can then import the file into your accounts software. Although Quickbooks will be used throughout the tutorial as an example, The General Ledger module can be used with other accounting software applications, like PeachTree. If you require assistance with your accounting applications please contact them directly.

3 General Ledger Module By the end of this tutorial, you will be able to: Set up the appropriate Lookup Table and Company Setup options Be knowledgeable about every area in PestPac that the General Ledger is used Release and export the General Ledger file to your accounting software See sample transactions that occur while using the General Ledger

4 General Ledger Module To Begin, go to the GL Codes Lookup Table.

5 In the Company Menu, click on Lookup Tables

6 Click on the GL Codes lookup table.

7 If there are any GL Codes already set up, they will be in a list here. At least one GL Code must be used. If all transactions are going to a basic sales account, A/R account, cash account, sales tax account and discount account, you may create one GL code that is called Main or Default. If there are several GL sales accounts being used, you should create multiple GL codes. The rest of the presentation will be using the multiple account scenario. Click on Add GL Code to add a new one.

8 Enter the name of the new GL Code along with the Sales, A/R, Cash, Sales Tax and Discount accounts numbers. A GL code typically represents the service or service class connected to the Sales account. Enter a description for the GL Code. Click on Add when finished. These numbers MUST correspond to the GL codes in your accounting software.

9 Under the Company Menu, select Company Setup

10 Under Additional Modules, click on General Ledger

11 Check the Use General Ledger checkbox.

12 Define a Default GL Code that will be used for all new customers or services. Define a GL Suspense Account to be used when the program is unsure of which GL code to use. The Suspense account should be an account number that does not exist in your accounting software, such as 9999 or 0000.

13 Define where you want the Sales Code to come from either the Customer or the Service. If you are using the Service option, you must assign a GL Code to each service in the Services lookup table.

14 You have the option to lock the GL Codes. If the GL Codes are locked, users will not be able to change them manually on service orders, setups or locations. You also have the option to use the GL code from the method of payment in the payment screen. If this option is selected, you will need to enter a GL Code in each Method of Payment you have in that lookup table.

15 If your GL codes differ by branch, you can determine those settings here. You will need to enter the GL Branch Extension for each branch in the Branches lookup table. The GL Module can support up to 9 digits. Typically, a 5-digit main GL Code is used followed by a dash ( ) and then a 1-3 digit Branch Extension is used. The final number would look like with 1000-in the GL Codes lookup table and 123 in the GL Extension field in the Branches lookup table.

16 If you are using GL codes by service, you can enter in a default GL code in each service in the Services lookup table that will default every time that service is entered into the system. To begin, in the Company screen, click on Lookup Tables.

17 Click on Services

18 Click on each service to assign a GL code to it. The GL code you are assigning to each service will be used to determine what Sales account is effected when an invoice is posted for that service code.

19 Enter the GL code you want defaulted in the GL Code box. Enter in the GL code you want to use if this service is used as an initial service in the Initial GL Code box. Click on the gold Save button when finished.

20 General Ledger Module GL Codes can be entered in the following areas in PestPac: Location Detail Screen Service Setups Renewals Service Orders Payments

21 Location At the bottom of the Edit Location screen, you can specify a GL code that will determine the A/R, Cash and Sales Tax account to be used for transactions related to this account.

22 Service Setups In a service setup, the default GL Code from the Services lookup table will be used or you can specify a different GL code. You can set up different GL codes per service line and for initial services. This will tell the program which Sales account to use.

23 Service Setups The GL Code defaults from the Location and determines the A/R, Cash, and Sales Tax accounts.

24 Renewals The GL Code for the Sales account can be entered here The GL code for the A/R, Cash, and Sales Tax accounts is entered here for invoices or service orders that are created during payment entry.

25 Service Orders The GL Code for the Sales account can be entered here The GL code for the A/R, Cash and Sales Tax accounts is entered here. It defaults to the GL code stored on the Location Detail screen.

26 Payments You can enter a GL code during payment. If no GL code is entered, the GL code will default according to the GL code listed on invoice that the payment is applied to.

27 General Ledger Module Releasing a GL Batch

28 From the Company Menu, click on Release GL Batch.

29 Enter, at minimum, a starting and an ending date for the period you want to release. Leave the Report Only box checked and click on Display to view the report prior to releasing the batch. It is strongly recommended that you do not skip this step. It is also recommended that you keep a copy of the report for your records.

30 When you are ready to release the batch, uncheck the Report Only box. Click on Release to release the batch. Once you click on Release, you will see a pop up confirming that you want to release the batch. Click on Yes to continue.

31 Once the batch is released, you will see a link to a text file (.txt) and a file specific to QuickBooks. You may then use the appropriate file to import the transaction totals to your accounting software.

32 General Ledger Module The following slides will show some sample transactions that occur within PestPac while using the General Ledger Module

33 General Ledger Module Example 1 1) Post a service order for a service and the customer is billed for that service: Accounts Receivable +$ Sales -$ Sales Tax Payable -$ ) Customer pays for the service from the example above: Cash +$ Accounts Receivable -$ 82.00

34 3) Have to refund money from customer in Step 1 and enter in a reverse payment. Accounts Receivable +$ Cash -$ ) Void Invoice from Step 1 Sales +$ Sales Tax Payable +$ 2.00 Accounts Receivable -$ 82.00

35 General Ledger Module Example 2 Create a credit memo Sales $ Sales Tax Payable $ 6.00 Accounts Receivable -$

36 General Ledger Module Example 3 Entering in a renewal payment 1) Creating the invoice: Accounts Receivable $ Sales -$ Sales Tax Payable -$ ) Entering in the payment: Cash +$ Accounts Receivable -$

37 General Ledger Module Example 4 Creating an adjustment Discount Account +$ Accounts Receivable -$ 50.00

38 General Ledger Module This concludes the General Ledger Module Tutorial. Should you have any additional questions, please contact Support at or through the support option in your software.