General Ledger Module

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Written: 09/20/02
Author: Diane Kermode
MediFile ver.: 3
Enhancement:
Bug Fix: n/a

Description

The General Ledger module manages the accounting requirements for those clinics which use a cash accounting system for financial reporting. This system is similar to a cheque book register system. The module will record all cheques written and credit the appropriate accounts. One cheque can be distributed between multiple expense accounts and, when a deposit is made, one deposit can be distributed between multiple income accounts.
All information is recorded in the MediFile© system with a complete audit trail. The module permits the creation of summary or detailed month-to-date or year-to-date reports.

Objectives

• create a new company and a chart of accounts
  
• enter cheques written and bank deposits
  
• reconcile the bank account
  
• produce detail and summary reports

Change the name of a General Ledger account:
1. From Administration Corner Page 2, select the Chart of Accounts from the General Ledger drop-down menu.
2. Click the Find Button. A search screen will appear.
3. To find the Chart of Accounts for an existing company, click the Radio button next to the Number label and enter the number of the company in the Search For text field.
A Chart of Accounts will appear. Any General Ledger accounts that have been created will appear for this company.
4. Double-click on an entry to modify that General Ledger account.
The General Ledger account screen appears.

5. To modify or change the General Ledger account name, tab to the Description text field and change the entry.
Caution: Do not modify the company or account number.
6. Click the Accept icon to save all changes. The Chart of Accounts screen will appear, showing the changes to the General Ledger account name.
7. Click the Exit button to close the Chart of Accounts List.

Entering Cheques into the General Ledger
To enter cheques into the General Ledger,
1. From Administration Corner Page 2, select "Enter Cheques" from the General Ledger drop-down menu. The Enter Cheques screen will appear.

Note: The MediFile© system does not write cheques. Also, MediFile© does not keep track of cheque numbers, nor does the program increment cheque numbers. The cheque number is entered manually by you and is only meant as a recording system.
2. The default company name is the last company name on the list. To select a different company, select the desired company from the drop-down menu.
3. Enter the cheque number in the Cheque # field.
4. Enter the Date the cheque was written in the form of MM/DD/YYYY in the date field. The current date is entered by default.
5. Enter the name of the company or person the cheque was written to in the Pay to the order of text field.
7. Enter the total amount of this cheque in the Total $ text field.
There are three methods to enter the General Ledger account number into the Acct.No. text field:
8. Select the Acct No. as follows:
     a. Method 1: Type the General Ledger Account number in the Acct No. text field.
    b. Press Tab, and the Accounting Name will appear in the Description text box.
    OR
    c. Method 2: Select the account from the Acct. No. pop-up.
    
    OR
    d. Method 3: Click on the U icon and an account list will appear. Highlight the appropriate account, then click the OK button.
    
9. Use the Tab key to tab into the Description text field and enter the Accounting Name of the purchase.
10. Enter the amount of the purchase in the Amount text field.
11. Click the Add button to add the entry to the list. One cheque can be credited to multiple General Ledger expense accounts as follows:
1. Create a cheque as in steps 1 – 7 above.
2. Select the General Ledger account number from the Acct. No. pop-up menu.
3. Enter the amount allocated to this account in the Amount text field.
4. Click the Add button.

Repeat steps 2 – 4 until all the all the accounts have been added to the list.
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5, To post a cheque entry (save), click on the Accept icon. MediFile© will automatically credit the General Ledger expense accounts.
Note: The dollar amount shown at the bottom of the screen shows the total of all items in the List. When the Total Amount entered in the Total $ text field equals the Total Amount indicated at the bottom of the screen, the cheque can be posted.



Delete a Cheque entry

1. To delete an entry, click on the entry in the listing box and click the Delete button. An alert will appear requesting verification of the deletion.
2. To delete the entry, click the Delete button. To cancel the deletion, click on the Cancel button; the program will return to the previous screen.

Modify a Cheque entry

1. Select an entry to be modified by highlighting the entry in the listing area.
2. Modify the Acct. No. or amount.
3. Click the Mod button to update the modified entry to the listing.
4. An alert will be displayed asking you to Mod(ify) the amount. Click the Mod(ify) button to continue or click the Cancel button to return to the Enter Cheque screen.

Entering Deposits into the General Ledger

To enter deposits into the General Ledger,
1. From Administration Corner Page 2, select Enter Deposits from the General Ledger drop-down menu. The Enter Deposits screen will appear.



2. Enter the date the deposit was made in the form of MM/DD/YYYY. The default is the current date.
3. The default company name is the last company name on the Company Setup list. You can select a different company from the drop-down menu.
4. Enter the total amount of this deposit in the Total $ text field.
     There are three methods to enter the General Ledger account number into the Account. text field:
     a. Method 1: Type the General Ledger Account number in the Account text field. Press Tab, and the Accounting Name will appear in the Description text field.
     OR
     b. Method 2: Select the account from the Account pop-up.

     OR
     c. Method 3: Click on the U button and a Chart of Accounts dialog will appear. Highlight the appropriate account, then click the OK button.

5. Use the Tab key to switch to the Description text field and enter the Accounting Name of the deposit.
6. Enter the amount of this deposit in the Amount text field.
7. Click the Add button to add the entry to the list.

Multiple Income General Ledger accounts

1. Create a deposit as in steps 1 – 7 above.
2. Select the General Ledger account number from the Account pop-up menu.
3. Enter the amount allocated to this account in the Amount text field.
4. Click the Add button.
Repeat Steps 2 – 4 above until all the account items have been added to the list.
Note: The total in the Total $ text field must equal the total amount indicated at the bottom of the Cheque Entry screen.




Delete a Deposit entry

1. To delete an entry, highlight the entry in the list, then click the Del(ete) button.
2. An alert will appear requesting verification of the deletion. Click the Delete button or, to cancel the deletion, click on the Cancel button.

Modify a Deposit entry

1. Select an entry to be modified by highlighting the entry in the listing area.
2. Modify the Account or amount.
3. Click the Mod button to update the modified entry to the listing.


4. An alert will be displayed asking if you would like to modify the amount. Click the Mod(ify) button to continue or click the Cancel button to return to the Enter Deposit screen.
5, To post a Deposit entry (save), click on the Accept icon.
Caution: The dollar amount shown at the bottom of the screen shows the total of all items in the List. When the Total Amount entered in the Total $ text field equals the Total Amount indicated at the bottom of the screen, the cheque can be posted.



Journal Entries

1. From Administration Corner Page 2, select Journal Entry from the General Ledger drop-down menu. The Journal Entry screen will appear.



2. Enter the date in the form of MM/DD/YYYY. The default is the current date.
3. The default company name is the last company name on the Company Setup list. To select a different company, highlight the desired company from the drop-down menu.
4. Select the Acct No. as when entering cheques in the General Ledger.
5. Enter the amount of this Journal Entry in the debit or credit text field.
6. Click the Add button to add the entry to the list.
7. Repeat steps 4 – 7 above to add another Journal Entry. When the Journal Entry debits equal the credits, as shown in the Total Line at the bottom of the screen, the entry can be posted.



10. Click the Accept icon to post the completed Journal Entry.

Bank Reconciliation

An important feature of the MediFile© General Ledger module is the ability to reconcile cheques and deposits with the bank statement.
To Reconcile the Bank,
1. From the menu, select File > Administration (also Cmd-1(Ctrl-1)). The Administration Corner Page 1 will appear.
2. Click on the Next Page icon to go to Administration Corner Page 2.
3. Select Transactions from the drop-down menu.

4. Click the Show All button. All the entries will be displayed.
5. To find your entries quickly, click the Sort Button. An Order by Sort screen will appear.
    a. In the Available Fields list area, highlight the field to sort by.
    b. Click on the right arrow button to add the field to the Order By list.
    c. Click the Order By button to perform the sort or click on the Cancel button to return to the General Ledger Transaction screen.



The entries will be displayed in the General Ledger Transactions screen, sorted by the specified sort criteria.
6. Select a group of entries by holding down the Shift key and clicking the entries to highlight.
7. Click the Select button. The General Ledger Transaction Screen will appear with the selected entries.
8. To print the General Ledger Transactions, click on the Print button. The reconcile column in the General Ledger Transactions screen has a checkbox that indicates whether the transaction has been reconciled with the bank statement.

To reconcile individual items,
9. Double-click on the entry in the General Ledger Transactions Screen. A Modify GL Transaction screen will appear.
10. Mark the Reconciled checkbox in the General Ledger Transaction screen.



Caution: Once the transaction has been reconciled, this cannot be reversed.
11. Use the Next Record icon or the Previous Record icon to go to the next record.



12. Click the Exit icon to return to General Ledger Transaction screen.
Reports

The General Ledger module provides a "snapshot" view of the financial transactions and changes to the financial position of the company. There are various reports that MediFile© provides, including year-to-date and current month summary and detailed reports. These reports are available for the Balance Sheet, Income Statement, Chequebook Register, Deposit Register, General Ledger Balance and Journal Entries.

Printing a report:

1. From the menu, select File > Administration (also Cmd-1(Ctrl-1)). Administration Corner Page 1 will appear.
2. Click the Next Page icon to go to Administration Corner Page 2.
3. Select Reports from the General Ledger drop-down menu.
The General Ledger Reports screen will appear.



4. Select the desired company from the Selected Company drop-down menu.
5. Mark the desired report type from the Select Reports area.
6. Mark either the YTD (year-to-date) or Current Month radio button from the Time Period area, then enter the date for the report in the date field; use the format MM/DD/YYYY for this.
7. Mark either the Summary or Detail radio button from the Detail area.
8. Click the Print icon. The report will be printed based on your selections.
Some commonly configured reports are shown below, followed by the settings used in the General Ledger Reports screen to generate them.
Balance Sheet — YTD
Select Reports — Balance Sheet
Time Period — YTD
Detail — Detail

Income Statement — YTD
Selected Reports — Income Statement
Time Period — YTD
Detail — Summary
The YTD Income Statement report will be printed.

Chequebook Register — Summary Current Month
Selected Reports — Chequebook Register
Time Period — Current Month
Detail — Summary
The Summary Chequebook Register for the current month will be printed.

Chequebook Register — Summary YTD
Selected Reports — Chequebook Register
Time Period — YTD
Detail — Summary
The summary YTD Chequebook Register report will be printed.

Chequebook Register — Detailed MTD
Selected Reports — Chequebook Register
Time Period — Current Month
Detail — Detail
The Detailed Chequebook Register report will be printed.







Chequebook Register — Detailed YTD
Selected Reports — Chequebook Register
Time Period — YTD
Detail — Detail
The Detailed YTD Chequebook Register report will be printed.