General Ledger

The Ledger module is based on a flexible, user defined chart of accounts, with a capacity of up to 9999 accounts. Besides the Account numbers which are 4 digits (optional versions allow 5 digits), there are 3 digits for the division/department. This number system provides for up to 10 divisions (Profit Centers) within the master company and 99 departments within each division.

User designed financial statements (Balance Sheet and Income Statement, with or without Budget or Prior Period Comparisons) can be printed for any department, division or consolidated for the whole master company. A special format report will identify errors in layout and suggest changes, in order to simplify the design of your financial reports.

The Visual AS/AP™ General Ledger receives double entry balanced postings from the payable, receivables, sales, payroll, and from 4 subsidiary journals:

  • General Journal
  • Cash Disbursements Journal
  • Reversing Journal
  • Repeating Journal

The Repeating Journal includes a declining period feature which ultimately eliminates the entry when posted the specified number of times. This feature is ideal for leased vehicles or equipment.

Setting up the format for the balance sheet or income statement is a breeze with the sample formatting report. This report will provide a sample print-out based on the Ledger Accounts that you have established and the positions that you instructed the system to use. In the event that you make an error in your instruction to the system, this report will inform you of the error and possible correction.

The Visual AS/AP Month End Closing is split into separate functions for Payables, Receivables, Payroll, and General Ledger. Once selected, it is fully automated with optional transaction printouts for all sales, receivables and payables transactions for the period. In addition, the Month End General Ledger Closing automatically posts the Repeating and Reversing Journals. Period Closing balances are transferred to the Prior Period Archive for use with the comparative financial statement reports.

Each time a group of transactions is posted to the Ledger, from any module in the system, a batch report is printed showing the detail for that posting. Each report (transaction register) is given an internally generated number (Batch Number). These batch reports provide a complete audit trail for all your business transactions.

If the General Ledger is not being used, the transaction register (Batch) reports still show summary posting information and the distribution by account numbers (on the various module’s batch reports) so that posting to a manual ledger is easily accomplished.

A special TIMEOUT feature detaches the ledger from Accounts Receivable, Sales Order Processing, Inventory Control, Accounts Payable, and Payroll, while allowing access through the Company Master file, and General Ledger menu. This provides full Ledger functions for the operator and yet stops the integration. It is a great tool for maintenance purposes.

The developers of the AS/AP General Ledger were faced with a difficult design decision in order to determine the direction that the GL should follow.

Instead of designing a complex GL requiring extensive accounting experience to install and maintain, AS/AP was designed for simplicity. Once the system is initialized and the ledger is setup, the day-to-day operations require a minimum of accounting knowledge and experience.

This is a mixed blessing. It means that you don’t need a CPA to run your computer, but, you also have a system that is simplistic in nature and lacks some of the features of a sophisticated Client Write-up system. Of course, you aren’t buying AS/AP as a Client Write-up system; you’re buying an integrated accounting system.

General Ledger Reports

  • Balance Sheet
  • Income Statement
  • Income Statement YTD Only
  • Working Trial Balance
  • Summary Trial Balance
  • Detailed Trial Balance
  • All Journals Detailed Trial Balance
  • Listing of G.L. Accounts
  • Edit Run of Journal Transactions
  • Batch Run of Journal Transactions
  • Prior Period Trial Balance
  • Batch Control Report by Batch Number
  • Batch Control Report by Journal