Journalizing The General Ledger
The following information instructs the user on how to journalize the General Ledger.
The Accounts Payable system assembles a complete set of distributions for the General Ledger. The translations that are released to the General Ledger vary between installations. A Journal file is maintained within the Payables system. All distributions are collected until they are to be released to the General Ledger. The release function transfers and optionally consolidates all transactions in the Journal file to the General Ledger Exchange file. Each transfer is assigned to one General Ledger posting period. Once a batch is created in the Exchange file it must be accepted by the General Ledger before another batch can be released from the Payables. This is the only constraint placed on Payables with respect to the General Ledger. (See also Currency and Exchange)
The Invoice entry provides for a detail distribution of each invoice. When the invoice distribution is completed and approved, a series of records are generated to the Journal file. Only one record is distributed for each account entered. One counter balancing entry to the Accounts Payable account is generated for the full amount of the invoice.
Each adjustment is distributed to one account. A counter balancing entry to the Accounts Payable is generated at the same time.
The distribution of payments is done by the cheque print function. Cheque printing varies between installations. The transactions generated to the journal file varies as well.
At the end of each cheque one transaction is generated to the Bank Account for the net amount of the cheque in face value dollars. A counter balancing transaction is generated to the Accounts Payable at the same time. Exchange is totaled for the full run and, if necessary, one transaction is generated to the Exchange account at the end of the job.
This function varies dramatically between installations.
Detail Distributions and Accounts Payable
All transactions found in the Journal file up to the selected date are transferred. A running total is made for the transactions. If this total is not zero at the end of the job, one counter balancing transaction is generated to the system Accounts Payable account.
Multiple Accounts Payable Accounts
Normal operation is to use one Accounts Payable account which is defined as a system parameter. This also serves as the default account when multiple Accounts Payable accounts are used.