Overview
The General Ledger being the backbone of the Accounting system is available in Web prolific as a separate module.
To access the module, choose the product as Accounting and select the option – General Ledger
It is also works as a central repository for accounting data transferred from all sub ledgers or modules like Accounts payable, Accounts receivable, General Cashier, fixed assets, Inventory and Front office .
The process flow of the General ledger module is
The General ledger module looks like:
General Ledger Control
The general ledger control is the control center of the module, in which two important parameters are setup. These are :
1) Control This is the control center in which the parameters that control the behavior of the module are defined. – this section has the control parameters.
2) Periods Webprolific allows maximum of 13 periods to be defined for a financial year. Normally it is always 12 periods. – in this section the accounting periods for the financial year is defined.
To access the screen, choose the option of General Ledger Control in the main menu.
The following screen is loaded in which the above mentioned two sections are listed on the left of the screen. Clicking on each of the screen will load the specific parameters to be defined.
Periods
In this section, the periods of the financial year are created. The creation of periods is important for the system to work properly.
The year is the count of the year since the installation of the application. Webprolific allows maximum of 13 periods to be defined for a financial year. Normally it is always 12 periods.
The above picture shows the year 2012-2013 as 8, which means 2012-13 is the 8th year since the application has been installed.
Control
The information in the first four fields is displayed automatically by the system based on the operations recorded in the application. The information displayed are:
Current year – this is the current financial year.
Last closed year – the last financial year for which the books have been closed and no more transactions are allowed to be recorded.
The date range of the last closed accounting period (month), of the current financial year.
The Account Code structure is the section where the structure of the GL account codes listed in the Chart of Accounts is defined. Defining the structure is an important and essential activity for Easy access and understanding by the user, just by looking at the account code.
Easy to include range of account codes while designing the User Defined Reports.
The GL account codes in Webprolific can be up to 20 characters. The account code structure is defining the meaning of these 20 characters.
The picture of the screen displays the following, which indicates that the GL account code defined in the system is of 8 characters :
|
Main
|
Sub
|
Department break
|
2
|
2
|
Account Break
|
4
|
0
|
Out of the 8 characters, the first 2 digits/characters indicate the main Department, the next 2 digits/characters indicate the sub department within the main department and the last 4 digits/characters are for the expense/income/asset/liability accounts of the main or sub department.
Example: Food & Beverage as a main department, within which there are Bars, Mini Bars and Restaurants as sub departments in the hotel. Following the above structure the account codes defined will be:
Account Name
|
Food & Beverage
|
Bar
|
Account
|
Account Code
|
Bar Food Exp
|
11
|
01
|
0011
|
11010011
|
Bar Bev Exp
|
11
|
01
|
0012
|
11010012
|
Bar Assets
|
11
|
01
|
0013
|
11010013
|
|
Food & Beverage
|
Mini Bar
|
Account
|
Account Code
|
MB Food Exp
|
11
|
02
|
0011
|
11020011
|
MB Bev Exp
|
11
|
02
|
0012
|
11020012
|
|
Food & Beverage
|
Restaurant
|
Account
|
Account Code
|
Rest Food Exp
|
11
|
03
|
0011
|
11030011
|
Rest Bev Exp
|
11
|
03
|
0012
|
11030012
|
Rest Assets
|
11
|
03
|
0013
|
11030013
|
Can JVs be modified is a control by which, when ticked, the system allows modification of journals posted in the module, if not ticked then the system does not allow modification of any journals posted in the module. In case of an error the only way to correct is to post a contra nullifying the incorrect journal and then posting the correct one.
What transaction type should be used for journals imported from other modules is the type of transaction that will be stamped for the records being transferred from other modules like receivable, payables, inventory etc. The ID of the type of transaction is created in the transaction type section of the General Ledger Parameters screen. The transaction type is known as Transfer Voucher (TV).
General Ledger Parameters
This is where the basic parameters for the General Ledger module are defined. Setting up these parameters is important for the correct functioning of the system.
To access the screen, click the option of General Ledger Parameters in the main menu.
The following screen is loaded
The left of the screen lists the various parameters that have to be defined. Clicking on each of these sections will repaint the right half of the screen with the different fields in form of columns in which the values have to be typed to define the parameters.
The Parameters to be defined are:
- Statistics Code
- Transaction Type
- Reference Doc ID
- Main Group Code
- Group Code
- Property Contra Account
To store the values into the database click the Save button on the top right of the screen. To exit from the screen click the Close button on the extreme right top of the screen
Transaction Type
Each type of journal can be identified by a specific transaction type. Example: Cash related journals are identified as CV (Cash Voucher), Bank related journals can be identified as BV (bank Voucher) etc.
To create a Transaction Type:
Click the Add row button on the top right above the column headers. This will add a blank row in the spread sheet section, in which the values can be typed in.
Type in the 2 characters code for the specific transaction type. Type in the description of the transaction type in the second column.
Define the GL account code against a transaction type only if it remains same (credit or debit) for all such journals.
Example: For a bank voucher, the GL account of the bank can be defined, if the hotel uses the specific transaction type to post journals related to only that bank.
The transaction type for cash journals that will be used by the General Cashier module is defined by ticking the check box in the column General Cashier.
Click the Save button on the top right of the screen to store the values into the database.
Statistics Code
In this section, the codes for various statistical information to be included in the financial statements, are created. Example: Average room rate, no of adults, no of children etc. These codes are mapped with the ones defined in the Front Office PMS. The values for these statistics codes are transferred from the Front Office PMS at the time when the transaction records are transferred using the Post Interface Transactions Screen
To create a Statistics code:
Click the Add row button on the top right above the column headers. This will add a blank row in the spread sheet section, in which the values can be typed in. Type in the 4 characters code for the specific statics information.
Type in the description of the code in the second column. Select the corresponding Front Office Stats code from the drop down, in the FO Code Description column. Click the Save button on the top right of the screen to store the values into the database.
Reference Doc ID
This section is to create the codes for references that will be used while posting bank vouchers, and also serve as a link to the Bank Reconciliation Module.
To create a Reference Doc ID:
Click the Add row button on the top right above the column headers. This will add a blank row in the spread sheet section, in which the values can be typed in.
- Type in the 4 characters code for the specific Reference Doc id.
- Type in the description of the Reference Doc ID in the second column.
- The type of the Ref Doc Id can be Bank, Cash or Draft. Choose the appropriate option based on the Ref Doc ID being created.
In a multi property setup, the system will display the Ref Doc ids created by the other properties, with the corresponding property id in the Property column.
Select the id of the Bank from the drop down in the Bank Name column, to which the Ref Doc ID being created should be mapped.
Select the corresponding Bank Transaction Type that the system will post in the Bank Reconciliation Module, when using the specific Ref Doc Id. Click the Save button on the top right of the screen to store the values into the database.
Main Group Code
User Defined Group Codes (referred to as Group Codes in short) are intended to allow users to analyze General Ledger transactions on additional dimensions over and beyond those programmed into the module.
Examples –
Analyze Car Repair expenses by specific vehicle number. The vehicle number could be stored in a Group Code field with each transaction posted to the Car Repair account in the General Ledger.
Analyze local conveyance expenses by specific projects. Each Project could be assigned a distinct value in a user defined Group Code and the Group Code could be associated with each Local Conveyance transaction in the General Ledger. Summarize costs by General Ledger account code for one or all projects. Same as at 2. Above but now the Project Code is associated with all project related expenses.
The Main Group Code is the broad category within which various other user defined group codes will be categorized. Example of a Main group Code is: CARS, PROJECTS etc.
The section of Main Group Code is :
To add a Main Group Code to the list:
Click the Add row Button at the bottom of the screen.
Type in the 4 character Main Group Code
Type in the description of the Main Group Code.
Click the Save button on top right of the screen.
The Main Group Codes can be created only at the chain level by a chain user.
Group Code
Once the Main Group Codes are created. The next step is to create the Group Codes within the main.
The section of Group Code is :
The screen is divided in to two parts. The left part is where the Group Codes are created. The right section is where the values for each of the Group Codes are entered, if the data type is defined as List. For all other data types, the values are entered at the time of using the group code in a journal.
Like the main group code, Group Codes are also created /modified at the chain level by the chain user.
If a Group Code has the data type List and the checkbox in the column ‘Common?’ is not ticked, it indicates that the Property Users will create their respective list of valid values for the Group Code.
Property Users will specify Group Codes when posting a GL Journal. Property users may modify Group Codes associated with a Journal entry even after the Journal has been posted.
To create group codes:
Select the Main Group Code within which the group codes are being defined.
Click the Add Row button at the bottom of the left section.
Type in the 4 character group code.
Type in the Description.
Select the Data type of the group code. Data Type under Group Code can be –Memo (Char 10) Text (Varchar 50)
List. In this case, the Group Code List table holds valid values. Else Group Code List has no entries for the Group Code.
Enter the values for the group code with data type List. Continue adding the values by clicking the Add Row button at the bottom.
Tick the checkbox in the column of Common?, if the values for the group code are common to both Chain and Property.
Click the Save button at the top right of the screen, to store the Group codes into the database.
Property Contra Account
This is the Inter-unit GL accounts setup. It is required for Financial Consolidation in a multi property setup. General Ledger accounts (contra accounts for each property of the chain) that will be affected (debited/credited) by the inter-unit transactions need to be defined and specified.
To define the contra accounts,
Select and enter the unit/property of the chain from the drop down list in the column of Property.
Select and enter the specific contra GL account code defined in the Chart of Accounts for the property selected in the previous column.
Click the Add Row button to define the contra account for the next unit/property.
Click the Save button on top to store the definition into the database.
Account Group Code
This section is where the setup of the system defined Balance Sheet and Profit & Loss Statement is defined. These reports are printed from the Reports of General ledger Screen.
The Account Group Section displays the following:
Click the Add row button on top right of the screen.
Enter the group id as BS, Description – Balance Sheet, Parent id - -1, Depth – 1, Lineage - /BS/ and Print Seq no – 0
Repeat the above for Profit & Loss Statement, with group id s PNL and description as Profit & Loss. Rest of the information same as Balance Sheet.
Click the Add row button to define the rest of the structure of the reports.
Example: In the BS the following will be included – Share Capital within Capital Account and Loans, which is further divided into Secured and Unsecured loans. To define this in the structure:
Group ID
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Description
|
Parent id
|
Depth
|
Lineage
|
Print Seq No
|
CAP
|
Capital Account
|
BS
|
3
|
/BS/CAP/
|
1
|
SC
|
Share Capital
|
CAP
|
4
|
/BS/CAP/SC/
|
3
|
LL
|
Loans
|
BS
|
2
|
/BS/LL/
|
5
|
SL
|
Secured Loans
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LL
|
3
|
/BS/LL/SL/
|
6
|
UL
|
Unsecured Loans
|
LL
|
3
|
/BS/LL/UL/
|
7
|
Click the Save button on top of the screen to store the structure.
Once the structure is ready, the group ids have to be mapped with the respective GL account codes in the Create/Modify Chart of Account screen, using the Account Group field.
Mark Control Account
This section is where GL account codes that are control accounts are defined. These account codes may/may not be used in other modules to post transactions. Defining the account codes in this section, enables the system to send out messages to the designated user id informing the usage of a control account in posting transactions in another module. It also applies for third party applications that transfer data to Webprolific.
A report can be generated to view the transactions posted using the control account defined in this section.
Create & Modify Chart of Accounts
Chart of Accounts Overview
Creating the Chart of Accounts is the first step before working on any of the modules of mycloud back office. The Account codes are defined within
- Assets
- Liabilities
- Income
- Expenses
The structure of the account codes are based on what has been defined in the Control section of General Ledger Control Screen.
The Chart of Accounts is created in the Create/Modify Chart of Accounts Screen, which can be accessed from the main menu.
The following screen is loaded
The left half of the screen displays the GL Account codes that have already been created in the system.
The right half of the screen is the where the values for creating a new GL code are entered, also on selecting a specific GL code from the list on the left, the detailed information of the same are displayed.
In a multi-property setup of mycloud backoffice, it is recommended that the chart of accounts be created in the system at the chain level.
Other features in the screen:
At the bottom of the screen there are the following icons, which loads separate screens to define sub ledger accounts, budgets and do a Ledger Inquiry.
Ledger Inquiry – This is a screen which displays the transactions recorded for a general ledger account code, within a specified date range. It has a drill down feature, which allows the user to track any transaction up to its originating source.
Sub Ledger – This screen is similar to the Create/Modify Account Codes screen, except that in this, the sub ledger account codes are created for the main account codes in which the parameter – Sub Ledger Allowed? Is set to yes.
Budgets – this option loads the screen to define budgets for various account codes, for the financial year.
All the above can be accessed from the Main Menu as well.
Steps to create Chart of Accounts
Click the Add button on top of the screen.
Select the appropriate option of Asset, Liability, Income or Expense as the case may be depending on what category should the GL code being created be defined.
Type in the account code in Department and Account field, as defined in the Account code structure in the General Ledger
Control Screen.
Type in the Description of the Account Code.
In the Alternate Codes section: The Speed code is a two digit alphanumeric code that can be defined for the account codes, to be used for rapid entry of journals. Example: defining a speed code A1 for the account code 05001091 – Furniture, Fittings & Fixtures(ref. the picture above), when using this account code in posting a journal, the user can simply type in A1 and the system will automatically display the account code 05001091
Head Office Code is required for GL consolidation in a multi property environment. This is the account code into which various other GL account codes of properties will be consolidated at the chain level. This is a valid GL account code defined in the Chart of Accounts at the chain.
Select the Type of Account, which can be
GL account for posting – if the account code being created will be used for posting journals.
Account Group Heading – if the account code is a dummy code that will be used as a group heading. Journals cannot be posted to such accounts.
Account Group Sub-heading – if the account code being created is a dummy code that will be used as sub group heading. Journals cannot be posted to such accounts.
Sub Ledger allowed? – choose yes, if there are sub ledger accounts within the main account. In such cases, the journals will be posted only to the sub ledger account codes.
Expense are Allocated – this needs to be ticked only for Expense GL accounts, to which the expenses are distributed/allocated from another expense GL account.
Pre-paid Account – marking this indicator, informs the system to treat the GL account to be used as a pre-paid account, used in Accounts Payables.
Direct Posting not allowed – this should be ticked for control accounts, to which direct posting of journals in the General Ledger should not be allowed.
GST Flag - this is an indicator being used only in India for the purpose of GST. The indicator when ticked indicates that the GL account is a GST account for which journals cannot be posted directly in the General Ledger. All transactions effecting such an account should be recorded in Payables/ Receivables and eventually transferred into General Ledger.
Account Group – this is defining the account group to which the GL account belongs. This mapping is required for the correct display of figures in the system defined Balance Sheet and P&L statement.
The bulb will glow for Budgets have been defined, if the budgets for the GL account have been defined in the Budgets screen.
If there are sub ledger accounts defined within a main account, then the same will be indicated by a glowing bulb against There are Sub-Ledger Accounts.
The dr. or cr. Balance of the GL account will be displayed automatically by the system based on the transactions posted.
The system displays the user id and date of creation/modification and frozen for the account.
Tick the Freeze checkbox to freeze a GL Account.
Adding GL account codes in bulk:
Click on the icon of – Add Account codes in bulk
, at the bottom of the screen.
The following screen is loaded
GL accounts can be added in bulk, by using the template or by using the screen. The Download Template button will open a template in form of an Excel sheet, in which the user can type in the list of account codes and then click on the Upload Data button, to store the list into the database.
To use the screen, click the Add Row button, which will be add a blank row in the spreadsheet section of the screen.
Type in the GL account code and the related information. Continue adding more Account codes and once the entire list is typed in, click the Save button to store the entire list into the database.
Sub ledger
Creating & Modifying Sub Ledger
This is the screen in which sub-ledger account codes are created. The following screen is loaded on choosing the option.
To create a Sub Ledger Account code:
Click the Add button on top of the screen.
Select the main GL account code (top right of the screen) from the drop down list to which the sub-ledger codes are to be added.
On the left half of the screen, type in the Sub Ledger Account code and the description.
Click Save button on top of the screen to store the same in to the database.
To inquire for existing Sub ledger codes:
Select the main GL account code from the drop down list.
Click the Search button.
The sub ledger account codes created within the selected GL account code will be displayed in the left half of the screen.
Budgets
Create/Modify Budgets
This screen is to enter the budgets for various Account codes.
The following screen is loaded on choosing the option of Create/Modify Budgets from the Main Menu.
The screen displays the list of Account Codes on the left half of the screen. Budgets for each account can be entered on the left half of the screen for each period of the financial year. mycloud backoffice allows defining up to four different budgets (example: Operational, Profitable, Purchase and Emergency budgets).
To enter the Budgets:
Select the financial year in the Year No field for which the budgets are to be defined in the top right of the screen.
Click on the specific Account code from the list on the left, for which the budgets are to be entered.
Select the Budget number, present next to the Year No field.
Enter the Budget (the budgeted figures), Forecast (the forecasted figures which may be a little more than the budgeted) and Target (the target figures which may be equal or less than the budgeted) figures for the selected account code.
Click Save button on top of the screen to store the budget figures in to the database.
If the budgets for the current or the new financial year do not change from the previous year, then the same can be copied using the button – Copy Last Year Budget.
Clicking the Graph button will display a graphical presentation of the Budgeted, Target and Forecast figures.
Journal Voucher
Create Journal Voucher
This is the screen in which the journals are recorded in the General Ledger module. This is the main screen of recording transactions in the module. To access the screen, choose the option of Create Journal Vouchers from the main menu.
The following screen is loaded
To create Journal Vouchers:
Select the journal type to be posted from the drop-down list. The example here shows that the journal being posted is a bank voucher (BV).
The date is defaulted as the business date. WebProl'IFIC allows posting of back dated journals as well. This is the journal/transaction date.
The number will be generated automatically by the system on saving the record into the database. This is the Journal number.
The reversal date should be entered only in cases where the journal being created will have to be reversed in a future date. This field acts as the automatic reversal date of the journal. A reversed journal is created automatically when the business date of the application becomes the reversal date defined in this field, while creating the journal. Example: Utility expenses accrual that are booked in the current month, are reversed in the following month after receiving the actual bills that will be paid. The reversal journal created will be stamped with #SYS as the creator of the journal, along with the details of the original journal in the narration field.
Name – is the description of the journal.
Click on the Add Row button to insert a blank row.
Enter the GL account code from the drop down list. The account code can be selected in the following ways as well.
Typing in the speed code as defined in the Create Modify Chart of Accounts Screen.
Type in any first few characters of the description of the account code and click the drop down. The system will list only those account codes that have a description matching the characters entered.
Type in the % sign before or after any characters of the description of the account codes and click the drop down. The system will list all the account codes that have the character(s) in any part of the description.
Enter the amount. Select the appropriate Flag as Dr(Debit) or Cr(Credit). Type in the Narration.
The type field is required only for Bank Vouchers (BV) that should be reflected in the Bank Reconciliation Screen. This is where the Reference Type is selected from the drop down list. Enter the Date, which will be the cheque date or the bank transfer date (in case of electronic bank transfers).Enter the Number, which will be the cheque number that has been received or issued.
Click the Add row button to add another blank row, in which the above mentioned details, except Type, Date and Number are to be entered to complete the journal.
Click the Save & New button on top of the screen to continue creating more journals or Save & close to store the journal into the database and exit from the screen.
To post a journal into the sub ledger accounts, tick the check box for Allow Sub Ledger, which will insert two new columns in the spread sheet area, with the column headings as Sub Ledger. Enter the sub ledger accounts by selecting from the drop down list in this column.
While posting a journal the user can choose to enter more details using the Group Codes. When a transaction is posted in GL, each row in the Journal can be associated with up to 5 Group Codes.
Click the button in the Group Code column, which will open another window (ref to the picture below). Select the appropriate group code to enter the detailed information. As shown in the picture below, the group code chosen is the Car no, the value for which is being stored along with the journal, and since the journal being posted is for transportation cost.
In case the journal is very big and the user is more comfortable working in Excel, then the option of template can be used. The user can download a template in form of an excel sheet by clicking the Download Template button, present at the bottom of the screen.
The user once, completes recording the journal in the template and saves the same in a location the journal can be uploaded into the database, by defining the location and clicking the upload data button.
Incomplete Journals:
While posting a journal, in case the user is not sure of the account codes to be used in the journal, there is an option of saving the same as an Incomplete journal. The steps of creating remains same as any other normal journal; to save it as an incomplete journal, tick the check box of –
, present on the top right section of the screen.
Define a contra account for a Transaction Type:
Incase of specific transaction types, example: Cash Voucher, one side of the cash journal will always be the cash GL account. In such a scenario the cash GL account can be defined against the transaction type, CV, in the GL parameters screen itself. And when creating a cash journal, the contra GL account defined against the transaction type will be displayed in the field - Will be posted to.
Cheques in GL
Edit/Cancel GL cheques
As mentioned in the section of Create Journal Vouchers, bank journals with cheques can also be recorded in the General Ledger. In such scenarios if cheques need to be edited or cancelled or ETDS transactions need to be cancelled, the same can be done using the screen of Edit/Cancel GL Cheques.
The option can be accessed from the main menu.
The following screen is loaded
The top left of the screen is the area where the filters to locate a cheque can be entered. Enter the Bank ID and the date range or the cheque number range or both date and cheque number range. Click the Search button and the system will display the matching record in the lower half of the screen.
The indicator – Include other Bank instruments, lists those records which have demand drafts or bank slips, besides listing the ones which have cheques.
Choose the appropriate option of Edit or Cancel as the case may be.
The information displayed in the spreadsheet area are:
Column No.
|
Column Name
|
Description
|
1
|
Type
|
This column displays the type of the bank instrument that is attached with the journal. The values can be CQ – cheques, DF- drafts, OT- others. The display is based on the indicator (cheque, draft, cash, other) that is defined for the Bank Transaction type in Bank reconciliation module, which is mapped with the Ref Doc id
used in the journal.
|
2
|
Number
|
This is the cheque, draft or any other bank instrument number
|
3
|
Date
|
This is the cheque or draft date.
|
4
|
Amount
|
The amount of the cheque or the draft.
|
5.
|
Narration
|
The narration as entered while posting the journal
|
6.
|
JV Type
|
This is the journal type, which can be a cash, bank or a normal
journal i.e. CV,BV or JV.
|
7
|
JV#
|
This is the journal number as generated by the system.
|
8
|
JV Date
|
This is the date of the journal. The transaction date.
|
9
|
View
|
This column is a button, which can be clicked to view the complete
journal in the Create Journal Voucher screen.
|
10
|
GL Account
|
This is the bank account code that has been debited or credited
while posting the journal.
|
To cancel or edit a cheque/draft, double click on the specific row in the spreadsheet area. This will load the following screen.
In the top left of the screen, the details of the selected cheque/transaction reference number is displayed. The right top of the screen will show the journal type and the date.
The screen will display only that portion of the original journal, which has the Bank GL distribution along with the Reference Type. The debit/credit indicator is reversed i.e. if the bank GL account was debited in the original journal then on choosing to cancel the cheque, the indictor will change to credit and vice versa.
The original journal was as :
To complete the process of cancellation, click the Add Row button, just above the spreadsheet area and enter the GL account code along with the amount and the narration that should be debited or credited to post a balanced reversal journal.
Click the Save & Close button on top of the screen to store the reversed journal into the database.
Allocating Expenses
Expense Allocation
Indirect costs, such as laundry charges, office stationary, etc. are booked as expenses to a single account. However, for computation of Departmental Profit/Loss, these expenses need to be allocated to the respective Departments.
The basis for allocation can be e.g. Manpower in the department, a fixed percentage, sales revenue, etc.
The need is to automatically post a journal to allocate expenses from some selected accounts to the same control account, but, specific to each Department covered on a basis decided by the user. This is exactly what the system does using the two screens Allocation Setup and Allocation Wizard.
The two screens can be accessed from the main menu
The basic requirement to use this feature, is to first and foremost, mark the account code as ‘expense allocated’ in the create/modify chart of accounts screen. Only P&L Accounts can be the source and destination for cost allocation
Allocation setup
The Allocation Setup screen is where the user will set up the allocation basis for an account that has been marked for allocation. Based on this setup, the user can post the journal using the Allocation Wizard screen.
The screen looks like this:
To do the allocation setup:
4) Statistical codes – this is if the user selects statistical code to allocate the expense. E.g. the user wants to allocate training expenses to various departments but based on the number of employees in that department for that month.
5) Type in the department code or account code (refer to Account code structure in the General Ledger Control screen) to filter the list of GL account codes for allocation. Click on the Search button. The search button can be used even without entering the filters. The system lists the GL account codes in the Account to allocate section.
6) Type in the figures based on the Allocation basis chosen in step 2.
7) Tick the check box in the Allocate column.
8) Click the Save button on top of the screen to save the Allocation setup into the database.
Allocation wizard
The Allocation Wizard is the screen which guides the user to finally generate a journal based on the setup.
The following screen is loaded on choosing the option from the main menu.
To generate the journal based on cost allocation:
The first screen (as shown above) will display the Account codes that have been marked for allocation in the Create/Modify Chart of account screen. Double click on the row of the specific account code, to choose to allocate from.
At the bottom of the screen, the system will display the account code selected from the top. The Allocation period is defaulted as the 1st of the financial year to the current business date. This can be changed as per the requirement. The amount that will be allocated is the balance of the selected GL account code.
Click Next. The screen loaded is:
The top half of the screen will display the details entered in the previous screen. The lower half – Allocation template, will display the amount allocated from the main GL account code to the ones, defined in the setup as per the allocation basis. This is the template of the journal that will finally be posted. In case the allocation basis defined is Fixed amount or Fixed percentage, the allocation of amount is quite simple and straight forward. However, when the allocation basis is account code or statistical codes, then the formula being used to allocate is: (Value / Total of value) * Allocate Amount of the main GL account code. With ref to the screen above, it will be (20/70) * 1000,000.00 = 285,714.29
The narration may or may not be changed.
Click Next button at the bottom. The following screen is loaded.
Enter the Journal Type, which should ideally be JV (journal voucher). Enter the date on which the journal should be posted.
Click the Post button at the bottom, to complete the process of posting the expense journal. The following screen is loaded.
The journal number is automatically generated by the system and displayed in the Number field.
Click Finish button for return to the first screen of the wizard.
Post Interface Transactions
This screen is an important part of the general ledger module, since it is through this screen that the transactions from other modules are pulled into the General Ledger. The process of transferring is a manual process that is carried out using this screen. The Post Interface Transaction Screen can be accessed from the main menu.
The following screen is loaded
The left top of the screen displays the list of Source of transactions, which are the various modules in which transactions are posted.
What to do? Is the section in which the user chooses the action to be performed. The two actions performed in this screen are:
Transfer from other Modules:
Select the module from the left list, by clicking on it. Choose the option Transfer from other modules.
If the module selected to transfer the data is Front Office, then tick the option of Transfer Statistical Data as well, to transfer the statistical figure from the Front Office PMS. This is possible only in case of WISHNET, WISH EXPRESS or any other FO PMS which has an interface with WEBPROLIFIC.
Enter the date in Transactions to be transferred/posted till date, up to which the data is to be transferred. This is normally a date prior to the business date. Click the Transfer button on top right corner of the screen.
When the transfer is complete, the system will display all the dates for which transactions exist in the selected module and has been transferred in to the General Ledger, on the right top of the screen in the area – Transactions Exists for Dates. Clicking on each date, will display the journal to be posted, in the lower half of the screen.
The transfer process simply puts the transactions in the interface, the respective account codes are not affected yet in GL. For the account codes to be effected the action of Post has to be performed.
Post (posting to General Ledger):
Once the transfer is over, choose the option of Post in the section What to do?
Choose the option in How to post? It can be Cumulative or Daily. By default it is Daily. The option of daily will post a single journal for each date of the transferred data. On the other hand if it is cumulative, then the system will post a single journal for all the transferred dates. The date of the cumulative single journal will be the cutoff date entered in the field - Transactions to be transferred/posted till date.
Click the Post button on the top right of the screen.
The transfer journals created because of the above process are stamped with the transaction type - TV (transfer voucher). These transactions cannot be edited, nor can be created manually.
Ledger Inquiry
Group Shape To Image
The Ledger Inquiry screen is where the every transaction recorded for a General Ledger Account code is displayed. The screen has a unique feature of drill down using which the user can track the exact originating source of the record. This feature is very useful in case of transfer vouchers (TV).
The Ledger Inquiry screen can be accessed from the main menu or from the Create/Modify Account Codes screen.
The following screen is loaded:
A GL account code can be inquired for a date range. By default, the system displays the date range from the 1st of the financial year up to the current business date.
Enter the GL account code or the sub ledger code that is to be inquired. Click the Search button.
The left and the right arrow buttons next to the Search button is to navigate to the next or previous GL account code to do a ledger inquiry.
The Refresh button is to clean the screen for a fresh inquiry.
The system displays
The opening balance of the account code, which is the balance as on the start date of the date range.
The transaction posted into the entered account code, in the lower half of the screen.
The total amount of the transactions displayed the closing balance of the account code and the net balance as on the end date of the date range.
Using the Drill-Down feature of the Inquiry
Considering the transaction amounting to 5500.00 (displayed on the screen) is to be tracked, which is a Cash Voucher (CV).
Double click on the record/transaction. The Journal Voucher Inquiry screen will open up in which the complete journal will be displayed. Tick the check box of - To view source journal. This will display the transactions of the selected journal on top of the screen.
To reach up to the original journal posted from the respective module (AP/AR/GC/INV), for amount of 5500.00, double click on the row as displayed in the source journal on top of the screen. Since the amount of 5500.00 was posted from GC, the screen loaded is that of the main cashiering screen of the GC module.
Inquires
The Inquires are very essential tools in the General Ledger module to not only locate journals but also to track the originating point of the journals from other modules. The Ledger Inquiry has been explained earlier in the manual. The other inquiry screens available are.
- Journal Voucher Inquiry
- Trial Inquiry
Both the Inquiry Screens can be accessed from the main menu.
Journal Voucher Inquiry
The following is the screen loaded on choosing the option from the main menu.
The top left of the screen is the section in which filters to locate journals can be entered.
Click the search button once the search criteria are entered. The filters that can be entered are:
- Journal type
- Date Range
On a specific field of the journal, by selecting the same from the drop down and defining the value of the field along with the advance filters like – includes or contains, equal to, not equal to etc.
The list of journals matching the filters is displayed in the lower left of the screen.
Click on the row of a specific journal to see the detailed journal. This is displayed on the lower right half of the screen.
The Journal Voucher Inquiry screen is not just a search screen for journals, but also allows the various actions to be performed on searched journals. The list of actions are displayed on the top right of the screen.
Each of the actions are:
Open the Journal for editing – select a journal from the list by clicking on the specific row of the journal and then click on this option. The system will open the journal in the Create Journal Vouchers Screen, in which modifications can be done and saved into the database.
Copy the Journal to post a new journal – in cases where the new journal to be posted is exactly the same as one that has been posted earlier, in such scenarios once the existing journal is located, select the same and click on this option to post a new journal, with a new JV number, but the account codes, amount and narration all remain the same.
Copy the Journal, without amounts to post a new journal – in cases where the account codes being used to post a new journal is exactly same as one that has been posted earlier, but with a difference in amounts. This option is very helpful.
Post a reversal journal – when an existing journal is to be reversed, click on this option after selecting the specific journal from the list.
Print the journal without the amounts – this is for printing the journal, but without the amounts
To view Incomplete journals, click on the link - To view recently posted Journal’s click here. This will change the link to –To view Incomplete Journals, click here. Now the screen will display only the journals that are not complete, on entering the filters and clicking the search button
A new journal can also be posted from this screen by clicking on the Add button on top of the screen or by clicking the link – To view a new Journal posting form, click here.
Trial Inquiry
The following is the screen loaded on choosing the option from the main menu. The Trial Inquiry is a Trial Balance which has a drill down feature up to the originating point of a journal (AP/AR/INV/GC).
The top half of the screen is where the search filters are entered. If no search criteria are entered then the system displays the balances, up to the current business date for all the GL account codes, on clicking the search button.
The additional search filters are on the top right of the screen, in which the category, along with the module in which the account codes have been used can be entered. Example: if the option of Asset is selected and module selected from the drop down in the field – Show For, is payables. Then on clicking the search button, the system will display the account codes of category Assets (as defined in the chart of accounts) and also have been used in posting journals in the Accounts Payable module.
The collapse button at the bottom right corner of the screen summarizes the display of account codes on the four categories.
The drill down feature is exactly same as that of the Ledger Inquiry.
Inter Unit Transfers
Very often expenses are incurred by a property on behalf of another property. Such expense journals are recorded and transferred later to the other property for which the expense was incurred. Also, one property can request another or the corporate office to make payments on its behalf. Such transfers happen in a chain setup. The screen can be accessed from the main menu.
The transfer using the application is possible only if the setup of Property Contra Accounts is done in the General ledger Parameters Screen.
Scenario : YUMMY YUMMY is a one property and the other one is COCO Service Hotels. Both the properties are of the same chain. YUMMY has paid for the laundry expenses on behalf of COCO service hotels. This expense is transferred to COCO service hotels using the Inter-Unit Transfers screen.
The process of transfer of journals is done in the following way: In property YUMMY YUMMY
The Journal Voucher is created in the Create/Modify Journal Entries screen. The property contra account of COCO service hotel is credited and the laundry expense account is debited.
This journal starts appearing in the sent items section of the Inter-Unit Transfers screen. (row highlighted in yellow)
In property COCO Service Hotels
Open the Inter-Unit transfers screen. The journal sent from YUMMY YUMMY, is displayed in the Inbox section of the screen.
The journal can be processed or marked disputed as the case may be. Scroll to the right of the screen and mark the journal to process, by selecting the option in the column - Select. If it is marked as disputed then the reason should also be entered in the column next to Select.
Click the Proceed button on the top right of the screen. The following screen is displayed.
In the above screen, the contra account of the property - YUMMY YUMMY is credited. This journal should be completed by entering the debit side of the journal. i.e. the LAUNDRY EXP account. If the journal requires other account codes to be complete, use the Add Row button to enter more accounts.
Click the Save & Close button on the top right of the screen. This completes the transfer process of LAUNDRY EXPENSES from YUMMY YUMMY to COCO Service hotels.
Open or Close GL Periods
This is the screen which is used to open or close the periods in the application. The screen can be accessed from the main menu. It is suggested that the access to this option should be with only a authorized person like the Financial Controller of the property.
The screen is :
The screen also displays the
- The last closed year
- The last closed period (with the start and the end date)
- To open closed periods select the date range from the drop down list in the To Open field.
- Click the Save & Close button on the top right of the screen.
Exchange Rate Setup
The screen is required to setup the exchange rates of all foreign currencies in which transactions are recorded in the system. The setup has to be done every day.
This screen can be accessed from the main menu.
The following screen is loaded
To setup the exchange rate:
- Enter the Date range. To setup a new exchange rate, from and To date will be the current date.
- Select the currency code for which the setup is being done.
- Click the Search Button. A blank row is displayed on the right half of the screen.
- Type in the Fx Amount and the Local Amount. The system will calculate the exchange rate automatically. WebProl'IFIC allows the exchange rate to be up to 12 decimal digits.
- Click the save button on top right of the screen.
The screen also behaves like an Inquiry, in which dates for which conversion rate
- has been setup,
- not been setup
- both
are displayed on choosing the appropriate option and clicking the Search button. To create new currency codes, click on the link of - Create/Modify Currency code.
To create new currency codes, click on the link of - Create/Modify Currency code.
The following screen opens up:
- Click the Add Row button on the top right of the screen. This will add a blank row in the spreadsheet area.
- Type in the code of the Currency and the description.
- Type in the number of decimal digits, up to which the exchange rate should be calculated and displayed.
- Click the Save button, to complete the process of creation.
User Defined Reports Setup
The User Defined Reports Screen is a feature in the General Ledger module of WebProl'IFIC, which allows the user to setup Financial, Statutory and Trial Balance Reports as per the format decided by the management of the hotel. The user can define any number of such User defined reports.
The screen can be accessed from the main menu.
Following is the screen loaded.
The left half of the screen displays the list of reports already defined/created. Selecting a specific report from this list by clicking on the row will display the details of the report setup, on the right half of the screen.
Once a report is defined/setup in this screen, the report print can be viewed from the Reports of General Ledger Screen.
The layout of each type of report is fixed (i.e. the placing of fields). e.g. the user sets up two reports one to print Department wise financial statement for Rooms Division and the other for Heat and light. When creating the rooms report the account codes being used will be based on rooms division. Similarly for heat and light. But when the report is printed, the columns/fields of the report under which data will be displayed are fixed.
To define/setup a new report:
Click the Add
button on top of the screen.
Enter the id of the Report, being setup. The Report ID can be up to 4 characters.
Enter the Report Name, which is the description of the ID. This gets defaulted on the report header when it is getting printed. Enter Remarks if required.
Is this report a TOP Sheet? - This indicator when marked, indicates that the report that is being setup will be the top sheet of a Financial Report. In such a case, for a Top sheet report, the information to be displayed that can be mapped to another report that has been already defined as a Financial Statement, Statutory Report or Trial Balance.
Choose the type of report being defined.
Financial Statements - where the user can do period wise/year to date analysis of departments of the hotel.
Statutory Reports – where the user can take summary of the P&L account for the current financial year along with the previous financial year.
Trial Balance – the user can take periodic /yearly trial balance.
Click the Add Row
button to add a blank row into the lower half of the screen.
The information to be entered in the columns of the Report Format section are:
Col.no
|
Column Name
|
Description
|
1
|
Narration
|
This is the text that should be displayed in the report.
|
2
|
Line Type
|
The following are the line types that can be used to define the information to be printed in the report.
GL- for defining a line which can have only valid number of General ledger account codes.
RE - for defining a line whose significance is purely for printing Text/ Remarks.
ST - for Sub totals on already defined lines in the report.
TL - for Totals on already defined lines in the report.
FR - for Non Accounting codes where a hardcoded formula of Numerator divided by the denominator multiplied by the constant will be used.
OT - for Others i.e. Non Accounting codes, used for calculating statistics data e.g. Occupancy percentage, ARR etc.
BL - for only Statutory reports where it is used for Balancing the line total .e.g. in case of profit and loss report this balancing line will have a formula for totaling of income and expenses. Please note that in BL type of lines the lines can only be added (+) and cannot be subtracted (-).
WC – for wildcard character matching GL Account.
|
3
|
GL Account
|
The GL account code from the drop down list when the line type in the previous column is GL or WC. This will be account code, the balance of which should be printed in the specific line being defined, of the report.
This column is also used when the line type in the previous column is defined as OT. The drop down list in this field will
display the statistical codes.
|
4
|
Print Seq
|
This field normally contains the number as given under the line no field for that row. The Print seq no will be used while printing the report i.e. in which sequence the lines should be printed. Print Seq no is mandatory for all line types and cannot be duplicated. It is a good practice to have a gap of 5 numbers in between each line being defined, so as to accommodate new lines (if required) in between the existing
ones, later.
|
5
|
Percent Line No
|
This field will be active only for Financial statement option.
Here the user has to give a valid Line no against which the
|
|
|
percentage will be calculated. Normally this number will be
the Subtotal (ST) or the Total (TL) line number.
|
6
|
Print
|
Please tick the field if the row is to be printed in the report. If the row is being used only for calculations then do not tick
this field.
|
7
|
Print Sign
|
In case of financial statement report this field is used to show negative figures with a - sign in the report. If the sign is not
required in the amount fields then ignore this field.
|
8
|
Show Deci
|
Tick on this field if for that row data should be shown in
decimals. If no decimals are required then ignore this field.
|
9
|
Line no
|
This field is mandatory and signifies the identification number given to the row in the report.
This number within a report will be unique and is mainly used for calculations. When the line type is ST(Subtotal) or TL(Total) then it is this line number which will be specified for
totaling.
|
10
|
Formula
|
This checkbox will be ticked automatically when a formula is
defined for the line.
|
11
|
Show Totals
|
Ticking this checkbox will display the sum of line types that
are WC (Wild Card)
|
12
|
Schedules
|
The Schedules field will be displayed only for reports which
are made under Statutory reports option.
|
Repeat step 5 and 6 for the next line of the report.
Click Save at the top of the screen to store the setup into the database.
Define Formulas:
Click on the row for which formula is to be defined. Now click on the link of formula on top of the screen. The following screen will be displayed
Click the Add row button to insert a blank row in the lower half of the screen. Select the line number or the GL account code to be included in the formula.
Tick the Add check box to add up or Subtract check box to subtract the value of the line number or account code.
Click the save button on top of the screen to store the formula.
A formula cannot exist for line whose type is RE (Remarks) and OT (Others) reason being Remarks line is purely for textual printing while Others is non general ledger codes used for printing statistics data.
If the line type is GL then on the formula screen only valid account codes will be displayed. On the other hand if the line type is TL (total) or ST (Subtotal) then all line numbers whose type is GL/ST/TL and are prior to this line number will be displayed on the formula screen.
On changing the account code on any line all formulas defined for that line will be deleted.
If the line type is FR then a small frame will be visible which will ask for the formula. The numerator and the denominator should be two valid line numbers along with a constant value to get the required figures.
Reports of General Ledger
There a number of reports pertaining to the General Ledger in the Reports screen. This can be accessed from the main menu.
The following screen is loaded
The reports are listed within different headings. Clicking the + sign against each node will expand and list the names of the reports within each heading. The report parameters for each report are displayed on the right half of the screen.
Some of the sample reports are listed below.
Journal List
Trial balance
Group Code analysis