Resource Information and Control Corporation


General Ledger

Getting There: Accessing this application is done by double clicking on the General Ledger icon in the Accounting main menu.



Purpose: General Ledger is used to define, maintain and list the Accounting Funds, Accounting Years and Chart of Accounts. This application is also used to send and receive accounting transactions from third party applications. ConCentRICs is set up to work with an unlimited number of Accounting Funds, i.e., General, Construction, Expansion, etc. Each fund is maintained separately and has its own set of Accounting Years which are used to store data for a single fiscal year. The Chart of Accounts defines the number, name and characteristics of each valid account for the fund. It allows you to add accounts to new years and drop accounts.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Chart of Accounts Account Inquiry Money Amounts Ledger Reports Restrict Users Journal Entries Automatic Entries Post Journal Load Beginning Balances Adjust Actuals Accounting Control Accounting Funds Accounting Years

General Ledger Modules Overview



Chart of Accounts is used to view and define the structure and characteristics of the accounts that will be used throughout the ConCentRICs system. It is the major component of Accounting. Every time a money transaction takes place it is entered into at least two Chart of Accounts entries.
Security Level: To view - Read Only. To add, change or delete an account - Manager. To add a new account with a specific internal reference number - System.

Double clicking on the Chart of Accountss icon will bring up the Account list dialog box.



The following is a break down of the dialog box:

  • The Chart of Accounts option is the most common format and is a summary that shows a list of account numbers and descriptions.
  • The Account Characteristics option is a detail report which will show all fields associated with an account.

    • Click on the button and the Chart of Accounts report will be generated.




    Account Inquiry is used to quickly look up any account to find the current balance. It will show you the characteristics for that account and will show two columns of monthly totals: actual and budget.
    Security Level: To view - Read Only.

    Double clicking on the Account Inquiry icon will bring up the Account Number Selection dialog box.











    Once you select an account and click on the button and the Account Inquiry dialog box will be displayed.






    The following is a break down of the dialog box:

  • The top part of the dialog box will show all of the characteristics of the account.
  • You can set what totals will appear in each column with the combo boxes above each column.
  • The Non-Posting References button is used to show all of the posting accounts that reference the selected account.
  • The Print button is used to print a snap shot of this dialog box and turn it into a report.










    • Money Amounts is used to show various reports of the account’s monthly totals. These reports are quick and easy and they will not miss accounts which may happen in the Accounting Report setup.
    Security Level: To view - Read Only. To perform an Account Inquiry from the report - Normal.

    Double clicking on the Money Amounts icon will bring up the Money Amounts dialog box.



    The following is a break down of the dialog box:

  • The Account Number check box, if checked, will show the account number.
  • The Account Name check box, if checked, will show the account name in either Long or Short form.
  • The Report Month list box [not shown on this report example] will show all the months in fiscal year order.
  • The Major Category list box will show all the major categories you can choose from.
  • The Actual Monthly Amounts option is for any number of months and defaults to the Debit/Credit totals which is the best use of this report.
  • The Actual Vs Budget option is only for a single month and only budget accounts will be used for this report.
  • The Actual Balances option will show the actual total currently in each account in a debit and credit column.
  • The Beginning Balances option will show the beginning balance for each account in the appropriate debit or credit column.
  • The Account Balances option will show the current total for each account.
  • The Debit/Credit option will show a total of the debit accounts separately from the total of credit accounts.
  • The Income/Expense Totals option will show a total of the Income accounts separately from the total of Expense accounts.
  • The Grand Totals option will show the totals of each column displayed.

    • Click on the button and the selected report will be displayed.





    Ledger Reports is used to show various reports of posted transactions. The monthly account totals are just an accumulation of all of the posted transactions for the month. These reports will allow you to look at the actual transactions in detail that made up any total.
    Security Level: To view - Read Only. To reverse selected transactions or all transactions on the same journal - System.

    Double clicking on the Ledger Reports icon will bring up the Ledger Reports dialog box.



    The following is a break down of the dialog box:

  • The Posted Account Audit option is used to show the transactions grouped by account in the order they were posted.
  • The Posted Source Audit option is used to show the transactions grouped by the source of entry for the transaction in the order it was posted.
  • The Account Detail by Date option is used to show the transactions grouped by account in transaction date order.
  • The Account Detail by Source option is used to show the transactions grouped by account in transaction date order by source.
  • The General Ledger Summary Report option is used to show the total amounts posted for each account from each journal run.
  • The Journal Format option is used to
  • The Posted Month list box will show all of the fiscal months for the fund.
  • The Start Date and End Date fields are optional.
  • The Transaction Date option will show the date that was entered on the transaction.
  • The Entry Date option will show the date the transaction was added or updated on the system.
  • The Show transaction references on report check box, if checked, will display any references associated with the transaction on most of the reports.
  • The Journal Name combo box will contain a list of all the Journals that could have posted transactions.
  • The Transaction Source combo box will contain a list of all the possible sources a transaction could have.
  • The Major Category combo box will contain a list of all the major categories that are defined for the current fund.
  • The Minor Catergory combo box will contain a list of all the minor categories that are defined for the current fund.
  • The Transaction Reference combo box will contain a list of all the possible transaction references that are defined for the current fund.
  • The Select specific account numbers button is used to select specific account numbers.
  • The Control Number/thru fields are used to enter a range of control numbers.
  • The Reset Parameters button is used to clear allthe current settings on the dialog box and will reset all fields to their default values.

    • Click on the button and the selected Ledger Report will be generated.




    Restrict Users is used to limit the specific funds and type of accounting years that may be accessed by any user. This option will allow you to restrict a user to just the funds that you want them to have access to.
    Security Level: To view - Read Only. To add, change or delete - Manager.

    Double clicking on the Restrict Users icon will bring up the Restrict Users report.



    The Restrict Users report will show only personnel who have certain fund access restrictions.

    To edit any user information, double click on that person's name and the Restrict Users maintenance dialog box will appear.






    If you need to add a person to the list, click on the blue key on the tool bar.













    Journal Entries is used to make manual entries into the General Ledger. This option allows you to make any manual entry you need to make and have it appear on any journal. Journal entries just like any other transaction in ConCentRICs do not go directly to the General Ledger. All transactions must go through a journal first, then get posted to the General Ledger. This provides a check and balance for the transaction.
    Security Level: To access and use - Normal.

    Double clicking on the Journal Entries icon will bring up the Journal Entries dialog box.



    The following is a break down of the dialog box:

  • The Transaction Source combo box will list where this particular transaction came from.
  • The Transaction Date field is the date of the activity.
  • The Transaction Amount field is the money amount that is represented by this transaction.
  • The Account Number field is the account number of the transaction.
  • The Debit/Credit options indicates whether the transaction amount is a debit or credit.
  • The Transaction Description field is an optional description that can be added to the transaction.
  • The list box at the bottom of the dialog box will show all of the transactions that make up the entire activity.
  • The Control Number field is an internal control number for the facility to help manage different activities.
  • The Transaction Reference button is used to tie specific objects to the transaction.
  • The Account Number Selection button is used start the search for an account number.

    • Click on the button and the new transaction will be entered.




    Automatic Entries is used to easily enter periodic entries. If you were using a third party system such as payroll, which does not have payroll transactions on an electronic media, then you would need to manually enter these transactions for each pay period. This option allows you to set this up as an automatic entry.
    Security Level: To access and use - Normal.

    Double clicking on the Automatic Entries icon will bring up the Automatic Entries dialog box.



    An automatic entry must be predefined before it can be used.

    You must have at least one predefined process before you can use this option.

    The Transaction Source combo box will list all of the predefined automatic entries for this fund.

    Data information entry procedures for the transactions themselves are the same as they are explained in the Journal Entries module.









    Post Journal is used to view and/or post transactions for a particular journal to the General Ledger.
    Security Level: To access and use - Privileged. To delete a journal without posting it - System.

    Double clicking on the Post Journal icon will bring up the Post Journal dialog box.







    For more informal on Journal Posting refer to Product Demonstration Accounting.








    Load Beginning Balances is used to initially enter or adjust the total amount that an account is to start with for the current fiscal year. This option is only used to start the ConCentRICs Accounting system and once in use, the Year End process would automatically load the beginning balances for the next year.
    Security Level: To view - Read Only. To add, change or delete - Manager.

    Double clicking on the Load Beg Balances icon will bring up the Load Beg Balances report.

    The Load Beginning Balances report will show the account number, account name and the beginning balance for each account.




    Adjust Actuals is used to initially enter or adjust monthly total amounts for an account. This option would is used to start the system in the middle of a fiscal year and then let the ConCentRICs Accounting system perform the accounting from that point.
    Security Level: To view - Read Only. To add, change or delete - Manager.

    Double clicking on the Adjust Actuals icon will bring up the Adjust Actuals report.

    The Adjust Actuals report will show the account number, account name and the actual total for each account.




    Accounting Control is used to set all of the control parameters for the entire fund. Each fund has it’s own separate set of Accounting Controls which allows you to set the size of the account number and indicate which accounting method is to be used.
    Security Level: To access and use - Normal.

    Double clicking on the Accounting Control icon will bring up the Accounting Control dialog box.



    The following is a break down of the dialog box:

  • The Total Digits field indicates the number of characters in each section of the account number.
  • The Major Digits field indicates the number of digits in the first section of the account number which is a major category.
  • The Minor Digits field indicates the number of digits in the second section of the account number which is a minor category.
  • The Connector Symbol field is the character that will be used to separate the section sections of the account number.
  • The ConCentRICs Accounting suports three different accounting options - Cash, Accural, and Modified Accural.
  • Purchase Orders can be expensed either when they are issued - Purchase Order Issued, or when they are received - Purchase Order Received.
  • The Posting Month combo box willl list the months defined to the system.
  • The Default Tax combo box will list the types of taxes defined to the system.
  • The Purchase Order Approvers field indicates the number of people required to approve a Purchase Order.
  • The Set Contol Number button is used to establish the next control number to be used.
  • The Data Format button defines to ConCentRICs Accounting what external transactions are going to look like.
  • The Define Input File button is used to define each accounting transaction file that is created by a third party system.
  • The Define Output File button is used to indicate what each of the output files are and how they are to be created.
  • The Process Input File button is used to manually indicate to ConCentRICs that you wan an input file processed.
  • The Regenerate Output File button is used to recreate an output file over multiple times.
  • The Verify Name Links button is used to examine each name and address used in the Accounting system and check connections back to the Name and Address database.

    • Click on the button and all parameters will be set.




    Accounting Funds is used to define a set of books to the system. Each organization will have its own set of funds.
    Security Level: To view - Read Only. To add, change or delete - Manager.

    Double clicking on the Accounting Funds icon will bring up the Accounting Funds report.

    The Accounting Funds report will show the fund number, name of the fund, the first month in the fiscal year and the system pathname to store accounting files at the fund level.




    Accounting Years is used to establish a new year for the current fund. Each fiscal year in accounting is kept in it’s own set of files in it’s own directory.
    Security Level: To view - Read Only. To add, change or delete - Manager.

    Double clicking on the Accounting Years icon will bring up the General Fund - Accounting Years report.

    The report will show the year, description of the year, the year status and the system pathname to store the accounting files at the fund level.


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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.