General (Add/Edit General Ledger Accounts)

• The Add/Edit General Ledger Accounts screen allows you to:• Add new or maintain existing GL Accounts• View/edit GL transactions• Attach and view related documents

• How to add a new General Ledger Account• Before creating a new GL Account, verify that you are using an account number not already in use.• From the top menu select, General + Add/Edit GL Accounts + New

1. GL Account No – Enter the new account number. (The system will alert you if using a number currently in use.)

2. Parent Account No – Enter the parent GL code if appropriate 3. GL Account Name – Enter the name of the new GL account4. Select the appropriate options from the drop-down lists for:

o GL Categoryo GL Sub-Categoryo Tax Typeo Type of account (Posting, Control etc.)o GL Group o Department

5. Click Process.6. Click Close.

NOTE: To edit a GL Account, select the GL account from the list of accounts on the Add/Edit GL Accounts screen.

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General (Add/Edit General Ledger Accounts)

• How to view and edit GL Transactions• From the top menu select, General + Add/Edit

GL Accounts• Select the appropriate GL account code from the

list of account codes1. To tailor the transactions onscreen, use the

appropriate Filter options.2. Locate the appropriate transactions to view

the details.3. Click the Type link.4. Click the pencil icon to edit the desired

transaction line.5. The transaction line is in edit mode, which is

indicated by the arrow.6. The fields available for edit are:

o Transaction Dateo Internal Reference numbero GL Accounto Amounto BC Amounto Department

7. Make any necessary changes on the View allocations and Change Log tabs that the system may allow.

8. After edit are completed, Click Process Edits.

9. Click Close.

NOTE: These options vary depending on the original transactions and what the system will allow to be edited.

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Attachment

General (Journal Entry)

• Journal Entry allows you to create general ledger journal entries for selected general ledger accounts.

• This function can be used to post opening account balances.• Journal Entry can also be used to make journal adjustments.• Template journal entries can be created for repeat entries that can be used on an ongoing

basis.• How to create journal entries• From the top menu select, General +

Journal Entry1. Journal Ref – Enter a journal

reference number.2. Reason – Enter a reason for the

journal entry. Select from a drop-down list of previously entered reason or select “New” entry to add a new reason.

3. Date – Enter date of journal entry.4. GL Account No – Enter the GL code

or type a “?” to select the code from a list.

5. Description – Enter a description for the journal entry (example: opening balance).

6. Department – If the transaction is to be coded to a specific department, select from a list.

7. Debit/Credit – Enter a value in the appropriate field.

8. Template – A repeat journal entry can be saved as a template and used on an ongoing basis. To save a journal as a template , Click Template, select New and enter the template name. Then Click Save.

9. Click Process.10.Click Close.

Statistic – Statistics enable you to include non-financial measures into reporting.

To create a statistic, from the Top Menu, Select Analysis + Statistic

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General (Journal Entry Template)

• How to create a journal template

1. Create a journal entry2. Template – A repeat journal entry can

be saved as a template and used on an ongoing basis. To save a journal as a template , Click Template, select New and enter the template name. Then Click Save.

3. Click Process.4. Click Close.

• Journal entry templates are useful when repetitive journal entries need to be made.

• Journal entry templates can contain:• G/L codes and the debit and credit values OR• G/L codes without the debit and credit values (they can be added later)

A Journal Template can also be created without the debit/credit amounts.

If you change the template, click Save Edits.

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General (Accruals & Prepayments)

• How to create an Accrual Journal:

1. Create an Accrual Journal2. Select a GL Code for your

expenses to be posted (Please note that GL Code for Accrual account is defaulted and is visible in the header of the screen)

3. Enter Date, Ref info, Description and Amount for the accrual

4. Select Analysis Code if Analysis Codes are used

5. Click Process and Close the screen

• Accruals are adjustments to period values which are posted on last day of the month and automatically reverses on first of next month

• They are generally used to recognize revenue and expenses that have been earned or incurred during the period but have not yet been invoiced

!!! In the Accruals screen the multiple accruals could be posted at once using different lines.

One line identifies one Accruals Journal

General (Accruals & Prepayments)

• How to create an Prepayment Journal:

1. Create a Prepayment Journal2. Select a GL Code for your expenses

to be posted (Please note that GL Code for Prepayment account is defaulted and is visible in the header of the screen)

3. Enter Date, Ref info, Description and Amount for the accrual

4. Select Analysis Code if Analysis Codes are used

5. Click Process and Close the screen

• Prepayments are adjustments to period values which are posted on last day of the month and automatically reverses on first of next month

• They are generally used to prepay (spread ) the amount paid in the current period but in relation to the future periods. These are usually invoiced and paid in advance of the period for which the expense will be applied

!!! In the Prepayments screen the multiple prepayment journals could be posted at once using different lines.

One line identifies one Prepayment Journal

General (Transaction Browser)

• The Transaction Browser can be used to:

• Filter transactions based on selected criteria. Custom filters can be saved for easy future reference.

• Sort transactions• Group transactions together by

headings for easier analysis of data• View transaction details• Edit transactions• Reverse transactions• View allocations and un-allocate

transactions• View all changes to transactions

made by system users (audit trail)• Export lists of transactions to Excel• Reprint documents (including

invoices)• Email documents (including invoices)

• The grid listing the transactions can be customized and configured to show the fields you want to see.• How to filter transactions

• From the top menu select, General + Transaction Browser

1. Using the filter fields specify the filter criteria.

Filter criteria – show all transactions whose “Type” begins with “BP” AND “Account Code” equals “1000”

• How to create and save a custom filter• From the top menu select, General + Transaction Browser

1. Click Create Filter Condition.2. Enter filter criteria (for multiple criteria) click Save and add another.3. When all filter criteria has been entered, Click Close.4. Click Save Filter (The Save Filter button turns into a name box).5. Enter the name of the Custom filter, then click the green checkmark. (“X” is used to delete a saved

custom filter)

Custom Filter – To run the custom filter, Click the Load Filter drop-down list of saved filters and select the appropriate filter.

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General (Transaction Browser)

• How to sort transactions• From the Top Menu, select General +

Transaction Browser1. Click on the appropriate column

header to sort the transactions.2. Click the “up” or “down” arrow to

resort the transactions.

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• How to customize the grid• From the Top Menu, select General

+ Transaction Browser1. In the bottom right corner,

click Grid Options + Customize Grid

2. Drag the column headings from the list box onto the transaction grid to the appropriate location.

NOTE: Use Save Grid Customizations and Reset options as appropriate

Before customizing

After customizing

General (Transaction Browser)

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General (Transaction Browser)

• How to use edit transactions• From the Top Menu, select General + Transaction Browser

1. Click Edit for the appropriate transaction.2. Details tab – Click the pencil (which will change to an edit arrow) to edit the fields

that are allowed to be edited.3. Click Process edit when editing is completed.

From the Details tab you can also:

• Reprint• Email• Dispute• Export to Excel

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2 fields that can be edited directly on the transaction browser screen are:• External

Reference• Description

General (Transaction Browser)

• How to Unallocate transactions• From the Top Menu, select General + Transaction Browser

1. Click Edit for the appropriate transaction.2. Click the View allocations tab then click the Unallocate button.

• How to view the audit trail for transactions• From the Top Menu, select General > Transaction Browser

1. Find the transaction you are interested in and click edit on the left hand colum2. This brings up the transactions line details3. Click the Change Log tab to see the edits completed

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Report Manager

• AccountsIQ has over 100 accounting reports designed by experienced accountants to provide high quality comparative and analytical business performance.

• Analysis with impressive budgeting, graphing and statistical reporting of both financial and non-financial Key Performance Indicators is also available.

• To access reports, from the Top Menu, select Reports + Report Manager

Reports are

divided into

groups

Each report group

contains a list of reports

If available a sample

of the report will be shown

Filters allow you to select criteria for the reports

Report Manager (Options)

• Once specific reports have been selected and customized according to specified criteria the following options are available:

• Print• Email• Full Screen View

• Add to My Reports

• Change Filters• Close Report

• How to Print reports1. Click Print.2. The report will open in a PDF (Portable

Document Format) form.

• How to Email reports1. Click Email.2. The Report Emailing window will

appear.3. Enter the appropriate email address,

subject and message.4. Click Send Message.5. A confirmation message box will

appear.6. Click Close.

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Report Manager (Options)

• Add to My Reports• Use this feature to save reports to the “List of My Favorite

Reports” section1. Click Add To My Reports.2. To access saved reports from the top Menu, select

Reports.3. The saved reports will be listed under the section List

of My Favorite reports:4. Click the link to go to the appropriate report.

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To remove the report from My Favorite Reports:• Access the report from the

My Favorite Reports• Click Remove from My

Reports