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LILAC Document Help

General Ledger Posting

This document is generally for the use of the financial controller or accountant, to allow the generation of debits and credits which are generally internal in origin and may not be related to an external accounting source document.

Individual lines within the table of the General Ledger Posting document are single sided entries.

Multiple lines which balance (a positve number for a debit and a negative number for a credit) are entered into the table of the General Ledger Posting document, meaning no imbalance, is posted to the default BALANCE JOURNALS which is displayed directly above the table.

Prior to clicking the 'Apply' button from the ribbon - as values are entered into the General Ledger Posting document, any potential imbalances are displayed above the table in the Value field corresponding to the default account BALANCE JOURNALS. In the scenario where a set of entries does not balance to zero, the balancing amount will be posted to the BALANCE JOURNALS to keep the Ledger in balance.

If a balancing amount is to default to BALANCE JOURNALS, the operator is entitled to enter further Date, Ref, Description, audit information.

Example 1

Each posting document is identified by a Batch key. The Day field together with the Period form the Batch key.

The Day field requires a non-blank entry. It must be two characters. Usually the user will enter the day of the month, or the initials of the user.

Day is a reference for this Batch of entries.

The dark blue Day field may be searched with a right mouse click or F12.

Use the General Ledger Batch Totals report to report by Batch. Example 1: Batch GPO 00 JH.

Select destination accounts for debits and credits in the blue Ledger and Main fields within the table.

Enter audit information into the yellow fields.

Click 'Apply' from the ribbon to generate the debits and credits.

In this inital stage of processing, note that 500 stands to be directed to the account, BALANCE JOURNALS, as -500 is not yet entered as a balancing amount on the second line in this example. Further processing, as seen below, will remove this potential posting to BALANCE JOURNALS and prepare a posting to the specified account, in this example BALANCE PLANT.

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General Ledger Posting

Multiple line balancing entry.

Enter a positve number for a debit and a negative number for a credit.

After clicking 'Apply' debits and credits are generated.

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General Ledger Posting

Example 2: Undo or reverse a posting

*To make corrections, amend the Value field to the correct value, and re-apply. To remove an entry, make the Value field blank / zero, and re-apply. For improved traceability, corrections may be made by applying a blank / zero value, (essentially showing a full reversal in the audit trail), then applying the correct value.

Posted correction.

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General Ledger Posting

Example 3: Imbalance posted to BALANCE JOURNALS

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General Ledger Posting

General Ledger Posting

This Audit Trail shows all the screen shot examples, the initial posting, a reversal (or clear to blank), and the single line entry with a value of 200.00 to BALANCE JOURNALS. Note the Batches GPO00JH through to GPO0031.

Purpose: This document allows the user to create General Ledger Journals.

Prerequisites: The accounts and sub accounts to be posted to must exist in the LILAC database. Necessary accounts may be created via: Documents > General Ledger > Chart of Accounts document, Documents > General Ledger > Chart of Sub Accounts.

Context: Use this document when accounting journals need to be performed. There are many reasons why you would need to do accounting journals. Lennox Computer suggest speaking to your accountant to see if these postings are appropriate for your needs.

Period: Displays the currently signed in period. This is the period in which the transactions will take place.
Prefix: This field is set to be "GPO", to establish it as a General Ledger Posting.
Computer: This field is set to the instance number LILAC.
Rate: Type in the rate. This is used to calculate the Value to be posted to the account such that the Value = sum of all the Value lines * Rate.
Value: Displays the total value to be posted to BALANCE JOURNALS.
Date: If there is a posting to BALANCE JOURNALS - type in the date of transaction.
Ref: If there is a posting to BALANCE JOURNALS - type a reference number for this transaction.
Description: If there is a posting to BALANCE JOURNALS - type in a brief description of the nature of the posting eg: Banners.


Ledger: Type the first letter of the ledger this posting refers to. Strike the Tab Key. This action will display a search window. To select the ledger, (if it is correct) strike the Tab key. (which then moves you across to the next field).
Branch: Type in Branch. This is used for Multi Company systems where posting between companies is used.
Main: Type in the general ledger account number or name that relates to this posting. (can use first letter and Tab as above).
Sub: Type in sub-account number or name if applicable.
Date: Type in the date of transaction.
Ref: Type a reference number for this transaction.
Quantity: Type in the quantity if applicable.
Value: Type in the total amount that is to be posted.
Posted: This field will automatically be updated when the Posting has been processed. To post the values click on the Apply button (with the left mouse button).
Description: Type in a brief description on the nature of the posting eg: Banners.

Transaction Processing Button Description:
Apply: Clicking the Apply button will post the entries to the accounts specified.
Duplicate: Create a new line in the table from a previous line.

From Here: Once the transactions have been applied, this finishes the process.

The presence of the Debtor Receipt document (to handle debtor deposits or prepayments, etc), and secondly the General Ledger Payment document (for rare payments to debtors), would typically be used for such purposes.