Activant Prophet 21 General Ledger Transactions

This class is designed for…

Accounting personnel in charge of General Ledger (G/L) transactions and maintenance

Objectives

Create and maintain G/L accountsCreate and post Journal EntriesCreate and post Repetitive Journal EntriesPrint a General Ledger ReportPrint a Journal ReportUtilize Inquire Options

This course will NOT cover…

Fiscal Year MaintenanceSystem G/L postings

Chart of Accounts Maintenance

Use Chart of Accounts Maintenance to create new general ledger accounts and to maintain existing accounts

Chart of Accounts Maintenance

Create new accountsMaintain existing accountsEnter/View Budget informationView postings associated with the designated account

Creating a New Account

Step 2: Enter a description for the account.

Step 3: Select the account type.

Step 1: Enter the account number according to your G/L mask.

Step 4: Save the record to update the system.

Budget tab

Enter or view budget details

Drill Down tab

To locate transaction

details, place your cursor over the period and

click once.

Journal Balances tab

View specific journal balance details by drilling into the Journal Balance field

Journal Detail tab

Locate transactions that make up the balanceDrill into the Transaction Number field for specific account postings

Transaction Detail tab

Journal Entries

Utilize Journal Entries to update account balance and for month-end procedures

Journal Entry tab

Step 1: Select the Journal associated with the entry.

Step 2: Enter the date associated with the

Journal Entry.

Step 3: Review the period and year.

Reversing Entry tab

Step 4: Select the Create Reversing Entry checkbox.

Step 5: Enter the Period and Year for the Reversing Entry.

Transaction Notes tab

Step 6: To create a new note, select Add Note. To adjust an existing note, select Edit Note.

Transaction Notes tab

Enter a Topic and text for the note.

Accounts tab

Step 7: Enter the associated account for this Journal Entry.

Step 8: Enter a Source description for the Journal Entry.

Accounts tab

Step 9: Enter a Reference for the Journal Entry.

Step 10: Enter the associated debit or credit amount.

Journal Entry

Debit and Credit amounts must

balance prior to saving.

Repetitive Journal Entries

Establish standard entries made on a regular basis

Company tab

Step 2: Enter an identifiable code specific to the repetitive entry –

for example ‘PAY’.

Step 1: Enter the associated Journal.

Accounts tab

Step 4: Enter a Source description for the Journal Entry.

Step 3: Enter the associated account for this Journal Entry.

Accounts tab

Step 5: Enter a Reference for the Journal Entry.

Step 6: Enter the associated debit or credit amount.

Post Repetitive Journal Entries

Apply the journal entry established in Repetitive Journal Entry Maintenance through the Post Repetitive Journal Entries window

Post Repetitive Journal Entries

Step 1: Enter the code associated with the journal entry.

Post Repetitive Journal Entries

Step 2: Review the accounts listed, source, reference, and posting amounts.

Repetitive Journal Entry

Create a meaningful code for easy recall

Establish a naming convention for Source and Reference fields – Source can be used for Journal report generation

Repetitive Journal Entries can be edited prior to posting

Repetitive Journal Entry

Must decide when to post Repetitive Journal Entries

Credit and Debit amounts must balance prior to save

General Ledger

Provides a breakdown of all the transactions for a particular time period

General Ledger Report

Document Links tab

Display external documents that deal with a given recordView, add, edit, delete document links

General Ledger

Print Summary Reports specific to one period

Time Stamp Tab can be used to limit report parameters

Journal Report

Displays transactions posted to an indicated Journal during a specified period of time

Journal Report

Enter the Journal, a range of accounts and periods, and the yearSpecify a Date and Source range, if necessary

Journal Report

GL Drill Down

Use the GL Drill Down option to view transaction details associated with a specified account

Account tab

Key in or search for the appropriate GL Account

Account tab

Enter criteriaRetrieve by clicking on icon:

Journal Balances tab

Drill into the Period Balance to view journal transactions that make up the period balance

Journal Detail tab

Drill into the Journal Balance to locate transaction details

Transaction Detail tab

Drill into the Transaction Number to view record details

Transaction Detail tab

View debits/credits that relate to the transaction

Summary

Create and maintain G/L accountsCreate and post Journal EntriesCreate and post Repetitive Journal EntriesPrint a General Ledger ReportPrint a Journal ReportUtilize Inquire Options

For More Information…

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