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Before you can start using the GL System, you and your company must have secured from your system administrator the needed access rights. Click here for details. See also User Interface to familiarize yourself on how the system works..
Start configuring the GL System based on your company requirements by setting up the following master files. If you have an Excel or csv file, you can use the copy/paste feature via grid's context menu in updating these master files:
MASTER FILES SETUP:
1. Chart of Accounts - FACE (The system is shipped with a default FACE).
2. Chart of Accounts - Notes (The system is shipped with a default Notes)
3. Chart of Accounts (The system is shipped with a standard COA but it is recommended to use your own COA)
4. Bank Accounts (Skip this, if you intend to include the Bank Account on your Chart of Accounts. Ex: Cash In Bank - BDO-CA-0041500000xx)
5. Transaction Proforma Default Value (Proforma default journal entry for Sales and Purchases)
6. Transaction Proforma Entry (Proforma journal entries for all finanacial transactions recorded in the books of accounts)
7. Branch Location. (Skip this if you don't have registered books of accounts for the branch)
8. Accounting Periods (To open or close the books of accounts for a given period. Access rights is usally reserved to the Accounting Head for control purposes)
9. Books of Accounts (The system can handle separate books for Head Office and its branches. You may follow your BIR registered books of accounts)
10. Alpha Tax Code. The system is usually shipped with the latest ATC but better review this file.
11. Clients or Customers. This contains the list of all the customers of the company.
12. Vendors Category (The system is shipped with default values, you may add or delete categories not applicable to your company)
13. Vendors or Suppliers. This contains all the list of the vendors or suppliers of the company
14. Employee Master File (You can merge the list with Vendors/Suppliers master file for simplicity unless you are using also the Payroll System)
15. Authority To Print (ATP). This is for complete CAS client only.
16. Company Department. (Skip this unless you need departmental reporting of expenses. Please DO NOT merge the department in your COA)
17. Archive Box and Scanned Copy. This is useful for searching old documents that were already placed in a box for safekeeping.
18. File Manager. You can use this to encode reading materials such as company policies and guidelines, accounting standards, SEC regulations, etc.
After setting up the master files above, you are now ready to enter financial transactions into the system.
DATA ENTRY:
1. Journal Entry. This is main data entry module for your financial transactions.
2. Check Releasing. This is for releasing checks to the vendors. When a PV/CV payment recording is set, the CV will only be recorded/posted upon releasing.
3. Bank Reconciliation.
4. DTS (Data Transfer Service).
Front-end modules such as Sales, Inventory, Payroll and Loans systems have their own separate data entry. Financial transactions coming from these modules are posted into the GL system through batch processing using the DTS unless the system developer decided otherwise.
REPORTS:
At any given time, you can generate the reports. Reports are updated in real time as they are processed based on the raw data.
1. Account Listings
2. Accounting For Collection
3. Accounting For Disbursement
4. Bank Reconciliation
5. Books of Accounts - CAS
6. Books of Accounts - Loose-leaf
7. Checks - Released & Unreleased PDCs
8. Checks - Released and Cleared
9. Checks - Unreleased and Uncleared
10. Checks - Unreleased and Uncleared (ALL)
11. Checks Processed - Payee
12. FS - Basic
13. FS - Basic (Consolidated)
14. FS - Comparative
15. FS - Comparative (Consolidated)
16. FS - Monthly
17. FS - Monthly (Consolidated)
18. GAE - Analysis
19. General Ledger - CAS
20. General Ledger - Loose-leaf
21. Monthly Debits and Credits
22. Request For Funding with Check Printing
23. Request for OR
24. Subsidiary Ledger-Contract
25. Subsidiary Ledger-Entity
26. Subsidiary Ledger-Entity (FS Face)
27. Subsidiary Ledger-Entity (SL Group)
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