Accounting Overview (Balance Back Overview) Accounting Overview (Balance Back Overview)
The Accounting Overview program displays the balances for any fiscal period. Accounts Payable and Receivable, Job Income and Costs, and the General Ledger Trial Balance are displayed. The General Ledger accounts and the Subsidiary Ledger Totals are listed for Accounts Payable and Accounts Receivable and Job Income and Costs. When the desired fiscal period is entered, the system will display the balance for that fiscal period.
Select the Accounting Overview option on the Overview Menu. After the desired fiscal period has been selected, the following screen will come into view.
Accounts Payable and Receivable Tab
This tab automatically comes into view when this program is selected. This tab contains both the Accounts Receivable and Accounts Payable Overview. The Accounts Receivable Overview is first on the screen and is used to reconcile the Accounts Receivable accounts with the General Ledger accounts. The Accounts Payable Overview is used to reconcile the Accounts Payable accounts with the General Ledger accounts. They are similar in the way they work.
The Job Income and Costs tab is used to reconcile the Job Costing accounts with the General Ledger accounts.
This is the General Ledger Trial Balance. All accounts and balances in the General Ledger are listed. The system will display the Prior Balance Totals as well as the Ending Balances for the chosen Fiscal Period. It will list the debit and credit transactions.
Accounts Payable and Receivable Tab
The Accounts Payable and Receivable Overview tab is used to reconcile the Accounts Payable and Receivable accounts with the General Ledger accounts. The General Ledger and Subsidiary Accounts totals are listed along with the difference between the two accounts. The Trouble Scan button is provided for ease in isolating suspect transactions; it allows for scanning of invoices for discrepancies. The following fields are for information only and cannot be changed from this screen.
The Accounts Receivable Overview is used to reconcile the Accounts Receivable accounts with the General Ledger accounts. The General Ledger and Subsidiary Accounts Totals are listed along with the difference between the two accounts. The Trouble Scan button is provided for ease in isolating suspect transactions. It allows for scanning of GL Transactions and AR Invoices for discrepancies. The fields are for information only and cannot be changed from this screen.
Occasionally, adjustments need to be made to the general ledger. For example: depreciation transactions may need posting on a monthly or yearly basis. A trial balance may be printed for any fiscal period to let the accountant know all account balances.
Account number
This is the Accounts Receivable General Ledger account number.
Account Name
The account name is user defined.
Account Balance
This is the total balance in this account.
Total Receivables in GL
This is the total amount of the Accounts Receivable General Ledger accounts.
Accounts Receivable
This is the total of all open Accounts Receivable invoices in the Accounts Receivable invoice file.
Retention Receivable
The total of all Retention withheld from the Accounts Receivable invoices is shown here.
Total Receivables
The total amount in Accounts Receivable is shown here.
Accounts Receivable
This is the difference of the Accounts Receivable General Ledger Account and the Subsidiary Account Receivable Invoice account. The two accounts should match.
Retention Receivable
This is the difference of the Retention Receivable General Ledger Account and the Subsidiary Retention Receivable account. The two accounts should match.
Trouble scan (button)
See Accounts Receivable Detail Aging Reports
The Accounts Payable Overview is used to reconcile the Accounts Payable accounts with the General Ledger accounts. The fields are for information only and cannot be changed from this screen.
Account number
This is the Accounts Payable General Ledger account number.
Account Name
The account name is user defined.
Account Balances
The total balance in this account is shown here.
Total Payables in GL
The total amount of the Accounts Payable General Ledger accounts is shown here.
Accounts Payable
This is the total of all Open Accounts Payable Invoices in the Accounts Payable Invoice File.
Retention Payable
This is the total of all Retention withheld from the Accounts Payable Invoices.
Total Payables
The total amount of Accounts Payable is shown here.
Accounts Payable
This is the difference of the Accounts Payable General Ledger Account and the Subsidiary Accounts Payable Invoices account. The two accounts should match.
Retention Payable
This is the difference of the Retention Payable General Ledger Account and the Subsidiary Retention Payable account. The two accounts should match.
Total Payables
The total amount of Accounts Payable is shown here.
Trouble scan (button)
See Accounts Payable Posted Invoice Analysis Standard Reports
The Accounting Overview screen will display accounting information from the selected Fiscal Period to the present. Enter the desired Fiscal Period or press the lookup button to select the Fiscal Period from a list.
If there is an amount in the Difference column, this icon 
will appear to the right of the difference value. This tool will allow the user to create a GL Transaction Group that will adjust the balance of the GL Account to match the Subsidiary Ledger total. The tool will not be available if the user's security level does not allow entering GL Transactions, or if they are not allowed access to "Create GL Adjustment Buttons." The following dialog box will be displayed:
In this window, enter the particulars for the transactions to be created, including the Fiscal Period, the Transaction Date and the Transaction Batch. The procedure will create a group of two transactions. The transaction to adjust the balance of the control account is listed first. This transaction cannot be modified by the user. The offsetting transaction is displayed next. For this transaction, the user will have to supply the offset GL Account number. Enter the desired offset account number and click the Proceed button. The program will create the transaction group in the indicated batch, and inform the user that they can edit and post the transaction through the GL Transactions menu option.
The Trouble Scan buttons on the Accounts Payable and Receivable and Job Income and Costs overview screens are very similar in the way they work. When the Trouble Scan button is pressed, the system searches for records that are suspect.
For Accounts Payable and Receivable, the system looks for General Ledger transactions posted to A/P or A/R control accounts that do not come from A/P or A/R postings.
For Job Income and Costs, the system looks for General Ledger transactions posted to Job Cost Control accounts that do not contain a Job and Cost Code. Conversely,it also looks for transactions that have a Job and Cost Code but are posted to Non-Job Cost control accounts.
Trouble Scan allows each suspect transaction and/or a complete listing of all suspect transactions to be viewed. This is useful in reconciling balances. Press the Trouble Scan button on either the Accounts Payable and Receivable screen or the Job Income and Costs screen, and the following mini-screen comes into view:
Press the Yes button and each transaction will come into view one at a time, such as the example below:
Select Next to continue seeing one Suspicious Transaction at at time, or press Skip to End to see all of them at once. The screen that will come into view is the same screen that comes into view if the No button had been pressed.
This button closes the program and returns to the previous screen.
If the No button is pressed, the following screen comes into view. Suspect Transactions are any transactions that might account for the discrepancy between the General Ledger Totals and the Subsidiary Totals.
View Transaction (button)
see View Transaction
Close all (button)
This button closes this program and returns to the main screen.
The Job Income and Cost tab is used to reconcile the Job Costing accounts with the General Ledger accounts. The General Ledger and Subsidiary Accounts Totals are listed along with the difference between the two accounts. The Trouble Scan button is provided for ease in isolating suspect transactions.
The following screen comes into view when the Job Income and Costs tab is selected. These fields are for information only.
The following fields are for information only and cannot be changed from this screen.
Account number
This is the Job Cost account number. Each of the six job costs accounts will be listed along with the Job Income account.
Account Name
The account name is user defined.
Account Balances
The total balance for this account is shown here.
Total Job Costs in GL
The total amount of Job Cost General Ledger accounts is shown here.
Job Income
This is the total of all open Job Income accounts in the Job Cost File.
Labor Cost
This is the total of all open Labor Cost accounts in the Job Cost File.
Material Costs
This is the total of all open Material Cost accounts in the Job Cost File.
Subcontract Costs
This is the total of all open Subcontract Cost accounts in the Job Cost File.
Equipment Costs
This is the total of all open Equipment Cost accounts in the Job Cost File.
General Costs
This is the total of all open General Cost accounts in the Job Cost File.
Burden Costs
This is the total of all open Burden Cost accounts in the Job Cost File.
Total Job Costs
This is the total amount of open Job Costs.
The difference between the Subsidiary Ledger total and the General Ledger total for each account and the total for all accounts is listed in this column.
Trouble scan (button)
As of Fiscal Period
The Accounting Overview screen will display accounting information from the selected Fiscal Period to the present. Enter the desired Fiscal Period or press the lookup button to select the Fiscal Period from a list.
Print Income Summary (button)
See Job Costing Summary Reports: Cost Billings vs. Income
Print Cost Summary (button)
See Job Costing Summary Reports: Costs by Cost Type
This is the General Ledger Trial Balance. All accounts and balances in the General Ledger are listed. Press the Trial Balance tab and the following screen comes into view. The system will display the Prior Balance Totals as well as the Ending Balances for the chosen Fiscal Period. It will list the debit and credit transactions.
Fiscal Period
The fiscal period chosen at the beginning of this program will be automatically entered in this field. If a different fiscal period is desired, enter the fiscal period or use the arrow keys to select the period.
View Transactions (button)
View detail by Account (button)
see View General Ledger Detail by Account
Press the View Transactions button and the following screen will come into view. This lists all the transactions for the selected fiscal period.
The transaction list can be sorted by Journal ID or by Record Number.
View Highlighted Transaction (button)
see View Highlighted Transaction
G/L Summary (button)
This button will display the General Ledger Summary window that shows the highlighted transaction in context, meaning it will show all the debits and credits from the original posting.
Search for Rec#
Enter any desired record number in this field to conduct a search in all the records numbers.
Print GL Transaction Report (button)
Press the Print GL Transaction Report button and the following screen will come into view.
Press the Print button to print the report or press the View Limits button to change the report limits. For more information, see GL Posted Transaction Listing.
Out of Balance Transaction (button)
The system looks through the transactions for each posting. The credits and debits for the posting are examined. Any postings where the credits and debits do not equal zero are listed in a message window.
If out of balance postings are found, the system will display a listing of the out of balance postings.
This button closes this program and returns to the main screen.
View General Ledger Detail by Account
Pressing the View Detail by Account button under the Trial Balance tab will cause the following screen to come into view. This screen lists all the transactions for one account, for one fiscal period, and the Beginning and Ending Balances for this account.
Fiscal Period
This field will be automatically filled in by the system. Enter the desired Fiscal Period or use the arrows to select the Fiscal Period.
General Ledger Account
This field will be automatically filled in by the system. To change the General Ledger account number, enter the account number or press the lookup button and the General Ledger Accounts screen will come into view. Highlight the desired account and press the Select button.
View Transaction
To view one transaction at a time, press the View Transaction button.
Print Detail by Account
Press the Print Detail by Account button and the following screen will come into view.
Press the Print button to print the report or press the View Limits button to change the report limits. This option prints a detailed list of the suspect transactions. For more information, see Transaction Detail by Account Listing
Pressing the View Transaction button will cause the following screen to come into view. This screen shows one transaction at a time. All information regarding the transaction is listed.
The General Information about this transaction is listed under this heading. It is for information only. None of the fields can be changed from this screen.
View Posting Reports (button) 
Clicking this button will open a PDF reader containing the Posting Reports from the original Transaction Posting (if available).
The Subsidiary Information about this transaction is listed under this heading.
Subsidiary ID
The radio button selected is the type of Detail associated with this transaction. The Actual Detail is displayed below. For example: in the screen above, Job is selected for the Subsidiary ID and underneath the field, all the detail information is listed. This is the only field in this section that can be changed. Select the Subsidiary ID by checking the desired radio button.
The Check number and the status of the check is displayed. In this field, the status of the check is changeable by checking the desired radio button. If there is a pdf version of this check stored, a pdf icon will appear in this section. Click the pdf icon to view a copy of the check.
The Tax amount is displayed. In addition, whether or not the invoice has been paid is shown. The Vendor ID, Customer ID or Employee ID is displayed. The Invoice number of the transaction is shown if applicable. If an invoice number is listed, click on the number and the invoice record will come into view.
Checking Transactions
If the transaction was posted to a checking account, the screen will include an additional section at the bottom.
The Check number and the status of the check is displayed. In this field, the status of the check is changeable by checking the desired radio button. If there is a pdf version of this check stored, a pdf icon will appear in this section. Click the pdf icon to view a copy of the check or voucher.
AR Inv. Rec #
See Viewing an Accounts Receivable Invoice.
AP Inv. Rec #
See Viewing an Accounts Payable Invoice.
Viewing an Accounts Receivable Invoice
In View Transaction, if the AR Inv. Rec # is clicked once, this screen will come into view. It will not come into view if there are no Accounts Receivable invoices associated with this transaction. This screen is for information and to reprint the Invoice if desired. Press the Close button to return to the previous screen.
Reprint Invoice (button)
This button will print the Invoice for this transaction.
Viewing an Accounts Payable Invoice
In View Transaction, if the AP Inv. Rec # is clicked once, this screen will come into view. It will not come into view if there is no Accounts Payable invoice associated with this transaction. This screen is for information only. Press the Close button to return to the previous screen.
