Total Legal Accounting 3
SECTION 6.3.2 - GENERAL LEDGER PAYMENTS
USAGE: To enter cash payment transactions. This is the normal method of entering payments when using the General Ledger in stand-alone mode. In integrated-mode, it is still necessary to enter certain receipts directly into the General Ledger, which do not relate to a Client, eg. rental, overseas commissions, etc.
DISCUSSION: When you start the PAYMENTS program, the computer will initially ask:
ENTER PERIOD [_7] JANUARY 2003
Payments can only be entered one accounting period at a time. Otherwise period based reports would not balance. By default, the current period is offered, however you may change the period to any number from 1 to 15.
Enter the period number that pertains to the entries you wish to make and press <Enter>.
Next you must enter the General Bank Account you wish to post to:
POST TO BANK ACCOUNT 
The bank account shown is the last 4 digits of the bank account number of your default bank (as defined in General Ledger Maintenance (see SECTION 6 and SECTION 6.5.2). This is the number on your chequebook, not the actual General Ledger account number. T.L.A. will find the General Ledger account for you. You can initiate a search using <F9>.
The screen will now change and ask for the payment lines. The period you are working in is displayed near the top-left-hand-corner of the screen. Also, the total value of the payment (DB) you are creating is displayed near the top-right-hand corner of the screen. This is a useful reference when you are entering a dissected payment.
If you have enabled multi-banks, the actual General Ledger account number of the bank you are posting to, will be displayed between the PERIOD and BALANCE in the ribbon line of the above screen.
There are several fields you will need to enter for each line:
DATE This is the transaction date. It must be within the accounting period you have defined, above. By default, T.L.A. will offer today’s date or the last date you used. You can use <F1> to specifically enter today’s date. The date may only be entered once for each payment.
CHEQUE NUMBER This is the cheque number you are paying on. If this is inappropriate, use 999999 as the cheque number. By default, T.L.A. will offer you one greater than the last number you entered. The cheque number may only be entered once for each payment.
ACCOUNT This is the General Ledger account you wish to post to. It may be any valid existing account, however, usually payments are posted to expense or asset accounts. If you do not remember the account code, <F9> is available for searching the General Ledger master-file. After choosing an account, T.L.A. will also display the Expected Sign and Current Value of the account, as a reference. This value is read once and is not updated until you post your transactions. If you are entering a dissected payment, <F1> is available to repeat the account number. This can save time if you are entering a series of dissections that post to the same account but with different descriptions and amounts.
DETAILS Here you enter the details of the payment. If you are entering a dissected payment you may enter the details of each dissection separately. This field must not be left blank. If you are entering a dissected payment, <F1> is available to repeat the description from the previous line. This can save time if you are entering a series of dissections that have similar descriptions.
VALUE Here you enter the value of the line. The value must not be zero, but can be negative although this is not recommended.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line of a dissected transaction, you may press <F5> (at the ACCOUNT field) to enter the REVIEW function. This function allows you to view your entries, and if necessary change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PageUp>, <PageDn>, <Home> and <End>. If there is a particularly large number of lines, you can also use <F9> to go to a specific line number. To modify a line, make sure it is displayed in full in the bottom window and press <F3>. You can then re-enter any of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To finally update your transaction, press <F10>. If you have enabled the printing of cheques, you will then be asked to enter the payee name and address details. If you enter a cheque number of 999999, no cheque will be printed. This is a sundry number for such things as bank charges, etc.
Files updated by the General Ledger Payment program:
General Ledger master-file: Each account balance is updated in the chosen period with the value of each dissection. The bank is updated with the total of transaction.
General Ledger transaction-file: A transaction is posted for each transaction line and for the total value of the transaction.
Bank Reconciliation file: An entry is made into this file for the value of the payment.