General Ledger > Database

There are four database functions available for use with General Ledger: Chart of Accounts, Recurring Journals, System Journals, and Detail Mapping. For an overview that explains the concepts behind the ledger, please see the topic General Ledger Overview.

Chart of Accounts

The Chart of Accounts database is used for adding and modifying accounts and also establishes the hierarchy (order) that accounts will appear on financial statements. Account numbering determines order. Different types of accounts (assets, liabilities, expenses, etc.) are each assigned to a particular numeric range. The chart of accounts must be established before system journal mapping can be done. Normally, the chart of accounts is planned before entry either by or with the assistance of your company's accountant.

Recurring Journals

Recurring journals are user defined templates that can optionally be used for any journal entries your company makes on a regular basis which are not system generated. For the purposes of the software, a "journal" is a group of account entries for the same cycle and fiscal year that balance (debits = credits) and are processed together. Journals can be created automatically on a daily basis, these are known as system journals. Other journals are manual and recurring. Manual journals are typically entries that don't repeat on a regular basis and are entered by hand.

System Journals

System journals are created on a daily basis by the End of Day process. These journals are created for the transactions processed through each application and are broken down into categories (point of sale, inventory, etc.). Each system journal must be mapped to accounts that have been added to your chart of accounts. Typically, this would be done prior to your company's live date in preparation for using the General Ledger application.

Detail Mapping

Detail Mapping is available to provide an additional break down for some of the accounts mapped in System Journals. If it exists, detail mapping in used in place of the standard mapping found in system journals. An example of detailed mapping is inventory purchases. A company can define specific purchase accounts for each product group in their inventory file and use this area to map each product group to a specific purchase account in the general ledger. When a purchase account exists in the system journal, the detailed mapping will be used in it's place if the inventory group in question has mapping set up for it.

Special Topics

This section provides additional topics related to General Ledger that may be useful to you. These topics include:

Overview of General Ledger

General Ledger Reports