General Ledger Merge Questions and Answers

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General Ledger Merge Questions and Answers

When using the GL Merge routine, we are taking the data that is captured at the End of Day (Closeout) routine, and compiling it into several GL transactions. One transaction might include an entry for Sales, Sales Tax, Cash and Credit card receipts. Another entry would involve recognizing the payments that were received on account (this is usually a debit to A/R) and Charges to Account (a credit to A/R).

Frequently asked Questions -

Q. Can I send my A/R detail (by customer) to my G/L ?

A. No. You need to keep your A/R detail at the front counter (in this program) so that customers who are exceeding their Account Limit can be flagged immediately. This is a "front counter" package - Accounting software is more of a "back office" package.

Q. Can I send my Sales by Department detail to the G/L?

A. There is no need, because the reports on the sales detail are done through this program. See the Reports section.

Q. When I try to import my data, I get a message from the G/L package that my transaction does not balance. Why?

A. Most likely - if this is a new setup - is that the entries being created do not balance. There may be a debit, without the appropriate credit. If this is an existing system, where posting has been done before, it may be due to the End of Day data having been edited, or a system crash during the day. Most accounting packages allow you to edit the transaction as you receive it. If necessary, you can use the Edit End of Day option. See Miscellaneous Menu.

Q. My accounting package is listed, but the merge does not work?

A. Your accounting software manufacturer may have upgraded the version and changed the Import routine. While we try to keep current with these, manufacturers do not always provide us with notice about such changes. If this is the case, please fax us a copy of the latest merge notes from the accounting software manufacturer.

Q. My accounting package is not listed, what do I do?

A. We try to maintain exports for the best selling accounting packages. You can contact us to ask if we do intend to write a merge for that package. Also, you can use the standard export to create a text file and then see if your accounting package will be able to import it. The format is as follows: Trans #, MM/DD/YY , Account name , Acct # , debit $, credit $ Note that NOT both debit and credit amounts are filled in, only one of them will be.

MB0421 1 , 4/21/97 , Sales , 41100 , , 12922.90

MB0421 1 , 4/21/97 , Sales tax , 25000 , , 0

MB0421 1 , 4/21/97 , Cost of goods-INV , 12200 , ,974.82

MB0421 1 , 4/21/97 , Mdse Received-INV , 12200 , 754.99

etc. Note that the 12200 account has two entries - one is for the COGS for that day, the other is for merchandise that was RECEIVED into the system that day. The 12200 account in this case is the Inventory account. Similarly, the Accounts Receivable account will get two entries!!!!

If you utilize a chart of accounts that is similar to the one provided by the accounting software company, this should be simple to set up.

NOTE: Some sample posting files are located on the CD ROM in the Utils\Postings subdirectory. Copy the file to the AUTODATA subdirectory and rename it to Postings.dbf

See Also:

GL Merge into Quickbooks