SQL Accounting Guide: General Ledger

In the world of accounting, the General Ledger stands as a crucial player in keeping track of a company’s financial history. It acts as a detailed archive of all financial transactions, giving us a closer look at the overall financial well-being of the company. In this guide, we’ll take a deep dive into the gradual steps of establishing a General Ledger using SQL Account Software.

general ledger

Maintain Account

The Maintain Account feature is like your go-to manager for all things financial. It lets you handle and organise all the General Ledger (GL) Accounts—things like Fixed Assets, Expenses, and more. It’s your one-stop shop for keeping your financial records in check. 

But here’s the deal: it doesn’t deal with the nitty-gritty details of individual Debtor and Creditor Accounts. So, think of it as your trusty sidekick for managing most of your financial accounts, minus a few specific ones.

manage account

  1. Create, Edit, and Delete Accounts:

You’re in control! Feel free to create a new account, tweak existing ones, or bid farewell to those you don’t need anymore. Just a heads up, you can’t delete an account if it still has transactions hanging around.

  1. GL Code and Description:

Give your account an identity! Enter a GL Code for some technical flair and a Description that speaks to what the account is all about.

  1. Special Account Types:

Let’s get specific! Check the Special Account Type if your account falls under the cool categories like Bank, Cash, Customer Control (used in Maintain Customer), or Stock Account. This helps keep things organised and makes sure your accounts are doing exactly what you need them to do.

Cash Book Entry

In the financial world, a Cash Book Entry is like a diary for your cash transactions including receipts, payment vouchers. It’s where you record all the ins and outs of actual cash movements within your business. Whether it’s money coming in from sales or going out for expenses, the Cash Book Entry keeps a detailed log.

Receipt Voucher

receipt voucher

  1. Enter the Source:

Start by filling in the “Received From” field with a brief description. This could be the name of the person or entity from whom you received the payment.

  1. Choose the Destination Account:

In the “Received In” field, select the account to which the payment was made. This is the GL account that will be debited as part of the transaction.

  1. Account for Bank Charges: 

If there are any bank charges associated with the transaction, enter the amount in the Bank Charges field. The system will automatically handle the double-entry posting for you.

  1. Specify GL Code: 

Select the GL Code, which represents the GL account to be credited. Fill in any additional details available, such as a description and the amount. Make sure you’ve provided all the necessary information in the fields, including a description of the transaction and the corresponding amount.

  1. Save Your Entry:

Once you’ve filled in all the details, click on “Save” to complete the Receipt Voucher entry.

Payment Voucher

payment voucher

  1. Recipient Details:

Start by entering a description in the “Pay To” field. This should indicate the entity or person to whom the payment is being made.

  1. Payment Source:

In the “Payment By” field, choose the account from which the payment is made. This is the GL account that will be credited as part of the transaction.

  1. Bank Charges Handling:

If there are any associated bank charges for the transaction, input the amount in the Bank Charges field. The system will take care of the double-entry posting automatically.

  1. Specify GL Code:

Select the GL Code, representing the GL account to be debited. Fill in additional fields such as a description and the payment amount. Ensure that all required fields, including a detailed description of the transaction and the corresponding amount, are accurately filled out.

  1. Save Your Entry:

Once all details are entered, click on “Save” to finalize and save the Payment Voucher entry.

Journal Entry

In the financial world, a Journal Entry is like the behind-the-scenes maestro of accounting. It’s the mechanism by which financial transactions are first recorded in the accounting system. 

Here’s a breakdown of how it works:

journal entry

  1. Journal Description:

Begin by providing a meaningful description of the journal entry in the dedicated Description field. This description should succinctly capture the essence of the financial transaction.

  1. Select G/L Code:

Choose the General Ledger (G/L) Code relevant to the transaction. Enter additional details such as a description and the specific amount associated with this entry. Complete all available fields, ensuring that essential information like the description and amount is accurately filled in.

  1. Balance Check:

Here’s where precision matters. The system will only allow you to save the Journal Entry when the total Debit (DR) amount equals the Credit (CR) amount. This balance check ensures the integrity of your financial records.

Opening Balance

In accounting, the Opening Balance is the initial amount of funds in an account at the beginning of a specified accounting period, such as a fiscal year. It serves as the starting point for financial transactions and is crucial for maintaining accurate and organised financial records. 

opening balance

Here’s a closer look at how it works:

  1. Select the Project:

If you’ve acquired the Project Module, start by choosing the relevant project. This step ensures that the opening balance aligns with the specific project’s financial context.

  1. Highlight and Edit the Account:

Navigate to the desired account, for instance, “Accumulated Depreciation – Motor Vehicle.” Highlight the account and click on the “Edit” option. This step allows you to make adjustments to the account details.

  1. Balance Verification:

Before finalising, ensure that the total amount remains balanced. This means confirming that the total Debit (DR) amount equals the total Credit (CR) amount. Balancing is crucial for the accuracy and integrity of your financial records.

Bank Reconciliation

Bank Reconciliation is a crucial process that empowers users to compare and reconcile their system records with the actual transactions reflected in their bank statements. This financial tool serves as a powerful means to ensure accuracy and transparency in the financial records of a business or individual.

bank reconciliation

  1. Setup Information:

Begin by entering the relevant details. Input the Bank Statement Date to specify the date of the bank statement you’re reconciling. Select the Bank Account you’re working with and set the Display Period, defining the range of dates to be displayed in the grid.

  1. Display Preferences:

Choose whether to show unreconciled transactions only by ticking the “Show Unticked Transactions” option. This option helps streamline the reconciliation process by focusing on transactions that haven’t been matched yet.

  1. Bank Statement Closing:

Enter the Bank Statement Closing field. The Out of Balance field serves as a guide, highlighting the difference between the System-calculated amount and the Actual amount stated in the Bank Statement. If the Out of Balance field Amount is zero, it signifies that the System reconciled amount matches the Bank Statement amount.

  1. Reconciliation:

Now, it’s time to reconcile! Tick the transactions that align with the entries on your Bank Statement. This step involves comparing each transaction recorded in your system with the corresponding entries in the Bank Statement and marking them as reconciled.

To Enter Opening Bank Reconciliation

To enter the Opening Bank Reconciliation, follow these steps:

  1. Right-Click Action:

Begin by right-clicking anywhere outside the grid, and a popup menu will appear. This action triggers additional options for you to choose from.

right click action

  1. Select “Opening Bank Reconciliation”:

After right-clicking outside the grid, locate and choose the option labelled “Opening Bank Reconciliation” from the popup menu. Within the “Opening Bank Reconciliation” section, click on the “New” button. This step initiates the creation of a new entry for the opening reconciliation. You may be prompted to input relevant details or set parameters for the opening reconciliation entry.

opening bank reconciliation

  1. Select the Bank Account and Enter Details:

Within the opening bank reconciliation interface, choose the specific bank account for which you are conducting the reconciliation. This is a crucial step to ensure that the reconciliation is accurate for the selected account. After selecting the bank account, proceed to enter the necessary details in the available fields. These details may include the opening balance, relevant dates, or any other required information.

  1. Click Save:

Once you have entered the relevant details for the opening bank reconciliation, click on the “Save” button. This action finalises and saves the entered information, officially recording the opening bank reconciliation entry for the selected bank account.

Maintain Stock Value

Maintaining stock value is a critical aspect of effective inventory management in the business world. It involves systematically recording and managing the value of the goods or products a company holds in its inventory. Here are key steps to maintaining stock value:

maintain stock value

  1. System Preselection:

The system automatically preselects the Profit & Loss Opening Stock Account, Profit & Loss Closing Stock Account, and the Balance Sheet Stock Account. These accounts are integral to tracking the opening and closing stock values, ensuring accurate financial reporting.

  1. Year Selection:

Choose the relevant accounting year for which you are maintaining the stock value. This step ensures that the stock value is accurately recorded within the specified time frame, aligning with the company’s financial reporting period.

  1. Closing Stock Value Entry:

Enter the closing stock value for the designated period in the Closing Stock Value field. This amount represents the valuation of the remaining stock at the end of the chosen accounting period. Precise input is crucial for maintaining accurate financial records.

  1. Project Selection (Optional):

If your business utilises the Project Module, you have the option to select a specific project. This field becomes visible upon purchasing the Project Module. Associating stock values with projects allows for more granular tracking and reporting, especially in scenarios where stock management is project-specific.

Maintain Budget

Maintaining a budget is a fundamental aspect of financial management for individuals, businesses, and organisations alike. A budget serves as a roadmap for allocating resources, controlling spending, and achieving financial goals. Here are key elements how to maintaining a budget:

maintain budget

  1. Year Selection and Editing:

Start by selecting the relevant financial year and clicking on the “Edit” option. This action allows you to make adjustments to the budget for the specified period.

  1. Project Selection (Optional):

If your system includes the Project Module, you have the option to select a specific project. The visibility of this field is contingent upon purchasing the Project Module. Associating the budget with a project provides a more detailed breakdown and analysis, especially beneficial for project-specific financial planning.

  1. Monthly Budget Entries:

Navigate to the Monthly tab, where you can enter budgeted amounts for specific periods and accounts. Input the amount for each period, keeping in mind that positive figures typically represent credit (CR) balances, while negative figures indicate debit (DR) balances. This step allows for granular control over monthly budget allocations.

  1. Summary for Larger Periods:

Recognize that while you may enter figures on a monthly basis, summaries for larger periods (Quarter, Half Year, or Full Year) are generated automatically. The system compiles the monthly data to provide a comprehensive overview of the budget for these extended time frames.

Conclusion

In wrapping things up, diving into the world of SQL for General Ledger tasks proves to be a game-changer in the realm of financial accounting. SQL technology brings a ton of flexibility and power to the table, making it a go-to choice for businesses looking to amp up their financial game. A-Plus, as your SQL accounting software provider, takes the spotlight by delivering a solution that’s not just robust but also tailored to the needs of today’s businesses.

Why does SQL shine in the General Ledger scene?

It’s like having a super-organized assistant for your financial data. The language’s knack for handling data retrieval and storage ensures that your financial reports are not just accurate but also easily accessible. And that’s a game-changer when you’re making big decisions.

A-Plus Computer Centre stands tall in this landscape, offering SQL-based accounting software that doesn’t just crunch numbers but does so with finesse. Their software is not just a data wizard; it’s designed with users in mind. 

Whether you’re a small startup or a big corporation, A-Plus makes sure that navigating through your financial data is a breeze. And the fact that it plays so well with SQL technology just adds to the efficiency.

So, why bother with SQL for General Ledger tasks, especially with A-Plus in the picture? 

The answer lies in the dynamic duo they create. SQL ensures that your data is managed with precision, while A-Plus ensures that the entire process is user-friendly and tailored to your needs.