Linking, Journalizing, and Posting to BS&A GL/Budgeting (Pervasive)

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Linking, Journalizing, and Posting to BS&A GL/Budgeting (Pervasive) Questions? Call us at (855) 272-7638 and ask for the appropriate support department. Questions for our I.T.

Understanding Your NetCommon Directory During this setup you will need to know the location of your Equalizer General Ledger System s Netcommon directory.

1 Linking, Journalizing, and Posting to BS&A GL/Budgeting (Pervasive) Questions? Call us at (855) and ask for the appropriate support department. Questions for our I.T. department may be submitted by phone (same number), or by ing Understanding Your NetCommon Directory During this setup you will need to know the location of your Equalizer General Ledger System s Netcommon directory. If on a network, this is the path to the network location of your GL System s database. If on a stand-alone machine, this is the path to the GL System s Program directory, in which your database is stored. 1. Open your Equalizer General Ledger System. 2. Open the Help menu and select System Status. 3. If you are working on just one computer (stand-alone), the Network Location path displays N/A. The Program Location C:\EQGL is considered the Netcommon directory. 4. If you are working on a network, your Network Location path resembles the picture on the right (your drive letter and path may differ). 5. Write down the appropriate path. If stand alone, this will most likely be C:\EQGL. If on a network, this is the path appearing in the Network Location field of your System Status window. 6. Open your Tax System (you can close the General Ledger System or leave it open). b s a s o f t w a r e. c o m

Set Up the Link to General Ledger 1. Click General Setup on the Navigation Tree. 2.

Click the Interface with Equalizer General Ledger System field to turn it on -. 5.

Press your [Enter] key to clear this prompt. 7. Locate the path to your General Ledger program. 8.

2 Set Up the Link to General Ledger 1. Click General Setup on the Navigation Tree. 2. Click the General Ledger Interface Options button. 3. Click the Set up Equalizer General Ledger Interface button. 4. Click the Interface with Equalizer General Ledger System field to turn it on Click the button to locate the file necessary for linking to the General Ledger System. You are prompted: 6. Press your [Enter] key to clear this prompt. 7. Locate the path to your General Ledger program. 8. Double-click the EQFA.INI file (if you don t see the EQFA.INI file, call BS&A Software before proceeding). You will return to the Fund Accounting Accessory Program Location Setup window. b s a s o f t w a r e. c o m P a g e 2

9. The paths to your General Ledger System NetCommon directory and database will fill out, along with any other Equalizer Fund Accounting programs that are currently linked to the Equalizer General

3 9. The paths to your General Ledger System NetCommon directory and database will fill out, along with any other Equalizer Fund Accounting programs that are currently linked to the Equalizer General Ledger System. 10. Click the Set to Current DB button to set the currently opened Tax program database as the database to be used in conjunction with your linked programs. 11. The GL Mask field is set up with the mask used by our Equalizer programs by default and should not be changed under any circumstances. 12. Click the Close button to return to the General Ledger Interface Options window. 13. Open the Property Types to Include field and make your selection. 14. Click the Close button to return to the General Setup window. 15. Exit the program to make the link take effect. b s a s o f t w a r e. c o m P a g e 3

Set Up Your General Ledger Numbers 1. Open your Tax System. 2. Click Taxes Setup on the Navigation Tree. 3. Click the G Ledger Entries for Accntng Interface button to receive the following choices: 4.

Select Advalorem Taxing Authority General Ledger Entries. 6.

4 Set Up Your General Ledger Numbers 1. Open your Tax System. 2. Click Taxes Setup on the Navigation Tree. 3. Click the G Ledger Entries for Accntng Interface button to receive the following choices: 4. The Advalorem, Special Assessment, and Other options open up to similar windows, allowing you to enter the appropriate debit and credit numbers for the data described by the window. 5. Select Advalorem Taxing Authority General Ledger Entries. 6. You can either type the appropriate account number into the Debit and Credit fields provided (the program automatically formats the field), or click the button to bring up the chart of accounts from the Equalizer General Ledger System. 7. You will need to do this for each taxing authority within each Billing Type/School District/Season combination (click the Page Up/Down buttons or the Search button to bring up your tax records). For each taxing authority, click the Interest GLs button to enter the interest debit and credit numbers for that taxing authority. 8. Clicking the Tools button brings up useful tools to speed up the entry of your debit and credit account numbers. 9. Repeat these steps for your Special Assessment General Ledger Entries, Other General Ledger Entries, and Liability Account Entries. Take advantage of the Tools button provided in each setup window to copy and paste GL numbers, greatly speeding up your data entry. b s a s o f t w a r e. c o m P a g e 4

Journalize 1. Click Receipt Summary List on the Navigation Tree. 2. Click the Index button and select Posting Date/Time. 3. Open the Tasks menu and select Journalize Tax Receipts. 4.

Click the Ok button to continue. 7. A proof report (trial run) is available for you to verify the correct information is being journalized before it actually is. 8.

5 Journalize 1. Click Receipt Summary List on the Navigation Tree. 2. Click the Index button and select Posting Date/Time. 3. Open the Tasks menu and select Journalize Tax Receipts. 4. When prompted to select the population of receipts, select Range (Using Current Index). 5. Enter the range of posting dates (typically all receipts taken in that day). 6. Click the Ok button to continue. 7. A proof report (trial run) is available for you to verify the correct information is being journalized before it actually is. 8. WE RECOMMEND YOU ALWAYS PRINT THE TRIAL RUN REPORT BEFORE ACTUALLY JOURNALIZING YOUR RECEIPTS. 9. The Trial Run or Live field defaults to the Trial Run setting. Click the Ok button to continue and answer Yes to the prompt that appears. 10. When the second prompt appears, press your [Enter] key to clear it. This same report is available after the receipts have been journalized. 11. The Destination field defaults to Print to Window; leave it this way or change it to Print to Printer. 12. The Printer Settings and Margin/Font Select buttons reflect your setting; you may change them here if necessary. 13. Click the Run Report button. b s a s o f t w a r e. c o m P a g e 5

6 14. The Trial Run Receipt Journal report appears. Take a look at the report and verify that the entries to be journalized are correct. 15. Press your [Esc] key to return to the Journalize Options window. 16. Change the Trial Run or Live field to Live Run. 17. Click the Ok button and follow the prompts as you did for the Trial Run. 18. Your receipts are now journalized and are ready to be posted. b s a s o f t w a r e. c o m P a g e 6

Post 1. Open the Tasks menu and select Post Tax Receipting Journal to Equalizer General Ledger. 2. Select either Post All Unposted Journal Entries or Post Journal Entries by Journalized Posting Date.

7 Post 1. Open the Tasks menu and select Post Tax Receipting Journal to Equalizer General Ledger. 2. Select either Post All Unposted Journal Entries or Post Journal Entries by Journalized Posting Date. The program will run a scan to find all unposted journal entries (or those within a date range if you have chosen that method instead). 3. Click the Ok button and answer Yes when prompted. 4. When the second prompt appears, press your [Enter] key to clear it. Your receipts are now posted. b s a s o f t w a r e. c o m P a g e 7

User's Guide. Alpha Five Accounting. Accounting Made Easy. Version 3.0. Copyright BetaSoft LLC - All Rights Reserved

User's Guide. Alpha Five Accounting. Accounting Made Easy. Version 3.0. Copyright BetaSoft LLC - All Rights Reserved User's Guide Alpha Five Accounting Copyright 1995-2002 BetaSoft LLC - All Rights Reserved Accounting Made Easy Version 3.0 Alpha Five is a trademark of Alpha Software Corp. i ii Table of Contents INTRODUCTION...1