Support ›› Manual ›› Accounts Management ›› Operations ›› Batch Procedures ›› Batch Origination ››
General Ledger
This module is used to transfer money from one customer account to another customer's account, do general ledger transactions : debit one ledger and credit another.
It can also be used to repay loans either from a ledger account or from savings account.
To access this window, click :Accounts Management -> Navigate - > Operations - > Batch Origination - > General Ledger
The following screen will open up:
General Ledger Batch Origination Fig 1.
The available entries will be displayed on the screen.
Creating A General Ledger Batch:
Click on create button to open the following screen.
General Ledger Batch Origination Fig 2.
On the above screen :
Branch - This(initiating branch) will be automatically populated to the field.
Posting Period - Is auto-populated with the current open financial year. Click on the look icon to select the correct posting period/ financial year.
Total Value - Type in the total amount that is to be involved in the transaction.
Remarks - Type in appropriate remarks with regards to the transaction being carried out.
Ledger Details (Debit Section) :
Debit G/L Account
General Ledger Batch Origination Fig 3.
From the above screen:
Type - Select the type of account to be debited, either G/L or Customer Account.
G/L Account - Click on the lookup icon to open the G/L Account lookup dialog box:
General Ledger Batch Origination Fig 4.
Select the appropriate account to be debited from the list.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box:
General Ledger Batch Origination Fig 5.
NOTE: If the selected account is a customer account, the lookup will be tied to customer accounts.
Debit Customer Account
General Ledger Batch Origination Fig 6.
From the above screen:
Type - Select the type of account to be debited, either G/L or Customer Account.
Customer - Select the customer by clicking on the lookup icon and selecting the correct customer from the dialog box.
General Ledger Batch Origination Fig 7.
Product Name - Click on the lookup icon to select the destination account the dialog box
General Ledger Batch Origination Fig 8.
Full Account Number - Is auto-populated once a product name is picked.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box.
Ledger Details (Credit Section) :
General Ledger Batch Origination Fig 9.
From the above screen:
Type - Select the type of account to be credited, either G/L or Customer Account.
G/L Account - Click on the lookup icon to open the G/L Account lookup dialog box:
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box.
Type - Credit Customer Account
General Ledger Batch Origination Fig 10.
From the above screen:
Customer - Select the customer by clicking on the lookup icon and selecting the correct customer from the dialog box.
Product Name - Click on the lookup icon to select the destination account the dialog box
Full Account Number - Is auto-populated once a product name is picked.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box.
NOTE: The Product to be selected is tied to the customer selected in the preceding Customer section.
General Ledger Batch Origination Fig 11
.
Branch - Is auto-populated with name of the initiating branch. Click on the branch lookup icon and select the branch to which the customer belongs from the dialog box :
General Ledger Batch Origination Fig 12.
Amount - Type in the amount to be apportioned to the customer / gl account.
Value Date - Select the correct value date from the calendar.
Primary Description - Type in a primary description of the transaction into the system.
Secondary Description - Type in a secondary description of the transaction into the system.
Reference - Type in a brief reference concerning the transaction into this field.
Click on the add button to add the entry to the Ledger Entries Pane just below:
General Ledger Batch Origination Fig 13.
Select an invalid entry then click on the remove button to effect its removal from the ledger entries pane.
Ensure the shortage amount is zero before proceeding to create the batch.
Click on the create button to save the entries into the system.
On successful completion you will get a pop up message confirming that the operation was successful.
After creating the batch return to the Create window and identify the batch created:
General Ledger Batch Origination Fig 14.
Click on the Edit button
to open the Inter Account Transfer Batch Entry window:
General Ledger Batch Origination Fig 15.
to import data for processing, click on the Import button to open the popup below:
General Ledger Batch Origination Fig 16.
Click on Show Advanced to see the format needed for the file to be processed:
General Ledger Batch Origination Fig 17.
Click on Ok to navigate to the PC's folder containing the document to be imported.
General Ledger Batch Origination Fig 18.
The successful entries will show on the Ledger Entries tab while those that have discrepancies will show under the Mismatched Import Entries :
General Ledger Batch Origination Fig 19.
Click on the Export button to save the mismatched entries into a .CSV document.
Correct the mismatches and re-import the entries,.
Click the Update button after checking all the details and making adjustments where necessary.
The following prompt will pop up:
General Ledger Batch Origination Fig 20.
Accept or reject accordingly. (This is applicable for verification bypassing)
On successful completion you will get a pop up message confirming that the operation was successful.
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