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The General Ledger is an expanded version of the Manufacturing Ledger that includes all of its transactions (which already includes Accounts Receivable transactions) plus those derived from the Accounts Payable and Bank Reconciliation modules.

GL Architecture The GL account code structure is user-defined and can consist of up to six segments (for breakdowns such as ‘enterprise’, ‘division’, ‘cost center’, ‘department’, ‘sub-account’, etc.) and up to 40-characters (including hyphens). Each GL account is assigned to a ‘type’ (asset, liability, etc.), a ‘class’ (such as current assets), and a ‘group’ (such as cash on hand).

General Ledger data is stored in the GL transactions file. There are no parallel ‘bucket’ or summary files maintained. Financial periods are user-defined. Within the fiscal year you can set up monthly periods, 13 periods, 4-4-5 week periods, or any other scheme or structure you wish. Financial statements are generated from the transactions file and use the accounting periods table to allocate numbers to their proper periods.

Current and Retained Earnings During the year, whenever you run a balance sheet, your current earnings for the year are calculated and displayed on the balance sheet in your Current Earnings GL account. No entries are actually posted to Current Earnings.

At some point in the new fiscal year after you’ve made any final adjusting entries to your prior year, you will run a year-end procedure that zeroes out your new year balances for income and expense accounts and posts an entry to your Retained Earnings account.

If for any reason you need to make additional entries to the prior year after you’ve run the year-end procedure, you can always undo the year-end procedure, make your adjusting entries, and run it again.

GL Mapping Table All system transactions made outside the General Ledger do not get assigned a GL account code until they are batch posted to the General Ledger. At that time, each transaction is compared against the ‘GL mapping table’ to determine which GL accounts and amounts are posted and updated.

This ‘clip-on’ or ‘back-end’ GL architecture is what enables the core DBA manufacturing system to be implemented and used without any mandatory GL setup at all. Only when the time comes to implement the Manufacturing Ledger do you then need to set up your chart of accounts and GL mapping.

Account Assignments or Mapping Setup Options You can use the Account Assignments screen to populate the GL mapping table for you or you can map the GL directly using the Transaction Mapping screen. For most companies, the Account Assignments screen provides all the setup needed. For advanced GL setup requirements, the Account Assignments screen can be used to make the initial settings, then it can be turned off and the Transaction Mapping screen used from that point onward.

Other Applications

The following applications are designed to work hand-in-hand with General Ledger:

"General Ledger" is part of the DBA Manufacturing Next-Generation line of products, developed by DBA Software.