General Ledger Overview

The General Ledger Module encompasses several main programs within TruckMate. Below is a brief explanation of what the functions of each of these programs are:

The General Ledger Chart of Accounts program is to create General Ledger accounts. You can also view account activity and configure account budgets. Accounting Periods and currency exchange rates are also entered in the GL Chart of Accounts program. The GL Chart of Accounts program is also used to view summary account information by period and account. This information consists of postings made by the GL Journal Entries Register program, which updates entries from the GL Journal Entries program to the GL Chart of Accounts program.

The GL Distribution Setup program is used to configure general ledger posting references. The accounts specified on the Billing tab are used by the Customer Service and Quick Bill Entry programs to create GL postings for each bill. Postings can be viewed on the GL tab in the Customer Service program. The TruckMate Accounting tab must be set up if the TruckMate General Ledger module is being used. The Third Party tab must be set up if a third-party accounting package, such as TruckMate Legacy or Great Plains, is being used. Postings for third party accounting packages are created on the 3rd GL tab in the Customer Service program. The Quick Bill Entry program generates the same GL postings as the Customer Service program. However, the postings can only be viewed from within the Customer Service program. The Accounts Payable tab refers only to TruckMate accounting; there is no export of Accounts Payable data to third party packages. The Foreign Exchange account specified on the Accounts Payable tab of the GL Distribution Setup program is used by the A/P Invoice Entry program to automatically post foreign exchange amounts. For example, an invoice for $100.00 received from a US vendor might convert to $130.00 in Canadian funds, depending on the currency rate specified in the GL Chart of Accounts program. The Foreign Exchange account specified will determine which account is credited with the $30.00 exchange amount when the invoice is posted (the expense account selected would be debited $130.00, while the US control account is credited $100.00).

The GL Financial Statements program is used to configure general ledger accounts for printing Crystal Report format financial statements. For example, you can group accounts for summary purposes and configure print defaults such as preceding blank lines and underlines. This report formatting is used in conjunction with Crystal Report financial report templates. We include three financial reports designed for use with this program:

However, you can select any ".rpt" format file. General ledger accounts are configured in the GL Chart of Accounts program.

The General Ledger Journal Entries program is used to make manual journal entries and Period End Currency Adjustments. General Ledger postings from all registers in the TruckMate system can be viewed using the GL Journal Entries program. The GL Journal Entries Register program is used to update the entries in the GL Journal Entries program to the GL Chart of Accounts program.

The GL Journal Entries Register program is used to update transactions to the GL Chart of Accounts program. Journal Entries that have not yet been processed through the GL Journal Entries Register can be viewed in the GL Journal Entries program.

The GL Reconciliation program is used to reconcile Intercompany Accounts, and it functions in a way similar to the Bank Reconciliation program.

The System Tables Index provides a listing of the GL module database tables.