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General Ledger System


SSI's General Ledger System is a proven, field-tested windows based GUI system currently in use at many of our client sites. If the client has an integrated imaging system, there will be easy links throughout the system to retrieve relevant documents, e.g., when displaying a ledger transaction one would be able to display the image of any instructions to make that transaction from the CPA.

The General Ledger System includes the following features:

1. The System allows the separation of accounts into separate divisions, through the use of a "profit/cost center" code. Each profit/cost center can have its own set of financial statements. Profit/cost center statements can be combined to form a consolidated company or Fund statement.

2. The System can handle a full multi-company or multi-Fund environment, in addition to the profit/cost center approach.

3. The user's fiscal year can be defined in up to thirteen accounting periods, which will be used in all reports. The System can accommodate both calendar month ends and 4-4-5 week reporting periods.

4. The System provides for a full set of financial statements, each of which can be printed for an individual profit/cost center or in any combination of profit/cost centers for a consolidated report.

a) Financial statements can be run for any past fiscal years for which a user has maintained data.

b) Statements of Income and Expense - The user can choose to print budget figures for the current period and year-to-date, or this year's and last year's figures for the current period and year-to-date. A report can be printed for one, or more than one accounting period. The percentage of expenses to income is calculated for all amounts reported.

c) Balance Sheet - The user can choose to print a Balance Sheet at any accounting period ending date. The user can also print prior year comparative figures next to the current year's figures on the Balance Sheet.

d) Supporting Schedules - The easily-produced Supporting Schedules provide a quick and effective way for management or audit personnel to review the detail supporting major account headings in the Income and Expense or Balance Sheet reports. This information can be especially useful for accounts such as "cash and cash equivalents" and "travel".

5. The System provides for a Budget Master report. The report shows the ratio of actual amounts to budgeted amounts for each period reported. When more than one period is reported, the report shows cumulative year-to-date and percentage figures for each period. Minor totaling of accounts is done automatically. If the user chooses to report on more than one profit/cost center, totals will be calculated for each profit/cost center. A grand total will also be calculated. Any grouping of profit/cost centers may also be fully consolidated on the report.

6. The system provides an Account Comparative Analysis Report showing requested year and prior year figures, with amount and percentages of change, cumulative year-to-year and percentage when more than one period is printed.

7. Adjusting entries can be made at any time.

8. The System provides for the automatic transfer of information from the other systems to the General Ledger System.

9. A User's Guide, which explains system procedures and screen prompts, is provided.

10. The System provides for Trial Balance reports, with or without transaction detail. The user can select a start and end date for which the report is to print. The user can choose to print reports for individual or combined profit/cost centers. Reports can be generated whenever necessary.

11. The System provides for Ledger Card displays and print procedures to show the transactions for each account, a range of accounts, or a group of accounts chosen at random.

12. The System provides for Source Cross-Reference reports, which can be printed in transaction date order. Totals are printed for each source code, and a grand total is also printed. The user can choose which sources are to appear on the report. The user can also choose from which profit/cost centers the source locations are to be selected for reporting.

13. The System provides for the printing of the Chart of Accounts in account number, profit/cost center or financial statement order. The user can choose which profit/cost centers are to appear on the report.

14. The System allows the user to define automatic journal entries for recurring transactions (e.g. depreciation).

15. The system displays the previously entered journal transaction beside the current journal entry to facilitate double-entry bookkeeping. In addition, a running balance of all unposted transactions is displayed throughout the entry process.

16. The System provides for the automatic duplication of repetitious data on transaction entry (e.g. account number, date, and source location), where appropriate.

17. The System provides for account number verification on all transactions entered.

18. The System allows the entry of comments for each transaction.

19. The System provides for daily transaction listings. The user can review this listing and make corrections to the entered data, prior to posting.

20. The System will not post if the transactions entered are not in balance.

21. The System can be run as either an accrual or cash accounting system.

22. Multiple accounting periods and even multiple fiscal years can be kept open at the same time. There is, however, a separate accounting period control file which controls which periods are actually open.

23. The System provides for automatic year-end closing procedures, and transfer of net income (loss) to retained earnings.