General Ledger Setup Checklist (Part 3 - Loading Unreconciled Cash Book Transactions)
Use this checklist to load unpresented cheques and outstanding deposits into your TASS.web Cash Book.
Important! You must have a completed and balancing Bank Reconciliation listing all unpresented cheques and outstanding deposits as at the day before your TASS cut-over date.
Step | Task/Menu Option | Details |
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1 | General Ledger > Setup Information > Years and Periods | Opening Transactions are kept separate from live transactions by loading them into the period immediately prior to your first live period. A year/period immediately prior to your first live period should have been setup as a result of completing General Ledger Setup Checklist (Part 2 – Loading Opening GL Balances). Open the 'GL' and 'AP' and 'Fee' for this period (tick the boxes). |
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2 | General Ledger > Setup Information > General Ledger Setup | Edit the bank being loaded and enter the 'Last Statement Page No' and 'Statement Balance' – both are as at the day before cut-over date. |
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Loading unpresented cheques – you must do steps 3 to 11 and steps 19 to 21. | |||
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It is very important that all normal processing ceases until the steps in this checklist are completed in full. Suspend all processing in all financial modules. | ||
4 | General Ledger > Setup Information > General Ledger Setup | This step requires that a critical system flag is switched off – it is very important that Step 3 above has been done first. Click the 'Edit' icon, uncheck the 'Cashbook Installed' box and save. |
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5 | Accounts Payable > Supplier Information > Suppliers | On the 'Account Info' tab, check that the General Suspense account has been selected. |
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6 | Accounts Payable > Supplier Transactions > Invoices | Add an invoice against supplier “CHQREQ” as follows: 'Date': The day before your TASS cutover date. 'Amount': Total of the Unpresented Cheques 'GL Grid': Enter Suspense GL Account (tax code = 'NOT'). |
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7 | General Ledger > Account & Journal Info > Journals | Enter a General Journal in the year/period before your first live period for the total of the outstanding charges as follows: |
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8 | General Ledger > Setup Information > General Ledger Setup | Click the 'Edit' icon, check that the 'Cashbook Installed' flag is ticked and save. |
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9 | Accounts Payable > Supplier Transactions > Cheques | Enter each unpresented cheque against supplier “CHQREQ” and apply it against the Invoice entered in step 5. NOTE: You must use the exact Cheque Number and Amount as per your reconciliation list and each cheque must be dated the day before your TASS cut-over date. |
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10 | Accounts Payable > Supplier Transactions > Invoices | Search for the invoice entered in Step 5. Check that this invoice is fully paid. Don't proceed until it is fully paid. |
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11 | Accounts Payable > Supplier Information > Suppliers | On the 'General' tab, untick the 'Active' box so that this supplier is now inactive and no longer able to be used. |
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Loading outstanding deposits – you must do steps 12 to 21. | |||
12 | General Ledger > Setup Information > General Ledger Setup | This step requires that a critical system flag is switched off – it is very important that Step 3 above has been done first. Click the 'Edit' icon, uncheck the 'Cashbook Installed' box and save. |
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13 | Parent Accounts > Receipting > Bank Deposit Report | Because you are setting up the system there should be no unbanked receipts. It is still a good idea to double check this by running the Bank Deposit Report for each bank in 'Final Mode'. |
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14 | Parent Accounts > Receipting > Receipts | Add a Sundry Receipt as follows: 'Received From': enter “Load outstanding deposits” 'Bank': select the correct bank here 'Payment Type': select 'Direct Deposit' 'Date Received': select the day before your TASS cutover date. 'Total Received': enter the total of the Outstanding Deposits. 'GL Grid': Distribute to the Suspense Account (tax code = 'NOT'). |
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15 | General Ledger > Account & Journal Info > Journals | Enter a General Journal in the year/period before your first live period for the total of the outstanding deposits as follows: |
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16 | General Ledger > Setup Information > General Ledger Setup | Click the 'Edit' icon, check that the 'Cashbook Installed' flag is ticked and save. |
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17 | Parent Accounts > Receipting > Bank Deposit Report | Run the Bank Deposit Report in 'Final Mode' for this bank. |
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18 | Parent Accounts > Receipting > Post Period Activity | Run the posting for the year/period used above by clicking the 'Post' link. |
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19 | Accounts Payable > Period End > Post Period Activity | Run the posting for the year/period used above. |
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20 | General Ledger > Account & Journal Info > Post Journals | Run the posting for the year/period used above. |
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21 | General Ledger > Cash Book > GL - Reconciliation Report | Run this report for the year/period used above. Check that the bank reconciliation is in balance – Do not proceed until it is in balance. |
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22 | Move to the next General Ledger Setup guide: General Ledger Setup Checklist (Part 4 - Budgets, BAS, Reporting Codes and Cash Flow Statement) | ||