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 | Menu Path | Details | ✅ |
1 | TASS.web Finance > 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). | 🔲 |
2 | TASS.web Finance > General Ledger > Setup Information > General Ledger Setup on the 'Bank Accounts' tab. | 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. | 🔲 |
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 | TASS.web Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab. | 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. | 🔲 |
5 | TASS.web Finance > Accounts Payable > Supplier Information > Suppliers. | Search for the 'CHQREQ' supplier record then click 'Edit'. On the 'Account Info' tab, check that the General Suspense account has been selected. | 🔲 |
6 | TASS.web Finance > 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'). | 🔲 |
7 | TASS.web Finance > 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: | 🔲 |
8 | TASS.web Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab. | Click the 'Edit' icon, check that the 'Cashbook Installed' flag is ticked and save. | 🔲 |
9 | TASS.web Finance > Accounts Payable > Supplier Transactions > Cheques. | Enter each unpresented cheque against supplier “CHQREQ” and apply it against the Invoice entered in step 5. 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. | 🔲 |
10 | TASS.web Finance > 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. | 🔲 |
11 | TASS.web Finance > Accounts Payable > Supplier Information > Suppliers. | Search for the 'CHQREQ' supplier record, then click 'Edit'. On the 'General' tab, untick the 'Active' box so that this supplier is now inactive and no longer able to be used. | 🔲 |
Loading outstanding deposits – you must do steps 12 to 21. | |||
12 | TASS.web Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab. | 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. | 🔲 |
13 | TASS.web Finance > 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'. | 🔲 |
14 | TASS.web Finance > 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'). | 🔲 |
15 | TASS.web Finance > 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: | 🔲 |
16 | TASS.web Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab. | Click the 'Edit' icon, check that the 'Cashbook Installed' flag is ticked and save. | 🔲 |
17 | TASS.web Finance > Parent Accounts > Receipting > Bank Deposit Report. | Run the Bank Deposit Report in 'Final Mode' for this bank. | 🔲 |
18 | TASS.web Finance > Parent Accounts > Receipting > Post Period Activity. | Run the posting for the year/period used above by clicking the 'Post' link. | 🔲 |
19 | TASS.web Finance > Accounts Payable > Period End > Post Period Activity. | Run the posting for the year/period used above. | 🔲 |
20 | TASS.web Finance > General Ledger > Account & Journal Info > Post Journals. | Run the posting for the year/period used above. | 🔲 |
21 | TASS.web Finance > General Ledger > Cash Book > 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. | 🔲 |
22 | General Ledger Setup Checklist (Part 4 - Budgets, BAS, Reporting Codes and Cash Flow Statement) | Move to the next General Ledger Setup guide: General Ledger Setup Checklist (Part 4 - Budgets, BAS, Reporting Codes and Cash Flow Statement) | 🔲 |
