This chapter contains the following topics:
Features of Passport Business Solutions General Ledger
The General Ledger module provides the following features:
| • | User-defined accounting ratios can be set up and calculated on financial statements. These can be standard accounting ratios or customized to meet specific business needs. |
| • | Flexible copying of chart of accounts between companies is provided. |
| • | Valid G/L Accounts can be automatically re-initialized prior to copying the Chart of Accounts to the Valid G/L Accounts (and vice versa). |
| • | Unlimited date and time stamped notes can be attached to chart of account records. |
| • | Correcting entries can be entered. |
| • | For general journal and standard journal entry, echoing of the source, reference and document number of the previous entry can be controlled; i.e., the user can specify for each field whether it is to be redisplayed. |
| • | Up to ten lines of notes can be entered for a general journal entry. These notes will be printed on the register. |
| • | Recurring general ledger transactions are now included. These allow for allocations to accounts on a dollar or percentage basis. |
| • | Layouts can be copied from other companies. |
| • | The date, time and/or report number may optionally be printed on financial statements. |
| • | Multiple separate ratios can be printed on financial statements. |
| • | Financial statements can be printed for a set of sub-accounts. |
| • | For rounded financial statements, the user may bury the rounding error at any specified point in the statement. |
| • | Account ranges are allowed in financial statement layouts. |
| • | Literals and text for financial statements can be automatically centered. |
| • | Financial statement layout verification is provided to ensure that the accounts on a layout are correct for the type of layout. It also ensures that all accounts in the chart of accounts that should appear on the balance sheet or cost and loss layouts do actually appear on these layouts. This ensures that when you select to print a financial report, all accounts related to your selection, e.g., cost and loss and/or balance sheet, will be printed. |
| • | Handles up to thirteen accounting periods. |
| • | Supports multiple cost centers. |
| • | Supports multiple companies. |
| • | Produces an overall set of financial statements from a consolidation of multiple companies. |
| • | Financial statement may be extracted to a CSV file format for viewing or modifying the data in external applications. |
| • | Allows reports to be stored on disk to save computer time. They may be printed later at your convenience. |
| • | Allows use of multiple printers. |
| • | Provides maintenance and a listing of the Chart of Accounts. |
| • | Allows general journal entering, editing, and posting, with edit list and journal. |
| • | Allows standard journal entering, editing, and posting, with edit list and journal. |
| • | Recurring general journal entries allow for automatic distribution by percentage or allocation. |
| • | Prints the Working Trial Balance and Trial Balance Reports. |
| • | Allows on-line G/L account detail inquiry. |
| • | Prints the Source Cross Reference (for audit trails). |
| • | Prints the financial statements in flexible formats which you design. |
| • | Financial statements can be printed for a set of cost centers. |
| • | Wild-carding and account ranges are allowed in financial statement layouts. |
| • | Key accounting ratios can be calculated (such as Current Ratio). User-defined accounting ratios can also be set up. |
| • | Allows you to keep entry detail for the current and previous years. There is a flexible year-end closing procedure. |
| • | Contains a loan amortization program which gives you information about fixed rate loans. |
| • | Includes password protection. |
| • | May be used either independently or interfaced to the Accounts Receivable, Accounts Payable, Check Reconciliation, Payroll, Inventory Control, Job Cost and/or manufacturing Inventory Management systems. |
| • | Has Help (highlights of functions) built into the software. Select the <Ctrl> + <F1> in graphical mode and <F8> in character mode. |
CashPoint™ offers the NCR Counterpoint user the most completely integrated back-office accounting solution available. The Passport Business Solutions Financials: PBS Accounts Payable, Check Reconciliation, and General Ledger combine with the exclusive CashPoint interface to allow NCR Counterpoint users to manage their cash flow like never before.
CashPoint™ reduces redundant data entry work, improves efficiency, and provides the professional standard of back office money management busy retailers need.
For more information see the CashPoint web site.
General Ledger is a key component of CashPoint. The information contained in this documentation will help you set up and run General Ledger.
This chapter lists and defines key words used in this documentation.
Accounting is the methodical collection, categorization, and organized presentation of financial records.
General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized. Financial statements are printed based on this data.
As used here, general means pertaining to many areas. General Ledger is often abbreviated G/L or GL.
Ledger means a book where accounting records are kept.
A general ledger account summarizes and classifies financial activity of a certain kind. For example, you might have a general ledger account called telephone expenses under which you categorized your telephone bills. General ledger account is often abbreviated GL account.
Typically, a business entity has a hundred or more GL accounts. In Passport accounting modules, each time any financial activity occurs in any area of accounting, the dollar amount is recorded under the appropriate GL account numbers.
Refer to the Company information chapter in the PBS Administration documentation and Cost Centers and Sub Accounts chapter in the System documentation for more information on General Ledger Account Numbers. Also see the Chart of Accounts Organization section of the Chart of Accounts chapter.
General Ledger Account Numbers
General Ledger account numbers are often formatted as cost centers, main accounts and subaccounts with each part or segment classifying transactions in different ways. Passport allows general ledger account numbers to be configured in a variety of formats to suit the varying needs of different enterprises. Most examples used in the documentation are Main-Sub format. A more complete explanation of how to enter your desired setup is in the Company Information chapter. The most complete discussion of possible arrangements is in the PBS Administration documentation.
Cost centers are generally used to gather transactions by lines of authority and responsibility (such as division or department). Main accounts are used for primary designations (such as separating wage expense, rent expense, and tax expense). Subaccounts are used to track separate items in the same general ledger main account (such as notes due to different banks).
The minimum format in the Passport Business Solutions is a single segment account number consisting of a four-digit main account number. When four segments are used, they are sequenced as two cost centers (such as Division and Department), main account and subaccount. The full account number may not exceed seventeen characters including the characters in all the segments and required separators between segments. Except for the main account, the segments may be omitted or designated in length from 1 to eight characters. The main account must be from four to eight characters. Use of letters can be allowed or disallowed on a segment by segment basis.
The layout of examples in the documentation is normally Main-Sub. The documentation clearly states when other account number layouts are used to illustrate a feature.
A type of data format in which each piece of data is separated by a comma. This is a popular format for transferring data from one application to another, between most database systems. For example you may open this type of file with Excel™.
In G/L this includes CSV exports of the Trial Balance, Financial Statements, Extract Financial Data and Spreadsheet Extract (Chart of accounts).
For example, data pulled from a database and represented in CSV format are text files that look something like the following, where each field value is separated by a comma from the next field’s value and each row starts a new line:
Adams, Jane, 42, female, "Illinois"
Doe, James, 32, male, "California"
Jones, Samuel, 18, male, "Texas"
Smith, Marlene, 54, female, "New Jersey"
Fields may or may not be enclosed with double quotes depending on whether the field itself contains special characters (including spaces and commas) as in the state field above.
See Comma-separated-values (CSV).
A cost center is a part of your company (for instance, a department or a regional office) for which sales and/or expenses (and sometimes costs) can be calculated separately from the total sales and expenses of the whole company.
Cost centers also apply to sales. Tracking sales by cost center is a typical use for a company which has several sales offices. By making each sales office a cost center, you can separately track the sales performance of each office.
Refer to the Account Number Format section in the PBS Administration documentation for complete information on Cost Centers.
As used in accounting, transaction means a business event involving money and goods or services. For example, a transaction occurs each time you gas up your car: you pay money in exchange for gasoline (goods).
Because computer software deals primarily with business events which have already taken place, transaction means the record of a completed business event involving money and goods or services.
The records of sales made and payments received are examples of transactions from the area of accounting called accounts receivable. The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable. The records of quantities of goods received or sold are transactions from the area of accounting called inventory control.
In the Passport Business Solutions software, when a transaction is entered into the system (into a file or table), it is often referred to as an entry.
The source of a transaction (entry) is simply the accounting area where the entry originated (where it was first entered into the computer). For example, a salary expense typically starts in the area of accounting called payroll.
When hundreds (or even thousands) of entries are generated in other areas of accounting and then gathered together in G/L, it is helpful to know the source of each one. The Passport Business Solutions G/L has, as part of each entry, an abbreviation representing the source of that entry.
Debit and Credits
In addition to handling a particular area of accounting, as described above (such as accounts receivable or accounts payable), each module also keeps track of the effect of those entries on G/L. For example, when you make sales to, or receive payment from your customers, this activity affects not only A/R, but also G/L.
These entries must be recorded both in the proper A/R customer accounts and in G/L under the proper G/L account numbers.
The terms debit and credit refer to the types of entries which must be recorded in G/L accounts to accurately reflect the activity occurring in all accounting areas. (Refer to the Glossary in the System User documentation for exact definitions of these terms.)
In A/R, a debit memo issued by you to a customer increases what that customer owes you, and a credit memo decreases what is owed. Unfortunately, debit does not always mean an increase in an account and credit does not always mean a decrease in an account. In some accounting areas, a debit increases a G/L account and a credit decreases a G/L account. In other areas, a debit decreases, and a credit increases, a G/L account.
This occurs because of the system called double entry accounting (also called double entry bookkeeping) which is the standard method of accounting used today.
The concept behind double entry accounting is that every entry (transaction) results in balancing debit and credit entries into the General Ledger.
Let’s look at the debits and credits involved when a typical independent business pays for goods or services bought earlier on credit.
The debit: The disbursement (payment you make) results in a debit entry which decreases your money owed others account (usually called the accounts payable account). This is a debit to accounts payable.
The credit: The payment also causes a credit entry which decreases one of your cash on hand accounts. This is a credit to cash.
So two entries are made into G/L which balance each other. These balancing entries form the basis of double entry accounting. If you or your accountant ever find your G/L accounts out of balance, it means that the proper balancing entries were not made.
No attempt is going to be made in this documentation to teach you about accounting, especially about what types of entries cause what accounts to be debited or credited. Unless you’re an accountant or fully responsible for maintaining your company’s general ledger, don’t worry if you don’t remember whether a debit increases or decreases a particular type of G/L account.
When using Passport accounting software, you will occasionally be asked to enter the G/L account to be debited or credited. Just refer to the appropriate chapter in this User documentation, where you’ll find exact instructions about what to enter.
Within General Ledger, Accounts Receivable, Accounts Payable, Payroll, Order Entry, Job Cost, Inventory Control, Purchase Order, Check Reconciliation, and Sales, the software automatically takes care of all double entry accounting as you enter the required information on the screen.
As used here, function means one or more programs that accomplish a specific task.
Each selection on the main menu for a Passport Business Solutions module is a function. When you select a function from a menu, one or more programs automatically execute, thereby allowing you to accomplish the task you selected.
A journal is actually a report or book where the activity in some specific area of accounting is recorded on a regular basis (usually daily).
For example, in Accounts Receivable, there is a function that enables you to enter your cash receipts (the payments you receive). As part of that function, a report called the Cash Receipts Journal is printed, showing all the payments you received for that period of time (usually a day).
There are several different journal functions in the G/L module.
The general journal is the G/L selection for entering miscellaneous entries into the system. It includes the entry program, as well as the program which prints the journal showing what entries you made.
Using the general journal function, you can make balanced entries consisting of debit or credit entries for any G/L accounts.
The general journal is used primarily to record entries which are prepared manually.
The distributions journal is the G/L selection used to collect entries from the journals in other Passport Business Solutions accounting modules.
For example, entries from the Sales Journal and Cash Receipts Journal in Accounts Receivable can be automatically fed into the distributions journal, so they do not need to be re-entered in G/L.
Using the distributions journal function, you can make a debit or credit entry for any G/L account. This is used primarily to enter adjustments and other miscellaneous entries.
The term distributions journal includes the entry program, as well as the program which interfaces to the other programs and the program which prints the journal showing what entries were made.
When the G/L module is used by itself (that is, not in conjunction with other Passport Business Solutions accounting modules), either the general journal function or the distributions journal function can be used to enter entries into the system.
The standard journal is the G/L selection used to enter those entries which normally occur once in every accounting period.
Your rent is an example of a typical standard journal entry. It is an expense which occurs every month at a fixed rate.
In G/L, a standard journal entry which occurs every month can also have a variable amount. An example of this would be your electric bill.
All entries which are not automatically fed into G/L from other Passport Business Solutions modules enter the system through either the general journal selection, the distributions selection, or the standard journal selection. Entries in the standard journal remain until you delete them.
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Note |
A Recurring journal selection is also provided to handle groups of entries which may recur at intervals other than each accounting period. Refer to the Recurring Journal chapter. |
In G/L and other modules, references are made to the journal number of a journal printout, or to the report number of a printed report.
Every report that is printed has its own report number. You will see this number on the very first printed line of the report.
The very first report that you print will be automatically assigned report number 0001, regardless of the report number. The next report will be assigned number 0002. Each new report that you print will automatically be assigned the next number in sequence — 0003, 0004, 0005, etc. — until the number 9999 is reached. After number 9999, the next report number assigned is again number 0001.
This numbering system helps you identify your reports. Some reports, such as financial statements, allow you to suppress printing report numbers on the report.
Every journal that is printed has a journal number. The journal number begins with a two-letter designation, or journal code. The journal code for the Distributions Journal is GJ. The journal code for the A/P Check Register in the Accounts Payable module is AK.
The journal codes are listed in theSource Cross Reference chapter.
The journal number is the two-letter journal code, followed by a four-digit report number. For example, if an entry has a journal number of GJ0126, this means that the entry can be found on the Distributions Register that has report number 0126.
The journal number is kept (stored) along with the entry, and tells you the exact journal on which the entry was printed.
In G/L, you tell the computer what the starting and ending dates are for your current accounting period (the period you are processing), as well as the current reporting period. Thereafter, many of the selections in the module will automatically ignore any entries which fall outside your current accounting period.
You can enter General Journal and Distributions Journal entries dated outside your current period for the purpose of adjustment.
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Note |
You do not want to do adjustments to a closed year, except to change beginning balances. |
A trial balance is a trial run (a test run) made before printing the actual financial statements.
The G/L Trial Balance Report shows all the entries for one or more accounts within one or more accounting periods. (You choose which accounts and accounting periods to print.)
The Trial Balance Report (and its cousins, the Working Trial Balance and the Spreadsheet Extract) are often used by an accountant to figure out what adjusting entries need to be made before the final copy of your financial statements can be printed.
These are the summarized reports, produced by the G/L module, which state how your company performed financially over a specified period of time.
Many businesses pay their accountants to prepare financial statements every quarter (three months). Virtually all businesses prepare some kind of financial statements at least once a year.
The Operating Statement (also called Income Statement, Profit and Loss Statement or P & L) is one of the most important financial statements. It typically shows your gross revenues, the direct costs of the goods or services you sold to get such revenues, your other operating expenses, your costs, and your net income.
The Balance Sheet is another important financial statement. Simply stated, your balance sheet shows your assets and liabilities at a particular point in time, and therefore shows your net worth at that time.
With a little help from your accountant, you can tell a lot about the financial condition of your company from your current financial statements.
When a set of accounting modules is integrated, any information generated in one area which is needed in another area is automatically supplied to that other area.
You do not have to enter the information twice.
Passport accounting software is fully integrated. When G/L is used with other Passport Business Solutions modules, any information recorded in those other modules which G/L should know about can be automatically transferred to
G/L.
The information you enter into your computer is stored on your disk. In order for computer programs to be able to locate specific pieces of data (within large masses of data), and to be able to process data logically, data must be organized in some predictable way. The Passport Business Solutions accounting software organizes your data for you automatically as it stores it on your disk.
There are five terms you should understand about the way the data is organized:
Character
A character is any letter, number, or other symbol you can type on your computer keyboard.
Field
A field is one or more characters representing a single piece of data. For example, an account number, a date, and a dollar amount are all fields.
Record/Row
A record is a group of one or more related fields. For example, the fields representing the account number, the amount, and the distribution date might be grouped together into a record called the entry record.
A record is called a row when using SQL.
Entry
A record in a data file or table is often referred to as an entry.
Data file/Table
A data file is a group of one or more related records. A data file is often referred to simply as a file (without the word data). A data file is called a table when using SQL.
The General Journal File in General Ledger is an example of a data file. Such a file is made up of several records, each of which contains the account number, amount, etc. for one entry.
Each file is kept separate from other files on the disk.
There are other types of files in addition to data files. For example, programs are stored on the disk as program files. However, references to file in this User documentation mean data file unless specifically stated otherwise.
This pertains to the graphical mode. It is a user interface element that is being displayed with a light shade of gray instead of black to indicate that it cannot currently be operated or selected by the user.
Check boxes and check box labels are black when adding or editing a record. When viewing them they are grayed out.
Menu selections that are unique to certain screens could be grayed out depending on the user's permission.
To post means to take entries from a temporary file and move them to a permanent file (where other entries probably already exist). For example, in G/L, entries are initially entered into the temporary General Journal File. After entries have been entered and verified as correct, they are posted to the more permanent General Ledger File.
Often, during entry posting, information in other data files is also updated. For example, when sales from Accounts Receivable are posted, the account balance and historical sales figures in Customers are also updated.
When the documentation refers to alphanumeric, it means letters of the alphabet, numerals (numbers), special symbols (*, &, $, etc.) or any combination of all three kinds. In contrast, numeric (or digits), means only numbers.
Multi-company refers to the capability to do accounting functions for multiple companies with the same set of software. A user wanting to do accounting functions for more than one company on the Passport Business Solutions modules can use the Define multiple companies selection.
Company consolidation is the action of summarizing the accounting activity of several companies into a whole, as though they were one company. For example, the entries from companies A, B, and C could be summarized into company X, and an overall set of financial statements produced for company X (the consolidation company).
Help refers to descriptions of functions which appear on the screen by pressing a designated key.The Help text gives you a quick reference to the highlights of functions while you are running the application.
Graphical Mode
In this mode help is accessed via the <Ctrl+F1> keys.
Character Mode
Help is accessed via the <F8> key.
There are two kinds of lookups: Data Lookup and Calendar Lookup and they are explained below.
Data Lookup
Look-ups refer to a list of available entries for a particular field. Many fields allow you to press a designated key <F8> to show all available data. For instance, when entering an invoice you may press this key at the Account number field to bring up a list of all G/L accounts on file. Selecting an entry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached.
Calendar Lookup
The calendar lookup provides a point and click window for finding and entering date fields.
In Graphical mode the calendar lookup is available via the <F4> key. In Character mode access the calendar lookup via the <F7> key.
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In Character Mode, depending on where you press <F8>, this function will return a Lookup window or context sensitive Help. If a Lookup window is returned, pressing <F8> a second time will display Help for the field if available. |
(pronounced as separate letters) ODBC is short for Open DataBase Connectivity. ODBC is a “pipe” that connects data from Passport Business Solutions files to popular ODBC compliant spreadsheet and reporting applications like MS Excel, Access and Crystal reports. ODBC requires a separate purchase. XDBC™ is the product name that allows PBS to interface with your data via ODBC.
Spool
SPOOL is a computer word meaning Save Printer Output Off-Line. Spooling is a technique that allows a report to be printed at a later time. Instead of reports going directly to a printer, they are saved as a disk file (which is usually a lot faster). When a printer is available, all or some saved reports can be printed in one long run (for example, overnight).
Using the Accounting periods selection, you can define a fiscal year containing from one to thirteen accounting periods. You can also define a separate period for use in reporting purposes. See the Accounting Periods chapter.
Companies with multiple sales departments or branches often require separate Operating Statements for each cost center.
The minimum format in the Passport Business Solutions is a single segment account number consisting of a four-digit main account number. The maximum format is a four segment account number. When four segments are used, they are sequenced as two cost centers (such as Division and Department), main account and subaccount. The full account number may not exceed seventeen characters including the characters in all the segments. Except for the main account, the segments may be omitted or designated in length from 1 to eight characters. The main account must be from four to eight characters. Use of letters can be allowed or disallowed on a segment by segment basis.
Refer to the PBS Administration documentation for detailed information.
Here chart means a list. Your Chart of Accounts is the list of all of your G/L accounts.
In addition to the G/L account number and account description, the chart of accounts record contains various codes which govern the handling of the account throughout the system.
You can print the Chart of Accounts List at any time.
For each account entered in the Chart of Accounts you may create multiple budget entries for multiple years. There is no limit to the numbers of budget types.
You may print the budget entries at any time.
Comparatives refer to an accumulation of financial data from prior years. You may have an unlimited number of years of historical data stored.
You may print the comparative entries at any time.
Even though there is comparative data, you may also print financial statements using the detail data of previous years.
In the general journal, you can make new entries (enter transactions), change or delete existing entries, and post entries to General Ledger Transactions.
General journal entries can be made in such a way that they will be automatically reversed next period (for accrual purposes).
As an aid in the entry process, each entry is handled so that its balance is known as you insert, edit and delete lines in the locations you desire. You can print the General Journal Entry Edit List before posting.
When general journal entries are posted to General Ledger Transaction, the General Journal Entry Register is automatically printed.
In the distributions journal, you can make new entries (enter transactions), change or delete existing entries, and post entries to General Ledger Transactions.
Distributions journal entries can be made in such a way that they will be automatically reversed next period (for accrual purposes).
As an aid in the editing process, you can print the Distributions Edit List before posting. It can be printed in order by account number or in the order the entries were made.
When distributions journal entries are posted to General Ledger Transactions, the Distributions Register is automatically printed.
Standard Journal Transactions may be maintained for journal entries which recur each accounting period.
Each standard journal entry may be set up with either a fixed amount or with a variable amount to be entered each period. You can then post these entries to General Ledger Transactions.
The Standard Journal Entry Edit List may be used to assist in maintaining this data. The Standard Journal Entry Register is automatically printed when these entries are posted.
This selection is similar to standard journal entries, but more flexible, since it allows you to set up journal entries which recur weekly, quarterly, etc., instead of just once per accounting period.
It also saves you time because if you want to do an allocation to a set of accounts, you can distribute by percentage. (In the standard journal, you must distribute one transaction at a time.)
You can set a time limit on a recurring entry. You can also limit recurring entries in terms of the number of times used.
The View accounts selection allows all entries for a selected account and within a specified date range to be displayed on the computer monitor. See the View Accounts chapter.
The Source Cross Reference Report shows all entries for any time period, for one or more sources and/or one or more journal numbers. This report prints detail (individual) entries in order by source or by journal number, whichever you select.
You can always associate a journal number with a printed, physical document, and (provided you have not compressed the general ledger) you can reconstruct a lost journal printout by using this selection. To reconstruct, specify all sources and dates for a particular journal number.
Because you select the ranges of starting and ending source codes, starting and ending journal numbers, and starting and ending dates, this report is a very powerful tool for identifying unusual transactions and their origins.
As in nearly all the Passport Business Solutions reports, you can display this report on your screen. This allows you to rapidly review large numbers of entries within a selected range to isolate any problems.
With General Ledger, you can design your own financial statements. Up to 999 different financial report formats can be defined if disk space allows.
Layout functions allow you to format financial statements by entering the relative position of titles, headings, accounts, text lines, sub-totals, totals, etc. The user-defined formats are saved on disk and can be easily added to, changed, or deleted whenever necessary.
Wild-carding and account ranges are allowed in financial statement layouts.
A Financial Statement Specifications List and sample financial statements (showing statements as they will print, but without real dollar amounts) may be printed.
General Ledger prints the user-formatted financial statements on request. These include the Operating Statement, Balance Sheet, Supporting Schedules, Expanded Cash Flow Statement (FASB 95 Cash Flow Statement), and the Source and Application of Funds (SAF) Reports: Statement of Cash Flow, Components of Working Capital, and Changes in Financial Position.
Financial statements may be printed at any time, for any accounting period which you define, and for a set of cost centers which you define.
Budget and/or comparative figures may be shown on selected financial statements along with budget or comparative variances. A variance is the difference between the current amount and the budgeted amount (budget variance), or the difference between the current amount and last year’s amount (comparative variance).
User-defined notes, disclaimers, etc. may also be printed on any of the financial statements.
User-defined accounting ratios can be set up and calculated. These can be standard ratios or customized to meet specific business needs.
It is recommended that all detail entries (transactions) for the year may be retained. When detail is stored for the entire year, the Trial Balance Report may be printed showing all such detail.
However, if disk space is not available, detail may be compressed (summarized) on request. The Summarize selection totals and compresses entries, either by date or by accounting period, at the user’s option.
Date sensitivity is always maintained during a compression, allowing reports (without detail) and financial statements to be re-run for prior periods, even after compression.
The Close a year selection closes the current year so no more entries may be made to that year. Balance sheet entries are accumulated to produce one beginning balance in the new year. This procedure also rolls the year-ending account totals over into the last-year comparative figures.
Interface to Other Passport Business Solutions Systems
Accounts Receivable, Accounts Payable, Payroll, Check Reconciliation, Inventory Control, and/or Job Cost systems may be interfaced to the General Ledger, provided each module interfaced is the same version number, running on the same machine (computer).
Password Protection
Passwords are required for accessing PBS. A password is a unique code you assign to each individual using your PBS software. Each potential user must first enter a valid password before he or she will be enabled to use a protected selection.
Data Recovery Procedure
This selection provides the capacity to recover corrupted data. You can also use it to convert important data to a format which can be easily interfaced to common data base and word processing modules.
Printers
You may select a Windows printer if you are on Windows or Thin client for reports and many types of forms.
For Windows, Thin client and Linux you can easily select any the printers that have been entered in Company information.
Loan Payment Calculation
This general purpose program is useful to accountants and is included for your convenience, although it is not an integral part of General Ledger. The program is described in the Calculate Loan Payments chapter.
You don’t need any Chart of Accounts information or Financial Statement Layouts to calculate loans, but you are required to have entered Company information under the Ctl menu selection.
Upgrading from Earlier Versions
The necessary functions and instructions to enable you to upgrade from an earlier version of this same Passport Business Solutions module are described in the EZ Convert documentation.