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EoStar General Ledger

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eoStar General Ledger

Overview

This page covers how to set up the general ledger rules in eoStar to facilitate the transfer of pertinent accounting information from the eoStar system to the accounting system (i.e Quickbooks, Peachtree, MAS200, etc). Before beginning the actual set up of the rules, it is important to understand the scope of what information eoStar does and does not handle.

Scope

During the course of operation, eoStar gathers information related to the movement of product through your business through the transactions it handles. The transactions eoStar maintains include the following:

  • Purchase Orders
  • Customer Orders
  • Item Transfers
  • Item Write-offs
  • Customer Payments
  • Miscellaneous Customer Charges
  • Route Settlement

eoStar can post transactions to the general ledger and payables system based on the information gathered through the above transaction types. However, it does not have a complete picture of your business because it does not maintain things like checking account balances, payroll, fixed assets, etc. Consequently, eoStar does not produce any checks for the purpose of payables.

EoStar General Ledger Interface Setup

The setup for the GL portion of eoStar can be broken down into 4 key components:

GL Groups

The GL Groups are used to categorize the transactions based on the warehouse from which they are sourced, the type of item, the customer to whom they pertain, or the supplier to whom they pertain.

The four groups (warehouse, item, customer, and supplier) can be found under the GL menu on your toolbar at the top of the eoStar screen. The groups should be added to eoStar from these menu items.

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Warehouse Groups

Warehouse groups are intended to break down transactions of the same type based on the warehouse to which they pertain. For example, if you sell a case of product to a customer out of warehouse 1, your journal entry may look like this:

 Debit:                                        Credit:
 100-1103: Rock Hill Receivable                  100-1300: Rock Hill Sales

However, if you sold the same case of product to a customer out of warehouse 2, your journal entry may look like this:

 Debit:                                        Credit:
 200-1103: Greenville Receivable                 200-1300: Greenville Sales

So, while it is the same product, you can set up eoStar to create different journal entries based on the warehouse. If you have only one warehouse, or if you do not separate accounts in your chart of accounts based on transactions sourced from different warehouses, it is not necessary to set up the warehouse groups.

Once the warehouse group records have been added to eoStar, they are assigned to the appropriate warehouse in the warehouse record found under Records => Warehouse => Records from the toolbar at the top of the eoStar screen. Go to the GL group field, and choose the proper warehouse group.

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Item Groups

Item groups can be used to break down the transactions based on the type of item involved. For example, if you purchase a case of beer into your warehouse, you might debit and/or credit different accounts than you would if you purchased a case of soda into your warehouse. If so, then you would set up item groups for beer, soda, and any other type of product, billing code, and/or part that you differentiate between in your general ledger.

Once the item group records have been added to eoStar, they are assigned to the appropriate products in the product records found under Records>Product>Records. Go to the GL group field on the More panel of the product record.

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Item groups may also be assigned to billing codes on the GL group field on the billing code’s main panel. Billing codes are found under Records>Product>Billing Codes.

Finally, item groups may be assigned to parts in the GL group field on the More panel of the parts record. Parts are found under Records>Product>Parts.

Customer Groups

Customer groups can be used to break down the transactions based on the type of customer involved. For example, if you sell a case of product to a ‘retail’ customer, you may debit and/or credit different accounts than you would if you sold a case of the same product to another wholesaler. If so, then you would set up customer groups for retailers, wholesalers, and any other type of customer that you differentiate between in your general ledger.

Once the customer groups records have been added to eoStar, they are assigned to the appropriate customers in the customer records found under Records>Customer>Records. Go to the GL group field on the Terms panel of the customer record.

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Supplier Groups

Supplier groups can be used to break down the transactions based on the type of supplier involved. For example, if you purchase a case of product from a domestic supplier, you may debit and/or credit different accounts than you would if you purchased a case of the same product from a foreign supplier. If so, then you would set up supplier groups for domestic and foreign suppliers, or any other type of supplier that you differentiate between in your general ledger.

Once the supplier groups records have been added to eoStar, they are assigned to the appropriate suppliers in the supplier records found under Records => Supplier => Records. Go to the GL group field on the Terms panel of the customer record.

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Inventory Write-off Groups

Inventory write-off groups are use to break down the transactions based on they write-off reason used when writing-off inventory. For example, if you write-off inventory because it is broken, you probably debit and/or credit different accounts than you would if the inventory is out of date. If so, then you would set up inventory write-off groups for breakage and out of date or any other write-off reason that you differentiate between in your general ledger.

Once the inventory write-off groups have been added to eoStar, they are assigned to inventory write-off reasons found under Inventory>Write-off Reasons.

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GL Accounts

The GL Accounts are used to map the accounts in eoStar to your chart of accounts in your accounting package. The GL Accounts are added under GL>Accounts. The External Account field creates the link between the eoStar account and the accounting packages account.

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Only accounts that will be debited or credited by journal entries coming from eoStar need to be set up.

GL Sources

The GL Sources can be found under GL>Sources. They represent the components of the various transactions that create a journal entry from eoStar which may then be sent across to your accounting package.

Gl9.png

The default rules for a ledger source can be found in the center of the screen, and they indicate which accounts will be debited and credited if none of the ledger groups apply to the transaction. The grid on the right side of the screen allows you to specify which accounts to debit and credit if the combination of ledger groups listed on that line apply.

The override rules grid to the right of the screen will initially be populated with all possible combination's of warehouse, item, customer, and supplier groups as they apply to the particular source. Obviously, when you are setting up rules for sales, the supplier group is inconsequential. To edit the rules, click the “Edit the rules for this GL source” button in the center of the screen. This will allow you to change the debit/credit accounts for both the default rules and in the grid for the override rules.

Things to Note

There are a few LedgerSources that have different names than their corresponding SQL columns:

  • eoStar – OrderLine: BagDeposit == SQL – dbo.OrderLines - Dr_BagCredit, Cr_BagCredit, BagCredit
  • eoStar – OrderLine: StateDeposit == SQL – dbo.OrderLines - Dr_StatePickupCredit, Cr_StatePickupCredit, StatePickupCredit

Ledger and Payables Export Formats

To communicate with a particular accounting package, eoStar must be set up to export the general ledger and accounts payable information in the correct format. The format setup can be found in the GL Export panel of the GL Batches records under GL>Batches.

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Click on the blue “Setup GL export” hyperlink in the top right portion of the screen to pull up the setup window.

To set up the payables, eoStar must first know if you accrue the payables when the product is received rather than waiting until you are invoiced by the supplier for the product. If you accrue the payables, put the accrued payables account into the “Ledger account for accrued payables” box. If you wait until you receive a bill from the supplier, simply leave this field blank. Next, choose the appropriate payables export format. Finally, choose the appropriate export format for your ledger export, and click “Save changes”.

Purchase Order – G/L Setup

The G/L Menu above contains all the options necessary to configure and export to your external accounting package.

Accounts

GL12.png

You can add accounts in the GL Account records which correspond to your chart of accounts in the external accounting package. In the example above, we have set up two different cash accounts. One for Tampa, and one for Ft. Meyers. The external account field maps the eoStar account to the corresponding account in the external account package. [see GL Accounts]

Item Groups

If you track sales and purchase of different types of products into different GL accounts, you can set up item groups. The item groups are assigned to the products in the GL Group field on the More panel of the product records (see below). [see GL Item Groups]

GL13.png GL14.png

Inventory Write-off Groups

GL15.png

If you post to different GL Accounts based on different write-off reasons, you can set up Inventory Write-off Groups. The write-off group is assigned to write-off reasons in the center panel of the Write-off/Return Reason record type. (see below.) [see GL Inventory Write-Off Groups]

GL16.png

Warehouse Groups

GL17.png

If you post to different GL accounts based on the warehouse of a transaction (order, purchase, write-off, transfer), you can set up Warehouse Groups. The warehouse group is assigned to a warehouse on the center panel of the warehouse record (see below). [see GL Warehouse Groups]

GL18.png

Sources

GL19.png

The sources within eoStar represent the various transaction types that have an impact on the GL. Within the sources, you can set up a set of rules that defines which accounts are debited and credited when a transaction is posted in eoStar.

In the example above, we have setup up some sample rules for purchases. There are default rules in the center panel, and override rules in the right hand panel. So, if you purchase a non-beer item into the Ft. Meyers warehouse, it will debit Inventory at cost – Ft. Meyer (Non-Beer), and it will credit Payable – Ft. Meyer. [see GL Sources]

GL Batches

[see GL Batches]

GL20.png

Transactions in eoStar are grouped in batches for the purpose of interfacing to an external accounting package. Some things to know about GL Batches:

  • There is always exactly one “open” GL batch
  • All new transactions are automatically placed in the currently open GL batch
  • An open GL Batch may be “closed” at any time for the purpose of reviewing and adjusting the numbers prior to exporting to the external accounting package.
  • There may be no more than one “closed” batch in eoStar at any given point in time.
  • Transactions may be moved between the “closed” batch and the “open” batch manually from within the interface for the “closed” batch.
  • Once the desired transactions are included in the “closed” batch, the batch may be “finalized”.
  • A batch may only be finalized if:
  • All orders are delivered
  • All purchase orders have not been at least received (not necessarily invoiced yet)
  • All item transfers have been received
  • A batch may not be exported to the external accounting package until it has been finalized.

GL Flow - Purchase

Entering the Purchase

GL21.png

A purchase order is entered in the system. The cost(s) on the purchase comes from one of two places:

  • Supplier panel on the product record (there are separate fields on the product record for estimated freight and purchase allowance)
  • The last supplier invoice with this product from this supplier

Once the purchase order is entered, it will move through a series of queues in the system. These are found in the Purchase Tracker.

GL22.png

The purchase will initially drop into the “Waiting to be Printed” queue. At this point, you can see the purchase in the GL Batches, but you will not be able to finalize the batch with the purchase in this state.

Once you have printed the purchase, and you move it through the tracker, it moves into the “Waiting to be received” queue. Once you receive the purchase, the batch containing this purchase may be “finalized”.

In the “finalized” GL batch, the panel for the external accounting package export (MAS200 in this example) may be opened, and the data can be exported.

GL23.png

The next queue in the purchase tracker is the “Waiting to be invoiced” queue. This is where the expected costs within the PO are reconciled against what you were actually invoiced by the supplier.

GL24.png

If the cost on the items changes during this process, (the cost of beer was changed from $7.00 to $8.00) the modifications are visible in the finalized batch, and may be re-exported as adjusting entries (Note the red hyperlink below)

GL25.png

Here is the adjusting entry in the export screen. (10 units x $1.00 difference)

GL26.png

GL Rules panel
GL Rules provide the translation between the data collected by eoStar (the GL Sources) and your chart of accounts defined in your GL (General Ledger) accounting software.
  • These rules are entered by the user and may be changed (if access is permitted via User Security).
  • If you have exported data to your accounting software and then make adjustments to the GL Rules, eoStar will produce adjusting GL entries automatically. These exported transactions are stored in GL Batches.
  • To make changes to the rules effective on a particular date, you may use GL Rule Sets.

Note: Basically, eoStar will scan all financial transactions associated with a GL Batch and produce a set of Debit and Credit transactions for your GL Accounts. All transactions are stored in the Open GL Batch (see GL Batches).

When you close the Open GL Batch, the transactions are moved into the Closed GL Batch [see GL Batches]. You may then move transactions between the open and closed batches (although new transactions will always flow into the open GL batch).

When you are ready to export the GL transactions in the closed batch, you will finalize the closed batch and then produce a file to be transmitted to your General Ledger software. Once a GL batch is finalized, it will no longer accept changes to the transactions (i.e. you can no longer include or exclude transactions in that batch).

However, if you modify the GL rules, or if you modify the GL Rule Environment, then adjustments to the exported data will be detected.

These adjustments may then be exported.

How-To Edit GL Rules

  1. Go to GL>Sources.
  2. To see the names of the accounts rather then the numbers, check the Show Account Names check box.
  3. Select the area for the account you wish to change, then use the drop down arrows to change the debit and credit account.
  4. When finished making changes, select the command button Post.
GL>Sources screen highlighting the description.

GL Sources are defined within eoStar by the programmers at Rutherford & Associates. They represent all of the financial items that eoStar is able to transmit to a General Ledger package and include sales, costs, and revenue data.

The GL Sources are associated with:

  1. Sales (orders)
  2. Purchases
  3. Inventory transfers
  4. Payments
  5. AR Charges
  6. Inventory Write-offs
  7. Route Accounting adjustments

These sources are linked to GL Accounts (the same GL accounts you use in your General Ledger software - the chart of accounts) using the GL Rules.

eoStar automatically creates a list of GL sources. To search through the list of GL sources, check the Search check box. The description will explain what the source is.

Additional Information

GL Rules Panel

See GL Rules.

Reports Panel

This panel shows reports associated with the selected GL source.

GL Source Name (vs SQL name)

There are a few LedgerSources that have different names than their corresponding SQL columns:

  • eoStar – OrderLine: BagDeposit == SQL – dbo.OrderLines - Dr_BagCredit, Cr_BagCredit, BagCredit
  • eoStar – OrderLine: StateDeposit == SQL – dbo.OrderLines - Dr_StatePickupCredit, Cr_StatePickupCredit, StatePickupCredit
GL Accounts screen
GL Accounts are maintained within eoStar and must match the same accounts in your General Ledger's chart of accounts (as defined by your accountant).
  • The Description and Account type are informational only.
  • The External account will be used when you actually produce an export file (containing the resulting Debits and Credits) and must match the accounts defined in your accounting software.

Note: You may erase accounts, but the account will still be exported if you have rules referencing it (eg. in a prior export).

How-To Create a New Account

  1. Go to GL>Accounts.
  2. Click New on top bar.
  3. Specify record by either selecting the provided number or creating your own.
  4. Add information - name, description, account type, and external account number.
  5. Click Save on top bar when finished.

Additional Information

GL Rules Panel

The GL Rules Panel lets you modify the rules that associate the eoStar GL Sources with the selected GL Account. See GL Rules.

Usage Panel

This panel shows the Rules where the selected accounts is either a Credit or a Debit account.

Exports Panel

This panel displays the account summary for the selected date range for the account. To select a different year, use the drop down arrow. If the legacy balance checkbox is is checked, then the beginning and ending balance will be displayed. The totals and sub-totals are provided.

Quickbooks Panel

Added with the Quickbooks Plugin, this panel is used to record a customer or vendor name and account name that is used in Quickbooks to the accounts record.

GL>Batches
All GL (General Ledger) transactions are placed into a Batch. Batches are groupings of orders, transfers, purchases, write-offs, and bank deposits.

There is a current batch which contains the current period's general ledger entries. The act of closing a batch should occur at the end of the users period. At the time the batch is closed, all items are moved to the closed batch, unless the user check the Upon closing this batch, move all transactions into the open batch check box. If this box is checked then an empty batch will be created and the user can select the transactions to include into the closed batch. Alterations in their placement may be made between the closed batch and the newly created open batch to satisfy unfinished transactions. When the batch is closed, items can be moved between the new open batch and the closed batch without any problems. There can be only one open batch and one closed batch at a time. Before the user closes another open batch, because the end of another period has passed, they must finalize the currently closed batch. After a batch is finalized it cannot be altered. Many finalized batches can be listed and viewed.

Open Batches

From an open batch the tickets included in this batch can be viewed. They include: Orders, Purchases, Payments, Charges, Transfers, Write-offs, and Reports.

Closed Batches

Many different kinds of data can be viewed from a closed batch. To include a transaction into the closed batch check the check box under the In column of the transaction.

Finalized Batches

The batch must be finalized before the data can be exported. Finalized batches can be exported directly into the accounting packages mentioned on the Accounting system page. To finalize a batch, click on the desired current batch to finalize and click the Finalize this closed batch command button. The batch will then be finalized and cannot be changed in any way. It will be named by the name Finalized and the date and time it was finalized.

The Reconciliations and Bank Deposits Panels are added with the addition of the Route Accounting Plugin and Bank Deposits Plugin.

All tickets included in this batch can no longer be altered; however, they still may be viewed.

How-To Move GL Batches Through

  1. Go to GL>Batches.
  2. Click the command button Close This Open Batch.
  3. Under the Orders Panel, all checked orders are To include unselected orders, check the check box under In you want to include in the batch or select the record and click Include Selected orders.
    1. Repeat the same process for Purchases, Transfers, Write-offs, Repacks, Payments, and Charges.
  4. The Reconciliations and Bank Deposits panels are used to select what transactions to keep in the batch as well.
  5. When finished making changes to the closed batch, select Finalize this Closed Batch. When this button is clicked, no more changes to this batch can be completed (including counts, orders, transfers, or write-offs).

More GL Batches Information

Orders Panel

This panel lists all the Orders for the selected batch. To view these orders, click the hyperlink for the order. To view the customers for the order, click the hyperlink of the customer names.

Purchases Panel

This panel lists all the Purchases for the selected batch. To view these purchases, click the hyperlink.

Transfers Panel

This panel lists all the transfers for the selected batch. See Transfers.

Write-Offs Panel

This panel lists all the Write-Offs for the selected batch. See AR Write-Off Reasons.

Repacks Panel

This panel lists all the Repacks for the selected batch. See Enter Repacks.

Payments Panel

This panel lists all the Payments for the selected batch.

Charges Panel

This panel lists all the charges for the selected batch.

Reconciliations Panel

The Reconciliations panel is added with the addition of the Route Accounting Plugin. It is used to select which truck reconciliations created in the Daily Route Settlement will be included in the selected GL Batch.

Bank Deposits Panel

With the addition of the Bank Deposits Plugin, this panel becomes available. This panel is used to select which bank deposits to include in the GL Batch.

GL Results Panel

See GL Results.

GL Export

This panel is used to export the GL batch to any attached Accounting system. After the batch is finalized, click the hyperlink Setup GL Export to determine which accounting system will be used. Click the command button Post and Export New Transactions. For additional information, see GL Export Panel.


GL Training Videos

Download:

Intro: About eoStar General Ledger

[[Media:GLintro.swf|Click to watch GL intro video


Click these links for more General Ledger Tutorial Videos:

Download:

Part 1 Intro & GL Groups Part1

Click to watch GL Setup video 1

Part 2 GL Groups Part2

Click to watch GL Setup video 2

Part 3 GL Accounts, Ledger Sources and Exports

Click to watch GL Setup video 3

Download:

Ledger Batching and Exporting

Click to watch GL Export Video

Part 1

Click to watch QB Direct Connect video 1

Part 2

Click to watch QB Direct Connect video 2

Video by: Ben Dora, Special Projects Coordinator. March 8th, 2012.


Click to watch GP Direct Connect Video