Tabs3 General Ledger (GLS) Frequently Asked Questions

Last reviewed: 12/14/2009
Article ID: R11105

Questions & Answers

The information in this article applies to:

Summary

This article provides answers to frequently asked questions regarding the following subjects:

Frequently Asked Questions

The following is a categorized list of questions frequently asked by users regarding the Tabs3 General Ledger (GLS) Software.

Introduction & Getting Started

I need to get GLS up and running as soon as possible and I just don't have time to read the entire manual cover to cover at this time. What should I do first?
Read Chapter 1 and Chapter 2 of the GLS manual. Step by step procedures to begin using GLS are outlined in these chapters. Referrals to specific sections in the manual and Help are included for quick reference.
 
I'm using GLS with other programs (Tabs3, TAS, etc). Should I put them all in the same directory?
Yes, this is required if you want the software to integrate. When integrating with other software applications, all of the applications' program files must reside in the same directory as the System Configuration program files for integration and integrated file locking to work. Data files and program files for all systems are stored in the same directory with one exception. Since multiple GLS clients can be configured for GLS, the GLS data files are stored in the GLS data path specified in the Edit GLS Client program, within a subfolder of the program directory.
 
Why is it necessary to do a Data File Integrity Check before making a backup?
Prior to making backups, you should run the GLS Data File Integrity Check program to ensure that the data you are backing up has no errors (caused by power fluctuations, hardware malfunctions, etc.).
 
What method should I use to back up my data files, and how often should a backup be made?
Some of the methods available for backing up hard disks include the Backup program that comes with Windows, tape backup systems and various commercial software programs. It does not matter which program you use as long as it does the job successfully and you know how to use both functions: backing up and restoring.
 
To determine how often a backup should be made, you need to take into account any possible disaster that can occur. This includes potential problems with hardware, storage media, electrical problems, fire, flood, theft and human error. The best answer is, "Back up when you can't afford to lose the work done in GLS since your last backup."
 
Your computer dealer can assist you with selecting the best backup method for your needs. A list of the GLS files that need to be backed up can be found in Chapter 1 of the GLS manual.
 
Although GLS includes a Back Up Data Files program, this should be used as a temporary backup only and does not replace a well-planned back up system. The Back Up Data Files program maintains only one backup and does not give you the ability to back up onto a different drive. Therefore, if your hard drive crashes or your computer is stolen, you would have to restore from a different backup.

The Knowledge Base article R11213, "Backup Strategy," provides information regarding various backup strategies for Tabs3 and PracticeMaster software.
 
What is HotBackup, and how is it different from Back Up Data Files?
HotBackup is a Client Server Version software feature which allows you to back up your data files while other users continue to work in the software. This feature differs from Back Up Data Files, in that the Back Up Data Files feature is a slower, exclusive function with a 2GB file size limitation. Back Up Data Files is generally sufficient for firms who require a minimally-sized backup file. HotBackup is meant for firms who need to be able to create a fast backup that is virtually unlimited in size (limited only by the size of the backup drive). More information regarding HotBackup and how it compares to Back Up Data Files is provided in the Knowledge Base article R11193, "HotBackup Overview."
 
How do I know the backup was successful?
Periodically test your backup system by restoring the files to a different drive or computer and verifying the integrity of your data. A backup has no value if the data cannot be restored. Tape backup software and other third-party backup software typically have a "verify" or "compare" function that can be used for this purpose.
 
We have multiple GLS clients configured. Do we need to do anything special for our backup procedure?
Yes. Multiple GLS clients reside in different subdirectories. Make sure that your backup routine is backing up the data files for all GLS clients. If you do not know how to do this or are not sure if it is being done, contact the person responsible for your backup routine.
 
After starting GLS, the message "Duplicate User IDs were found. Do you want to reset them?" was displayed. What causes this message to be displayed?
The software allows an individual User ID to log on multiple times. If the same User ID is already logged on, this message will be displayed. Circumstances that can cause this to happen include:
The most common reason for this error message is the first reason listed--the last person who logged in with your User ID exited the software improperly.

Using & Setting Up GLS

What is the "Account Number Format" and how can it be changed?
The Account Number Format determines the format of the account number and is made up of two significant numbers. The first number specifies the overall length of the account number. The overall length consists of the number of digits to the left of the decimal, the decimal, and the number of digits to the right of the decimal (the maximum overall length is 9). The second number indicates the number of digits to the right of the decimal (the default is 2). Once the Account Number Format has been configured, it can only be changed using the Change Account # Format program.
 
We maintain several sets of books for our firm and its subsidiaries. Can we do this in the General Ledger Software?
Yes. GLS allows you to configure up to 999 different sets of data. Each set of data is referred to as a GLS client. Setting up multiple GLS clients allows you to easily keep separate books for multiple entities on the same computer. This is accomplished by storing additional GLS clients' data in separate subdirectories in the program directory.
 
The first time GLS is configured, you will be asked how many sets of client data you will be working with. You can always increase the GLS client file limit at any time but you can never decrease it. To increase the GLS client file limit after it has been configured, click the Limits button in the Edit GLS Client program. You will be asked to enter the number of GLS clients. The number of GLS clients is increased as soon as you enter the new GLS client file limit and click OK.
 
What is the function of the "Force Journal Entries to Balance" check box in the Edit GLS Client program?
Forcing GLS journal entries to balance prevents the data entry operator from closing the Journal Entry window if the total debits and credits for a data entry session are not equal.
 
We are going to be keeping a set of books for another office. How can we copy the account numbers from an existing chart of accounts?
When adding a client other than client #1, you will be asked if you want to copy an existing client's Chart of Accounts when you save the client record. If you click Yes, the Copy Client Data Files window will be displayed allowing you to specify which client's information you want to copy. After the information is copied, you can edit the Chart of Accounts as required.
 
Why would you want to copy an existing GLS client's account balances and journal entries?
Copying an existing GLS client's account balances and journal entries allows you to save previous fiscal years' financial data for the same GLS client thus giving you instant access to previous years' financial data by simply selecting a different GLS client.
 
Can the options in the Edit GLS Client window be changed once the initial setup is complete?
All fields in the Edit GLS Client window can be edited with the exception of Beginning Fiscal Month, Account # Format, Current Month & Year, and Date of Last Advance fields. To change the Beginning Fiscal Month, you must use the Change Fiscal Year program. To change the Account # Format, you must use the Change Account # Format program. The Current Month & Year and the Date of Last Advance fields are "display only" and are updated when the Advance Current Posting Month program is run.
 
What are departments used for?
Departments can be used as separate profit centers, locations, timekeepers or anything for which you want to print individual financial statements. Financial statements can be printed by separate department or combined ranges of departments. If you do not plan on producing financial statements by department, it is not necessary to use departments (i.e., enter all accounts with a department of "0").
 
What is the purpose of the Detail Sort and Summary Sort numbers found in the Chart of Account program?
The Detail Sort and Summary Sort numbers are used to specify the order in which the account will total and appear on the Balance Sheet and Income Statement. The Detail Sort number applies to the detail financial statements and the Summary Sort number applies to the summary financial statements.
 
If the same Sort number is used for multiple accounts, then those accounts will be sorted in Account Number order. Since the financial statements use a secondary sorting order of account number, theoretically, you could enter the same Detail and Summary Sort number for all accounts if your accounts are numbered in the correct order that they should appear on the financial statements.
 
Why would I use different Detail and Summary Sort numbers for the same account?
The ability to define a Summary Sort number is available in case you want certain accounts to be positioned or totaled on a summary financial statement differently than they are positioned or totaled on a detail financial statement. For example, perhaps you want to print your detail Income Statement in one order for internal purposes but your summary Income Statement in a different order to conform to IRS requirements.
 
A message stating that the Header and Total accounts do not match was displayed when I tried to print a Balance Sheet. How do I fix this?
Heading and Total accounts are used to print optional heading descriptions and total amounts on the Balance Sheet or Income Statement. Posting is not allowed to either of these account types. A Heading account is also used to determine the beginning of a group of detail accounts that are to be totaled, whereas a Total account is used to determine the end of a group of detail accounts for totaling. When setting up your Chart of Accounts, the number of Heading and Total accounts must be equal.

The Chart of Accounts must be edited to fix this message. To determine which account or accounts need to be edited, print a Chart of Accounts List for just the Heading/Total/Comment accounts. If the message occurred for a detail Balance Sheet, select a Sort Sequence Order of Detail. Using the Lvl column on the printed list, match the header and total accounts together. The easiest way to accomplish this is to draw a line from the first level 1 account to the next level 1 account and so on with the other levels. Each header account must have a corresponding total account. An example of a Chart of Accounts with the matching header and total accounts drawn in can be seen in Chapter 2 of the GLS Manual.
 
How do I edit the "Lvl" column on the Chart of Accounts List?
The "Lvl" column is system generated and cannot be directly edited. The "Lvl" (level) column on the Chart of Accounts List can be used to bracket Heading and Total accounts to present a visual picture of your detail account groupings. It can also be used to verify that you have matching Heading and Total accounts. You can indirectly edit the levels by adding or deleting Heading or Total accounts or by editing the detail and summary sort numbers. This column appears on the Chart of Accounts List when you have selected the Use a Sort Sequence Order check box.
 
What is the purpose of setting up multiple journals and what are some examples of how journals are used?
Setting up multiple journals allows you to produce journal listings to balance entries for each journal you've created. Unlike manual accounting, no posting from one journal to another is required if multiple journals are defined. Examples of journals include Cash Receipts, Cash Disbursements, Miscellaneous, etc. If you want, you can set up only one journal and refer to it as the General Journal. When printing journals, you can select a primary and secondary order of reference, date, account or check number.
 
What is the best method to transfer beginning balances in the Chart of Accounts?
There are two methods of transferring balances into GLS. One is by editing the balances in the Chart of Accounts (i.e., "plugging in" balances), the other is by posting journal entries. A thorough discussion of each method can be found in Chapter 2 of the GLS manual.

Data Entry

Can journal entries be made for a prior month after the month has been advanced?
Yes, journal entries can be made for a prior month, prior year or second prior year. The date of the journal entry determines the month it is posted to. As journal entries are made, the balance for the account is automatically updated. Journal entries made for a prior month, prior fiscal year, or the second prior fiscal year automatically adjust balances through the current fiscal month. Journal entries cannot be made to a future month (i.e., a month later than the current fiscal month). If journal entries are made for a prior month, you may want to reprint your financial reports for that month and all subsequent months.
 
What is the "Source" field on the Journal Entry window and can it be edited?
The Source field is a system-generated field indicating the origin of the journal entry. It cannot be edited. Journal entries can be generated from the following sources: Manual entry (entered in GLS), Billing (generated by Tabs3), APS (generated by the Accounts Payable Software), TAS (generated by the Trust Accounting Software), Recurring Entry (generated by the GLS Post Recurring Entry program) and Payroll (generated by Peninsula Software's PenSoft Payroll module or the GLS Post ASCII Data program).
 
What are recurring entries?
Recurring entries are journal entries that occur on a regular basis. By using a recurring entry, you avoid having to re-enter recurring journal entries on a monthly basis. The Recurring Entry data entry program allows you to add, change or delete recurring entries in the recurring entry file. Examples of recurring entries include depreciation, amortization, notes payable, fixed investment income, rent, monthly lease payments, etc. Recurring entries are posted to the journal entry file using the Post Recurring Entries program. Recurring entries should be posted on a monthly basis.
 
I have added recurring entries in GLS. However, they are not appearing on the Journal Entry Verification List, the General Ledger Report, or the Journals that I have printed. Why?
Recurring entries are stored in the recurring entry file. Journal entries are not created or included on any of the reports until the Post Recurring Entries program is run. The Post Recurring Entries program creates and adds a batch of journal entries based on the information in the recurring entry file to the journal entry file. Recurring entries should be posted once a month using the Post Recurring Entries program.
 
Can you place recurring entries on "hold"?
Yes, individual recurring entries can be placed on "Hold." The Recurring Entry data entry program includes an On Hold check box. Select this check box if you do not want the recurring entry posted when the Post Recurring Entries program is run. If you have quarterly, annual or non-monthly recurring entries, you can put them on hold until you are ready to post them.
 
What date is used for the journal entry when recurring entries are posted?
The Day field for each recurring entry record determines the date of the posted journal entries. If you have a specific day (1-31) in which the entry should be posted, enter that number. If you enter 31 and the month has less than 31 days, the entry will be made for the actual last day of the month. If you would like the journal entry to have a date that is the same as the Posting Date entered when you run the Post Recurring Entries program, then enter "00" in the Day field. Regardless of the day selected, the month and year of the entry is taken from the Posting Date entered when the Post Recurring Entries program is run.
 
I would like to enter a lengthy description for one of my accounts and would like to see it on the Balance Sheet using more than one line. Is this possible?
Use a "Comment Account" print type to add a comment account for each line of description you want to print. Add as many comment accounts as desired before adding the last account as a detail account with the end of the description. All of the accounts should have the same print options and sort sequence numbers. The comment accounts will print on the Balance Sheet (or Income Statement) but not on the General Ledger or Trial Balance. The description that is entered for the detail account will print on the General Ledger and Trial Balance.
 
What is the best way to split out a previously entered journal entry?
The best way is to reverse the original journal entry and then add new journal entries. Otherwise, if you have the Force journal entries to balance check box selected in the Edit GLS Client window, you will receive the "Session Totals Do Not Balance" message when attempting to exit the program. This message will not allow you to exit the journal entry window until you post one or more journal entries to a suspense account or undo your changes so that the Session Total is equal to 0.00.
 
In order to reverse the original journal entries, you will need to open the Journal Entry window and enter a corresponding journal entry with a negative amount to reverse each entry. Once you have reversed the original entries, you will be able to enter the new journal entry (or entries) to post the amounts to the proper accounts. For audit trail purposes, as well as avoiding the "Session Totals Do Not Balance" message, we do not recommend editing the amount of the original journal entry.
 
For example, let's say the original journal entries include a $100 debit and a $100 credit. Let's say your want to split the $100 credit into two journal entries--a $75 credit and a $25 credit. In this case, simply post a -$100 credit and a $75 credit and a $25 credit.

Let's take another example. Let's say the original journal entries are a $500 debit and $500 credit. Let's say you want to split both sides into three separate journal entries ($300, $150, and $50). In this case, simply post a -$500 debit and a -$500 credit. Then re-enter the journal entries with the new debit and credit amounts.
 
Note: If you post a journal entry to a suspense account, this journal entry will need to be addressed at a later time by reversing the journal entry from the suspense account and then posting to the desired accounts. 

REPORTS

Can I print financial statements for a prior month if the month has already been advanced?
Yes. In addition to printing financial statements for any month in the current fiscal year, GLS also allows you to print financial statements for any month in the prior fiscal year and second prior fiscal year (2 years ago). Simply select the year you want to print from the drop-down list and select the calendar month to print from the drop-down list.
 
How can I get a list of all outstanding checks to compare with the bank statement?
You can print a Journal or a Reconciliation Report. To print a Journal, select Reports and then select Journal Report. Enter the bank account # on the Account tab. On the Journal tab, enter a beginning check # greater than "0". On the Options tab, make sure the Entry Order check box is cleared. Specify a primary order of Account and a secondary order of Check. In the Checks selection box, select Outstanding. To print a Reconciliation Report, refer to the next question.
 
How can I get a list of all outstanding checks and deposits?
You will have to print a Reconciliation Report. To print a Reconciliation Report, select Maintenance and then select Reconciliation. In the Reconciliation Settings window, specify the GLS Account # and statement information. Click OK. Once the Reconciliation window is displayed, the Reconciliation Report dialog box can be accessed using any of the following methods:
Once the Reconciliation Report dialog box is opened, select the Detail option and the Outstanding option. Click OK to print the report.
 
Where does the Trial Balance get the figure for the beginning balance column?
If the account is an asset or liability account, the beginning balance is retrieved from the prior month's ending balance found in the Chart of Accounts. If the account is an income or expense account, the beginning balance is calculated by adding the activity for each month prior to the Beginning Calendar Month in the year selected. For example, if you are on a calendar fiscal year and are running a Trial Balance for the month of April, then for each income and expense account, the activity from the Chart of Accounts for January, February and March are added together and the total is used as the beginning balance. (Note: If a different "Beginning Month for YTD Figures" is selected, then the activity for that month through the month prior to the Beginning Calendar Month selected will be added for the Beginning Balance figure.)
 
Why aren't the Beginning Balance and Ending Balance Debit and Credit columns totaled on the Trial Balance?
Totals for the Beginning and Ending Balance debit and credit columns are not shown because they do not match due to the automatic posting to the retained earnings account. Whenever a journal entry is posted to an income or expense account, a one-sided posting to the retained earnings account balance is automatically made. This automatic process eliminates the need for an Income Summary account and the periodic process of closing out the profit/loss account.
 
What is the difference between summary and detail Balance Sheets and Income Statements?
The detail financial statements print the detail accounts (accounts that journal entries are posted to) along with the Header, Total and Comment accounts. The summary financial statements do not print the detail accounts and will only print Header, Total and Comment accounts. Also, the detail financial statements use the Detail Sort numbers whereas the summary financial statements use the Summary Sort numbers to determine the order in which the accounts will be printed.
 
The Balance Sheet has a different amount for Retained Earnings than the amount shown in the Trial Balance. Why?
The Retained Earnings figure is calculated when the Balance Sheet is run using the following formula: Retained Earnings = Assets - (Liabilities + Owner Equity). However, the Trial Balance retrieves the balance for the Retained Earnings account from the Chart of Accounts. If the Retained Earnings account figures on both reports do not match, then you are out of balance due to several possibilities: a one-sided journal entry was made to a Balance Sheet account, a Balance Sheet account was edited in the Chart of Accounts, incorrect initial balances were entered, unbalanced journal entries were made, etc. Additional information can be found in our Knowledge Base article R10984 - "Balance Sheet and Trial Balance Do Not Match."
 
What should I do if my General Ledger shows a different balance for some accounts than my Balance Sheet indicates?
For Asset and Liability accounts, the General Ledger retrieves the previous month's ending balance and adds the journal entries found in the journal entry data file to calculate the New Balance. However, the Balance Sheet retrieves its figures directly from the Chart of Accounts. Differing balances on the General Ledger and Balance Sheet are a result of editing the current or previous month's balances in the Chart of Accounts. To correct the situation, for each account that does not match, look at the balances in the Chart of Accounts and determine which month's balance is incorrect and edit it. (Hint: Use the previous month's "in-balance" General Ledger to find the correct balances.) To prevent this from occurring again, you can prevent all users from editing account balances by clearing the "Allow editing of account balances" check box on the Edit GLS Client window for client #1.
 
How are the percentages calculated on the Detail Balance Sheet?
There are two percentage figures that can print on the Balance Sheet - Last Month % and Last Year %. These percentages represent the percentage increase or decrease of the account since last month or last year. The percentages are comparing two different balances for each account - they will not total 100%. The Last Month % is calculated by dividing the Last Month $ Change by Last Month's balance. Likewise, the Last Year % is calculated by dividing the Last Year $ Change by Last Year's Balance. Examples and a detailed description can be found on page of this manual.
What is the difference between the "Print No Activity Accounts" and "Print Zero Balance Accounts" options on the Options tab of the General Ledger Report and Trial Balance?
The "Print No Activity Accounts" option lets you exclude accounts from the report if an account does not have journal entries for the period selected. The "Print Zero Balance Accounts" option is only available if the "Print No Activity Accounts" option is selected. Clearing this check box allows you to exclude zero balance no activity accounts from the report.
 
Is there any way to modify the reports printed by GLS?
Aside from:
you can also use a spreadsheet program, such as Microsoft Excel to manipulate reports. To do this, print to file with file type of .XLS. This allows you to open the report in Microsoft Excel and manipulate the information as needed. If you have the optional GLS Report Writer module, you can use it to create custom reports as well. We are always open to suggestions regarding new and existing reports and software features. Please feel free to send your requests to us, ATTN: Research & Development, or to wishlist@tabs3.com for consideration as future enhancements.
 
What does the Account Checksum figure at the bottom of the Journal Entry Verification List represent?
The Account Checksum figure is the sum of the account numbers for all journal entries that were added to GLS since the last time the list was deleted. The purpose of this number is to provide a cross-total for batched entries. By manually totaling the account numbers from your input sheet and comparing the total to the Account Checksum, you can ensure that all journal entries have been entered and assigned to the correct account. (Note: If multiple users are performing data entry, a separate verification list is maintained for each user.)
 
When printing an Income Statement, an Unmatched Total Accounts warning displayed.  How do I fix this?
An Unmatched Total Accounts or Unmatched Header Accounts warning will be displayed when there is a problem with the chart of accounts for Income Statement accounts or Balance Sheet accounts. Click here to refer to the question in the Data Entry section regarding how to fix this.
 
The cents are not showing on the Balance Sheet or Income Statement. How do I get the cents to appear?
The option to include cents on a report is based on the current GLS Client configuration.

To include cents on GLS reports

  1. Select Utilities | Edit GLS Client from the GLS menu.
  2. Select the GLS Client that you are currently using.
  3. Select the Print Cents on Reports check box.
  4. Press Ctrl + S to save your changes.
Now when you run a Balance Sheet or Income Statement, the cents will be shown.

Month-End/Year-End

What happens to the chart of account balances when I advance the month or year?
When you advance the month or year, the current month's ending balance will be carried over into the next month's beginning balance for the Asset and Liability accounts. The Income and Expense accounts maintain the profit or loss figure for the current month only and will start out with a zero balance for the next month.
 
When closing out the twelfth month of the fiscal year, do I advance the month and then advance the year?
No. You run the Advance Current Posting Month program only once when closing out the twelfth month of the year. GLS keeps track of which month in the fiscal year you are advancing and automatically advances the year along with the month.
 
What is the difference between advancing the month and advancing the year?
The two procedures are essentially the same except that you are asked a few extra questions when you advance the year. If the month you are advancing is the last month of the current fiscal year, then the Year-End Options group box will become available. This group box provides options regarding retaining your journal entries for the prior and second-prior fiscal years. If you elect not to save the journal entries, you will be asked if you want to save the outstanding bank account journal entries. Also, a message will be displayed at the bottom of the window: "Note: Opening a new year deletes journal entries for the year ending MM/YYYY. Archiving can be used to create a copy of the journal entries prior to advancing the year." Chapter 6 of the GLS manual provides more information regarding archiving clients.
 
What journal entries should we make at the end of the month and the end of the year?
No extra journal entries are required prior to advancing the current month or year. Because of the way GLS works, you do not have to close out the income and expense accounts to the Profit/Loss account, nor do you have to close out the Profit/Loss account (income summary) like you would when using a manual accounting system. However, at the end of the year, you may want to close out the Retained Earnings account so that it starts with a zero balance for the new year. This is accomplished by making manual journal entries. For example, if you have a liability account called Previous Year's Retained Earnings and the Retained Earnings account is set up as your Current Year's Retained Earnings account, you would debit Current Year's Retained Earnings and credit Previous Year's Retained Earnings (assuming there is a profit for the year). [Note: The year-end adjusting entries will vary depending on many circumstances (e.g., if the firm is a sole proprietorship, a partnership or a corporation, how the chart of accounts is set up, tax considerations, etc.). Consult your accountant for the proper adjusting year-end journal entries for your particular firm.]
 
Why would I want to save the prior year's journal entries? Will I lose my account balances if I don't save the journal entries?
If you want the ability to print the prior year's Journals, General Ledger or Trial Balance, you will want to keep your two prior years' journal entries. You will not lose your account balances if you do not save the entries; however, you will only be able to print Income Statements and Balance Sheets for the prior year and second prior year. (Note: You may want to consider "Archiving" the GLS clients instead of saving the previous year's journal entries. Chapter 6 of the GLS manual provides more information regarding archiving clients.)
 
Why would I want to save the current year's outstanding journal entries when advancing the year?
If you elect not to save the current year's outstanding journal entries when you advance the year, you will not be able to successfully reconcile your bank account when using the GLS Reconciliation program (assuming any outstanding journal entries exist).
 
My accountant will not have the figures for our year-end adjustments ready until March. Do I have to wait until then to advance my year?
No. You have two options.
  1. You can advance the year and save the current year's journal entries. When you are ready to make your year-end adjustments, simply date your entries as of the last day of your prior fiscal year. After making your adjustments, print the year-end reports. You may also want to print reports for any months following the year-end that have already been advanced.
  2. This second option is particularly useful if you do not want to retain last year's journal entries or if hard disk space is limited. You can "archive" the current year's information before advancing. "Archiving" is accomplished by saving the previous fiscal year's financial data for a GLS client by creating a new GLS client number and transferring the balances, journal entries and recurring entries before closing out the year. (Note: Make sure you specify a different data path for the new client number.) When you are ready to make your year-end adjustments, make them to both the archived client and the current client and date your entries as of the last day of your prior fiscal year. Print your year-end reports as desired from the archived client. The archived GLS client can be backed up and deleted from the hard disk if space is a problem.
 
How can I edit budget figures for the new year?
When the year is advanced, the current year's budget figures are copied to the previous year's figures thus providing the same figures for both years. You can edit individual monthly budget figures, or use one of the four different methods for editing all 12 monthly budget figures: 1) You can set all monthly budget figures to the same amount; 2) You can enter a yearly amount and let GLS compute the monthly amounts automatically; 3) You can adjust all 12 monthly budget figures by a specified amount; or 4) You can adjust all 12 monthly budget figures by a specified percentage. Budget figures are entered on the Budget tab in the Chart of Accounts data entry program.
 
We need to maintain detail journal entries for at least 5 years. How can this be done in GLS?
This can be accomplished with multiple sets of data stored under different GLS client numbers and data paths. Before advancing the year for a GLS client, add a new GLS client and transfer the current GLS client's chart of accounts, balances and journal entries to the new GLS client. (Note: You can maintain up to 2 years of journal entries for each GLS client. However, doing so takes up extra disk space and isn't necessary because the balances for the prior year and second prior year are maintained, thus allowing comparison figures to print on the financial statements.)

Integration

Do I need to set up my Chart of Accounts and enter beginning balances before I can begin integration with Tabs3 or APS?
It is possible to integrate with Tabs3 and APS before entering beginning balances, but not before setting up the Chart of Accounts. If you choose to set up integration before transferring balances, it will be easier for you to transfer beginning balances by posting journal entries rather than by editing the Chart of Accounts. Different methods of transferring prior balances are explained in Chapter 2 of the GLS manual.
 
GLS has options to integrate with various payroll packages. If I use a payroll system other than the payroll packages that GLS integrates with, can I still integrate with GLS?
It may be possible for the information from your payroll system to be merged into the General Ledger Software. The Maintenance menu includes a program called Post ASCII Data. This program allows you to import journal entries that are derived from external sources. The data being merged must be in the specified ASCII comma-delimited file format found in the GLS Help under GLSASCII.DTA.
 
How can I get a list of journal entries that were posted from Tabs3, APS, or TAS?
Run a Journal Report for the period desired and select the desired source of the journal entries from the drop-down list in the Source field.

Maintenance & Utilities

Is it okay to stop the Data File Integrity Check before it ends?
Yes. If errors are detected prior to stopping the program, you will be given the option of generating an Error Report.
 
We just ran the Data File Integrity Check program and three errors were found. What should we do now?
After the Data File Integrity Check is finished, you will be prompted to print an Error Report. You should print this report and then refer to Error Messages in the GLS Help or call our Technical Support for advice on how to deal with the errors. DO NOT continue to use GLS until the errors have been resolved.
 
We just ran the Data File Integrity Check program and several error 76, Retained Earnings Mismatch, errors were reported. What do these errors mean, and how can we correct them?
An error 76 is printed as a warning that inconsistencies were reported between the Trial Balance and Balance Sheet regarding the Retained Earnings account balance. The two most common causes of this situation include either unbalanced journal entries or direct editing of the balance of an account that is printed on the Balance Sheet.  To aid in determining the cause and troubleshooting this situation, refer to R10980, "DFIC Error 76 - Retained Earnings Mismatch."
 
Can we use the Check # field for payments received and still be able to use the Reconciliation program?
Yes. The Check # field can be used for payments as well as receipts.
 
Can we use the Reconciliation program for more than one checking account?
Yes, the reconciliation program can be used for multiple bank accounts. When the reconciliation is started you are prompted to enter the GLS account number you want to reconcile. Use a different account number for each bank account.
 
Can I exit the Reconciliation program without completing it?
Yes, you can exit the reconciliation and come back and finish it at a later time.
 
How are journal entries from APS voided checks handled by the Reconciliation program?
If you void an unposted check, no journal entries are made to GLS. However, if you void a posted check, reversing journal entries are made for the check. For example, if a check for $100 is posted in October and is then voided using an October Void Date, both a $100 credit and a $100 debit will be shown for that check number in the Reconciliation window when reconciling October. Both entries will automatically have a check mark in the "Clr" column. When the Reconciliation is finalized, the status of the journal entries will be changed from "cleared" to "reconciled."
 
A problem can arise if the posted check is voided using a Void Date that is in a different month than the original check. For example, a $100 check is written with an October date but is voided using a November Void Date. In this case, only the $100 credit will be shown in the Reconciliation window for October. You have two methods of dealing with this. You can leave the $100 credit journal entry as unreconciled. Then, in the following month's reconciliation, both the original check and the voided check entries will show up and both entries will automatically be marked as "cleared." The second method of handling this would be to manually mark both journal entries as "reconciled." You can preview a Journal Report for journal entries with the check # of the original and voided check (the check number will be the same). Then, drill down to the entries and select the "Reconciled" check box.

References

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