ARDISSCN Accounts Receivable A/R Distribution to G/L Report
A/R Distribution to G/L Report
Application Overview
Whenever Sales, Cash Receipts, or Finance Charge transactions are posted to the A/R files, postings are also made to the A/R Distribution to G/L file. These are records of the postings to be made to the various General Ledger accounts.
If you are using Elliott’s General Ledger package, you can transfer these Accounts Receivable postings to General Ledger on demand for use in preparing your company's Financial Statements.
Sections of the Report
There are five sections to the A/R Distribution to G/L Report, the Income section, the Cash Receipts section, the Net Change to A/R section, the Cost of Goods Sold section and the Inventory Section. Whenever a transaction is posted in the Accounts Receivable package, another second transaction is also posted to keep General Ledger in balance. For example, every time a sales transaction is posted which increases an income account, a second transaction will also be posted which increases either a cash account (if the purchase was paid for in cash), or an A/R account (if the transaction went onto a customer's account for later collection). When a payment is received, typically these two transactions would be generated; one transaction recording the increase to the Cash Account, and one transaction recording the decrease in A/R. When an inventory item is sold (using Customer Order Processing), typically these two transactions would be generated; one transaction recording the increase to the Cost of Goods Sold Account, and one transaction recording the decrease in Inventory Asset Account. The A/R Distribution to G/L Report prints these five types of transactions in separate sections for easier reference. The Income section of the report will contain postings, which came from these sources:
Sales Distributions
Freight Charges
Miscellaneous Charges
Sales Tax
Finance Charges
The Cash Receipts section contains postings which came from these sources:
Cash
Discounts
Allowances
Non‑A/R Cash Accounts Credited
The A/R Net Change section of the report shows every change to the total amount of the company's A/R.
Detail or Summary Formats
You can print the A/R Distribution to G/L Report in either a detailed or a summary format. If you print the report in detailed format, all distributions which have occurred during the period you select will be printed, with detail concerning the source of the transaction, such a the customer number, document number and type of transaction which generated the posting.
If you select the summary format, on the other hand all postings to G/L for the same date for an account will be summarized and printed on one line of the report.
Purging the File
Once you have printed the A/R Distribution to G/L Report and you are satisfied that it is accurate, you can then purge the A/R Distribution file of the transactions, which appeared on the report. Purging the file periodically will prevent it from growing extremely large.
If you are using Elliott’s General Ledger package, however, and if you plan to transfer these A/R postings to G/L, do not purge the A/R Distribution file. If you do, you will not be able to transfer the postings to G/L.
Run Instructions
Select A/R Distribution to G/L Report from the pull down A/R Reports window. The following screen will then be displayed:
A/R Distribution to G/L Report Entry Screen
The following options are available:
- Print to screen, the general ledger distributions for a given date range in detail or summary
- Purge the distribution file only after interfacing to G/L
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type and Description |
1. Print Report ? | Y or N. If you answer Y then the report will be generated, otherwise it will not. Default is Y. |
2. Purge File ? | Y or N. Do not purge if you wish to interface with the General Ledger package. Default is N. |
3. Period Starting Date | A date in the standard date format. Enter the beginning date of the period for which you want to print the report. Default to system date. If you press RETURN for this entry, it will default to All, and all distributions on file will be printed. |
4. Period Ending Date | A date in the standard date format. Enter the ending date of the period for which you want to print the report. Default to system date. If you press RETURN for this date, it will default to the starting date entry. In other words, only distributions dated with the starting date will appear on the report. |
5. Starting Account | An account in the standard account number format. Enter the starting account in the range you want to include in your report, or press RETURN to default to All accounts. |
6. Ending Account | An account in the standard account number format. Enter the ending account in the range you want to include in your report, or press RETURNto default to the same account as you previously entered in the starting account field. If RETURN was entered in the starting account, this field will be skipped. |
7. Starting Customer No | 6 alphanumeric characters. Enter the starting customer number, in the range that you want to plot. If you press RETURN for the entry of the starting customer, the field will default to Allcustomers, and the ending customer will be skipped. |
8. Ending Customer No | 6 alphanumeric characters. Enter the ending customer number, in the range that you want to plot. |
9. Detail Or Summary ? | 1 alphanumeric character. Enter D if you want the report to show the full detail of every transaction, which generated a posting to G/L. If you answer S, every transaction which occurred on a single date for an account will be summarized and will print on one line. Default to D. |
A/R Distribution To G/L Report (Detail)
A/R Distribution To G/L Report (Summary)