The G/L Slip window consists of three main sections. The header section of the window is used to record general information such as Slip Number, Date and Document Number that will be applied for all transactions within the slip. The slip lines located at the middle of the window display information regarding the processed G/L accounts. As many transaction lines as required can be entered into a G/L slip. The lower section of the G/L slip window contains the total amount information of transaction lines and the slip description.
Values displayed on the Total fields cannot be changed by the user; these amounts are automatically calculated by the application as the lines change.
The fields and functions of the G/L Slip are:
Slip Number: The tracking number of the slip. The string is 8 characters long. Alphanumeric characters can be used to enter the number. The slip number field is mandatory. Slips are sorted by their numbers.
Date: The date of the transaction. This field is mandatory.
Arrangement Date: The arrangement date of the slip. This field is displayed only in Journal, Collection, Payment and Exchange Rate Difference Slips. The arrangement date info is used for BA and BS Forms. This date is taken into consideration when the user selects "According to Form Arrangement Date" option at BA and BS Forms data import filter line.
Journal Number: The journal item number of the slip.
Document Number: The number of the transaction document. The string is 8 characters long. Alphanumeric characters can be used to enter data. Since documents from different companies can have the same number, slips are not sorted by document number.
Aux. Code: A second code field used to classify slips. Contains 10 characters. The Aux. Code is used to classify G/L slips by company specific criteria.
Authorization Code: Used to define authorizations for each record. The string is 10 characters long. Each user may be authorized to use different records depending on the job definitions. Planning must be the first step in order to define authorizations by record. First, records to be accessed by each user or user group should be specified. Then, separate authorization codes are assigned to records accessible by each authorization group. Records are encrypted according to the information provided on the auth. code field so that only the users who log in with the specified authorization code can access and process the records.
Division: Physical locations connected to the headquarters of a company or organization that manage their own commercial transactions independently. This field is used to associate the transaction with one of the defined divisions of the company.
Department: Activities or activity groups within an organization which are independent from each other in terms of organization and accounting. This field is used to associate the transaction with one of the defined departments of the company.
Multiple lines can be entered on the slip, and each slip can contain transactions of different accounts. In other words, a line is added to the slip for each account transaction. The fields and functions of the slip lines are:
Account Code: The code of the account processed in the line. The recorded accounts are listed on the chart of accounts accessed by clicking on "..." icon, and the appropriate account is selected.
Name: The name of the account processed in the line. When data is entered into the account code field, the account name is automatically transferred into this field. Defined accounts are listed on the chart of accounts accessed by clicking on "..." icon, and the appropriate account can also be specified on this field.
Corresponding Account: The code of the corresponding account to be applied to the transaction on the line. The recorded accounts are listed on the chart of accounts accessed by clicking on "..." icon, and the appropriate account is selected.
Corresponding Account Name: The name of the corresponding account to be applied to the transaction on the line. When data is entered into the corresponding account field, the account name is automatically transferred into this field. Defined accounts are listed on the chart of accounts accessed by clicking on "..." icon, and the appropriate account can also be specified on this field.
Analytic Code: The analytic code of G/L account in slip line. The analytic code info comes from related G/L account card.
Budget Transactions: Indicates whether or not the budget transactions will be generated for the G/L account in slip line.
Description: The description of the transaction on the line.
F. Currency: The currency type to be applied to the transaction.
Debit: The debit amount of the transaction on the line.
Credit: The credit amount of the transaction on the line.
Debit in F. Currency: The foreign currency debit amount of the transaction on the line.
Credit in F. Currency: The foreign currency credit amount of the transaction on the line.
Overhead Pool: Indicates the overhead pool code of the transaction. Defined overhead pools are listed, and the appropriate definition is selected.
Aux. Code: Used to group slip lines, to filter a group of information during report generation, and to display totals of grouped information. This field can also be used to record any necessary information that is not included in the slip.
The aux. code on the line is different from the aux. code located at the header section. The Aux. Code field on the top of the slip is applied to the slip bottom, while the Aux. Code field on the line is applied to the line since it's used to classify slip lines. The
Transaction Aux. Code is available in filter options of all reports related to slips. However, slips cannot be sorted by transaction aux. code.
Quantity: The field used to specify input and output quantity if the account is tracked in units. The unit to be used for tracking is specified on the G/L account. Main and sub-groups can be processed with different units. However, when the account summary is generated on main account level, input and output quantities are expressed in the unit specified on the main G/L account. If unit accounting is used, the Quantity Control parameter of the G/L Parameters option located in the Definitions menu of the Administration section is used to specify whether or not the quantity input control will be performed on the slip line and the control method. The quantity control can be performed using three methods:
- When "Warn User" is selected, the application displays a warning message if the user tries to record the slip without entering information on the quantity field, and the transaction is recorded after the approval of the user.
- When "Block" is selected, slips cannot be recorded without entering information on the quantity field.
- When "Proceed" is selected, the quantity field is not checked for data entry.
Indices: This field is used to record index information if the inflation accounting feature is used.
Exclude from Inflation: Indicates whether or not transactions of the account will be processed in correction transactions if the inflation accounting is used. The selection made on the G/L account is transferred into the transaction as default.
Exclude from Calculation: This field is used to specify whether or not account transactions will be processed in calculations if inflation accounting is used.
Group Company Transaction: Used to indicate if the transaction in the line is a group company transaction or not, in case of using the consolidation feature.