5. CATASTRO DEL EQUIPAMIENTO Y ÁREAS VERDES
5.9 EQUIPAMIENTO DE SERVICIOS
Here is an example (your G/L account numbers may be different depending on your chart of accounts):
You must define a posting account for each function so that TravCom can correctly keep track of the accounting. The posting accounts are:
• O/S Comm. Payable -- The account in which outside sales agents’ commission will accrue on each sale (a liability account). Transaction detail will appear on the Aged Schedule of Accounts Payable.
• O/S Expense -- The account to which outside sales agents’ commission is expensed (an expense account).
• Bank Interest Income -- Interest income paid by a financial institution and entered in the bank reconciliation function will appear on the Adjustment Journal and be posted to this account (an income account).
Maintaining Agency Data Files
• Bank Service Charges -- Service charges paid to a financial institution and entered in the bank reconciliation function will appear on the Adjustment Journal and will be posted to this account (an expense account).
• Prev. Retained Earnings -- The account used by the function Close Fiscal Year to clear the current year’s profit (or loss) in preparation of the new year. This is required in order to close your fiscal year.
• Cross-Branch Clearing -- Available only if your version of TravCom software has multi-branch functionality. This allows you to post across different multi-branches (for example, an A/P Invoice could be charged 50% to Branch 1 and 50% to Branch 2).
• Currency Exchange -- The account where the foreign exchange difference calculated on the exchange rates stored in Setup are posted. This account is necessary if you have one or more foreign bank accounts.
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When creating a currency exchange account you must select a number that follows all of your cash (bank) accounts. The account may be placed anywhere within the Assets, Liabilities or Capital accounts, as long as there are no cash accounts after the currency exchange account number. For example, say your cash accounts include 1030, 1050 and 1060, and the “Total Cash” format account is 1100, as provided in the pre-loaded Chart of Accounts. You might create account 1090 or 1105 as your currency exchange account.2. For each function select the appropriate account to be used.
To select an account type the account number or sort key, or select an account from the drop-down list.
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The account must already exist in your Chart of Accounts before it can be selected as a posting account.Defining Cash Accounts
The Cash Accounts tab in the General Ledger file lets you define which G/L accounts you may use when posting Cash Receipts and Checks. It also lets you define your foreign bank accounts if you have built additional currencies.
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Accounts on this list are the only bank accounts that are accessible in Cash Receipts and Cash Disbursements. The first account for each currency type on this list should be the bank account you use most frequently -- it will appear as the default account in posting functions.You can Add, Edit or Delete the cash accounts listed in this tab.
If you Add or Edit an account, you will be prompted for:
• the account number for the Cash Account (this must be an existing G/L account number)
• the Next Check number on that account (used as the default check number in Check Posting)
• the Currency for this account
For multi-branch locations all bank accounts must be listed here.
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You cannot delete the first (default) cash account. To change which bank account is the default, you may Edit the first cash account listed on this tab and change the account number and next check number. Then Add back the account you have just removed from the first line. This will change the default bank account for all posting functions.If you wish to change the default account for only certain posting functions, you must select and save a default bank account from within that posting function. Changing the default bank account in this manner is discussed in detail in Chapter 6, Accounts Receivable Posting and Chapter 7, Accounts Payable Posting.
Defining Current Posting Month, Fiscal Year End, and Titles for Financial Statements
Even though the general ledger database is shared by all active branches, the Financial Statements tab window is branch specific and lets you:
• customize the title and notes to print on your financial statements
• define the current fiscal period (when you first install TravCom)
• define the last month of your fiscal year
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If your agency’s version of TravCom supports multi-branching all fields on this tab window are branch-specific. This Tab window is marked with an asterisk (*). Changes affect only the branch you are currently logged in to.For more information on setting up multiple branches in TravCom, see Chapter 14, Working With Multiple Branches.
Here is an example of the Financial Statements screen:
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For both the Financial Statement (also called an Income Statement or Profit and Loss Statement) and the Balance Sheet you can define:
• a title to appear at the top of the report
• notes to appear at the bottom of the report Financial
Statement Title Enter the title of your financial statement (up to 50 characters), as you would like it to appear on the top of the report.
If you want TravCom to automatically include the appropriate month and year as part of the title, use the characters #####. For example, if you enter FINANCIAL STATEMENT FOR #####, and the current month is June 2000, when selecting to print the Financial Statement for the current month TravCom will print FINANCIAL STATEMENT FOR JUNE 2000 on the report. It will print the correspondent month and year as part of the report title, depending on what selection you made when in Reports – General Ledger – Financial Statement/Balance Sheet.
Financial
Statement Notes Enter any notes you would like to have printed at the bottom of your report.
You may enter up to two lines, up to 50 characters each.
If you would like to break the notes section for signatures you can separate the information with double slashes “//” as follows:
Note 1: JOHN SMITH//OWNER
Note 2: BARBARA JOHNSON//ACCOUNTANT
These would appear as follows on the report, along with a signature line:
JOHN SMITH BARBARA JOHNSON OWNER ACCOUNTANT Balance Sheet
Title
Enter the title of your balance sheet (up to 50 characters), as you would like it to appear on the top of the report.
If you want TravCom to automatically include the appropriate month and year as part of the title, use the characters #####. For example, if you enter BALANCE SHEET FOR #####, and the current month is June 2000, when selecting to print the Financial Statement for the current month TravCom will print BALANCE SHEET FOR JUNE 2000 on the report. It will print the correspondent month and year as part of the report title, depending on what selection you made when in Reports – General Ledger – Financial Statement/Balance Sheet.
Balance Sheet Notes
Enter any notes you would like to have printed at the bottom of your report.
You may enter up to two lines, up to 50 characters each.
If you would like to break the notes section for signatures you can separate the information with double slashes “//” as follows:
Note 1: JOHN SMITH//OWNER
Note 2: BARBARA JOHNSON//ACCOUNTANT
These would appear as follows on the report, along with a signature line:
JOHN SMITH BARBARA JOHNSON OWNER ACCOUNTANT
On this tab you also define whether or not to print comparative statements. A comparative statement prints the previous year’s figures to the right of the current year’s figures.
Two other fields are very important:
Current Posting
Month When you first install TravCom enter the calendar month number (1-12) for the current posting month. For example, if you “Go Live” with TravCom in May you would enter 5.
This month number will be automatically incremented when you close each month (see Chapter 12, Periodic Functions & Journals for more details on how to close the current month).
Last Month of Fiscal Year
Enter the calendar month number (1-12) for the last month in your agency’s fiscal year. For example, if your fiscal year end is June 30 you would enter 6.
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DO NOT change the Current Posting Month after you have gone live on TravCom.The only way this field should be changed is automatically when you perform a Close Current Month. If the month is manually changed in this field TravCom will not be able to properly clear the MTD transactions and open a new accounting period.
When you Close Current Month you will get a separation of sales between accounting periods.
Printing a G/L Edit List
The Edit List button (available when you do not have a G/L account displayed on the screen) lets you display or print a full or partial listing of your chart of accounts.
You can select a range of accounts by number or all accounts. You can also define a sort order for the report (numerical by G/L account number or alphabetical by sort key).
For general procedures on requesting an edit list see General Rules for File Maintenance earlier in this chapter.
Maintaining Agency Data Files