Accounting/ERP/Business Management Software RFP
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General Ledger

 

The General Ledger (GL) ties together all financial modules.  The purpose of the GL is to consolidate the information generated by the other PLB core modules and other modules to be developed.  In addition to a full-featured general ledger module, the GL will have the following features:

 

 

Multi-company processing

 

The company code identifies which company is being processed.  The GL module shall allow a number of multiple companies to be processed.

 

Current Company Code: 3 position (alpha numeric)

 

 

 

 

 

 

Multi-bank processing

 

PLB’s GL requires multiple bank accounts drawn on multiple banks. 

 

Current Bank Code: 2 position (alpha-numeric)

 

 

Chart of Accounts

 

PLB’s Chart of Accounts is currently made up of 3 segments with a pre-defined number of characters in each segment. 

 

Proposed: GL will support 4 segments with a minimum of 9 characters in each segment.  The segments will be alpha numeric.

 

 

Current Chart of Accounts Segments

 

GL Prefix Code: 6 positions

GL Account Number: 5 positions

GL Suffix Code: 6 positions

 

 

Proposed Chart of Accounts

 

GL Prefix Code: 9 positions

GL Account Number: 9 positions

GL Suffix Code: 9 positions

Extra Account: 9 positions

 

 

GL Prefix Code: Identifies PLB operation account or agency code

 

GL Account Number: PLB GL account number

 

GL Suffix Code: Identifies PLB operation account or project number + component

 

Currently Class Code is a two-position field that identifies the type of account that has been set up.  Different processing will occur depending on the class code entered.  In addition, certain line items will be setup depending on the class code entered.  These codes are used to identify where the accounts show up on the financial reports.  Codes permit users to summarize information into a single line item.

 

Type Code is a one-position field that identifies the account code further.  The current type codes are: 1 – Assets, 2 – Liabilities, 3 – Stockholders’ Equity, 4 – Income,

5 – Expense, 6 – Other.

 

Proposed:  Class Code controls the setup of the report writer.  If some other mechanism is used, Class Code is not needed.  If there is no other mechanism for placement of accounts in the report writer then the Class Code must be a minimum of two positions.  Type Code will be a minimum of two positions.  Both fields will need to be alpha numeric.

 

Proposed:  When the Account Code is selected, the system will validate with the proper Class Code and type.

 

 

Account setup

 

Operations

 

·         The account is setup in the Chart of Accounts

 

·         The account description, GL Class Code and appropriation account is entered. This will allow the expense to post to the appropriate line item and section of the financial statement.

 

 

 

 

Projects

 

A project is set up in project management.  At this time, the appropriation account and the expense account is entered.  This allows the expense to be posted to the appropriate GL account.

 

Ability to view multiple years

 

Proposed:  Want to be able to view current year plus 2 years prior, with the year identified, original budget and budget revisions.  A drill down from period to detail is also needed.

 

Inquiry for account information

 

 

 

Operating Accounts Inquiry Screen

 

 

Proposed:  Multiple sort levels in detail inquiry. Sort by each field in GL. Always display remaining balances.

 

 

Drill-down of account activity

 

Proposed:  Data drill down will be utilized throughout the system using structured “one-click” or pull down menus enabling all balances to be tracked down to the original transactions.

 

 

 

Automatic accrual reversals

 

Proposed:  Any accrual that is processed in a given period will automatically reverse in the following period.

 

 

 

Automated financial statements and schedules

 

Proposed:  Ability to extract user defined financial statements and schedules.

 

 

 

Multiple fiscal year processing

 

Proposed:  Ability to process a fiscal year prior to closing out the previous fiscal year.

 

 

Pre-paids

 

Proposed:  Automatically calculate and post expenditures based on beginning and ending dates.