HOPE System Guide Control System 9/15/96 Page 115

Choices From the Financial Menu

These are the choices from the sub-menu on the previous page, reached by choosing:

7) Financial Reports - View and Audit, from the Accounting Menu.

Financial Menu Choices:

1) Open Ledger

This is the first step in the accounting process. To use the program, you must open the ledger first. The ledger name is password protected. Your Help Agent can provide the password with proper credentials.

In addition, you may set up multiple ledgers, one for each business unit, if you wish.

2) Close Ledger

It is wise to close a ledger on leaving the program. If you have multiple ledgers, one must be closed before another can be opened.

Please keep in mind that most transactions have already been put in automatically from the various programs and your entries.

3) Work With Accounts

This choice modifies the Chart of Accounts. It is generally used only at set up.

4) Work With Transactions

This is where the few accounting entries you actually make are entered. Each entry you make goes into a single account. This means you must make a matching entry with the opposite sign (+ or -) for each transaction. For example, if you subtract from Cash (Amt. Minus), then you must add to the Expense (Amt. Plus)...Just be sure to BALANCE. The minus (-) sign must be typed only for a subtracted entry. Just typing the amount is all that is required for a plus entry.

5) Print a Chart Of Accounts

This menu choice will print the current Chart of Accounts for review or modification. The Chart of Accounts printed is the one which will be used for the ledger you have chosen. Modifications can be made using Choice 1, Work With Accounts.

6) Printing A Trial Balance

This menu choice will create and print the trial balance for the company's accounts. This is a good way to check the few entries you made to see that they balance. If they do not balance, just make the balancing entry and post it using Choice Number 7. NOTE: Do number 7 (Posting) before running the trial balance, or the results will not be accurate.