A Connection Set-Up Check-List

This section describes changes to your operating procedures that will occur once CAPITAL Office is made general ledger "aware". It also offers a check-list that will help you in preparing CAPITAL Office to coexist with CAPITAL GL Controller.

As noted in the prior sections all supplier and cashbook transactions must have their "expense" allocations fully assigned. You will not be permitted to total the transaction unless this is done.

The trading statement report in the general reporting menu will no longer be available for use. CAPITAL removes this report from your system as it is superseded by CAPITAL GL Controller's financial statements reporting system.

A strategy should be worked out with regard to the updating of linked accounts. It is suggested that accounts directly updated by CAPITAL's automatic journals should not be accessible via supplier or cashbook expense allocations. To ensure that this is so, assign such accounts the account type "control" in general ledger codes.

Why should direct manipulation of linked accounts via CAPITAL Office not occur? This is because it makes the task of reconciling your general ledger balances more difficult than necessary. For example, since your "sales" account is automatically updated as each invoice is entered, it is a relatively easy process to confirm that total sales in CAPITAL Office matches period activity for sales in the general ledger. A sales report for the required period could be printed, for example, and the total cross-checked against your trial balance. However, if the sales account was also debited or credited through supplier entries or even through the general ledger, additional reports would have to be printed (such as an expense listing in CAPITAL Office or an audit trail history report in CAPITAL GL Controller) in order to account for the discrepancy.

If, for example, you need to increase or decrease your "sales" for the period, this should be done by entering an additional invoice or by issuing a credit note. Direct manipulation of the account balance via general ledger journals, for example, would in most cases be unnecessary.

If you wish to transfer supplier or cashbook transactions into the general ledger for periods that were entered prior to being general ledger "aware" then run the maintenance report unspecified expenses (found in the general reports menu) for cashbook and supplier transactions. You will need to allocate all the unallocated transactions listed on these reports. When doing this "clean up" it is recommended that you run CAPITAL Office in manual/passive general ledger mode. Otherwise a large number of "suspense" journals will be created.

Transactions added, edited or deleted outside of the current financial year will produce a warning message. You may not be able to "post" batches that are dated in this way. An exception to this is during the end of the financial year. CAPITAL will not warn you of a transaction date being greater than the current financial year for 60 days after the end of prior year. This is your period of grace. If a new financial year roll-over has not been performed after 60 days, CAPITAL will begin warning of the date problem after processing each transaction.

See the Integration Check List which follows. It recaps on the critical key points discussed in this section and suggests a plan of action for integrating CAPITAL Office with CAPITAL GL controller.