HOW TO CLEAR IT? Go to Accounting>Ledger>General Ledger

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Poppy Wood
6 years ago
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In E-hors, we have several accounts that needs to be cleared preferably on a daily basis. Because, these accounts should be zero especially when you are up to date.

1 In E-hors, we have several accounts that needs to be cleared preferably on a daily basis. Because, these accounts should be zero especially when you are up to date. These are the following accounts and the instructions on how to clear them. BANK CLEARING all the payments posted in the folio (in-house & reserved status) using the Bank payment method with the transaction type Giro,TT, Wire and Bank will appear in the bank clearing accounts. These payments have to be cleared when you received your bank statement. HOW TO CLEAR IT? Go to Accounting>Ledger>General Ledger CREDIT ENTRY Key in the reference number. Select the account ledger, Current Asset (account ledger, group & account will vary based on your chart of account). Select the account group, clearing accounts. Select the account, bank clearing. (A new box will pop up, showing all the transactions that have not been cleared yet). Note: Do not close the pop up box without selecting a transaction from there, and manually key in the payment received, it can cause unbalance journal. E-HORS V3 1

) Some payments belongs to multiple Invoices, it means you can clear

2 Select the transaction that you want to clear. (You can also search by trans. # or by approval code.) Some payments belongs to multiple Invoices, it means you can clear multiple invoices in one time. Then click submit After you click submit it will automatically appear on the credit side. E-HORS V3 2

Select the account group, Bank Select the account, Maybank (The bank where you received the payment).

3 DEBIT ENTRY Now, select the date (The date shown on your bank statement). Select the account ledger, Current Asset (account ledger, group & account will vary based on your chart of account). Select the account group, Bank Select the account, Maybank (The bank where you received the payment). Type the amount you received and your journal memo. Click the debit button. Click the + record button, when everything is done, click save. You won t be able to save the journal if it s not in balance. Journal balance should be zero. Once it s save your journal is created. E-HORS V3 3

You can just click the delete button and you can start all over again.

4 WHAT IF YOU MADE A MISTAKE BEFORE SAVING YOUR TRANSACTION? (It also applies to all kinds of GL entry). You can just click the delete button and you can start all over again. You can select a particular transaction and click record button, the selected row will be deleted. But, if you only want to edit a particular row before saving it. Select the row you want to edit and then click update. E-HORS V3 4

5 VISA/MASTER/AMEX/DINERS/OTHER CC/JCB/JCMEX CLEARING All the payments posted in the folio (reserved & in-house status) as well as the payments posted on the POS using C.C/D.C payment method will appear on the clearing accounts. E-HORS V3 5

Select the account, Visa/Master/Diners/Jcmex. (A new box will pop up, showing all the transactions that have not been cleared yet). Select the transaction you want to clear. Then, click submit.

6 HOW TO CLEAR IT? Go to Accounting>ledger>General Ledger CREDIT ENTRY Key in the reference number. Select the account ledger, Current Asset (account ledger, group & account will vary based on your chart of account). Select the account group, clearing accounts. Select the account, Visa/Master/Diners/Jcmex. (A new box will pop up, showing all the transactions that have not been cleared yet). Select the transaction you want to clear. Then, click submit. DEBIT ENTRY The debit entry is exactly the same as the bank clearing, the only difference is the bank name might be different so you have to select the correct bank account. For credit card clearing you also have to debit your credit card charges. When or if the chosen account is a P&L account, division and department is mandatory. When everything is done click save, and your journal is created. E-HORS V3 6

POS SHIFT/FO SHIFT/ RETAIL SHIFT- All the cash payments received from the Front office will go to FO shift, all the cash payments from the POS will go to POS Shift, and the cash payments received

We advise you to clear these transaction on a daily basis. HOW TO CLEAR IT? Cash clearing is very depending on your SOP procedures.

7 POS SHIFT/FO SHIFT/ RETAIL SHIFT- All the cash payments received from the Front office will go to FO shift, all the cash payments from the POS will go to POS Shift, and the cash payments received from the retail will go to retail shift clearing. Sometimes all cash payments are link to one clearing account only, depending on the decision of the management. We advise you to clear these transaction on a daily basis. HOW TO CLEAR IT? Cash clearing is very depending on your SOP procedures. Some hotels/resorts collects their cash and put it in their safe/ strong room, and then, bank them in weekly or daily. Some of them added to their General cash and bank in the rest. Go to Accounting>Ledger>General Ledger CREDIT ENTRY Key in the reference number. Select the account ledger, Current Asset (account ledger, group & account will vary based on your chart of account). Select the account group, clearing accounts. Select the account, FO Shift/POS shift/ Retail Shift. No box will populate. Select transaction date. Select the credit button. Just key in the total amount per shift, it is easy to trace/audit if you do it this way. Type the journal memo. Click +record button. DEBIT ENTRY Select the account ledger, Current Asset Select the account group, the account group name where you want to place the money, (if the money collected will be added to your Petty Cash/ Or general Cash directly select the account group cash, but if you have created a separate account called safe/strong room then select the group where the said account is located. E-HORS V3 7

Select the account, Petty cash/ general cash/ safe room. Type the amount and your journal memo. Click the debit button. Click the + record button, when everything is done, click save.

Just credit the General Cash/safe room and debit money in transit/bank drop, the reason why we have to do this because it is wise to follow each and every step of the money and this procedure does

8 Select the account, Petty cash/ general cash/ safe room. Type the amount and your journal memo. Click the debit button. Click the + record button, when everything is done, click save. If you want to bank in the money, a manual entry have to be made in GL program. Just credit the General Cash/safe room and debit money in transit/bank drop, the reason why we have to do this because it is wise to follow each and every step of the money and this procedure does exactly that. When the money you banked in already appeared in the bank, another entry in GL have to be made. Debit the bank and then credit money in transit/bank drop. Cheque Clearing All payments made in the folio (in-house and reserved status) using the payment method Bank, with the transaction type Cheque will appear in the cheque clearing account. Before you can clear it, the cheque needs to be bank in first. When you bring the cheque to the bank you have to perform few steps in AR Reconcile program. AR Reconcile program this is where you assign the cheque, which bank the cheque should go. (This also creates a journal entry on your GL, debit bank credit cheque clearing and the date that will appear on your AR report will be until you perform the cheque clearing and the collection date will be shown). E-HORS V3 8

After clicking the AR reconcile button, those cheque/s will appear on

9 Go to Accounting module>ledger>ar Reconcile follow the instructions written on the image. After clicking the AR reconcile button, those cheque/s will appear on your bank reconciliation report as un-credited cheque. (Under Accounting module>finance Report> Finance Operation Report). E-HORS V3 9

10 Bank Reconciliation Report shows all the un-credited cheque/s for AR and un-presented cheque/s for AP. How to do a cheque clearing? This step can only be done when the money appeared on your bank statement. Doing this procedure does not create any journal entry in GL anymore. It will only update the collection date and it will no longer appear on your bank reconciliation report. The collection date is very important because this is the date that will appear on your AR report as your formal date of payment. Go to Accounting module>ledger>general Ledger Type any reference number. Select the Date first (The date when the money was credited on your bank statement the collection date ). Select the Account Ledger, Current Asset. Select the Account Group, clearing account. Select the Account, cheque clearing, a new box will populate. Select the cheque you want to reconcile/knock off. Then click submit and it s done. E-HORS V3 10

Based on the management decision, employee can use the outlet

11 Employee Ledger - POS/FO transactions that are settled using employee ledger will appear on your clearing account. Based on the management decision, employee can use the outlet facilities and sign for it. And then it will be deducted later against their net salary. E-HORS V3 11

Select the account, Employee Ledger (A new box will pop up, then you can knock off by transaction, if there is no pop up, you just book the total amount without selecting from the

12 HOW TO CLEAR IT? Go to Accounting>Ledger>General Ledger CREDIT ENTRY Key in the reference number. Select the account ledger, Current Asset. Select the account group, clearing accounts. Select the account, Employee Ledger (A new box will pop up, then you can knock off by transaction, if there is no pop up, you just book the total amount without selecting from the box, with or without pop up is depending on the request of the customer.) Click Submit where you are done. If there is a pop up, after clicking submit it will go to the credit side automatically. If there is no pop up, you have to select the credit button manually. DEBIT ENTRY Select the date Select the account ledger, Current Liability. E-HORS V3 12

OC/ENT Clearing POS transactions that are settled using OC/ENT payment method will appear on your clearing account. Not all employees are entitled for OC/ENT.

13 Select the account group, Accruals Select the account, Salary/Net Salaries. Type the amount and your journal memo. Click the debit button. Click the + record button, when everything is done, click save. Your journal is created after saving the transaction. OC/ENT Clearing POS transactions that are settled using OC/ENT payment method will appear on your clearing account. Not all employees are entitled for OC/ENT. Normally owners, directors, managers and sales are allowed to sign for it. It is important that when the employee signs for Ent, he/she describes the reason why the bill should be closed on Entertainment. This allows accounts to assign the expenses to the correct department. E-hors books OC/Ent as revenue without taking considerations the tax & service charge. This needs to be cleared to the cost account. HOW TO CLEAR IT? Go to Accounting>Ledger>General Ledger CREDIT ENTRY Key in the reference number. E-HORS V3 13

is depending on the request of the customer.) Click Submit where you are done. If there is a pop up, after clicking submit it will go to the credit side automatically.

14 Select the account ledger, Current Asset. Select the account group, Clearing Accounts. Select the account, OC/Ent (A new box will pop up, then you can knock off by transaction, if there is no pop up, you just book the total amount without selecting from the box, with or without pop up is depending on the request of the customer.) Click Submit where you are done. If there is a pop up, after clicking submit it will go to the credit side automatically. If there is no pop up, you have to select the credit button manually. DEBIT ENTRY Select the division & the department. Select the account ledger, operating expenses (this will vary based on how you structure your chart of account, and where your cost account belongs). Select the account group, Entertainment. Select the account, Entertainment/OC. Select the date. Type the amount and your journal memo. Click the debit button. Click the + record button, when everything is done, click save and then your journal is created. E-HORS V3 14

Go to Accounting>ledger>General Ledger CREDIT ENTRY Key in the reference number.

15 Voucher Clearing All payments posted in POS/FO using the voucher payment method will appear on your clearing account. HOW TO CLEAR IT? Voucher have to be cleared against the account where you posted the cash sales of your voucher. Go to Accounting>ledger>General Ledger CREDIT ENTRY Key in the reference number. Select the account ledger, Current Asset (account ledger, group & account will vary based on your chart of account). Select the account group, clearing accounts. Select the account, Voucher clearing. (A new box will pop up, showing all the transactions that have not been cleared yet). Select the transaction you want to clear. Then, click submit. E-HORS V3 15

Select the account, Cash Sales Clearing. Type the amount and your journal memo. Click the debit button.

16 DEBIT ENTRY Select the date. Select the account ledger, Current Asset. (Ledger, Group, & account will vary based on where you post your cash sales of your voucher.) Select the account group, Cash. Select the account, Cash Sales Clearing. Type the amount and your journal memo. Click the debit button. Click the + record button, when everything is done, click save. Internal Clearing - Is a payment method that should always have a debit and a credit entry for the same amount, therefore the balance on this account should always be zero and needs investigation if that is not the case. E-HORS V3 16

ACCOUNTS PAYABLE. E-hors V3 ACCOUNTS PAYABLE

ACCOUNTS PAYABLE. E-hors V3 ACCOUNTS PAYABLE ACCOUNTS PAYABLE Book Miscellaneous Invoice is the program you use to post/book all the Invoices from the Suppliers that do not have PO generated from E-hors. For example Utility expenses and etc. 1. Go