The General Ledger Submenu

In the General Ledger function you can post general ledger entries, set up general ledger accounts, look at transactions, and handle year end rollover. The General Ledger Sub-menu is accessed from the Accounting Menu >> General Ledger.

Parts of the General Ledger Sub-menu

G/L Entries	The G/L Entries window allows the searching and posting of general ledger entries. For more information on the G/L Entries window, click here.
G/L Accounts	In the G/L Accounts window you can create and edit the general ledger accounts in Theatre Manager. For more information on the G/L Accounts window, click here.
Transaction List	In the Transaction List window you can search the transactions that have been created, including non-financial transactions. For more information on the Transaction List window, click here.
Year End Roll Over	Yhe Year End Roll Over function is used at the end of the fiscal year for your organization to "roll over" financial transactions and accounts to the new fiscal year. For more information on the Year End Roll Over function, click here.

G/L Entries Window

The General Ledger entries window contains all journal entries created, both posted and unposted. You access it through the Accounting >> General Ledger >> G/L Entries menu.

The G/L Entries List Window opens.

For more information on the G/L Entries Detail window, click here.

G/L Accounts Window

The General Ledger Chart of Accounts contains all the accounts which have been setup in the G/L. The Chart of Accounts can be accessed through the Accounting >> General Ledger >> G/L Accounts menu.

The G/L Chart of Accounts Window opens.

Both the active and inactive accounts can be displayed using the check boxes. Click here, for a description of the General Ledger Accounts window.

Transaction List Window

You use the General Ledger Transaction History List window to access specific transactions based on your lookup. The General Ledger Transactions List Window is accessed through the Accounting >> General Ledger >> Transactions List menu.

The G/L transaction List Window opens.

For more information on the G/L Transaction History window, click here.

The Transaction History Window

You use the Transaction History window to review transactions that occurred within a certain date and time range. This can be useful when trying to discover an error that may have occurred during the day.

Parts of the Transaction History Window

	This function is not available in this window.
	Opens the Transaction Detail window for further detail about the transaction.
	This function is not available in this window.
	This function is not available in this window.
	Prints a copy of the information in the window.
	Exports the information in the window to a TXT document for the purpose of importing into another program.
	Opens the Patron record of the patron associated with the transaction.
	Attempts to unpost the transaction where applicable.
	Creates a reverse debit or credit for the transaction. This function is not yet available.
	Analyzes the TS transactions to verify that they are in balance.
	A drop down menu of the available search functions.
	Initiates a search based on the parameters in the To and From fields.
Include	The items checked will be included in the search. Uncheck an item to remove it from the search.
Seq. #	The sequence number of the transaction.
Trans. Date	The date of the transaction.
Journal No	The journal number of the transaction.
Code	The transaction code associated with the transaction.
Transaction Desc	A description of the transaction.
Order #	The order number the transaction was part of.
Event / Play	The event / play the transaction is associated with.
Performance	The performance the transaction is associated with.
Description of Entry	An entry description.
Debit	The amount of the debit associated with the transaction.
Credit	The amount of the credit associated with the transaction.
User	The user who handled the transaction.
Qty	The quantity of items in the transaction.
Total	The total of the transaction
First Name	The first name of the patron associated with the transaction.
Last Name	The last name of the patron associated with the transaction.
Company	The company associated with the transaction.
Patron #	The patron number associated with the transaction.
Campaign	The donation campaign associated with the transaction.
Description	A description of the donation campaign.
Promotion	The promotion that used with the transaction.
Group	The report group of the promotion.
Merchant	The merchant that was used to process the transaction.
Event / Play Title	The event / play title associated with the transaction.
Event / Play Code	The event / play code associated with the transaction.
GL #	The general ledger number associated with the transaction.
Fee	The fee associated with the transaction.

Transaction History - Detail Window

Displays the information about the transaction selected in the Transaction History window. To open the Transaction History Detail window, double-click on the selected transaction.

The parts of the window are:

Toolbar / Ribbon Bar

	Help - Opens the online help.
	Duplicate - Duplicates and Reverses the transaction to create an offsetting entry
	Delete - Unavailable
	Patron - show the patron this transaction belongs to. Opens the Patron record for the patron associated with the transaction.
	GL Entry - Show the GL Entry containing this transaction if it has been posted
	Unpost - Clears the journal number on the transaction if it can be unposted so it can be posted again

General Information

Displays general information about the transaction, such as:

Type
Patron
Order Number
Date Created
GL Journal Number
Transaction ID Number
Dated

Transaction Detail

The Transaction Detail displays all information pertaining to a specific transaction. To view the detail of a particular transaction.

in order to make a correction to transactions the user MUST have a Master Users status in Theatre Manager.

The same transaction history list can be accesses from many places in Theatre Manager such as the End of Day wizard, Plays & Dates, GL Entry Window, etc. The contents of the transaction list varies depending on the route used to access it.

Handling Year End Rollover

Before beginning the Year End Rollover be sure to complete the final End Of Day routine for the current year; generating the final deposit, creating all sales entries, posting to the G/L and creating any G/L reports that are traditionally required.

Make a back-up of both the database and the current version of the Theatre Manager program (the entire Theatre Manager folder).

Do not interrupt the process once you start it - ever - without contacting Arts Management Support.

You need to wait until the next fiscal year to run the rollover in order to capture internet sales through to midnight. It cannot be run prior to the actual end of year, but must be run before any donations are entered in the new fiscal year.

What is a Year End Rollover?

Year End Rollover is the conversion of the general ledger from one fiscal accounting period to the next causing three things to happen:

It copies the current year monthly totals into the previous year monthly totals.
It looks at the current year donation totals for each patron and consolidates with prior years donation totals.
It consolidates any G/L entries that are older than six years into one single GL entry total for the 6th year.

When to do the Year End Rollover?

Year End Rollover does not have to be done on the last day of the season. However, you will not be able to post to the General Ledger at the End Of Day until the Year End Roll Over has been completed. Therefore, it is recommended that the YERO be run as close as possible to the actual year end - meaning, after the close of business on the final day of the Fiscal Year, or before any new business on the first day of the new Fiscal Year. It should be done once the organization has printed any/all of the financial reports that may need to be kept. Any of the reports the organization may need that are listed in the G/L section of Reports. The organization does not have to run any ticket reports, donation reports, or any other aspect of the system because they are not dependent on fiscal year.

If the organization has not run a Year End Rollover, the user will receive a message when trying to post . This message indicates that some sales or deposit postings were not done because they are in the next fiscal year. This gives time to print the G/L reports and make adjustments.

If the organization has not run a Year End Rollover, any donations entered after the start of the new fiscal year will be booked into the past fiscal year. If the intention of a donation is to be in the NEW fiscal year, then the Year End Roll Over must be completed first.

If the organization does a Year End Rollover and still needs to make manual adjustments to the G/L, they can be done to the prior year and then print a G/L report for the prior year (because of the roll over, the current year moved to the prior year). This means the user can still get any financial information needed.

How to do the Year End Rollover?

Only run the Year End Rollover routine when the organization is ready and/or if the user is prompted to by the End Of Day Wizard, which indicates that Theatre Manager is unable to post 'next' year's sales and deposit entries.

Stop all sales, including any web listeners you may have running.
Make a backup of the database and current version of the Theatre Manager program on ZIP disk (or some other backup mechanism) to archive away for the year.
It is critical that you move the backup you make to a folder other than the usual "Backups" folder. Part of the backup script is a housekeeping routine that erases backups after a specified time period (30 days is the default). If you don't move your year end backup to another folder, at the end of the specified time period, the year end backup will be deleted. We recommend creating a new folder called "Yearly Backup" and moving the year end backup to that folder.
That means the organization will have a year end copy of the database. Keep this for as long as needed.

This backup could be restored to a second database and accessed via Theatre Manager if you need a point-in-time view for audit purposes and reports.
Use the Accounting >> General Ledger >>Year End Rollover menu.

Check off all items in the 'check list' section to confirm that you completed them and/or have the data and that you are ready to continue the Year End Rollover.

The check list contains a list of things that you should do (such as reports) before starting the rollover. Please make sure you do all the steps that you need before continuing.

The check box in the 'Optional Steps' at the bottom of this window to roll over events should ONLY be checked if you defer revenue only from one "season" to another "season". Do not check this if you roll over your deferred revenue for an event at the time of the event occurs. If you normally see your deferred to earned revenue get reported in your End-of-Day reports through out the year after each performance/event, then do not select this option box during this process

Click the Perform Year End Rollover button to continue.

With regard to the optional step: If you are deferring revenue in the current season for sales to the upcoming season, this option will reallocate all revenue collected thus far as deferred and will transfer that amount to earned revenue for the upcoming season. This option cannot be undone. If you select this option, all events will operate on an Earned Income (Cash) basis. If you have any questions about this optional step, please contact your Accountant for clarification first, then ArtsManagement Systems support prior to selecting it and running the YERO.

Caution - This option is not typically chosen in that it is irreversible once you run the Year End Roll Over.

A window opens confirming you are ready to run the Year End Rollover.

THIS PROCESS MAY TAKE A LONG TIME AND SHOULD NOT BE INTERRUPTED. EVEN THOUGH IT APPEARS AS THOUGH THEATRE MANAGER IS NOT RESPONDING, DO NOT QUIT THE PROCESS.

if you do force quit, you will need to restore to the backup and start again. Your Year End Roll Over may take less time. It depends on how many transactions were processed during the year. Large databases with millions of transactions will take overnight. Smaller databases may take as little as 5 - 10 minutes.

A confirmation window opens stating the Rollover is complete.

Year End Rollover

Year End Rollover is the conversion of the general ledger from one fiscal accounting period to the next causing three things to happen:

It copies the current year monthly totals into the previous year monthly totals.
It looks at the current year donation totals for each patron and consolidates with prior years donation totals.
It consolidates any G/L entries that are older than six years into one single GL entry total for the 6th year.

The Year End Roll Over function is used at the end of the fiscal year for the organization to "roll over" financial transactions and accounts to the new fiscal year. For more information on the Year End Roll Over function, click here.