Begin Entering Transactions in the Ledger
Making a Journal Entry
Go to Program → Ledger → Ledger Entry Records.
Click on the Add button on the left sidebar of the window. This will open the New Entry window. Click on New Journal Entry/Custom Type.
The Transaction Date will default to today's date. You may change it to another date.
Press Tab and click on the down arrow beside the Type field, and choose the correct Type of entry (e.g.—Transfer) from the dropdown list.
Pressing Tab, type Check Number and Written To, if applicable.
Click on the down arrow next to the Vendor field to choose a vendor from the dropdown list, if applicable. Or, you may begin typing a vendor name, press the Tab key, and allow CDM+ to auto-fill the vendor information. Press the Tab key again.
Press Tab key, placing the cursor in Account field. Enter an expense account number in the Account field (i.e. - 7120 for Memorial Fund Expense). If you don't know the account number, click on the pencil icon to open the Select Account window. Double-click on the account number you desire.
Press Tab key and type the Debit amount.
Press Tab key twice, placing the cursor in Account field. Enter an income account number in the Account field (i.e. - 4120 for Memorial Fund Income). If you don't know the account number, click on the pencil icon to open the Select Account window. Double-click on the account number you desire.
The credit amount will automatically be set to the debit amount entered in the first line. You may change this amount or enter a debit instead—just make sure that the total debits match the total credits. Continue to press Tab to add extra lines as needed.
Check to see that the Difference is 0.00 and click Save or press Return/Enter.
Entering Checks
Follow this procedure when checks are written by hand and manual ledger entries are to be made instead of using the Accounts Payable system in CDM+.
Choose Ledger from the Accounting menu and under Ledger, choose Ledger Entries. Or, if you have the Accounting toolbar active, click on the Ledger icon.
Click on the Add Check button on the left sidebar of the window. This will open the New Ledger Entry window. Click on the Check tab located in the middle of the window.
Click on the down arrow beside the Account field, and choose the correct Asset account number (e.g.—1000 for Checking account) from the drop down list. Press the Tab key.
The Check Number will default to the next sequential number. Change it if necessary.
Press the Tab key and enter the Payee. Click on the down arrow to choose a vendor from the drop down list. Or you may begin typing a vendor name, press the Tab key, and allow CDM+ to auto-fill the vendor information. Press the Tab key again.
The check Date will default to today's date. You may change it to another date.
Place the cursor in the Amount field and type the amount of the check. You may type in the Memo field, if desired.
Place the cursor in the Account field. Enter an Expense account number in the Account field (i.e. - 5180 for Youth Ministries). If you don't know the account number, click on the pencil icon to open the Select Account window. Select Income/Expense Accounts tab Double-click on the account number you desire.
Press Tab key. You may type a Description, if you want.
Press the Tab key again. The Total amount of the check should appear in Amount field. If the check is to be assigned to a single account number, click Save or press Return/Enter.
If the check is to be assigned to more than one expense account number, change the number in the Amount field and press the Tab key (or click the small Add button). Repeat Step 7-9 above, adding lines for different expense numbers and different amounts until the Total equals the check Amount and then click the Save button.
You can leave the check amount blank and CDM+ will automatically set it to the total amount for the detail line items upon saving.
Ledger Changes - Voiding and Deleting
Voiding Checks
When clicking on the Void button, CDM+ will ask if you want to zero out the line items or enter an offsetting ledger entry.
1. Ledger Checks – Should I “zero out this entry” or “create an offsetting entry”?
Zero Out – changes the current transaction by zeroing out all of the debits and credits. A memo is added to the entry showing the original amount of the check.
Create Offsetting Entry – you will now have two ledger entries for this check
Ref #583 -The original check entry with a memo that this transaction has been voided by Ref #608.
Ref #608 - An offsetting entry with the debits and credits reversed and a memo stating this entry voids Ref #606.
When creating an offsetting entry the date of the offsetting entry will be the current date when it was made. This date may be changed, but not to a closed period. The date of the original entry will not be changed.
2. Accounts Payable Checks – The procedure is identical to voiding a ledger check, however, voiding the AP check will also delete the invoice and remove the information relating to the original check from the Vendor record.
3. Payroll Checks – Payroll checks can only be voided from the View Payroll window. If the check to be voided is a payroll check, CDM+ will update the payroll and accounts payable programs accordingly. It will also create a ledger entry to update the employer’s portion of FICA/Medicare if necessary.
Voiding in Payroll will do the following:
Place a void entry in ledger as an offsetting transaction
Adjusts AP invoices for voided taxes if applicable.
4. Contributions Ledger Entries – Carefully consider your options before voiding this type of entry in Ledger:
If the entry in Ledger is incorrect it is best to unpost the entry from Contributions (selecting Delete entry when prompted), correct the Batch and post the Batch to the Ledger again.
Voiding an entry posted from Contributions voids information in Ledger only, and not in Contributions. Therefore, you do not have the option to Unpost this entry from >Contributions >Post Contributions to Ledger >Unpost Contributions tab. However, contributions records for that entry all are marked as posted to ledger.
Entering Deposits
Choose Ledger from the Accounting menu and under Ledger, choose Ledger Entries. Or, if you have the Accounting toolbar active, click on the Ledger icon.
Click on Add and choose Deposit on the left sidebar of the window.
The Transaction Date will default to today's date. You may change it to another date.
Press Tab and type the deposit amount. Press Tab again, moving into the Account field.
Click on the down arrow beside the Account field, and choose the correct Asset account number (e.g.—1000 for Checking account) from the dropdown list.
Press Tab key and type the Deposit Description (e.g. - Women's Circle March donation).
Press Tab key, placing cursor in Account field. Enter an Income account number in the Account field (i.e. - 4110 for Missions Fund Offering). If you don't know the account number, click on the pencil icon to open the Select Account window and choose the Income/Expense tab, and select an Income account. Double-click on the Income account number you desire.
Press Tab key. Total amount should appear in Amount field. If the deposit is to be assigned to a single account number, click Save or press Return/Enter.
If the deposit is to be assigned to more than one income account number, change the number in the Amount field and press the Tab key (or click the small Add button). Repeat Step 8 above, adding lines for different income numbers and different amounts until the Total equals the Deposit Amount and then click the Save button.
You can leave the total deposit amount blank and CDM+ will automatically set it to the total amount for the detail line items upon saving.