ActivGL - General Ledger

The core of the Activity Accounting system, Activity General Ledger is one of the most dynamic and robust general ledgers on the market. Performance is optimal along with an active database for quick viewing of information in a data-centric explorer. ActivGL has unparalleled flexibility in chart of account design, set up, and maintenance. The account number structure allows complete change to your corporate organization with ease and total control. It handles multiple calendars, units of measure, budgets, and ledgers. Account Rules can be defined for quick and safe creation of accounts. You can also automatically create periods and place security controls on periods in Calendars. Transactions can be posted individually or by batches with automatic posting from subsidiary modules. Activity's extensive reporting capabilities let you view, print or export essential reports using Crystal Reports™. Reports offer a wide array of limiting specifications and can be used in various ways to support financial statements and provide insight into your posting history.

Account Structure

ActivGL allows up to 12 identifying segments to be used in the chart of account structure. You can name the segments what you wish, to more accurately describe its function, such as Main, Dept, Sub Cost Center, Company, Ledger, etc. Each of these segments can contain up to 12 alpha/numeric characters. Therefore, the maximum length of an account is 144 characters.
You can easily change the segment size. For instance, you might begin with a 2-digit department segment, and expand it to 3-digits at any time in the future. You can also shrink a segment in the future if you wish.
Accounts are created in ActivGL by either entering them directly in the account window, or using Create Accounts, which uses Account Rules to determine which new accounts will be created. These Account Rules allow you to specify ranges and individual rules concerning "legal" accounts. Therefore, the creation of hundreds of new accounts for a new division or department takes a few seconds.
You can also specify a date of obsolescence for an ActivGL account. Doing so automatically restricts that account's use in the subsidiary systems, so no one accidentally uses the account in the future.

Units of Measure

ActivGL offers any number of units of measure to account for different monetary units, statistics, etc.

Calendars and Date Control

ActivGL offers any number of calendars, such as Daily, Weekly, Monthly, Quarterly, Yearly, Project (multi-year), etc. A control calendar (typically Monthly) allows the controller to "close" a specific period or use a floating window of open period(s). Activity uses Date Driven Accounting which lets you post entries and generate reports from any date range that you specify. At year end, you don't have to close for the yearly period before posting to the new period. With the option of keeping all periods open, prior period adjustments are easily accommodated. You can lock (Close) and unlock (not Close) periods as needed.

Budgeting

A ledger segment is used to differentiate between actual postings and budget postings to each appropriate account. For example, you may have an account 500-A (Actual Payroll Expenses) and 500-B (Budgeted Payroll Expenses). The A and B are valid codes used in the Ledger segment. Since budgets are stored in separate accounts, budget numbers can be included or excluded from any reports. Budgets are journalized, just as actual postings.
Budget information can be stored for any number of years.
You can budget at any level you wish in your accounts.
Budget worksheets can be developed to pull actual and budget information from Activity GL.
Budget spreadsheets can be imported into ActivGL with working budget numbers.
You can have different "kinds" of budgets, such as Real, Working, Approved, etc.
Since budget information is journalized, it is audited just like actual postings.

Financial Statements

There are no limits to the number of ActivGL financials you can design and store. You can easily copy and modify an existing design. You can rename them at any time. Template financials can be designed, so when you generate them, you can specify a unique project, or company, or perhaps a range of projects or companies, and produce separate financials for each member of the range.
ActivGL uses Excel with an extended function library to design financial statements. You can specify as many columns as you wish, and are in complete control of what appears in each column. In addition, you can design specific cells, locating text at any place on the page. "Expressions" are used to define formulas in financials. In addition to formulas, you can specify different segments of the account structure in specific columns. You are also in complete control of calendars while designing financials.

Financial Reports

ActivGL offers Financial Views as a method of examining postings and accounts at virtually any level. This allows you to easily pull information out of ActivGL to be shown as a schedule behind a financial statement. The design of financial reports is accommodated with Crystal Reports™, which takes the data elements from your financial view and formats them on the final report.

Statistics

ActivGL offers any number of ledgers, which can be used for storing statistics. Since statistics are represented as postings (to a non-balancing ledger), you can fully incorporate statistics in any financial statement.

Posting

Account Defaults make the entry of account numbers in the posting form quick and easy.
ActivGL offers levels to the posting activity, where one operator can enter postings, another can review/approve them, and a third can merge them. While the postings are unmerged (new status), you can include them on all reports and statements to verify accuracy. Although this segmented approach to postings is offered, you can also streamline the activity where one person can still do the work from start to finish.
You can determine which segment (typically a ledger) forces balancing entries. With ActivGL, you don't have to record offsetting entries for statistics, or budgets. Balancing can be forced at a company level, so when you post multiple companies in one form, you must balance each company, even though the total debits/credits equal.
ActivGL allows you to record memos on any debit or credit. These memos accommodate further detailed explanation behind the posting.

Importing

The import procedure uses an Activity Automation Library, which allows any program to insert postings into ActivGL. Practical use of this is with an Excel Macro, which can create postings directly from a worksheet.

Allocations

ActivGL offers a fixed percentage or a variable ratio method of allocation. One allocation journal can specify a wild-card mask of source accounts, which can be considered in the single allocation, or the group of source accounts can create individual allocations to the set of wild carded destination accounts. Variable rations are defined when you add the amounts in a collection of accounts (such as sales), and base the allocation to their associated expense account on the ratio of each account to the total dollars.
An allocation ledger can be used, which would contain the allocation postings made to the destination accounts. You could then design financials showing pre-allocation and post-allocation results.
You can establish up to 999 levels of allocations, so allocations can be tiered and calculated in an appropriate order.

Recurring Entries

You can easily create duplicate Journal Entries that occur each calendar period during a specified time span.

Closing

Closing entries are flagged so they can be ignored or considered on reports. You can close and re-close a year as much as necessary for finalization. Closing a year never erases postings in ActivGL. Therefore, you can keep unlimited years' information, and use that information on financial statements as needed.

Account Rollups

Group a list of accounts or other rollups together for reporting purposes.

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