Control Total

Matching an Account Total to a Control Total

The Control Total screen can be used as a quick review tool to verify that actual balances in desired general ledger accounts agree with controls.  Add as many accounts as needed.  The program will save the selected accounts.  An Amount entered in the Control Total field can be 'locked' so it will be saved for future periods.

Select Write Up>Control Total.

To add an Account to the list, enter the account code in the Account field on the next blank row. To insert a row in the list, place the cursor on the row below the account item and click on the Insert Row  icon in the tool bar. Use the Move  icons to move an item up or down. Items can also be moved up and down by holding the Shift key while pressing the Up or Down keys. Click the Remove Row  icon to delete a row. 

Before completing the processing for the period, enter the control for each account in the Control Total field.

If the Control Total for an account should be the same amount each month, enter the amount, right-click in the Control Total cell and select Lock. (Right-click and select Unlock to unlock the field.)

Use the Save and Close  icon in the tool bar to save the amounts entered.

When processing is complete, return to Write Up>Control Total. The variance for each account listed should be zero.

When the period is closed, the Control Total amounts will be zero for all fields that are not locked.

To see the activity for a specific account, double-click in any field of the desired row. The Write Up>Trial Balance window will open with details from the selected account displayed in the lower grid.

Export—Click the Export button to the right of the grid to export the displayed information. The information can be exported to a comma delimited, tab delimited or Ascii file.

Print—Click the Print button to the right of the grid to print the results of the Control Total as displayed in the grid.

 Refresh—Click the Refresh button to the right of the grid to update balances after new entries have been made or existing entries have been edited.

Create Entry—Check the Select box for any amount that needs to be adjusted.  Click the Create Entry button to the right of the grid and the General Journal screen will open with the selected accounts and amounts entered in the grid.  Enter the desired accounts and amounts to balance the entry and save it.

Close—Check the Close button to close this window.

View Control Total Options

Click the  icon on the Control Total Data Bar or select Edit>Commands>Screen Options when the Control Total window is open.

Display Mode

• +/- Balance—If selected, debit amounts will always be displayed as positive numbers, and credit amounts will always be displayed as negative numbers.
• Natural Balance—If selected, the debit amounts will be displayed as positive and credit amounts will be displayed as negative amounts if the natural balance for the account is a debit. If the natural balance is a credit, credits will be displayed as positive numbers, and debits will be displayed as negative numbers.

Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.