Streamline Your Monthly Accounting with General Ledger

Hi all!

If your accounting team manually enters payroll and billing data from Avionté into QuickBooks (or another accounting system) each month, the General Ledger feature can streamline that process significantly.

What is the General Ledger?

The General Ledger (GL) is an export tool that summarizes your Back Office financial data and pushes it directly to your accounting software. Think of it as an automated bridge between Avionté and your bookkeeping system - instead of manually transferring payroll expenses, sales revenue, and other financial data, GL generates a formatted file that your accounting software can import.

How It Helps Your Workflow

For accounting teams managing month-end close, GL reduces manual data entry and the errors that come with it. The feature organizes your financial data into standard accounting categories (Revenue, Expense, Asset, Liability) and exports it in formats compatible with QuickBooks and other systems.

About 90% of Avionté clients use GL for their monthly accounting processes.

Understanding the GL Concept

The easiest way to think about GL is as "money buckets." Your total sales flow into your cash account, which then flows into various other accounts based on your chart of accounts. GL tracks these movements and organizes them for export.

The Setup Process

Setting up GL involves five main steps:

1. GL Account Setup: Choose which financial categories and display names you want to track
2. GL Account Option: Select the grouping level for your data (by branch, order type, etc.)
3. GL Action: Generate a test journal entry to review your data structure
4. Journal Entry: Review the breakdown to verify categories and amounts before mapping
5. GL Account Mapping: Map Avionté categories to your actual accounting system account numbers

Important Setup Considerations

Choose Your Date Type: Decide whether you're using cash-based accounting (based on check dates and invoice dates) or accrual-based accounting (based on when transactions occurred, regardless of payment timing).

Review Before Mapping: Once you map account numbers, changes to your setup will delete existing mappings. Take time to review your journal entry structure before completing the mapping step.

Branch Configuration: Before starting GL setup, make sure to enable the "Using GL" checkbox in Admin Tools → Employer → Branch tab for all relevant branches.

Your Monthly GL Process

Once configured, your regular GL workflow becomes straightforward:

• Navigate to Weekly Process → GL → GL Action
• Select your accounting period dates
• Generate and review the journal entry
• Export the GL feed to your chosen folder
• Import the file into your accounting software
• Delete the journal entry in Avionté once exported (this clears the temporary data and prepares the system for your next period)

Need Detailed Setup Instructions?

For comprehensive setup guidance including screenshots and field-by-field instructions, check out our full General Ledger Setup article.

Your Turn! Does your accounting team currently use GL? What's your monthly process like? If you're considering setting it up, what questions do you have about implementation? Share your experiences below!