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General Ledger - White Ware, Inc

1. General Ledger User s Manual 7 31 Recurring Entries Journal entries made regularly every week every month are called recurring entries Use the Recurring Entries function to set up groups of recurring entries Use the Copy Recurring Entries function to copy the recurring entries to the GtttxxxW Transaction Work where ttt is the terminal ID file or directly to the GLJRxxx Journal file You can select this option in the Resource Manager Options and Interfaces function If General Ledger interfaces with other OPEN SYSTEMS Accounting Software applications some recurring entries may be better tracked through those applications For example you can use Accounts Payable to print monthly rent checks and create the proper GL entry Debits and Credits Each recurring entry must consist of at least one debit and one credit transaction and the total debits must equal the total credits before you can exit from this function or change the Run Code fields Last Year Files The current year and the last year files access the same GLRExxx Recurring Entries file Changes made to recurring entries while working with last year files also affect current year files and changes made to recurring entries while working with current year files also affect last year files General Ledger User s Manual 7 33 Recurring Entries File Maintenance Recurring Entries Screen 7 34 Select Recurring Entries from the File Maintenance menu Thi
2. 00 Print a number up to 9999 99 with a dollar sign to the left If the number is a credit in a debit account or a debit in a credit account print a negative sign to the right 00 Print a number up to 999 99 with a positive sign or a negative sign to the left 00CR Print a number up to 999 99 with the letters CR next to the right of credits in debit accounts 00 Print a number up to 9 999 99 including the comma If the number is a credit in a debit account or a debit in a credit account enclose it in parentheses Enter the number of spaces to insert between this column and the next one Enter 0 to run the headings together for example to print one heading across several columns Press Enter to accept the default which is 2 spaces If you want to suppress a column from printing for example to clear an account number column clear the box or enter N in text mode if not select the box or enter Y in text mode 8 17 Statement Layout 8 18 Statement Maintenance When you save the column the cursor returns to the Column ID field Enter the next column ID to work with or exit to the first Maintain Statement Layout screen After you add a statement layout produce the Statement Layout List to make sure that everything is correct Then go on to set up the statement contents Print Time Inserts If you want part of the title or footer to change each time you print the report either chan
3. Either continue with the Remove Prior Year Files function or exit to the Periodic Processing menu and post these transactions 3 Make sure that no one else is using the data files for the year you want to delete Then use the Proceed OK command to begin deletion When the deletion is finished the Periodic Processing menu appears 6 28 General Ledger User s Manual File Maintenance Account Mask Account Segments Account Types GL Accounts Account Budgets Copy Chart of Accounts Allocations Recurring Entries Tables Copy Account Balances Assign Account Types Change Fields General Ledger User s Manual 7 3 7 9 7 13 7 15 7 21 7 25 7 29 7 33 7 39 7 43 7 45 7 47 7 1 Account Mask Use the Account Mask function to define or change a company s account numbering structure An account mask can consist of four segments main account number division department and subaccount The main account number segment is required the other segments are optional The segments can be arranged in any order Uses of Masks Account segments simplify financial reporting and statement setup For example you can use segments to show information in financial statements for individual divisions departments and subaccounts or you can combine account segments into a main account You can produce a financial statement for only one division or a side by side statement for two or more divisions Mask Formats
4. Statements Reports Statements Screen Select Statements from the Reports menu The Statements screen appears 4 2005 Statements E es BathlD 4 Pick Statement Layout ID BALA MC Pick Division Statement Content ID BAL1 Department Period Beginning Date 08 01 2005 ma Subaccount Ending Date 08 31 2005 E Company ID Print Segment Detail Segment Sort Print Accounts With Zero Balances Print Workstation Date and Time Change Footers Statement Titles 12345678901234567890123456789012345678901234567890 CONA BALANCE SHEET WITH BUDGET COMPARISON AS OF PEDW Company H 08 19 2005 Terminal T000 INS Field Description Batch ID If you want to print a group of statements that you set up in a batch statements record enter the batch ID If you have not set up any batch statements records or if you do not want to print a group of statements that you set up in a batch statements record press Enter to skip this field Pick Statement If you entered a batch ID this field is skipped Layout ID Enter the statement layout ID for the statement you want to print The heading lines from the statement appear 5 10 General Ledger User s Manual Reports Statements Field Description Inquiry Pick Statement If you entered a batch ID this field is skipped Content ID Period 1 13 Beginning Ending Date Company ID Inquiry Pick Division Department Subaccount From Thru Ge
5. amp 2005 Chart of Accounts List m x Commands Edit Modes Other Help xa ee mn e eo Pick GL Account Number From 100000 y Thru 181000 s Print Clear Consolidate v Account Number Sort Headings 123456789012345678901234567890 Builders Supply CHART OF ACCOUNTS AUGUST 19 2005 Default Sorts M1 Company H oen 9 2005 Terminal TODO OVR General Ledger User s Manual 9 3 Printing a Master File List Master File Lists 9 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains options that control how information is sorted or printed for example in a Print or Print By section select the option you want to use to sort the information You can select only one option If the screen contains check boxes or Yes No fields that control how additional information prints on the list select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option If the screen contains entry fields such as the Chart of Accounts List screen in the example enter the appropriate information into the field This information is used to print headings or sort i
6. duplicated 2 time s duplicated 2 time s duplicated 2 time s excluded from the report excluded from the report 8 53 Master File Lists Printing a Master File List Account Segments List Account Types List Chart of Accounts List Allocations List Recurring Entries List Statement Layout List Statement Contents List Batch Statements List Cash Flow Contents List Tables List General Ledger User s Manual 9 3 9 5 9 7 9 9 9 11 9 13 9 15 9 17 9 19 9 21 9 23 9 1 Printing a Master File List The functions on the Master File Lists menu let you print lists of the information you entered using the File Maintenance menu These lists do not contain any calculations formulas or transaction amounts but rather list only the basic file information used in the system If any of the information on a master file list is incorrect use the appropriate function on the File Maintenance menu to correct it then reprint the list All master file lists are produced in the same way Use the instructions below to print a master file list modifying the procedure as necessary for the list you are printing For example if the screen for the list you want to print does not contain check box options ignore that step and continue to the next 1 Select the list you want to print from the Master File Lists menu The selection screen for that list appears The Chart of Accounts List screen is shown below as an example
7. of Report General Ledger User s Manual 9 21 Tables List The Tables List shows the number of columns column length and type and data for General Ledger tables Use the Tables List to keep records and verify the contents ofthe General Ledger tables you are using Sample List 08 19 2008 Builders Supply 10 34 AM Tables List General Ledger Table ID PASS Description No of Columns Z Column Length 12 Type A FUNCTION PASSWORD FORCED BAL OVERRIDE Table ID GLAUDH Description No of Columns l Column Length 30 Type Builders Supply AUDIT TRIAL BALANCE December 31 2005 Table ID GLCHAH Description No of Columns l Column Length 30 Type Builders Supply CHART OF ACCOUNTS DECEMBER 31 2005 Table ID GLPRAH Description No of Columns 6 Column Length Build ers Supply ACTIVITY RE PORT AL LEDGER 12 31 0 5 General Ledger User s Manual 9 23 System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed Account xxxxxx is aMemo Account Cannot post to amemo account You cannot post transactions to a memo account Account is not in Master See Account Number is not on file Account Mask File xxxxxx for company xxx is not found The GLMSK Account Mask file is not set up for the company for which you are trying to print a statement Account Mask for company
8. Enter a description of the transaction for example Gas and Oil Expense Enter a reference to identify the type of transaction For example you might use GAS OIL to identify entries for gas and oil expenses Press Enter to accept the current date or enter a different date for the transaction The accounting period that corresponds to the transaction date appears Press Enter to post the transaction to that period or enter a different period The source from the previous transaction appears Press Enter to accept it or enter a different source code The system uses R1 if R1 is not balanced The first character of the source code must be M except for automatically reversing accrual entries which must have source code R1 For more information see Source Codes on page 4 3 If you want the transaction to be allocated when it is posted select the box or enter Y in text mode if not clear the box or enter N in text mode The transaction is allocated only if an allocation record exists for the account you entered above If you want the transaction to be included in the Cash Flow Statement select the box or enter Y If you want the transaction to be excluded from the statement for example in the case of a correcting entry clear the box or enter N General Ledger User s Manual Journal Transactions Transactions Field Description Exclude the transaction only if you are sure that it is a noncash flow
9. Statement Footer No 1 4 Description Enter the title using no more than 111 characters You can have part of the title change each time you print the report to include current or changing data For example you can print the current period s beginning and ending dates See Print Time Inserts on page 8 18 for more information If you want to shift column totals to the right or left to improve readability select the box or enter Y in text mode if not clear the box or enter N in text mode If you elect to shift columns leave a blank column in the statement layout to receive the shifted lines You specify which lines you want shifted in the Statement Contents function If you elect not to shift columns the system ignores column shifts in the statement content and you can fit more information on the page If you want page numbers to print in the upper right corner of each page select the box or enter Y in text mode if not clear the box or enter N in text mode Enter the number of blank lines to print between the r title and the text or press Enter to leave two lines The statement footers print at the bottom center of each report page The footers are automatically centered when the statement prints Enter the footer using no more than 111 characters You can have part of the footer change each time you print the report For example you can print the period beginning and ending dates See Print Ti
10. The GLALxxx Allocations file stores the account numbers and percentages used to allocate transactions When you use the Post to Master function the system compares the account numbers in the transactions being posted to the records in this file This file stores the ratios of how money is to be allocated for account numbers with an allocation record as a result specifying the account sends the proper amounts to the proper accounts Attribute Files The attribute files hold data that you can assign to each account The GLMSK Account Mask file stores a mask that defines each company s account structure The structure defines the positions used for the main account number the division the department and the subaccount The GLSExxx Account Segments file stores an ID of each division department and subaccount You enter each ID through the Account Segments function these IDs are used to sort information in reports The GLAT Account Type file stores the account type codes and descriptions used throughout the system When you define atype you assign a number a description and an account class to it Twelve account classes are available The GLRExxx Recurring Entries file stores journal transactions that you regularly write to the GLJRxxx file You enter them into the GLJRxxx file through the Copy Recurring Entries function The GLBAT Batch Statements file stores information about batches and instructions assigned to each
11. to the main menu by pressing Page Up repeatedly or by pressing Tab once e Toexit from OSAS press F7 General Ledger User s Manual Navigating OSAS Introduction Function Screens Like the text menu OSAS text function screens can be used on all operating systems and in combination with graphical menus OSAS T000 Invoices Transaction Type You can move around the screen these ways e Press Enter or the down arrow to move from field to field e To use a command that is listed in the command bar press the highlighted letter Use hot key commands to access information screens or to toggle commands on and off Refer to Appendix B in the Resource Manager guide for more information on these commands and their corresponding hot keys Ifa screen contains more than one section press Page Down when prompted to move to the next section General Ledger User s Manual 1 29 Introduction Navigating OSAS e Ifa menu appears prompting you for the kind of information to enter or maintain such as in the example and on Transaction and File Maintenance screens select the appropriate option and press Enter e To exit the screen and return to the menu press F7 Menus Like the graphical mode the text mode also includes menus that give you access to commands that open additional utilities show additional information about the task at hand or set up a custom menu that contains frequently used commands Refer
12. Acct Type Acct Type Description gt 000002 000003 000004 000005 000006 000007 000008 000009 000010 000011 000012 000013 Amortization Depreciation Changes in inventory Changes in prepaid expenses Changes in accounts payable Income taxes payable Changes in payroll taxes payab Changes in deductions payable Changes in pension fund payabl Marketable securities Proceeds from stock issue Line 001 of 016 n el el gt Enter edit Append Company H 08 19 2005 Terminar T000 OVR 1 Enter the cash flow content ID you want to view edit or create 2 If you are adding a new cash flow content ID the Copy From field appears Enter the ID you want to copy from or press Enter to skip this field General Ledger User s Manual 8 47 Cash Flow Contents Statement Maintenance 8 48 3 Enter the company ID that contains the account mask you want to use 4 Enter or edit the description 5 Usethe commands to work with the information in the scroll region e Press Enter to edit the current line The Edit Cash Flow Contents screen appears e Press Ato add a line The Append Cash Flow Contents screen appears Press H to return to the header section of the screen Append Edit Cash Flow Contents Edit Cash Flow Contents elt Commands Edit Modes Other Help 2X te Seq No 000001 Sec lA v Beginning Acc
13. Department Fill Character 1111 MMMM 3p ie Division Main Account Number Previous Year Files Fill Characters MMMM43 12 m Department Main Division Account Subaccount Number Fill Characters dian Department Main Account Number The current year and previous year files access the same GLMSK Account Mask file Changes made to the account mask while working with previous year files also affect current year files and vice versa General Ledger User s Manual File Maintenance Account Mask Screen Account Mask Select Account Mask from the File Maintenance menu This screen appears 4 2005 Account Mask jes Commands Edit Modes Other Help Main Account Position Division Position Department Position Subaccount Position Fill Character User Defined Account Sort 1 User Defined Account Sort 2 Account Number Mask MMMM11 M Main Account 1 Division 2 Department 3 Subaccount Field Main Account Position Length Division Department Subaccount Position Length General Ledger User s Manual Company H 08 19 2005 Terminal TODO OVR Description Enter the position in the account number where the main account number begins Then enter the length of the main account number the length must be 3 characters or more For example if the main account number takes up the first four positions in your account numbers enter 1 in the Main Account Position field
14. If you are using one or more of these account number segments enter the range of segments you want in the statement The length of each field relates to the number of characters the segment occupies in your account mask Select the box or enter Y in text mode to include the information for each segment in the statement Clear the box or enter N in text mode to summarize the information for all segments of a main account into the main account number If you are using only one segment in addition to the main account segment this field is skipped If you are using two or three segments in addition to the main account segment enter the order you want the account segments to be organized For example if you want them organized first by division then by department and then by subaccount enter 123 If you always want to include accounts with zero balances when you print the statement select the box or enter Y in text mode If you always want to exclude accounts with zero balances when you print the statement clear the box or enter N in text mode If you want the workstation date and time to be listed on the financial statements select the box or enter Y in text mode if not clear the box or enter N in text mode When you save the batch statement the cursor returns to the Batch ID field Press Enter to add another sequence number to the same batch ID enter the next batch ID you want to work with or exit to the Batch
15. The current year and the previous year files access the same GLSCF Statement Contents file Changes made to statement contents while working with previous year files also affect current year files and changes made to statement contents while working with current year files also affect previous year files Account Mask You must assign an account mask to each statement content so that the financial statements will be printed correctly You must set up separate contents with the correct account masks for companies that have different account masks If you use the same account mask for several companies you can set up only one content that can be shared by all of them If you upgraded to General Ledger version 6 5 from version 4 1x or lower you must assign an account mask to each existing content that is not already assigned one General Ledger User s Manual 8 25 Statement Contents Statement Maintenance Statement Contents Screen Select Statement Contents from the Statement Maintenance menu The Statement Contents screen appears 4 2005 Statement Contents Commands Edit Modes Other Scroll Commands Help aa q Statement Content ID g Use Acct Mask for Company jH A Mask MMMM11 Act on Total Co Beg Acct Type End Acct Type Description 123456789 000001 000002 000003 10007 10997 000004 jJ d Wi 000005 000006 TOTAL CURRENT ASSET 000007 000008 LONG TERM ASSETS 000009 15007 15997 000010 000011 000012 TOTAL
16. You cannot use this function for the company until you have created last year data files Cannot print this Report Definition for this period The system cannot print the statement because the statement layout you selected specifies information that conflicts with the current period Here are the situations in which this could happen e The current period is 13 and the As Of When field in the statement layout specifies Previous Quarter Because period 13 is not part of a quarter the system does not know what the previous quarter is e The current period is 13 and the How Far Back field in the statement layout specifies Quarter To Date Because period 13 is not part of a quarter there cannot be any quarter to date information for period 13 General Ledger User s Manual A 3 System Messages e The current period is 1 the As Of When field in the statement layout specifies Previous Period and the What Is In The Column field specifies Not Actual This situation asks for budget and last year balances for the previous year which the system no longer has available e The current period is 1 2 or 3 the As Of When field in the statement layout specifies Previous Quarter and the What Is In The Column field specifies Not Actual Again this situation asks for budget and last year balances for the previous year which the system no longer has available Use a different statement layout ID for printing the statement Chart of Accounts fo
17. function page 4 27 to enter the correct account number Print the GL Activity Report page 4 19 for the appropriate period and make sure that all the entries have been made and are correct Remember to correct the general ledger account numbers in the other applications tables or files before you post entries again If you do not know an account number when you are setting it up enter the suspense account number instead so that the entries will not get lost You can reverse the transactions in the suspense account and enter them to the proper accounts anytime before you post to the GLMAxxx Master file entered manual journal entries and or copied recurring entries but the entries are not listed in the GL Journal or the GL Activity Report Why not You must use the Write command in the Transactions function to write the entries to the GLJRxxx Journal file before they will be listed in the GL Journal or the GL Activity Report B 2 General Ledger User s Manual Common Questions Reports and Statements When I try to print reports and statements nothing happens Why is the printer not working Make sure that the printer is online the online indicator is lit and loaded with paper If you are still unable to print try these things e Make sure that the printer cable is secure in both sockets e Reset the printer turn it off and on e Reboot the computer If these things do not work check the Resource Manager Installatio
18. margins The cursor moves to the Description field Enter HP to print text in the row specified by the sequence number The cursor goes to the Description field the text you enter is indented from the left margin by the number of spaces you specify in the Desc Tab field The balances and sums stored in any or all of the nine Totals fields see the Totals 1 9 field below print on the statement To print the amounts that are in a total column enter Tn n is the total column 1 9 For example enter T1 to print the amounts in the Total 1 column Text that you enter in the Description field prints in the Description column To print the result of a formula in a formula column enter the first total in the formula that is where the answer is stored For example to print the result of the formula T8B T9B enter T8 Enter UD to print a double underline 8 29 Statement Contents Statement Maintenance 8 30 Field Print Row Company Description Enter US to print a single underline If you want to print the accounts or headings specified on the line select the box or enter Y in text mode if not clear the box or enter N in text mode You might not want to print a line for example if you were using it to store a total used in a calculation that appears somewhere else You usually specify the company in the statement layout or when you print statements so that you can use the same statement content to
19. you can copy specific run codes and then post all the weekly transactions at the same time Assign run codes with care For example weekly recurring entries can be assigned a run code of 1 biweekly recurring entries arun code of 2 and so on Cash Flow If you want the transaction to be included in the Transaction statement of cash flow select the box or enter Y if not clear the box or enter N Source Allocate Enter the source code for the recurring entry RE and R1 are the only valid choices If you did not elect to use allocations in the Resource Manager Options and Interfaces function you cannot access this field If you want the transaction to be distributed to the accounts set up in the allocation record select the box or enter Y in text mode if not clear the box or enter N in text mode Offsetting Amounts If the balance of the entries is a debit the offsetting credit amount appears in the Credit field of the next transaction If the balance is a credit the offsetting debit amount appears in the Debit field To approve the offsetting amount enter the account number Then press Enter at the appropriate field If the offsetting amount should be split between two or more accounts enter each additional transaction until the balance at the bottom of the screen is zero General Ledger User s Manual File Maintenance Recurring Entries Run Code Balances If you try to exit from the Recurring Entries fun
20. 00 00 00 00 4840 66 5126 41 4514 50 4840 66 Company H 08 19 2005 Terminal T000 OVR Use the commands to view transaction information or change the account e To view information for a different account press C Next enter the number of the account whose transactions you want to view use the Inquiry F2 command to look up the account number or press Enter to begin with the first record in the GLMAxxx Master file for the company specified General Ledger User s Manual 4 23 GL and Transaction Inquiry Journal Transactions e To view information for the first last previous or next account on file press F L P or N respectively e To view transactions for the current account number press S When the Period prompt appears at the bottom of the screen enter the period for the transactions you want to view The Transaction Inquiry Screen appears e To toggle the last column between forecast and next year budget amounts press A e To toggle between viewing the amounts as balances or activity press B For an explanation of the fields on the screen see GL Accounts on page 7 15 Transaction Inquiry Screen amp Transaction Inquiry E Commands Modes Other Help Period 08 Beginning Balance 4 878 48 Trans Date SC Description Reference Amount Al Pst CF 08 18 2005 AR 00002081 FNB001 000001 Losoo Period 08 Ending Balance 311 990 90 The fi
21. 11 Clear and Close Last Year Periodic Processing Distributing Net Income 6 12 The closing procedure you use depends on how your business is organized Builders Supply the sample data company closes its divisions to main account numbers and then its income statement accounts to retained earnings The balance in this account is the portion of the year s income retained by the company to increase its capital If you want to distribute the income to more than one capital account for example if your company is a partnership you can use this procedure 1 Use the GL Accounts function page 7 15 to add an income summary account which will hold the net income temporarily 2 Usethe GL Accounts function to enter the income summary account in the Clear To Account field of each revenue and expense account You can clear these accounts to the income summary account in one or several steps 3 When you have finished all the clearing steps the income summary account will have a credit balance showing the net profit for the year or a debit balance showing the net loss Use the Transactions function page 4 3 to credit or debit each capital account for the proper amount Then enter an offsetting debit or credit to the income summary account for the total amount distributed reducing that account s balance to zero General Ledger User s Manual Periodic Processing Clear and Close Last Year Clear and Close Last Year Scree
22. 2005 Terminal TODO OYR ojojojojojojojojojojojojojojojo o I General Ledger User s Manual 7 13 Account Types File Maintenance The account type account class and account code appear The account code is the default code and includes credit debit and memo types To edit an account type description press Enter To go directly to another account type press G When you are finished editing account descriptions use the Exit F7 command to return to the File Maintenance menu 7 14 General Ledger User s Manual GL Accounts Use the GL Accounts function to set up and maintain the master chart of accounts A well planned chart of accounts makes the General Ledger system easy to use requires little maintenance and can be expanded as a business grows If General Ledger interfaces with other OPEN SYSTEMS Accounting Software applications see the appropriate user s manual for information about the accounts from which you need to post entries Make sure that the General Ledger tables and records in the other applications match the appropriate accounts in the GLMAxxx Master file If they do not match the journal entries from the other applications will not be posted properly Note Use this function only to set up initial balances and enter annual budget and forecast balances When you have finished setting up the accounts do not use this function to change a
23. 40 8 45 setup 3 5 3 8 codes access codes changing 1 16 establishing a format 3 4 setting up 3 3 sorting 3 3 column format setting up in Statement Layout 8 15 commands access code 1 16 flags 1 31 General Ledger User s Manual hot keys 1 31 Proceed OK 1 4 company access codes for 3 21 Consolidate Master Files after consolidation 6 25 backing up files before using 3 22 checklist 6 22 function 1 12 6 21 B 4 methods 6 21 protecting with access codes 3 21 consolidation 3 13 account mask 6 22 at year end 6 3 companies 3 10 financial statements 6 21 methods 6 21 statements 8 30 conversion account masks 2 6 account types 2 6 before converting 2 5 from version 4 10 or lower 2 6 setup considerations 2 5 converting to OSAS version 6 1 2 7 Copy Account Balances function 7 19 7 43 Copy Batch Statements function 8 42 Copy Chart of Accounts 3 11 before creating last year data 6 5 before entering GL Journal transactions 4 3 fields copied 7 25 function 7 25 B 6 protecting with access codes 3 21 replacing existing accounts 7 25 Copy Recurring Entries function 1 8 4 3 4 11 7 33 out of balance entries 4 13 protecting with access codes 3 21 sample log 4 14 screen 4 12 Copy Statement Layout function 8 19 correcting journal entries B 1 IX 3 Index posted entries B 1 Create Last Year Data backing up files before using 3 22 before clearing and closing last year 6 9
24. Close Last Year 1 12 Consolidate Master Files 1 12 Create Last Year Data 1 6 1 12 functions 1 6 1 11 Month End Maintenance 1 12 Remove Prior Year Files 1 11 Update Current Year 1 12 Post to Master backing up files before using 3 22 function 1 7 1 10 3 20 protecting with access codes 3 21 posting 1 10 after clearing and closing last year 6 14 prepost checklist 4 31 Pretest Batch Statements function 8 42 8 44 screen 8 44 previous year files 7 9 account masks 7 4 in Statement Content 8 25 in Statement Layout 8 5 printing reports B 3 statements B 3 print time inserts 8 18 examples 8 18 Proceed OK command 1 4 programs backing up 3 23 R Ratio Analysis using content RATI 3 18 Recurring Entries file 1 8 function 1 7 1 10 4 11 4 13 in last year files 7 33 setup 3 5 3 14 3 15 Recurring Entries List function 4 13 9 13 General Ledger User s Manual reference field 3 14 Remove Prior Year Files function 1 11 6 27 reports 1 11 Audit Trial Balance 1 11 Cash Flow Statement 1 11 Trial Balance 1 11 Resource Manager Data File Conversion function 2 5 2 7 Data File Creation function 2 3 Install Applications function 2 3 2 5 reversing transactions 4 27 right click menu See shortcut menu 1 23 Run Code Balances 7 37 run codes 1 10 in recurring entries 3 15 setup 3 15 S screens graphical function 1 22 graphical main menu 1 20 navigating graphical 1 22 navigati
25. Close Last Year function to clear and close the income and expense accounts for specified capital accounts By using this function you prevent possible conflicts because of erased files whose unposted transactions have an effect on this year s balances The system checks for such transactions warns you of all occurrences and moves the transactions from the previous year s GLJRxxx Ynn file to the current year s GLJRxxx file period 1 When you are finished working with last year s information use the Update Current Year function to update the account balances for this year This function like the Clear and Close Last Year function updates information in the current year s GLJRxxx file period 1 However it copies the information instead of moving it this function does not affect last year s information To clear journal entries from previous periods in this year use the Month End Maintenance function This function removes transactions from the GLJRxxx files for the specified periods Use the Consolidate Master Files function to consolidate account balances from different files or different computers into the GLMAxxx file of one company This function is useful if you want to store all historical information in one place and produce consolidated financial reports from one company Productivity Reports General Ledger includes a number of productivity reports in Microsoft Excel format These reports connect directly to your OSAS data vi
26. For each segment you use specify its starting position in the account number and its length For example if the first four characters in the account number are the main account number enter 1 in the Main Account Position field and 4 in the Main Account Length field see the field descriptions below When you enter the length of a segment the Account Number Mask field is updated Here s what the entries mean M Main account number 1 Division 2 Department 3 Subaccount The terms division department and subaccount are only labels Use segments in whatever way is necessary for your numbering structure See chapter section for more information General Ledger User s Manual 7 3 Account Mask File Maintenance The default mask is MMMMMMMMMMMM which indicates that the main account number segment takes up all 12 positions You cannot delete a mask you can only change it You can arrange the segments in any order omit segments you do not need and use fill characters for example a hyphen to separate segments Any character can serve as a fill character but only one type of fill character can be used in an account number format That is you can use a hyphen or a period but not both A fill character takes up one position in the account number and it appears in every blank position between account segments Here are some examples of account masks MMM111222333 Main Division Sub Account ubaccount Number
27. GL Accounts function to add or edit accounts Debit Credit For a debit transaction the dollar amount appears in the Debit field For a credit transaction the amount appears in the Credit field Trans Desc A description of the transaction for example SALES appears General Ledger User s Manual 4 29 Edit Transactions Journal Transactions Field Reference Post Date GL Period 1 13 Source Allocate Cash Flow Transaction Description A reference identifies the origin of the transaction If the transaction originated in General Ledger the reference entered in the Transactions function appears If the transaction originated in another application the application initials appear for example if the transaction was posted from Fixed Assets FA appears The date the transaction was posted to General Ledger appears The accounting period that corresponds to the transaction date appears Ifthe transaction originated in General Ledger source code M1 manual entry R1 or M plus any other character appears If the transaction originated in another application the application initials appears for example if the transaction was posted from Fixed Assets FA appears If the transaction will be allocated when it is posted the box is selected or Y appears in text mode if not the box is cleared or N appears in text mode If the transaction will be included in the Cash Flow Statement the box
28. Menu appear as tabs at the top of the screen their menus and functions appear in a navigation pane on the left side of the screen and function screens appear in the large pane on the right Using this menu you can open more than one function screen at a time and move or minimize screens as needed However you cannot open two functions that lock the same data file at the same time OSAS 7 0 Journal Transacti E Transactions 2005 Edit Transactions Copy Recurring Entries Commands Edit Modes Other Scroll Commands Help GL Joumal GL Activity Report 32 X f Ba f aa aa 0 Abandon GL and Transaction Inquiry Edit Transactions to Master Ls GL Account Debit Credit Reference Cflw Description Date Alle 401000 11838 80 A R SALES 12 03 2005 E 501000 6934 94 AJA ar Fie List 2 Il COST OF SALES 12 03 2005 100000 12388 25 AJA CASH SALES 12 03 2005 203800 A R SALES TAX 12 03 2005 104400 A R INVENTORY 12 03 2005 104200 25039 40 A P A P LINE ITEMS 12 03 2005 SISSIES SSIS EY Enterzedt J allocate J Goto You can move around the MDI menu these ways e To view an application s menus click that application s tab To view the functions a menu contains click the menu name The menu expands to list the functions it contains Click the function name to enter the function The function scre
29. Only Result Current Pd QTD Result Current Pd YTD Result Prev Pd This Pd Only Result Prev Pd QTD Result Prev Pd YTD Result Prev Qtr This Pd Only Result Prev Qtr QTD Result Prev Qtr YTD Result Activity Detail or Summary Print activity for specified period period 8 activity Print QTD activity for specified period period 7 8 activity Print YTD balance as of specified period period 8 ending balance Print activity amount for previous period period 7 activity Print QTD activity for the quarter the previous period is in period 7 activity Print balance at the end ofthe previous period period 7 ending balance Print activity amount for the same relative period in the previous quarter period 5 activity Print QTD activity amount for the same relative period in the previous quarter period 4 5 activity Print YTD balance for the same relative period in the previous quarter period 5 ending balance General Ledger User s Manual Balance Detail or Summary Print beginning balance for specified period period 8 beginning balance Print beginning balance for quarter the specified period is in period 7 beginning balance Print beginning balance for the year beginning balance Print beginning balance for previous period period 7 beginning balance Print beginning balance for the quarter the previous period is in period 7 beginning bala
30. Period 13 used for normal processing Allow transaction entry in period 13 Do you wart to use allocations Option 001 of 004 Enter Toggle Write Company H 08 19 2005 Terminal T000 OVR General Ledger User s Manual 3 7 Setup Functions Period Setup 3 8 Setup Press Enter to toggle between YES or NO to indicate whether you want recurring entries copied directly to the GL Journal If you select YES recurring entries are copied directly to the GL Journal Use the Edit Transactions function to edit these transactions When you select NO recurring entries are copied to the temporary transaction work file Use the Transactions function to edit verify and write these transactions to the GL Journal Press Enter to toggle between YES or NO to indicate whether you use period 13 for normal processing Toggle between YES or NO to indicate whether you want to be able to enter transactions adjustments for example in period 13 If you use period 13 for normal processing you cannot set this option to NO Toggle between YES or NO to indicate whether you want to use allocations If you select NO you cannot access the Allocations or Allocations List functions When you finish selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resourc
31. Statement Maintenance Batch Statements Maintain Batch Statements Use the Maintain Batch Statements option to add or change batch statements records When you select Maintain Batch Statements from the Batch Statements selection screen the Maintain Batch Statements screen appears 4 2005 Maintain Batch Statements E E Commands Edit Modes Other Help xa ee mu re ee is Batch ID BATCH a Sequence s Descr Pick Statement Layout ID BALA m y Pick Division Statement Content ID BAL1 Department Period Beginning Date EJ Subaccount Ending Date Ee Company ID Print Segment Detail Segment Sort Print Accounts With Zero Balances Print Workstation Date and Time Statement Titles 12345678901234567890123456789012345678901234567890 CONA BALANCE SHEET WITH BUDGET COMPARISON AS OF PEDW Company H 08 19 2005 Terminal TODO OVR Field Description Batch ID Enter the batch statement ID you want to view edit or create Sequence The sequence code identifies the order in which the set of printing parameters are executed when you print statements Enter the sequence code for this set of parameters or if you are working with an existing record enter the sequence code you want to work with General Ledger User s Manual 8 39 Batch Statements 8 40 Field Desc Pick Statement Layout Content ID Period 1 13 Beginning Ending Date Company ID Pick Division Depart
32. The account number format is displayed When you Mask start this function the default format is MMMMMMMMMMMM The format is updated as you enter the segment positions and lengths Use the Proceed OK command to save the format Use the up arrow key to change an account mask If you change an account mask this message appears Warning Mask has changed existing accounts may be in error 7 6 General Ledger User s Manual File Maintenance Account Mask If you want to change your account masks you must do so before you convert your files If you do not your other application masks will not match In addition make sure that transactions have been written to the GL Journal before using this function Before the system begins changing the masks this prompt appears Do you want to let the system adjust the new accounts automatically If you select Yes or enter Y in text mode the system begins changing masks prompting you only if it encounters a conflict between two account numbers If you select No or enter N in text mode the system changes the masks one at a time each time waiting for you to approve the change to the mask If you change the mask the system removes the sort keys from files You cannot change the mask and sort keys at the same time Changing the mask updates General Ledger files but not statement contents or transaction work files and it does not affect files from other applications If you have alread
33. User s Manual 6 1 Introduction Use the functions on the Periodic Processing menu to process period end and year end information The year end process involves the conversion and use of last year data which is also handled through the Periodic Processing menu When to Close the Books Although you can use the statement contents and layouts to produce financial statements for a particular period without closing the books you can store only 13 periods of current balances in the GLMAxxx Master file After period 12 13 for quarterly systems you must close out the balances in the income statement accounts to clear them for the next year Business however does not end when your fiscal year does and you cannot put the new year s data on hold while you finish closing the old year Therefore use the Create Last Year Data function see page 6 5 to copy your data to last year files Then you can process both the old year and the new year If your company s basic accounting period is one month you can use period 13 for year end audit adjustments and to clear and close entries If your basic accounting period is one week you must close the books once every quarter since only 13 periods are available 13 weeks x 4 quarters 52 weeks per year You must enter adjustments along with the regular transactions in period 13 The Year End Procedure Follow these steps to close the books at year end 1 Back up your files 2 Consol
34. a glma2 c osas data bran2 4 Use the Consolidate Master Files function to consolidate the branch GLMAxxx files with the main GLMAxxx file 5 Print the consolidated financial statements see on page 5 9 6 Restore the main GLMAxxx file from the backup and resume normal operation General Ledger User s Manual 6 23 Consolidate Master Files Periodic Processing Consolidate Master Files Screen Select Consolidate Master Files from the Periodic Processing menu The Consolidate Master Files screen appears 2004 Consolidate Master Files Last Year O O Commands Edit Modes Other Help aa Copy From Company in File ID with Step Number into Company Company H 12 31 2004 Terminal T000 INS Inquiry 1 Enter the ID of the company you want to consolidate 2 Enterthe name of the branch GLMAxxx file for the company ID you entered Enter the file name exactly as it appears in the file directory If you are consolidating several branches with the main company GLMAxxx file you must perform this function for each branch 3 If you are consolidating accounts by steps enter the step number you are consolidating at this time Inquiry 4 Enterthe ID of the company in the main GLMAxxx file with which you want to consolidate the branch company 6 24 General Ledger User s Manual Periodic Processing Consolidate Master Files 5 Make sure that no one else is using the GLMAxxx file Then use the Proceed OK c
35. can set up a description of each division department or subaccount you use For example if you use divisions 001 002 and 003 you might enter these descriptions 001 Minneapolis 002 California 003 Texas Likewise if you use departments 10 20 30 and 40 you might enter these descriptions 10 Accounting 20 Administration 30 Sales and Marketing 40 Shipping and Receiving For several General Ledger reports you can select ranges of divisions departments and subaccounts and you can specify the order of the account segments The descriptions you assign in the GLSExxx file appear in the report headers See Account Segments on page 7 9 for more information about account segments 3 10 General Ledger User s Manual Setup Setup Functions Account Types Account types are used to group accounts together for the purpose of producing statements such as cash flow and trial balance Each account type has an account class and code associated with it The class is the general category an account type fits into for example long term asset current asset or long term liability The code denotes whether the account is a credit debit or memo account See Account Types on page 7 13 for more information about account types Chart of Accounts Before processing data in General Ledger set up the chart of accounts A well planned chart of accounts makes the General Ledger system easy to use requires little maintenance and
36. checklist 6 5 function 1 6 1 12 6 3 6 5 6 19 7 15 B 6 protecting with access codes 3 21 creating last year files at year end 6 4 D data dictionaries 2 3 Data File Conversion function 2 5 2 7 Data File Creation function 2 3 data files backing up 3 22 date fields 1 25 Delete account 7 17 Delete Batch Statements function 8 43 Delete Statement Layout function 8 21 departments 3 10 setting up in Account Segments 7 9 distributing net income 6 12 divisions 3 10 setting up in Account Segments 7 9 double entry bookkeeping 4 9 E Edit Transactions function 3 20 4 10 4 14 4 27 4 33 B 2 printing GL Journal before using 4 27 protecting with access codes 3 21 screen 4 28 ending balances in Statement Contents 8 29 F F2 Inquiry button 1 26 flag 1 31 IX 4 F6 Maintenance flag 1 31 icon 1 26 File Maintenance functions 1 7 files backing up 3 22 fill characters 7 4 in account segments 3 9 financial statements 8 3 8 23 at year end 6 4 consolidated 6 21 printing 3 18 setup 3 5 3 15 flags in text mode 1 31 forced balance password 3 20 3 22 4 10 7 39 7 40 format columns in statement layouts 8 15 formulas in statement layouts 8 13 8 14 G General Ledger before converting 2 5 before you install 2 3 converting to version 7 0 2 7 installation 2 3 installing new version before converting 2 5 setup considerations 2 5 system requirements 2 3 General Ledger i
37. companies and account segments in side by side columns leave this field and the account masks blank Then you can produce a financial statement that uses this layout for any company If you want to use the layout for all companies and accounts press Enter If you want to select a company or all companies when you produce a financial statement that uses this layout enter a question mark If you want to assign the layout to one company enter the company ID If you enter or acompany ID you must enter at least one of six account masks allowed for the companies that use the layout When you print a side by side financial statement for all companies or for all companies specified in the layout s Company field all the companies whose account masks match one of the masks assigned to the layout are combined in the statement You can use question marks as wildcard characters to match specific characters in an account mask For example you might enter 02 to match all six character account numbers with 02 in the fifth and sixth character positions General Ledger User s Manual Statement Maintenance Statement Layout Calculations If the column contains formulas enter this information Field Formula General Ledger User s Manual Description The amount printed in a formula column type 6 or 7 is calculated from amounts in previous columns or in totals according to the formula you enter here You c
38. company s accounts skip the Consol To Account field Each account also has a two digit Step field so you can consolidate in steps to provide an audit trail For example you might consolidate all asset accounts in one step all liability accounts in the next step and so on If you do not want to consolidate an account enter 0 in the Step field Consolidation Steps 6 22 Take these steps to consolidate GLMAxxx files 1 Use the GL Accounts function page 7 15 to verify that the branch company s accounts are set up to consolidate with the main company s accounts 2 Back up the data files on all computers see the Resource Manager User s Manual 3 Copy each branch company s GLMAxxx file to a different diskette Then copy each one to the hard disk directory with the main company s GLMAxxx file General Ledger User s Manual Periodic Processing Consolidate Master Files You must rename the GLMAxxx files that have the same company ID as the one on the computer you are copying the files to so that they will not overwrite the existing file For example if the GLMAxxx files for branch offices 1 and 2 are on a diskette and the main GLMAxxx file is on hard disk drive C the DOS commands to copy the branch GLMAxxx files without renaming them are C gt copy a glma1 c osas data C gt copy a glma2 c osas data The DOS commands to copy and rename the branch GLMAxxx files are C copy a glma1 c osas data brani C copy
39. different dates For the statements to which you did not assign company IDs you can enter up to 20 companies for which to test the statements When you are finished assigning company IDs press Enter at a blank Company ID field The division department and subaccount ranges assigned to each statement in the batch statements record appear The account segment sort you assigned to each statement in the batch statements record appears The titles you assigned to each statement in the batch statements record appear Use the Proceed OK command to begin testing the batch statements record If no errors are found the Batch Statements selection screen appears If errors are found they are printed in the Batch Error List After the Batch Error List is produced the Statement Maintenance menu appears General Ledger User s Manual 8 45 Cash Flow Contents Use the Cash Flow Contents function to maintain the statement of cash flow contents You can specify account types for income investing activities financing activities cash and cash equivalents and adjustments to reconcile net income to net cash from operating activities Cash Flow Contents Screen Select Cash Flow Contents from the Statement Maintenance menu The Cash Flow Contents screen appears 4 Cash Flow Contents Commands Modes Other Scroll Commands Help 4 Cash Flow Content ID Use Acct Mask for Company 4 Mask MMMM11 Description Beginning Ending
40. each step 2 Make sure that the account type assigned to each account is correct 3 Enter the capital account number to which each revenue and expense account will be closed Then enter the step number 4 If you have additional accounts to be closed to the capital account s such as dividends paid set them up in the same way This should be the last clearing step Closing in Steps You have three alternatives for closing in steps e Clear and close all income revenue and expense statement accounts in one step which is the fastest way Then use the Statement Layout and Statement Contents functions to calculate the year end figures you need Close all divisions departments or subaccounts to main account numbers Then print the Trial Balance and financial statements to show the total amounts for income statement accounts rather than a breakdown by division department and subaccount Audit automatic closing by closing the accounts in one to nine steps For example if you close the operating expenses in one step the income statement at this point will show the total gross profit or operating margin If you close the COGS accounts in the next step the income statement will show your gross income When you clear the revenue accounts in the next step the income statement accounts revenues and expenses will be ready for the new year s transactions You are ready to distribute the net income General Ledger User s Manual 6
41. first recurring entry you add Adding or Editing a Line Item When you press Enter or A on the Recurring Entries screen the Edit Line or Append Line window appears The only difference between the two windows is the title and the fact that data appears in the Edit Line window If you are editing an item you cannot edit the Reference field This field must be unique and it is the key to this record amp Edit Line Commands Edit Modes Other Help xtm 5e ma e ee GL Account 153500 Credit 4405 77 Trans Desc DEPRECIATION FURN amp FIX Reference Run Code 1 Cash Flow Transaction v Source Alocate U Field Description GL Account Enter the general ledger account number you will Maint post the transaction to Use the Maintenance F6 command to open the GL Accounts function page 7 15 and add or edit a General Ledger account Debit Credit Enter the debit or credit amount of the recurring entry Trans Desc Enter a description of the recurring entry Once a recurring entry has been copied to the GLJRxxx file the description prints on the GL Journal and the GL Activity Report General Ledger User s Manual 7 35 Recurring Entries File Maintenance 7 36 Field Description Reference Enter the reference number for the transaction You must enter a unique reference for each debit or credit Run Code Run codes group particular recurring entries together For example
42. for the statement Changes you make here do not change the layout permanently General Ledger User s Manual Reports Statements Field Description If you entered more than one company ID you might want to use these fields to list the companies that are consolidated in the statement Change Footers If you want to use the footer information as specified in the statement layout clear the box or enter Nin text mode If you want to change the footers select the box or enter Y in text mode The Statement Footers window appears The changes you make in the Statement Footers window are not permanent and affect only the statements you are preparing If you display the statement on the screen the footer prints only on the last page Select the output device to begin printing the statements See Reports on page 1 33 for more information on output devices After the statements are produced the Reports menu appears Comma Separated Text File If you are printing a statement not a group of statements set up in a batch statements record you can elect to export the report to a comma separated text file You can then open this file directly using Microsoft Excel or import the file into other productivity software packages To export the statement to a comma separated text file select text as the output device then enter the output destination and file name If you use commas as the separator character do not add an ext
43. from which you can print the report later This option is only available on Windows or graphical Linux workstations running BBj e Select File or enter F to save the report to a file then change the directory path and file name followed by the txt extension if necessary Directory paths and file names must be less than 35 characters in length Note To preserve formatting view the reports you save to a text file with a fixed width or monospaced font Courier or Lucida Console for example ntext mode enter S to view the report directly in an OSAS function screen then select whether to view it in Standard or Compressed width e When available select Email or enter M to e mail the report then enter the e mail address to sent the message to the subject for the message and whether to include the report as an attachment to the message Generally reports or forms that make up part of your audit trail cannot be e mailed You also must set up your e mail system in Resource Manager before you can e mail reports Note To preserve formatting view e mailed reports or attachments with a fixed width or monospaced font Courier or Lucida Console for example Consult the Resource Manager guide for more information about reports General Ledger User s Manual 1 33 Installation and Conversion Installation Conversion General Ledger User s Manual 2 3 2 5 Installation Before You Install General Ledger Make
44. inconsistency Open Systems Inc 4301 Dean Lakes Boulevard Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address WWW osas com Contents Introduction Welcome to OSAS The General Ledger System Starting OSAS Navigating OSAS Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist Setup Functions Journal Transactions Transactions Copy Recurring Entries GL Journal GL Activity Report GL and Transaction Inquiry Edit Transactions Post to Master Reports Trial Balance Audit Trial Balance Statements Cash Flow Statement General Ledger User s Manual 1 3 1 5 1 15 1 19 2 3 2 5 3 3 3 5 3 7 4 3 4 11 4 15 4 19 4 23 4 27 4 31 5 3 5 7 5 9 5 19 iii Contents Periodic Processing Introduction Create Last Year Data Clear and Close Last Year Update Current Year Month End Maintenance Consolidate Master Files Remove Prior Year Files File Maintenance Account Mask Account Segments Account Types GL Accounts Account Budgets Copy Chart of Accounts Allocations Recurring Entries Tables Copy Account Balances Assign Account Types Change Fields Statement Maintenance Statement Layout Statement Contents Batch Statements Cash Flow Contents Financial Statement Verification Master File Lists Printing a Master Fil
45. its original place and condition See also purge Income earned by a company during the year but not yet distributed as dividends to the owners stockholders Retained earnings form part of the equity of the business A journal entry you make to cancel a previous entry It consists of an equal credit to the account previously debited and a corresponding debit to the account previously credited A number that identifies the group a recurring entry belongs to A code that identifies the source of a journal entry Records that control the appearance and contents of the statements and reports you print through the Statements function General Ledger User s Manual G 5 statements table transaction trial balance variance G 6 The standard financial statements such as the balance sheet the income statement and the cash flow statement you produce at the end of each accounting period which detail the company s financial performance You can also produce the Ratio Analysis and other reports such as sales reports A grid that holds records and is visible See also file A credit or debit made to an account Each journal entry consists of at least one debit and one credit transaction A report that shows the balance of each account in the general ledger The total credits must equal the total debits The difference between two balances for the same account for example between the balance of this year and last yea
46. menu to back up files 3 22 General Ledger User s Manual Setup Setup Functions You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Media We recommend keeping one or more sets of backup media in case one set is bad or damaged Rotate the sets of backup media keeping one set off site General Ledger User s Manual 3 23 Journal Transactions Transactions Copy Recurring Entries GL Journal GL Activity Report GL and Transaction Inquiry Edit Transactions Post to Master General Ledger User s Manual 4 3 4 11 4 15 4 19 4 23 4 27 4 31 4 1 4 2 Journal Transactions Introduction The functions explained in this chapter constitute the daily work portion of General Ledger You might or might not enter all the General Ledger Journal transactions through the Journal Transactions functions other applications such as Accounts Payable and Accounts
47. middle of a fiscal year use the period that corresponds to the period you start with Do not start with period 1 unless the starting period is the first period in your fiscal year Actual Balances Set up actual balances in either of the following ways e To produce a detailed audit trail of your entries enter only the beginning actual balance when setting up an account Later you will make GL Journal entries to enter the period balances see Initial Balances below and then post them to the GLMAxxx file e Ifyou want to save time and if you do not need a complete audit trail of your entries enter the beginning balance and all the account balances If you print the GL Activity Report after you enter these balances the message Missing Entries is printed for each account that has a period balance different from the beginning balance You can ignore the message Budget and Last Year Balances After you enter or skip each period actual balance you can enter the period budget balance for the current year budget if any Then after you enter or skip the period budget balance you can enter the period last year balance Use the Account Budgets function see on page 7 21 to enter budget and forecast balances using special formulas To print comparative income statements or balance sheets you must enter the last year beginning and period balances Consolidation Use the Consol To Account and Step fields to print consolidated statements f
48. must center it manually above the column You can have part ofthe column heading change each time the report is produced See Print Time Inserts on page 8 18 for information about inserting current data into headings for example printing the period beginning and ending dates The length of each line of the column heading is the greater of either the header characters or the format length If you plan to shorten the format make sure that the column heading will fit The format determines how the column information appears in print Press Enter to use the default format for the column you are using or design your own Each character in the format represents the space for one printed character The type of printed character allowed depends on the column type Column types 1 and 2 are text columns where X represents any character and XXXX creates a column 4 characters wide For column type 1 account number the standard format is 12 characters for column type 2 description it is 30 characters You can alter the format to suit your needs Account numbers or descriptions longer than the format you define for the column are truncated 8 15 Statement Layout Statement Maintenance 8 16 Field Description Column types 3 9 are numeric columns represents a number 0 9 0 represents a decimal place Iepresents a decimal point represents a comma The standard format for these column types is TIHHHHH
49. of the Total fields at the same time see the Totals 1 9 field below The account name prints in the description column unless you enter a different description in the Description field Enter AS to add balances of the specified accounts and print the total balances in the appropriate columns Then enter a description of the line to print in the Description field Enter BB to print the beginning balances for individual accounts for the year Enter BD to list individually the account number and its beginning balance in the specified range The beginning balance is determined by the As Of When and How Far Back fields in the statement layout Enter BS to add and print the total beginning balances for the specified accounts Enter CR to shift numeric columns of the following lines to the right Enter CL to shift the columns back to the left General Ledger User s Manual Statement Maintenance Field General Ledger User s Manual Statement Contents Description Enter the number of spaces to shift the columns in the Number of Chars to Shift field Because columns are shifted only if the statement layout allows it you can use the same statement content with or without the column shift Enter ED to print the individual account numbers and the ending balances in the specified range Enter ES to add and print the total ending balances of the specified accounts Enter HC to center a line of text between the report s
50. or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press Page Down if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu 1 22 General Ledger User s Manual Navigating OSAS Introduction Menus Shortcut Menu Other Commands Menu Both the graphical main menu and graphical function screens contain drop down menus that give you access to additional commands without using the function keys While you can use the function keys to access commands in graphical mode you may find it easier to access command through these menus To access a menu s commands click a menu title The commands for that menu appear followed by any associated hot key combinations in brackets lt gt To use a command click the command name or press the hot key combination Refer to the Resource Manager guide for more information on the menus available in OSAS and their commands OSAS gives you quick access to commands relating to the screen you re using via a shortcut menu The commands that are available depend on the function and the field you are currently using To use these commands click the right mouse button and select the command from the menu that appears On the main menu the shortcut menu gives you access to commands that help you manage your
51. or edit information for the forecast budget press F If you want to enter or edit information for next year press N Entry Method To enter or edit activity for the account press A To enter or edit the balance of the account press B Period Begin 1 13 Enter actual current year budget last year and forecast or next year budget balances Enter beginning balances in the first row Begin Then enter the net change in each balance if you entered A in the Entry Method field or the balance itself if you entered B in the Entry Method field for period 1 in the next row for period 2 in the following row and so on Do not use dollar signs or commas If you enter a negative balance enter a negative sign before the number The system recognizes whether a positive amount is a debit or a credit by your selection in the DB CR or Memo field The Account Budgets function page 7 21 provides formulas that facilitate the entry of budget and forecast amounts You can use the Copy Account Balances function page 7 43 to copy the last year actual current year budget next year budget or forecast balances for a range of accounts to their current year budget or forecast balances General Ledger User s Manual 7 19 GL Accounts File Maintenance After you have set up accounts do not change the actual balances If you do you will put the ledger out of balance without leaving an audit trail Instead enter and post journal trans
52. or enter Y if not clear the box or enter N If you elect not to show ending balances nothing is printed for accounts that have no activity in the periods you select If you elected not to print inactive accounts the Include Zero Balance Accounts field is skipped If you elected to print inactive accounts and you want to include accounts with zero beginning balances for the selected periods select the box or enter Y if not clear the box or enter N Select the date you want printed on the report Enter the title you want on the report four lines of 30 characters each Use the numbers above the fields to help center the text The system does not use different heading lines for last year and current year files If you created last year files and you frequently switch between the last year and current year files check the heading lines to make sure that the displayed information is correct Before you go on make sure that no one else is using the GLJRxxx file Select the output device See Reports on page 1 33 for more information on output devices After the GL Journal is produced the Journal Transactions menu appears Error Messages in the Report After the report prints check it If the message Missing entries or Account not on file appears something may be wrong between the GLJRxxx Journal file and the GLMAxxx Master file See appendix A for advice on what to do before you go on Do not post to the GL
53. print statements for several companies Leave this field blank to specify the company ID at print time If you always want to use a particular company s balances on this line enter the company s ID Then do not specify a company ID at print time See Statements on page 5 9 for more information You can produce consolidated statements for several companies in one of these ways Specify two or more company IDs when you print statements In this case do not specify any company IDs in the statement content Setup totals in the statement content For example on one line you could put the summaries for a range of accounts for company A and on the next line the summaries for a range of accounts for company B On the third line you could total summaries for the companies using total 3 You can also specify not to print each company summary line so that only the consolidated totals print General Ledger User s Manual Statement Maintenance Statement Contents Field Beginning Ending Account No Description If you set up the statement content to consolidate the totals of several companies do not specify acompany ID when you print the statements See Statements on page 5 9 for more information For functions AD BD ED AS BS and ES specify a range of accounts You can also specify a range of account types instead of account numbers You must use an account mask for the content and you can use
54. question marks as wildcards to select all account segments of an account number for functions AD and AS For example if your account mask is MMMMI I the beginning main account number is 1000 your ending main account number is 1999 and you want to include all divisions in this row of the content enter 1000 and 1999 if your account division mask is in this format When you print a statement using this content you can specify a range of divisions for which to print the statement You can use wildcards for account segments but not for main account numbers If you want to be able to select the ranges of segments for which to print a financial statement you must enter in each segment position Field Inquiry Beginning Ending Account Type Description General Ledger User s Manual Description Select the account type if you have not selected an account number For functions HC and HP enter the text to print on this line 8 31 Statement Contents Statement Maintenance Field Desc Tab Totals 1 9 Print Debit Credit or Both Reverse Sign to Print 8 32 Description For functions T1 T9 AS BS and ES enter a description of the summary line for example Current Assets For functions AD BD and ED press Enter to skip this field The name of each account prints in the Description column in the report For functions HP T1 T9 AD BD ED AS BB BS and ES enter the number of spa
55. sheet and ratio analysis are on the next pages The income statement balance sheet and ratio analysis are not consolidated statements The company could have been specified on the Statements screen or in the statement content If a statement or report is consolidated for several companies CONSOLIDATED prints in the position normally holding the company name The ratio analysis contains earnings per share information For this calculation to be performed the company s chart of accounts has a memo account that contains the number of shares outstanding That account must be identified in the statement contents so that a formula can be used in the content to divide net earnings by the number of shares in the account General Ledger User s Manual 5 15 Statements Reports Income Statement 08 19 2005 Builders Supply 12 05 PM INCOME STATEMENT WITH BUDGET COMPARISON FOR THE PERIOD FROM AUG 1 2005 THROUGH AUG 31 2005 DESCRIPTION CURRENT pw YEAR THIS YEAR THIS YEAR REVENUE RETAIL SALES 280994 85 30 18 206993 82 29 00 2257140 94 31 94 2085824 53 INC FROM COMPLETED CONTRACTS 656133 38 70 46 513155 65 71 90 4864964 42 68 85 4873087 23 DISCOUNTS ALLOWED 6061 33 65 6404 23 90 56489 90 80 59946 40 FREIGHT OUT TOTAL REVENUE 931182 32 100 00 713745 24 7065730 88 100 00 6898965 36 100 00 COST OF GOODS SOLD COST OF GOODS SOLD RETAIL 151672 26 16 29 103482 68 1054815 38 14 93 1057495 60 15 33 COST OF GOODS SOLD CONTR
56. system that does not have graphical capabilities the text mode is the only mode available In text mode all screens are presented in an easy to use textual interface that you navigate through using keyboard commands Main Menu The text main menu is shown below amp OSAS T000 Settings Edit Print Help 06 01 2005 Company H Builders Supply 12 27 FH Main Menu General Ledger OPEN SYSTEMS R Accounting Software When you select an application the application s menu is superimposed over the main menu Selecting an entry on an application menu opens a function screen or a submenu General Ledger User s Manual 1 27 Introduction Navigating OSAS 1 28 You can move around the text main menu in these ways e Usethe arrow keys to move the cursor up and down to highlight the application you want Then press Enter to select it Press the first letter of the application you want to move the cursor to the first application beginning with that letter Continue to press the letter key or the down arrow until the application you want is highlighted then press Enter to select it e Use the mouse to click an application to view that application s menu e To move to the first application on the menu press Home To move to the last application on the menu press End e Onan application menu press Page Up to move to the menu immediately behind it If you are several levels away from the main menu you can return
57. to enter budgets and forecasts manually enter the amounts in the appropriate fields If you elected to use the special functions to calculate budget and forecast balances in the Manual Entry field select one of the following functions when prompted Manual entry Enter a budget amount for this field only Duplicate Duplicate an amount in this field and subsequent fields Allocate Equally allocate an amount between this field and subsequent fields L Y Adjust the balances in this field and subsequent fields to the corresponding balances in the Last Year column plus or minus a dollar amount General Ledger User s Manual File Maintenance Field End Actual CY Budget Last Year Forecast or Next Year Budget Account Budgets Description L Y Adjust the balances in this field and subsequent fields to the corresponding balances in the Last Year column plus or minus a percentage Chg Change the balances in this field and subsequent fields by a dollar amount You cannot use this function in period 1 Chg Change the balances in this field and subsequent fields by a percentage You cannot use this function in period 1 The Chg and Chg functions use the balance of the previous period to calculate the balance of the next period After you select the function enter the appropriate dollar amount or percentage Enter a positive value to increase budgets or a negative value to decrease them The bal
58. transactions to account for the accrued wages expense The next month the system would generate R2 transactions that reverse the accrual entries When the wages were paid you would enter transactions for the full amount An R1 accrual transaction entered in the last period will be reversed in period 1 of the next fiscal year Automatic Allocations You can make automatic allocations page 7 29 by simply entering an account number that is set up in the GLALxxx Allocations file and then selecting the Allocate box or entering Y in text mode Then when you post transactions in which the allocation flag is set for valid allocation accounts they are automatically distributed to the accounts specified in the allocation record General Ledger User s Manual 4 5 Transactions Journal Transactions Transactions Screen Select Transactions from the Journal Transactions menu This screen appears 2005 Transactions 3 Commands Edt Modes Other Scroll Commands Help xs wm mn 6 G00 amp X v GL Account Credit Reference Description Date 201000 157 98 GASIOIL Gas amp Oil Expense 08119 2005 101000 GASIOLL Gas amp Oil Expense 08492005 100500 TRAVEL Conference Materials 08419 2005 100100 273 90 TRAVEL Materials 08 18 2005 NINN ERIE i Entry 0001 of 0004 Total Debits Total Credits
59. up users and access codes for the OSAS system Access Codes Access codes limit use of the system and protect sensitive information Each code allows access to specific applications menus and functions If you cannot select a menu or function your access code is not authorized for it Use the Access Codes function in Resource Manager to set up access codes To change access codes select Access code from the File menu click the Access Code button on the toolbar or press F4 on the main menu When the Access Code box appears enter the access code to change to and press Enter 1 16 General Ledger User s Manual Starting OSAS Introduction Workstation Date To change the workstation date select Workstation date from the File menu click the Change Date button on the toolbar or press F6 Set Workstation Date m e oo Workstation Date 08 02 2005 E3 When the Workstation Date box appears use the button or your keyboard to enter the date and press Enter General Ledger User s Manual 147 Navigating OSAS OSAS menus and functions are available in two modes graphical and text The graphical mode allows both keyboard and mouse commands and uses data entry fields and buttons similar to those found in any graphical software program The text mode presents information in a simpler text format and uses keyboard commands to access functions and move around the screen If you use an operating system that does no
60. year file at year end 6 4 user defined account sorts 3 9 in GL Activity Report 4 20 in GL Journal 4 16 w workstation date 1 17 Y year end processing 6 3 General Ledger User s Manual IX 9
61. you have enough disk space you can keep an entire year s journal entries on file For information about month end processing refer to page 6 19 General Ledger User s Manual Create Last Year Data Use the Create Last Year Data function at the end of a company s fiscal year to prepare the data files for the new year and to create last year GLMAxxx Master and GLJRxxx Journal files Then you can make adjusting entries to last year files while you begin processing data for the new year You cannot use the Create Last Year Data function if you are working with last year files If your companies use different fiscal years you can use the Create Last Year Data function as each company s fiscal year ends These things happen when you create last year data for a company e The system creates last year GLMAxxx GLMKxxx Master Key and GLJRxxx files with the extension Ynn nn represents the last two digits of the year These files provide information for multiyear reports statements and so on e The beginning ending and 13 period actual balances of each of the company s accounts in the current year GLMAxxx file are transferred to the Last Year column and each account s ending balance is transferred to the beginning balance e The company s entries are removed from the current year GLJRxxx file Before You Begin Before you create last year data do these tasks e f necessary copy a chart of accounts or consolidate G
62. 0 75 14862858 1268 20 1500 00 3990 65 10111 75 2088 80 2250 75 10111 75 8550 50 8005 50 4078 90 8550 50 1268 20 1500 00 3990 65 1268 20 800550 407890 8550 50 8005 50 2088 80 225075 10111 75 2088 80 150000 399085 1268 20 1500 00 4400 00 99550 2250 75 4400 00 99550 126820 4078 90 995 50 Do 4400 00 3990 65 00 00 00 oo 00 157620 48 6269 45 12155 50 5001 25 Company H 08 19 2005 Terminal TODO OVR Field Description Inquiry Account Enter the account number with which you want to work The division department and subaccount descriptions if available appear from the GLSExxx Account Segments file To delete an account use the Delete F3 command If you try to delete an account for which journal transactions have been entered the message Activity on account appears If you try to delete an account for which the year to date balance is not zero the message YTD balance not zero appears In either case you cannot delete the account General Ledger User s Manual 7 17 GL Accounts File Maintenance Field Type Description DB CR or Memo Clear To Account Step Consol To Account Step 7 18 Description This field appears if you enter anew account To copy an existing account enter the number of the account you want to copy Enter the account type Enter the description of the acco
63. 0 Tax loc CA cls 03 08 18 2005 200000 AP 08 18 2005 104400 GOODS RCVD IN Accrual 08 18 2005 200000 GOODS RCVD AP Accrual 08 18 2005 806000 GOODS RCVD Exp Accrual 08 18 2005 104400 INV RCVD IN Accrual 08 18 2005 200000 INV RCVD AP Accrual ENDING BALANCE PERIOD 12 BALANCE End of Report General Ledger User s Manual 4 17 GL Activity Report The GL Activity Report lists the transactions under the accounts they belong to and the ending period balances of each account If you print the report at the end of each period or for a range of periods you can see how much activity an account has had during that time how much the balance has changed and which transactions have affected it How to Use This Report The GL Activity Report can serve several purposes e Produce the report for information pertaining only to accounts that showed activity for one period or a range of periods in this case the report will be short e Produce the report for all accounts for one period or a range of periods regardless of whether or not some of the accounts showed activity in this case the report could be considerably longer Produce the report for all periods all source codes and all accounts This form of the report can be quite long You might want to produce such a long report only at the end of the year General Ledger User s Manual 4 19 GL Activity Report Journal Transactions GL Activity Report Screen Select GL Activity R
64. 10000005 10000006 Description DEPRECIATION DEPRECIATION DEPRECIATION DEPRECIATION AMORTIZATION AMORTIZATION End of Report Source FURN amp FIX FURN amp FIX AUTOS AUTOS GOODWILL GOODWILL General Ledger User s Manual Rec 153500 521000 154500 521000 181000 531000 Builders Supply urring Entries List MH Hd Hd Page Credit 4 405 77 2 621 07 9 13 Statement Layout List To make sure that everything in a statement layout is correct produce a hard copy of each new statement layout Sample List 08 13 2005 Builders Supply 10 33 AM Statement Layout List Statement ID BALA Title CONA Print Extra BALANCE SHEET WITH BUDGET COMPARISON Allow AS OF PEDW Footer UNAUDITED Heading Account No Addnl Spacing 2 NO Printing Col YES Format 2 OOOO Heading DESCRIPTION Description Addnl Spacing 2 Printing Col YES Format XXXXXXXKXXXXKKKXKXKXKXKXXXKXXXXX Heading CURRENT What Actual Addnl Spacing 2 YEAR As of When Current Period Printing Col YES How Far Back Year To Date Company Format OOGHESSSESSES OD Scaling Year Heading What CY Budget Addnl Spacing 5 s of When Current Period Printing Col YES How Far Back Year To Date Company Format 2 iissssis O0 Scaling General Ledger User s Manual 9 15 Statement Contents List To make sure that everything in a statement content is correct produce a hard copy of each new statemen
65. 2 and 3 When you select the sequence to sort the account segments you can enter each account segment character only once Note You must Post to Master for period xx after Clear and Close After you finish clearing and closing accounts you must post the closing entries No transactions are on file No transactions are on file for the account for this period Percentages do not equal 100 00 The allocation percentages must equal 100 before you can save the record Period 13 is not defined in the Period Conversion table You cannot print the statement for period 13 because period 13 was not set up in the Period Setup function in Resource Manager Recurring entries are out of balance The total credits do not equal the total debits for the specified run code Make sure that you did not use the same reference for the debit and credit portions of the same entry Report is too wide You must increase the 123 Cell No in Workstation Defaults The definition of the statement layout you are trying to print to a worksheet WKS file is too wide for the workstation default Use the Defaults function on the Resource Manager Workstation Configuration menu to increase the value in the 123 Cell No field see the Resource Manager User s Manual General Ledger User s Manual A 7 System Messages Source code must be Mx R1 or RE The source code of the entry must be Mx R1 or RE Statement is too wide for the printer or file The statement
66. 3 setup 3 5 3 11 Account Types List function 9 7 accounts out of order IX 1 Index Chart of Accounts List 9 9 Accounts Payable 3 14 4 3 7 33 Accounts Receivable 1 10 4 3 interface with General Ledger 1 6 1 10 accrual entries automatic reversal of 4 5 Activity and Balance Results example 8 34 actual balances 3 13 setup 3 19 Address Lookup 1 26 1 32 address mapping 1 26 1 32 addresses 1 26 1 32 adjustments entering at year end 6 4 Allocations automatic 4 5 file 1 8 function 1 7 last year files 7 30 rounding adjustments 7 31 screen 7 30 setup 3 5 3 14 T accounts 7 30 Allocations List function 9 11 printing after allocating 7 31 sample 9 11 alphabetical sorting 3 3 of numbers 3 4 Assign Account Types function 7 45 screen 7 45 Audit Trial Balance after clearing and closing last year 6 14 function 1 6 5 7 5 9 protecting with access codes 3 21 report 1 11 automatic allocations 4 5 automatic reversal of accrual entries 4 5 back up all files at once 3 23 at year end 6 4 IX 2 before clearing and closing last year 3 22 6 9 consolidating master files 3 22 6 22 creating last year data 3 22 6 5 month end maintenance 3 22 6 19 posting 4 31 posting to master 3 22 removing prior year files 6 27 updating current year 3 22 6 15 using Account Mask function 3 22 data files 3 22 programs 3 23 schedule 3 5 3 22 using operating
67. 30 General Ledger User s Manual File Maintenance Allocations If you have not defined the account mask for the company this message appears Mask is not defined for this company Exit from the Allocations function and define the company s account mask before you enter the allocation records Inquiry 1 Enter the number of the major account whose journal entries you want to allocate to other accounts The description of the account appears for verification 2 Enter a description of the allocation It prints in the Allocations List 3 Enter the number of each account to which to allocate entries made to the major account Because the system cannot split a penny the first account in the record receives all the rounding adjustments 4 Enter the percentage to be allocated to each account Before you can save a record the sum of the allocation percentages must equal 100 percent the percentage of the allocation left to distribute appears at the bottom of the screen When that number is zero you have allocated the total amount Use the Proceed OK command to save the record The cursor returns to the Account to Allocate field Enter the next allocation record or use the Exit F7 command to return to the File Maintenance menu After You Allocate After you have saved the allocations records print the Allocations List to make sure that everything is correct and to use as a reference when you enter journal transactions
68. 4 13 Copy Recurring Entries Journal Transactions Editing and Writing Transactions If you copied the recurring entries to the GtttxxxW Transaction Work file use the Transactions function page 4 3 to edit or delete the entries that were copied Then use the function s Write command to write the entries to the Journal file If you copied the recurring entries to the GLJRxxx GJ Journal file use the Edit Transactions function see on page 4 27 to edit or delete the entries that were copied Copy Recurring Entries Log 08 19 2005 Copy Recurring Entries Page 1 Period 8 Credit H COMPANY TOTAL GRAND TOTAL 7 032 42 7 032 42 End of Report 4 14 General Ledger User s Manual GL Journal The GL Journal is the main written record of the GLJRxxx Journal file It lists the transactions for the periods and source codes you specify and is part of your audit trail Print the GL Journal every time you make journal entries or copy and write recurring entries so that you have a written record of that day s work Print the journal at the end of each accounting period and store it in a safe place If you use a printed copy for reference make sure that you have the most recent version GL Journal Screen Select GL Journal from the Transactions menu The GL Journal screen appears 4 2005 GL Journal Commands Edit Modes Other Se Help xelselmo e ee Period Source Code Main Account Division Departm
69. 8 39 Maintain Statement Layout function 8 7 Maintenance F6 flag 1 31 icon 1 26 mapping 1 26 1 32 master chart of accounts GL Accounts function 7 15 Master File Lists 1 7 Master Lists printing 9 3 memo accounts 3 12 numbers changed during conversion 2 6 setup 7 16 menus drop down menus 1 23 graphical main menu 1 20 MDI 1 21 shortcut 1 23 text main menu 1 27 messages in text mode 1 32 modes graphical 1 19 text 1 27 IX 6 Month End Maintenance backing up files before using 3 22 before using 6 19 function 1 12 6 4 6 19 when to use B 5 multiple companies 3 10 account masks for 3 10 N navigating graphical function screens 1 22 graphical main menu 1 20 MDI menu 1 21 text function screens 1 29 text main menu 1 28 to directories and files 1 26 net income distributing at year end 6 12 numbers alphabetical sorting 3 4 numeric formats samples of statement layouts 8 17 O offsetting accounts in GL Journal 4 17 offsetting amounts 7 36 in recurring entries 7 36 Options setting up 3 5 Options and Interfaces function 7 33 OSAS MDI menu 1 21 modes 1 19 graphical 1 19 text 1 27 setup considerations 2 5 starting in other operating systems 1 15 starting in Windows 1 15 out of balance during setup 3 20 entries 3 20 4 13 General Ledger User s Manual Index P password 3 20 4 10 7 37 7 39 forced balance 3 22 period setup B 1 Periodic Processing Clear and
70. 995 78 125481 66 00 40000 00 125481 66 90 00 00 00 40 40000 00 125481 66 00 00 00 15995 78 00 40 00 90 Q0 0 00 90 00 90 00 40000 00 0 90 00 90 o0 40 00 00 00 1569152 36 1569152 36 1387674 92 1569152 36 Company H 08 19 2005 Terminal TODO OVR Field Description Inquiry Account Enter the account number with which you want to work Account Type The account type description and type of balance Description debit credit or memo appear DB CR or Memo General Ledger User s Manual 7 21 Account Budgets 7 22 Field Manual Entry Alternate Budget Begin Actual CY Budget Last Year Forecast Period 1 13 Actual CY Budget Last Year Forecast File Maintenance Description If you want to use the special functions to calculate budget amounts clear the box or enter N in text mode If you want to enter the budget amounts manually select the box or enter Y in text mode If you elect to use the special functions you can still enter amounts manually see below To enter or adjust forecast balances press F To enter or adjust the next year budget press N The beginning actual current year budget last year and forecast or next year budget figures appear You can change only the current year budget next year budget and forecast balances The 13 period actual current year budget last year budget and forecast figures appear If you elected
71. ACTS 363495 10 39 04 253159 42 2581499 73 36 54 2665847 47 38 64 FREIGHT IN 29791 05 3 20 25128 73 227136 35 3 21 234655 58 3 40 INVENTORY VARIANCE 5916 93 5916 93 TOTAL COST OF GOODS SOLD 539041 48 381770 83 3857534 53 54 59 3957998 65 57 37 GROSS PROFIT 392140 84 331974 41 3208196 35 45 41 2940966 71 42 63 EXPENSES SELLING EXPENSES SALARIES EXPENSE 57307 43 57267 06 452918 90 6 41 457122 67 6 63 TRAVEL AND ENTERTAINMENT EXP 252 11 245 12 1912 07 03 1837 00 03 AUTO EXPENSE 2017 66 2431 13 134335 91 1 90 18471 17 ADVERTISING EXPENSE 2558 56 2750 58 176605 24 19553 05 TOTAL SELLING EXPENSES 62135 76 62693 89 765772 12 10 84 496983 89 MANUFACTURING EXPENSES PAYROLL EXPENSE 105646 104230 85 825692 70 11 69 832001 DEPRECIATION EXPENSE 20090 18391 65 153518 55 2 17 155217 MAINTENANCE EXPENSE 1226 x 1241 09 9372 05 13 9311 APPLIED OVERHEAD P 4792 22 38525 50 TOTAL MANUFACTURING EXP 131758 128655 81 18 03 1027108 80 14 54 1035407 5 16 General Ledger User s Manual Reports Statements Balance Sheet 08 19 2005 Builders Supply 12 05 PM BALANCE SHEET WITH BUDGET COMPARISON AS OF AUG 31 2005 DESCRIPTION ASSETS CURRENT ASSETS CASH IN BANK lst NATIONAL CASH IN BANK Znd NATIONAL PETTY CASH ACCOUNTS RECEIVABLE ALLOWANCE FOR BAD DEBT INVENTORY RAW MATERIALS INVENTORY WORK IN PROCESS INVENTORY FINISHED GOODS MARKETABLE SECURITIES TOTAL CURRENT ASSETS LONG TERM ASSETS LAND MACH
72. Balance 431 88 431 88 00 Enter edit Append Allocations On Print report Company H 08 19 2005 Terminal TODO OVR If no transactions are on file the Append Line screen appears See Append Edit Line Screen on page 4 7 for more information If transactions exist they are listed in the screen s scroll region Use the commands to work with these transactions Press Enter to edit the selected transaction line See Append Edit Line Screen on page 4 7 for more information e Press A to add a new transaction See Append Edit Line Screen on page 4 7 for more information e Press L to change the allocation flag of the current transaction line e Press O to toggle the default status for the Allocate field in the Append Line screen from selected or YES to cleared or NO 4 6 General Ledger User s Manual Journal Transactions Transactions e Press W when you have made the last journal entry to save the transactions The information stored in the temporary file is written to the GLJRxxx file Use the Exit F7 command to return to the Journal Transactions menu When you write transactions to the GLJRxxx file they are cleared from the temporary work file and thus from the Transactions screen Use the Edit Transactions function page 4 27 to edit transactions in this file e Press P to produce a list of the unwritten transactions for the terminal being used then select the output device for the Un
73. Copy Chart of Accounts Transactions e Copy Recurring Entries Edit Transactions e Post to Master Trial Balance e Audit Trial Balance e Statements e Create Last Year Data e Clear and Close Last Year e Update Current Year e Consolidate Master Files General Ledger User s Manual 3 21 Setup Functions Setup After you have set up your access codes print a list of the codes and store itin a safe place For more information about access codes see the Resource Manager User s Manual Forced Balance Password The system also provides a forced balance password which lets you exit from transaction entry functions in out of balance situations You can exit from out of balance transactions without the password but you cannot write transactions to the journal Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your General Ledger data files whenever they change every day or every week and before you run these functions e Account Mask e Post to Master e Create Last Year Data e Clear and Close Last Year e Update Current Year Month End Maintenance e Consolidate Master Files Use the Backup function on the Resource Manager Data File Maintenance
74. Description BAL1 Detailed Balance Sheets BAL2 Summary Balance Sheets INC1 Detailed Income Statements INC2 Summary Income Statements RAT1 Ratio Analysis Detailed statements show the individual accounts Summary statements show only the major account categories current assets current liabilities and so on Print the sample statements to find which ones you can use You can produce both summary and detailed versions of each balance sheet and income statement by producing each layout ID with both content IDs General Ledger User s Manual Statement Maintenance Statement Contents When selecting layouts to use set up the contents so they use the appropriate account numbers Account numbers can be suppressed in the layouts to prevent them from appearing on statements To print consolidated statements for more than one company you may want to set up additional statement contents for that purpose To use the ratio analysis content RATI set up a special memo account in the chart of accounts to hold the number of shares of stock outstanding Then modify the content of RATI to identify the memo account number The number of shares in that account is used in the ratio analysis to calculate earnings per share Use a sample content as it is copy a sample content and modify it or use the samples as guides for creating your own contents Print one of the samples to use for reference while you read this section Previous Year Files
75. Favorites menu switch between sample and live data perform certain setup tasks and view function information On function screens this menu helps you access help documentation move around the function screen work with EIS dashboards and so on The Other Commands or F4 menu is available on both graphical and text menu and function screens and gives you access to additional utilities and commands not directly related to the function you re currently using Among other things these commands open calculators or allow you to view or enter additional information In text mode press F4 twice on the menu or once on function screens to access this menu Consult Appendix A in the Resource Manager guide for more information on the commands available on the Other Commands menu General Ledger User s Manual 1 23 Introduction Navigating OSAS Information The Information or Shift F2 menu is available in some graphical or text Menu function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information Comments History Documents Address Lookup Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For ex
76. File Distribution Codes File Distribution Codes File Distribution Codes File AP Check History File AP Purchase History File Material Requisitions Det Recurring Line tems v Transaction Line tems E AP Vendor File e Distribution Codes File Line No 000001 of 000002 Company H 08 19 2005 Terminal T000 OVR ES ES EST IST ISTITISTIST The screen contains three sections The top Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether you want to produce the printed log The lower left Values section is where you build a list of the values you want to change by specifying the old value and the new value The lower right Files section contains a list of the files that are changed in the applications you installed on your system General Ledger User s Manual 7 47 Change Fields File Maintenance Header Inquiry 1 Enter the Field ID you want to change You can change only General Ledger fields from the General Ledger menu To change IDs and codes from other applications run the Change Fields function in the respective application 2 Selectthe Print Log check box to print a list of the files that are changed 3 After you enter the Field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Values 4 To edit or add
77. HEHE 00 This format can hold the largest possible balances If you shorten the format to gain space make sure that none of the balances you print will exceed this limit if some do an error message will appear At the end of the statement values that exceed this limit are marked with asterisks in the statement printout You can print signs in five ways depending on the sign characters you use in the format Print a dollar sign to the left of the farthest numeric placeholder If you place the dollar sign outside the parentheses you can choose to print the dollar sign or not as defined in the statement content If you place the sign inside the parentheses it always prints with the value Print a negative sign next to credit balances in debit accounts and debit balances in credit accounts You can enter the sign to the left or the right of the number format Print a negative sign as described above and print a positive sign next to credit balances in credit accounts and debit balances in debit accounts left or right General Ledger User s Manual Statement Maintenance Field Addnl Trailing Spaces Print This Column General Ledger User s Manual Statement Layout Description Print parentheses around debit balances in credit accounts and credit balances in debit accounts CR Print the letters CR to the right of credit balances in debit accounts Here are some examples of numeric formats
78. ID with both content IDs When selecting layouts to use set up the contents so that they use the appropriate account numbers To print consolidated statements for more than one company you may want to set up additional statement contents for that purpose To use the ratio analysis content RAT1 set up a special memo account in the chart of accounts to hold the number of shares of stock outstanding Then modify the content of RAT1 to identify the memo account number The number of shares in that account is used in the ratio analysis to calculate earnings per share Account Masks Assign an account mask to each statement content Each company using a statement content must have the same account mask In addition to print consolidated statements you must assign the same account mask to each company that is included Printing Statements Use the Statements function see on page 5 9 to print financial statements After printing a statement for the first time check the figures If you find errors use the Statement Layout and Statement Contents functions to make corrections Batch Statements If some statements are routinely produced for the same companies you can set up the group of statements in a batch statements record Then instead of entering printing parameters each time you produce the statements enter the batch ID for the group of statements and the system uses the parameters set up in that record 3 18 General Ledger User
79. INERY amp EQUIPMENT ACCUM DEPR MACHINERY amp EQUIP OFFICE MACHINES ACCUM DEPR OFFICE MACHINES AUTOMOBILES ACCUM DEPR AUTOMOBILES TOTAL LONG TERM ASSETS OTHER ASSETS GOODWILL ACCUM AMORTIZATION TOTAL OTHER ASSETS TOTAL ASSETS General Ledger User s Manual CURRENT 311990 273 383 172285 138 1094790 1133770 912086 653091 3654005 507250 1569152 630148 527155 293484 94358 52417 4824 26 00 180 00 12396 40 247 91 1042897 44 1123511 18 920533 47 641371 43 3745466 27 507250 00 1569152 36 631327 62 527155 72 293743 67 94358 61 52677 63 1720167 77 25000 00 6294 64 5 17 Statements Reports Ratio Analysis 08 19 2005 12 05 PM Builders Supply RATIO ANALYSIS AS OF AUG 31 2005 CURRENT YEAR LIQUIDITY RATIOS CURRENT RATIO QUICK RATIO PROFITABILITY RATIOS NET PROFIT MARGIN RETURN ON ASSETS RETURN ON EQUITY EARNINGS PER SHARE ACTIVITY RATIOS INVENTORY TURNOVER COGS INVENTORY TURNOVER SALES RATE OF RETURN ON FIXED ASSETS RATE OF RETURN ON TOTAL ASSETS LEVERAGE RATIOS DEBT TO ASSETS DEBT TO EQUITY 5 18 LAST YEAR General Ledger User s Manual Cash Flow Statement The Cash Flow Statement provides information about sources and uses of cash and cash equivalents within a business The Financial Accounting Standards Board FASB has determined that a Cash Flow Statement should be part of a complete s
80. Is In The Column Statement Maintenance Description Each column is identified by a letter Columns are arranged in alphabetical order across the report If columns are already set up they are displayed in the lower third of the screen Enter the ID of the column you want to work with it must be a letter Begin a new statement layout with column A If you want to leave a blank column for shifting column totals to the left margin begin with column B Then continue through the alphabet To leave blank columns between columns skip a letter Then you can shift column totals or replace blank columns with new columns without reconstructing the layout A blank column does not appear in the report unless you shift column totals into it This field appears if the column ID you entered has not been set up Enter the letter of the column you want to copy into the column or press Enter to skip this field Select what you want to appear in the column If you select 0 1 or 2 skip ahead to Setting up the Column Format on page 8 15 If you select 3 4 5 8 or 9 refer to Account Balances on page 8 11 If you select 6 or 7 skip ahead to Calculations on page 8 13 General Ledger User s Manual Statement Maintenance Account Balances Statement Layout If the column contains actual budget or last year balances enter this information Field As Of When How Far Back Year General Ledger User s Man
81. LMAxxx files that are on different computers You cannot use the Copy Chart of Accounts function with last year files e Because creating last year files changes information in the GLMAxxx and GLJRxxx files back up your data files General Ledger User s Manual 6 5 Create Last Year Data Periodic Processing e Print the Chart of Accounts List page 9 9 and make sure that each account is assigned the correct account type and that you have assigned a clear to account and step to every income statement account e Make sure that no one else is using the GLMAxxx and GLJRxxx files Create Last Year Data Screen Select Create Last Year Data from the Periodic Processing menu The Create Last Year Data screen appears 2004 Create Last Year Data E m Commands Edit Modes Other Help es Have You Backed Up Your Current Year Files Reset Current Year Journal Entry Number to 1 Retained Earnings Account For H m Copy Next Year Budget to Current Year Budget Do You Want to Zero Next Y ear Budget Balances Company H 1213112004 Terminal T000 INS 1 If you have backed up your current year files select the box or enter Y in text mode if not clear the box or enter N in text mode We strongly recommend that you always back up your current year files before you create last year files 6 6 General Ledger User s Manual Periodic Processing Create Last Year Data 2 If you want to reset the jou
82. LONG TERM ASS 0 000013 Line 000001 of 000053 Company H 08 19 2005 Terminal TODO OVR Layout function enter the statement content ID Inquiry 1 Using only numbers and letters of the same case you used in the Statement 2 Enter the ID of the company whose mask you want to use for the content The company s account mask appears in the Mask field 3 Usethe commands to work with the information in the scroll region e To edit the selected line item press Enter See Edit or Append a Line Item on page 8 27 for more information e To add a line item press A See Edit or Append a Line Item on page 8 27 for more information 8 26 General Ledger User s Manual Statement Maintenance Statement Contents e To insert a line between two existing lines select the sequence number where you want to insert a line and press the Insert key The system automatically inserts a line and renumbers subsequent lines then opens the Insert Line screen This screen is identical to the Edit Line screen see below Use this screen to enter values for the new line e To return to the header portion of the screen press H e To go toa particular line item press G This command is available only when there is more than one screen of items Edit or Append a Line Item The only differences between the Edit Line and Append line screens are the title and the fact that data app
83. MAxxx file until the situation is corrected Notes on the GL Activity Report The GL Activity Report can be produced in a number of formats The example at the end of the section shows transactions for a range of periods Period end balances are printed for each period in the range General Ledger User s Manual 4 21 GL Activity Report Journal Transactions GL Activity Report 08 19 2005 Builders Supply Period 06 Thru 08 ACTIVITY REPORT 11 24 AM GENERAL LEDGER Conpany H 08 19 05 Sorted by Main Account Number GL Account Post Date Description Entry Per Srce Cflow Ref 806000 OTHER EXPENSES 7 721 65 06 07 2005 Period 06 Activity 1374 06 Ml Yes 1 210 67 ENDING BALANCE PERIOD 06 8 932 32 07 03 2005 Period 07 Activity 1375 07 Ml Yes 1 305 69 ENDING BALANCE PERIOD 07 10 238 01 08 05 2005 Period 08 Adjusting Entry 1376 08 Hl 1 842 10 08 12 2005 Tax loc CA cls 00 1389 08 AP AP 72 70 08 12 2005 Tax loc CA cls 03 1390 08 AP AP 525 83 08 12 2005 Tax loc CA cls 00 1391 08 AP AP 20 00 08 12 2005 Tax loc CA cls 00 1392 08 AP AP 08 12 2005 Tax loc CA cls 00 1393 08 AP AP 08 12 2005 Tax loc CA cls 00 1394 08 AP AP 08 18 2005 Tax loc CA cls 00 1673 08 AP AP 08 18 2005 Tax loc CA cls 00 1674 08 AP AP 08 18 2005 Tax loc CA cls 00 1675 08 AP AP 2 13 08 18 2005 Tax loc CA cls 00 1676 08 AP AP 08 18 2005 Tax loc CA cls 00 1677 08 AP AP 8 00 08 18 2005 Tax loc CA cls 00 1678 08 AP AP 20 00 08 18 2005 Tax loc CA cls 00 1679 08 AP AP 8 00 08 18 2005 T
84. ME TAX EXPENSE 999800 SHARES OUTSTANDING 999900 SUSPENSE BALANCE End of Report 5 8 General Ledger User s Manual Statements Use the Statements function to produce balance sheets income statements and ratio analyses You will probably want to produce statements every period for every company You can use the Statements function to produce consolidated statements for 20 companies If you frequently print the same statements for the same company use the Batch Statements function to set up the printing parameters for the group of statements in a batch statements record Then when you print statements you simply enter the batch statement ID the system prints the statements set up in the batch statements record Before You Begin Before you use the Statements function for the first time review the sample statement layouts and contents provided with General Ledger You can use the sample statement layouts and contents to print your own financial statements modify the samples to suit your needs or set up your own statement layouts and contents Before you print financial statements make sure that all transactions have been entered corrected and posted to the GLMAxxx Master file Then print a Trial Balance Report or an Audit Trial Balance Report to check the account balances If you find problems enter adjusting transactions Then post the transactions to the GLMAxxx file General Ledger User s Manual 5 9
85. OPEN SYSTEMS Accounting Software General Ledger User s Manual 2210 GL70 2005 Open Systems Holdings Corp All rights reserved Document Number 2210 GL70 No part ofthis manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PROJ 5 are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKZIP utilities from PKWARE Inc 648 N Plankinton Ave Suite 220 Milwaukee WI 53203 Phone 414 289 9788 Internet www pkware com Printed in U S A This manual is recyclable November 2005 Release 7 0 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an
86. Receivable can update the General Ledger system eliminating the need to enter transactions through General Ledger Regardless of where the journal transactions originate you will use the Journal Transactions functions to make miscellaneous entries and adjustments The functions on the Journal Transactions menu follow your work cycle First enter transactions and copy recurring transactions Second print the GL Journal and GL Activity Report to make sure that your entries are correct Third edit transactions if necessary Finally post the transactions to the GLMAxxx Master file Each function is explained in this chapter General Ledger User s Manual Transactions Use the Transactions function to enter GL Journal transactions for revenues expenses asset acquisitions and so on You can make journal entries to any of the 13 periods and to last year data at any time in the financial year or quarter You need not use the Transactions function to enter all GL Journal transactions Other OPEN SYSTEMS Accounting Software applications such as Accounts Payable and Accounts Receivable update the GLJRxxx Journal file with the proper entries if they interface with General Ledger You can also use the Copy Recurring Entries function page 4 11 to copy entries made on a regular schedule to the transaction records If you use other functions to update the GL Journal you still must use the Transactions function to make miscell
87. Reports 3 If you want to print by account types select the box or enter Y in text mode if not clear the box or enter N in text mode If you print by account types subtotals are shown after each type of account and the account sort is skipped For more information about account types see Account Types on page 7 13 4 Select the sort configuration you want to use for the report If you created user defined sorts through the Account Mask function valid entries appear at the bottom of the screen 5 Select the type of balances or amounts you want in the report 6 Enter the title you want on the report four lines of 30 characters each Use the numbers above the fields to help center the text 7 Before you continue make sure that no one else is using the system 8 Select the output device See Reports on page 1 33 for more information on output devices After the report is produced the Reports menu appears 5 4 General Ledger User s Manual Reports Trial Balance Trial Balance 08 19 2005 Period Beginning Balances 11 54 AM Conpany H GL Account Description 100000 CASH IN BANK lst NATIONAL 100100 CASH IN BANK Znd NATIONAL 100500 PETTY CASH 101000 ACCOUNTS RECEIVABLE 102000 ALLOWANCE FOR BAD DEBT 104000 INVENTORY RAW MATERIALS 104200 INVENTORY WORK IN PROCESS 104400 INVENTORY FINISHED GOODS 105000 PREPAID EXPENSES 106000 MARKETABLE SECURITIES 151000 LAND 152000 MACHINERY a
88. STATEMENT WITH BUDGET COMPARISON Company ID Print Time Date Time FOR THE PERIOD FROM PEDW THROUGH PEDW YES Div CONA Dep A Sub RATIO ANALYSIS Company ID Print Time Date Tine AS OF PEDW End of Report General Ledger User s Manual 9 19 Cash Flow Contents List After you finish setting up the cash flow contents list them to make sure that everything is correct and to use as a reference You should print a new list each time you add or change cash flow contents Sample List 08 19 2005 Builders Supply 10 34 AM Cash Flow Contents List Sequence Beginning Ending Account Type Account Type Description Cash Flow Content CFCH CASH FLOW FOR COMP H Company ID H Mask MMMM11 000001 020 025 Changes in receivables 000002 100 125 Net purch sale of property 000003 165 165 Amortization 000004 130 130 Depreciation 000005 045 055 Changes in inventory 000006 060 060 Changes in prepaid expenses 000007 200 200 Changes in accounts payable 000008 210 210 Income taxes payable 000009 230 230 Changes in payroll taxes payab 000010 240 240 Changes in deductions payable 000011 245 245 Changes in pension fund payabl 000012 065 065 Marketable securities 000013 400 405 Proceeds from stock issue 000014 415 415 Payment of dividends 000015 300 305 Changes in bonds 4 notes paybl 000016 005 010 Cash accounts Key to Section Adjustments to perating Activities Financing Activities C Cash Oom oom H ope pe pe pee de de e fe de n e
89. STED PERIOD 07 TOTAL POSTED PERIOD 08 Credit Alloc 1 860 911 51 1 860 911 General Ledger User s Manual Reports Trial Balance 5 3 Audit Trial Balance 5 7 Statements 5 9 Cash Flow Statement 5 19 General Ledger User s Manual 5 1 Trial Balance If you want to check on individual account balances or make sure that an out of balance condition has been corrected print the Trial Balance You can print actual budget last year or forecast balances Trial Balance Screen Select Trial Balance from the Reports menu The Trial Balance screen appears amp 2005 Trial Balance ale Commands Edit Modes Other Help xm se mu e eo Period Print by amp ccount Types Account Number Sort Main Account From Thru Print Division From Actual Amounts Thru Current Year Budget Amounts Department From Next Year Budget Amounts Thru O Last Year Amounts Subaccount From O Forecast Amounts Thru O Year to Date Actuals Only alala a aa Headings 123456789012345678901234567890 Builders Supply TRIAL BALANCE August 19 2005 Company H 08 9 2005 Terminal T000 INS 1 Enter the period for which you want to produce the report If you leave this field blank beginning balances will be printed Inquiry 2 Enter the range of main account numbers divisions departments and subaccounts for which you want to produce the report General Ledger User s Manual 5 3 Trial Balance
90. Statements selection screen General Ledger User s Manual 8 41 Batch Statements Statement Maintenance After You Enter Batch Statements After you have entered a batch statements record select the Pretest Batch Statements option on the Batch Statements selection screen to test the record so that you do not run into problems when you print the group of statements See Pretest Batch Statements on page 8 44 for more information Copy Batch Statements Use the Copy Batch Statements option to copy one batch statements record to another or to rename a batch statements record When you select Copy Batch Statements from the Batch Statements selection screen the Copy Batch Statements screen appears 2005 Copy Batch Statements E A Commands Edit Modes Other Help Ss From Batch Statement ID BATCHI 3 To BatchStatementiD BATCH4 9 Company H osn 9 2005 Terminal TODO OVR Inquiry 1 Enter the batch statement ID you want to copy 2 Using only numbers and capital letters enter an ID for the new batch of statements 8 42 General Ledger User s Manual Statement Maintenance Batch Statements If an existing batch statements record has the ID you enter that record is replaced by the new copy do not enter the ID of a record you want to keep If the ID you enter is the same as the ID of the record you are copying an error message appears 3 Usethe Proceed OK command to copy the batch statements re
91. The information is kept in the GLRExxx file When the transaction comes up enter the run code in the Transactions function Journal Transaction Reports and Posting The Journal Transaction reports provide information about activity before you post The GLJRxxx file provides information for the GL Journal and GL Activity Report The GL Journal provides information about transactions for the specified periods Note Produce the GL Journal and the GL Activity Report before you use the Post to Master function When you post information is changed in the GLJRxxx file and you cannot retrieve it 1 10 General Ledger User s Manual The General Ledger System Introduction Reports The Reports functions provide information about activity after you post overall balances and other key historical statistics that you can compare with reports you produced before you posted e The Trial Balance function provides debit or credit balances of general ledger accounts for the current period and the year so far This information comes from the GLMAxxx file This report is useful when you want to test the balance of debits and credits in General Ledger e The Audit Trial Balance function provides debit or credit balances of general ledger accounts for the specified period of time last year s actual next year s budget forecast this year s actual or this year s budgeted This information comes from the GLMAxxx file This report is useful whe
92. This guide describes the functions that make up the General Ledger application and gives details on how General Ledger fits into your existing business workflow This guide is divided into these sections e Chapter 1 introduces OSAS and the General Ledger application and describes the basics of the General Ledger system and how to navigate around OSAS e Chapter 2 Installation and Conversion details how to install General Ledger using Resource Manager and how to create or convert the data files it requires e Chapter 3 Getting Started gives information and checklists on the steps you need to perform to set up General Ledger e Chapters 4 through 12 contain function descriptions organized by menu These chapters mirror the order that appears on the General Ledger menu General Ledger User s Manual 1 3 Introduction Welcome to OSAS e The Appendixes contain supplimentary material not directly related to General Ledger functionality e The Index is a topical reference to the information in the rest of the chapters and concludes this guide Conventions This guide uses the following conventions to present information _ Inquiry When the Inquiry or Maintenance commands or both are available for a field Maint the Inquiry and Maint flags appear in the margin See page 1 26 and page 1 31 for more information on these commands When you see the phrase use the Proceed OK command in this guide press Page Down in eithe
93. You cannot enter the same path as the path you selected as the destination If you want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem General Ledger User s Manual 2 7 Conversion Installation and Conversion 10 11 12 Enter GL in the Appl column General Ledger appears Enter your earlier version number of General Ledger and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Application Information tool button on the menu screen in graphical mode or by pressing Shift F2 in text mode If data files already exist for General Ledger in the intended destination path the GL data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists To convert use the Proceed OK command The Do you want a printout of error log a
94. a the ODBC JDBC driver included with OSAS 7 0 and allow you to use spreadsheet tools to manipulate the data as you want and produce charts and graphs to visualize trends 1 12 General Ledger User s Manual The General Ledger System Introduction The spreadsheet reports are listed on the Productivity Reports menu Double click a report name to automatically launch Excel or any other spreadsheet program capable of opening an Excel formatted spreadsheet to open the report Use the selection boxes to filter the information that appears in the report or use the tools within your spreadsheet software to create charts and graphs from the report s data General Ledger User s Manual 1 13 In Windows In Other Operating Systems Using Parameters Starting OSAS OSAS runs on an operating system supported by 150 MB of permanent storage and 4 MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu To start OSAS on an operating system other than Windows enter osas at the operating system prompt If your operating system has graphical capabilities you can also use the OSAS shortcut to start OSAS You can use the u c a and t parameters in OSAS shortcut properties or after the osas co
95. actions to make the necessary changes Use the Proceed OK command to save your entries The cursor returns to the Account field Enter the next account you want to work with or use the Exit F7 command to return to the File Maintenance menu Making Corrections If you approve an account with incorrect information enter the company ID and account number then enter the record Do not change actual or last year balances If you enter an incorrect account number reenter the account under the correct number Then delete the old account If you change an account type a debit credit switch or actual or last year figures the system creates an audit log that you must print 7 20 General Ledger User s Manual Account Budgets Use the Account Budgets function to enter and adjust budget and forecast balances for a company s accounts You can adjust budget balances manually or by using one of the special functions Account Budgets Screen Select Account Budgets from the File Maintenance menu This screen appears 12005 Account Budgets Ale Commands Edit Modes Other Help es Account 15 _ 8 Type 110 Machinery and Equipment Description MACHINERY amp EQUIPMENT DB CR or Memo Debit Manual Entry Alternate Budget Forecast v Period Actual CY Budget Last Year Forecast Begin 138767492 1387674 92 1166197 48 1387674 92 40000 00 15995 78 00 40000 00 90 125481 66 00 00 90 00 00 00 45995 78 00 00 15
96. al Ledger function except Create Last Year Data and Copy Chart of Accounts For any year before last year you can produce reports and statements but you cannot change any data When you are finished entering and posting last year transactions and printing statements and reports you are ready to use the Clear and Close Last Year function see page 6 9 General Ledger User s Manual 6 7 Create Last Year Data Periodic Processing Clearing Log 12 31 2004 Beginning Balance Clearing Log 12 23 PM GL Account Description 535002 INSURANCE EXPENSE DALL 535003 INSURANCE EXPENSE OAKL 801000 OTHER INCOME 22418 35 802000 FINANCE CHARGES ASSESSED 572 65 804000 DISCOUNTS TAKEN 00 805000 INTEREST EXPENSE 152715 808000 OTHER EXPENSES 16826 851000 FEDERAL INCOME TAX EXPENSE 852000 STATE INCOME TAX EXPENSE 999900 SUSPENSE Transferred to Account 304000 365925 End of Report 6 8 General Ledger User s Manual Clear and Close Last Year Use the Clear and Close Last Year function to clear and close the revenue and expense accounts to specified capital accounts This function clears the accounts for all periods you cannot use it to close accounts period by period If you want to see retained earnings at the end of each period set up the statement content to print the necessary account balances in the balance sheet Before You Begin Before you clear and close by step perform these tasks e Print the Chart of A
97. ales to fixed assets Depreciation applied to intangible assets such as goodwill and leasehold improvements A software package made up of several related programs functions and files Usually an application is named after a common accounting practice or process for example Accounts Payable Accounts Receivable or Payroll The resources such as cash investments manufacturing materials inventory buildings leases fixtures owned by a business Assets are entered as debits in asset accounts General Ledger User s Manual G 1 audit trail back up balance balance sheet capital clear and close company compound entry consolidated statements conversion G 2 A detailed record of accounting activity used to account for the source of every dollar in the accounts Even though the most common types of accounting errors are eliminated or greatly reduced when you use the General Ledger system you should always have an audit trail To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if necessary The difference between the total debit entries and the total credit entries for an account If debits are greater than credits the account has a debit balance if credits are greater than debits the account has a credit balance A standard financial statement that summarizes the financial status of a
98. ample if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Consult Appendix A in the Resource Manager guide for more information on how to use the functions on the Information menu Favorites The Favorites menu gives you quick access to the OSAS functions you use most Menu by allowing you to add selections for entire menus or particular functions to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions The Favorites menu saves you time by eliminating the need to switch between applications You can add functions from several different applications to the Favorites menu and access them all there rather than switching between applications on the main menu to access the functions you need To add a function to the Favorites menu select the function you want to add and press F10 Press F2 to switch to the Favorites menu to confirm that your selection was added To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again 1 24 General Ledger User s Manual Navigating OSAS Introduction Toolbars As with menus graphical screens also contain toolbars that give you fast access to the most frequently used OSAS commands The toolbar for the main menu differs slightly from that of function s
99. an enter only numbers and symbols that specify arithmetic operations You can use four operations add subtract multiply or divide They are performed left to right For accurate results multiply before you divide You cannot use parentheses To use column data in formulas use variable Cx x is the column ID For example use the formula CC CA to print the difference between the balances in columns C and A Columns used in formulas must precede the calculation column For example if column D contains a calculation values from columns A B and C can be used but values from columns E F G and so on cannot You can use any of the nine totals from the statement content in a formula The specific total balance is determined by the type of balance actual last year forecast or budget amounts in that column type Use variable Tnx n is the number of the Total field 1 9 and x is the letter of the column that specifies the type of balance to use For example with the following specifications you can use formula T9F to print this period s total revenue for the same period in column H 8 13 Statement Layout 8 14 Field Scaling Statement Maintenance Description Total field 9 in the statement content stores Total Revenue Column F in the statement layout specifies column type 3 Actual Balance Column H in the layout specifies column type 5 Last Year Balance You can store numbers th
100. ances for the current period and the remaining periods of the column are adjusted accordingly that is all the periods from the cursor position down are affected The ending actual budget last year and forecast figures appear Use the Proceed OK command to save balances The cursor returns to the Account field Enter the next account for which to adjust budget and forecast balances or use the Exit F7 command to return to the File Maintenance menu General Ledger User s Manual 7 23 Copy Chart of Accounts If several companies have similar charts of accounts the Copy Chart of Accounts function helps you save time by copying some or all accounts from one company to another or from one department or division to another You can also copy the period budget balances and the last year balances but you cannot copy actual balances When you copy the chart of accounts by company you can use wildcards You cannot use the Copy Chart of Accounts function if you are working with previous year files Copied Fields For each account you copy these fields are copied e General Ledger account number e account description e type of account debit credit or memo e clear to account number e clearing step consolidate to account number e consolidation step Replacing Existing Accounts If the company to which you are copying has a chart of accounts you can replace accounts with the same numbers or leave the accounts unchan
101. and 4 in the Length field If you are not using one of these account segments in your account number format press Enter to skip it If you are using any or all of these segments enter the position in the account number where each segment begins Then enter the length of the segment The length can be 1 6 characters 7 5 Account Mask File Maintenance Field Description If you want to use a fill character between account segments you must leave a blank space between the segments For example if you used a three digit main account segment followed by a two digit subaccount segment and if you wanted a fill character between the two you would enter 5 in the Subaccount Position field Fill Character If you left spaces between segments you must enter the character you want inserted in those spaces For example you might enter a hyphen to separate a four character main account number and a two character division segment User Defined You can enter two additional sort configurations for Account Sort 1 2 use in printing various reports Your account mask is considered a sort configuration Enter the sequence of account number segments for each user defined account sort For example if the mask is MMM112233 you might enter 3M21 or 23M1 f you try to delete or change sort configurations this message appears Warning Changing the account sort will require re creating the GLJRxxx and the GLMKxxx files Account Number
102. aneous entries and adjustments Before You Begin Before entering GL Journal transactions obtain a copy of the chart of accounts for each company and a detailed list of the latest entries you need to make for each company You can use original documents check register invoices books of original entry and so on but make sure that you have all of them each company s entries must balance You can enter transactions for only one company at a time Before you select the Transactions function make sure that the menu screen shows the correct company and date see chapter 1 for information on changing the company ID and date Source Codes Each debit or credit has a two character source code which indicates the origin of the transaction You can use the source code to select the types of entries to include in the GL Journal and the GL Activity Report General Ledger User s Manual 4 3 Transactions Journal Transactions The default source code for entries made through the Transactions function is M1 You can change the second character to any other number or to a letter to distinguish the entry but the first character must be the letter M manual entry You can enter an accrual transaction with source code R1 if you want the system to reverse the transaction automatically see Automatic Reversal of Accrual Entries on page 4 5 for more information in the following GL period Here are some suggestions for assigning source cod
103. anges you will use when you print the statement Next enter the company IDs for which the statements are printed The system uses this information to check for duplicated accounts in the statement If you want the report to list account numbers that appear in the statement more than once select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the report to list account numbers that are missing from the statement but are within the verification criteria you entered select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the report to list credit balance accounts for which the Reverse Sign to Print flag is not set select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device for the report See Reports on page 1 33 for more information on output devices After the report is produced the Statement Maintenance menu appears General Ledger User s Manual Statement Maintenance Financial Statement Verification Financial Statement Verification Report 08 23 2005 12 36 PM Account Account Account Account Account Number Number Number Number Number End of Report General Ledger User s Manual 100000 100100 100500 399800 999900 Builders Supply Financial Statement Content ID company H company H company H company H company H Verification BALL
104. ariance current Y TD Budget Variance current QTD YTD Last Year Variance curren QTD YTD General Ledger User s Manual Setup INCJ INCK INCL INCM INCN INCO INCP RATA Setup Functions Current Period Previous Period YTD Current Period YTD Current Period QTD YTD YTD Divisional Side by Side Comparison Divisional Side by Side Comparison Companies Side by Side Six Month Comparison Ratio Analysis Year to date YTD statements use 13 accounting periods quarter to date QTD statements use 3 periods If you use a quarterly system that is each of the 13 periods equals one week in the quarter print a current Y TD report to get QTD information Contents Use the Statement Contents function to control the rows of the report and to determine which accounts to include The General Ledger application contains the following sample statement contents Content ID BAL1 BAL2 INC1 INC2 RAT1 General Ledger User s Manual Description Detailed Balance Sheet Summary Balance Sheet Detailed Income Statement Summary Income Statement Ratio Analysis Setup Functions Setup Detailed statements show the individual accounts Summary statements show only the major account categories current assets current liabilities and so on Print the sample statements to find which ones you can use You can produce both summary and detailed versions of each balance sheet and income statement by producing each layout
105. at you want to use in formulas in the balances of memo accounts For example in the sample Ratio Analysis layout ID RATA statement the total revenue is divided by the number of shares outstanding stored in a memo account to get the earnings per share To use the numbers from memo accounts in a formula you must use the statement content line to put the appropriate balances in a Total field Then use the total in the formula as directed above You can enter numbers in two ways Enter a number in the beginning balance and use the ending year to date balance in calculations like in the sample shares outstanding account Enter a different number in each period For example to print the average sales per day enter the number of days in the month in each period balance and use that memo account in a day formula The total sales would be divided by the number of days in each period Use the scaling factor to round off dollar amounts to the nearest hundred or thousand dollars Enter 1 to divide by 1 no scaling 100 to divide by 100 or 1000 to divide by 1000 General Ledger User s Manual Statement Maintenance Statement Layout Setting up the Column Format If the column contains information to print enter this information Field Heading No 1 3 Format General Ledger User s Manual Description Enter the heading for the column you can use three lines of text If you want the heading to be centered you
106. atement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents For example a company s balance sheet statement content BAL1 can be printed with statement layouts BALA and BALF This flexibility allows for a great range of financial statements General Ledger User s Manual 3 15 Setup Functions Layouts Setup Use the Statement Layouts function to control the width and placement of the columns and to determine the type of balances to use The General Ledger application contains the following sample statement layouts Layout ID BALA BALB BALC BALD BALE BALF BALG Layout ID INCA INCB INCC INCD INCE INCF INCG INCH INCI Description Balance Sheets Budget Comparison Last Year Comparison Budget and Last Year Comparison Change from Last Year Balance Sheet Balance Sheet Six Month Comparison Description Income Statements Budget Comparison current YTD Last Year Comparison current YTD Budget Comparison current QTD YTD Last Year Comparison current QTD YTD Budget Last Year Comparison current Y TD Budget Variance current Y TD Last Year V
107. automatically allocated Here is the original journal entry Utilities Expense Accounts Main Account Payable 100 100 General Ledger User s Manual 7 29 Allocations File Maintenance When you post the transaction the system creates this journal entry Utilities Utilities Utilities Utilities Expense Expense Expense Expense Main Account Division 01 Division 02 Division 03 100 60 10 30 Last Year Files The current year and the last year files access the same GLALxxx file Changes made to allocation records while working with last year files also affect current year files and changes made to allocation records while working with current year files affect last year files Allocations Screen Select Allocations from the File Maintenance menu The Allocations screen appears 3 2005 Allocations Ej x Commands Edit Modes Other Help aa Account to Allocate Description Utilities Exp Allocation UTILITIES EXPENSE GL Account Percent GL Account Percent GL Account 01 1534001 60 00 16 31 02 17 32 03 18 33 04 18 34 05 20 35 06 21 36 07 22 37 08 23 38 09 24 39 10 25 40 11 J 28 a 12 27 42 13 28 43 14 29 44 15 30 45 ajaja o a a a A 2212121212122 2222126 2222222212222 22 A Percentage to allocate 0096 Company H 08 19 2005 Terminal TODO ovr 7
108. ax loc CA cls 00 1680 08 AP AP 2 00 08 18 2005 GOODS RCVD Exp Accrual 1684 08 AP AP 950 00 08 18 2005 INV RCVD Exp Accrual 1687 08 AP AP ENDING BALANCE PERIOD 12 776 64 999900 SUSPENSE 0 00 ENDING BALANCE PERIOD 0 00 ENDING BALANCE PERIOD 07 0 00 08 15 2005 Credit Union 08 PA Yes PAYROLL No 08 15 2005 Dues 08 PA Yes PAYROLL No ENDING BALANCE PERIOD 08 ACTIVITY BALANCE GL BALANCE 13 619 549 83 13 619 549 86 End of Report 4 22 General Ledger User s Manual GL and Transaction Inquiry Use the GL and Transaction Inquiry function to view individual accounts and optionally their transaction history You cannot change the information GL Account Inquiry Screen Select GL and Transaction Inquiry from the Journal Transactions menu This screen appears amp GL Account Inquiry Commands Edit Modes Other Help aa 4 Account Type 010 Cash On Deposit Description CASH IN BANK 1st NATIONAL DB CR or Memo Debit Clear To Account Step Alternate Budget Forecast Consol To Account Step Entry Method Activity Period Actual CY Budget Last Year Forecast Begin 4514 50 4514 50 4030 52 4514 50 351 12 115 50 177 90 351 12 201 14 15 00 15 63 201 14 12 12 85 75 220 00 12 12 115 50 177 90 201 14 115 50 15 00 15 63 351 12 15 00 85 75 220 00 12 12 85 75 15 63 351 12 15 00 15 63 177 90 201 14 115 50 177 90 220 00 12 12 85 75 220 00 188 88 15 40 201 14 188 88 84 60 85 75 351 12 84 60 100 00 188 88 12 12 100 00
109. batch ID You can use a batch ID to instruct the system to print many GL statements at once Temporary Files The temporary files store information created from an action you perform This information is transferred somewhere else when you perform a different action 1 8 General Ledger User s Manual The General Ledger System Introduction The GtttxxxW Transaction Work file ttt represents the terminal ID and xxx represents the company ID stores transaction information until you write it to the GLJRxxx file from the Transactions function The GLJRxxx Journal file stores general ledger transactions You can enter the transactions through the Transactions function or through interfaced OSAS applications This file provides information for the GL Journal and the GL Activity Report When you post the information is sent from this file to the GLMAxxx file Statement Files The statement files store information about the layout and contents of statements These files reflect the fact that you can use General Ledger to tailor statements to fit your needs The GLSLF Statement Layout file stores specifications for the format of your statements column names and widths headings unit symbols and so forth The GLSCF Statement Contents file stores specifications for the contents of your statements account types balances what each statement line does and so forth The GLCFC Cash Flow Contents file stores specifications for the Ca
110. business at a given time according to the fundamental accounting equation Assets Liabilities Owner s Equity Claims on a company s assets by the owners includes both the funds contributed by the owners and the income earned by the business and not distributed retained earnings The transfer of the balances from revenue and expense accounts to an equity account at the end of the fiscal year or quarter to clear the accounts for the next year s entries In OSAS a business record associated with its own files tables and menu of applications A journal entry in which a debit is offset by more than one credit or vice versa Financial statements prepared by using the sum of the accounts of several companies as if they were one company You can print consolidated statements for companies that are on the same computer or for companies that are on different computers The process of updating existing files programs or applications to the current version See also installation General Ledger User s Manual depreciation dividends expenses field file function general ledger goodwill income income statement income summary account installation The allocation of the cost of using up fixed assets over time in the form of a particular portion per accounting period The portion of the net income paid out directly to the stockholders as a return on their capital investment The costs incur
111. can be expanded as a business grows Take time to figure out the best account structure for your present and future needs If you interface General Ledger with other OPEN SYSTEMS Accounting Software applications see the appropriate user s manual for information about the accounts you will need to post entries from Make sure that the General Ledger tables and records in the other applications match the appropriate accounts in the GLMAxxx Master file If tables and records do not match the appropriate general ledger accounts the journal entries from the other applications will not be posted properly Copying the Chart of Accounts If you use the same account numbering structure for several companies you can save time by building one company s chart of accounts and then copying it to each of the other companies see on page 7 25 You can also copy budget last year balances and forecast amounts from one company to another if the companies use the same account mask from one division to another or from one department to another within the same company General Ledger User s Manual 3 11 Setup Functions Setup Account Number Structure Account numbers can consist of any combination of numbers letters and dashes but the account numbers must conform to the account mask see Account Mask above To ensure that the accounts are organized correctly in reports and statements all the account numbers should be the same length The sy
112. ccounts List see page 9 9 and make sure that the correct account type is assigned to each account e Specify the accounts to which the revenue and expense accounts will be closed and the step in which each will be closed e Create last year GLMAxxx Master GLMKxxx Master Key and GLJRxxx Journal files These accounts should have the file extension Ynn nn represents the last two digits of the year e Using last year files enter and post any required adjustments print financial statements and run the Update Current Year function see page 6 15 to update the beginning balances for the current year Repeat this step as many times as necessary to complete the year adjustments for last year e Back up your data files e Use the Setup F9 command on any General Ledger menu screen to access the last year files General Ledger User s Manual 6 9 Clear and Close Last Year Periodic Processing When You Clear and Close When you create last year files the system creates last year GLMAxxx GLMKxxx and GLJRxxx files with the extension Ynn where nn represents a two digit year These files provide information for multiyear reports statements and so on When you clear and close by step the system enters a matching debit in the GLJRxxx Ynn last year Journal file for the actual balance of each revenue account Then it enters an offsetting credit for posting to a capital account For expense accounts the opposite happens The
113. ces to indent the description from the left margin Use these fields to add or subtract the balances or total amounts on a line in any of the nine totals If you do not want anything done to a total leave the field blank To adjust the total enter one of these values increases the totals field by the balances or total amounts calculated from the current line decreases the totals field by the balances or total amounts calculated from the current line 0 sets the total to zero so that you can use the total again later in the statement content To use only debit accounts enter D To use only credit accounts enter C To use all the accounts specified in the range enter B Normally a negative sign prints for all credit balances regardless of whether the account is a debit or a credit account If the accounts on this line are normally credit accounts select the box or enter Y in text mode so that the debit balances show a negative sign instead If this line holds debit accounts clear the box or enter N in text mode General Ledger User s Manual Statement Maintenance Statement Contents Field Print Dollar Signs Number of Chars to Shift Extra Blank Lines Description If you want to print dollar signs next to the dollar amounts on this line select the box or enter Y in text mode Dollar signs will not be printed unless they are also specified in the numeric format in the statement layout fo
114. cord The message Press any key to continue appears after the record is copied Press any key to return to the From Batch Statement ID field 4 Enterthe next batch statements record you want to copy or exit to the Batch Statements selection screen Delete Batch Statements Use the Delete Batch Statements option to delete batch statements records you no longer need Do not delete records you might modify later When you select Delete Batch Statements from the Batch Statements selection screen the Delete Batch Statements screen appears 2005 Delete Batch Statements Commands Edit Modes Other Help 2xt amp se ma e eeo Delete Batch Statement ID BATCH4 u Company H 08 19 2005 Terminal TODO OVR General Ledger User s Manual 8 43 Batch Statements Statement Maintenance Inquiry 1 Enter the ID of the batch statements record you want to delete 2 Select Yes or use the Delete F3 command to confirm that you want to delete the batch statements record The message Press any key to continue appears after the record is deleted Press any key to return to the Delete Batch Statement ID field 3 Enter the next batch statements record ID you want to delete or exit to the Batch Statements selection screen Pretest Batch Statements Test batch statements records to make sure that the statements will be executed properly The Pretest Batch Statements option simulates the Statements function but instead of pr
115. creens Main Menu The toolbar for the main menu is shown below Click a button to access that Toolbar command Access Command Calendar Toggle Code Help Favorites 2 60 aa e Vi Application Calculator Call a BBj Pro5 Date Versions Program Function The toolbar for function screens is shown below Click a button to access that Screen command Toolbar File Start Paste Calendar Online Maintenance Over Documentation 2x BR aa amp de Delete Copy Calculator Field Address Help Mapping Date Fields If you use BBj in graphical mode click the Calendar button when it appears next to date fields to open a calendar so that you can select the date you want to enter into that field General Ledger User s Manual 1 25 Introduction 1 26 Navigating OSAS Browse d If you use BBj in graphical mode you can use the Browse button when it appears next to fields to navigate to directories and files and automatically enter file paths into that field Click the Browse button to open the Select Directory File screen then navigate to the directory or file and click Open to automatically enter the file path in the field Inquiry The Inquiry command helps you look up and select valid entries for fields that are connected to master file records For example when you use the Inquiry command in a Batch ID field OSAS lists all batches you have set up so that you can select the one you want to enter in that field When the Inquiry b
116. ction before the balance of the offsetting amounts is zero a warning message appears and the Run Code Balances window appears You must enter the password to exit 5 Recurring Entries E Commands Edit Modes Other Help md Enter Password to Continue Without Balancing ssssssas If you enter an incorrect password the Recurring Entries screen appears Edit or add transactions until the balance at the bottom of the screen is zero then use the Exit F7 command to return to the File Maintenance screen When you finish entering recurring entries exit to the File Maintenance menu General Ledger User s Manual 7 37 Tables Use the Tables function to set up and maintain the PASS Forced Balance Password table The CNVTxxx table in Resource Manager must be set up before you can begin using the General Ledger system see the Resource Manager User s Manual for information about the Period Setup function and the CNVTxxx table The General Ledger system has several company specific internal tables GLAUDxxx GLCHAxxx GLPRAxxx GLPRJxxx and GLTRLxxx Do not tamper with these tables The PASS Table To ensure that the general ledger remains in balance you cannot exit from a journal entry function Transactions Edit Transactions Copy Recurring Entries or Recurring Entries unless the balance of the debit and credit entries is zero However if the ledger is out of balance and you cannot figure out what went wrong you can en
117. ctual balances If you do you will put the ledger out of balance without leaving an audit trail Instead enter and post journal transactions to make the necessary changes Likewise do not use this function to change last year balances they are updated by the Create Last Year Data and Update Current Year functions Prerequisites You must set up the account mask see Account Mask on page 7 3 before you can set up a company s chart of accounts You should also set up the account segment descriptions see Account Segments on page 7 9 before you enter General Ledger accounts General Ledger User s Manual 7 15 GL Accounts File Maintenance Account Number Structure Account numbers can consist of any combination of numbers letters and dashes but the account numbers must conform to the account mask To ensure that the accounts are organized correctly in reports and statements all the account numbers should be the same length Main account numbers should indicate significant groups assets liabilities equity revenues and expenses For example main account numbers 1000 to 1999 could be assets 2000 to 2999 could be liabilities and so on Use the same ranges of main account numbers for the same account categories for all companies It simplifies setting up the system and you can use the same sets of statement layouts and contents for all companies when you print financial statements When assigning account numbe
118. data files are not set up for company xxx You have not created General Ledger data files for the specified company so you cannot copy accounts to or from it Invalid entry Destination balances cannot be the same as source balances When you copy account balances you cannot enter the same balance type at both the Copy Account Balances In and the Copy Account Balances To fields Invalid entry The Department overlaps the Division The starting position and length of the department segment makes it overlap the division segment you defined Change the starting position or length of the department segment or the division segment Invalid entry The Department overlaps the Main Account Number The starting position and length of the department segment makes it overlap the main account number segment you defined Change the starting position or length of the department segment or the main account number segment Invalid entry The Division overlaps the Main Account number The starting position and length of the division segment makes it overlap the main account number segment you defined Change the starting position or length of the division segment or the main account number segment General Ledger User s Manual A 5 System Messages Invalid entry The Subaccount overlaps the Department The starting position and length of the subaccount segment makes it overlap the department segment you defined Change the starting position or leng
119. e List Account Segments List Account Types List Chart of Accounts List 6 3 6 5 6 9 6 15 6 19 6 21 6 27 7 3 7 9 7 13 7 15 7 21 7 25 7 29 7 33 7 39 7 43 7 45 7 47 8 3 8 23 8 37 8 47 8 51 9 3 9 5 9 9 General Ledger User s Manual Allocations List Recurring Entries List Statement Layout List Statement Contents List Batch Statements List Cash Flow Contents List Tables List References System Messages Common Questions Glossary Index General Ledger User s Manual 9 11 9 13 9 15 9 17 9 19 9 21 9 23 Contents Introduction Welcome to OSAS The General Ledger System Starting OSAS Navigating OSAS General Ledger User s Manual 1 1 Welcome to OSAS Welcome to the General Ledger application for OPEN SYSTEMS Accounting Software OSAS General Ledger helps you set up accounts and produce statements to track your company s debit and credit information While you can use General Ledger alone it works best when you interface it with other OSAS applications When you interface General Ledger with other applications those applications automatically create entries in the appropriate accounts to track debits and credits to track cash flow General Ledger plugs into Resource Manager the foundation of OSAS Consult the Resource Manager guide for more information on basic OSAS functionality and details on how Resource Manager works within the OSAS system About This Guide
120. e Maintenance Change Fields Change Fields Log 08 19 2005 Builders Supply Page 3 9 50 AM Change Field Log File Name Records Read Records Converted Original Total Record New Total Records GLREH 6 o 6 6 GLSCF 315 D 322 322 GLSCF 315 D 322 322 GLMAH Could not get exclusive access to file GLMAH Could not get exclusive access to file INCTH 0 0 0 Do INGLH 2 o E 2 INGLH 2 o 2 2 INGLH z D 2 2 INGLH z D 2 2 INGLH 2 0 2 2 INGLH z 2 2 INGLH z D 2 2 INGLH zZ 2 2 INGLH z D 2 2 INRQH D 0 D INTRH 0 0 PADDH 11 o 11 11 PADPH z 97 97 PAECH zZ 11 LL PAWIH 2 o 11 il PAWIH 11 D 11 11 POORH 1 o 24 24 POPQH 54 D 54 54 SOKHH 186 186 186 SOKTH 18 o 18 18 SORLH 20 D 20 20 SORLH 20 D 20 20 SORLH zo D 20 20 SOTDH 39 39 39 SOTDH 39 o 39 39 SOTDH 39 D 39 39 JOBSH zZ 25 25 JOBSH Improper field length KNUM 0 Record 100004 JOBSH 25 D 25 25 JOBSH Improper field length KNUM 0 Record 100004 JOBSH 25 D 25 25 Field ID GL ACCOUNT Original Value New Value 100100 100001 200100 200001 General Ledger User s Manual 7 51 Statement Maintenance Statement Layout Statement Contents Batch Statements Cash Flow Contents Financial Statement Verification General Ledger User s Manual 8 3 8 23 8 37 8 47 8 51 8 1 Statement Layout Use the Statement Layout function in conjunction with the Statement Contents function to create financial statements and reports Several income stat
121. e Manager Company Setup menu The CNVTxxx Period Conversion table in Resource Manager stores the general ledger accounting periods and their corresponding months in the fiscal year The general ledger period that corresponds to the system date is displayed in the Resource Manager Period Setup function and in other OPEN SYSTEMS Accounting Software applications The CNVTxxx table must be set up using the Resource Manager Period Setup function before you can begin using the General Ledger system See the Resource Manager User s Manual for more information General Ledger User s Manual Setup Setup Functions Account Mask Before setting up a company s chart of accounts define the account mask The account mask determines the format of the account numbers Account numbers can be 12 characters long and can have four segments the main account number division department and subaccount The main account number segment is required the other segments are optional You can arrange the segments in any order omit segments you do not need and use fill characters for example a hyphen to separate segments Any character can serve as a fill character but only one type of fill character can be used in an account number format That is you can use a hyphen or a period but not both A fill character takes up one position in the account number and it appears in every blank position between account segments You might use the first four
122. ears in the Edit Line window Edit Line de Commands Edit Modes Other Help xa uwe um re oo mn Sequence Number 000003 Function AD Account Detail Print Row Company Beginning Account No 10007 Beginning Account Type Ending Account No 10997 Ending Account Type Description Desc Tab Action on Totals For Add For Subtract O For Zero Total 1 Total2 Total 3 Total 4 Totals Total 6 Total 7 Totals Total 8 Print Debit Credit or Both Reverse Sign to Print Print Dollar Signs O Number of Chars to Shift Extra Blank Lines 99 New Page Field Description Sequence Number The sequence number identifies each line and specifies the order it will be executed when you run the Statements function When you add a statement content the system assigns the sequence numbers General Ledger User s Manual 8 27 Statement Contents 8 28 Field Function Statement Maintenance Description The function specifies what the line does When you enter one of these functions a description of the function appears at the right See the end of this section for a table illustrating activity and balance results for various periods and quarters Enter AD to print each account number and its account balance in the specified range The actual budget or last year balances and the period s that print are determined by the columns in the statement layout You can enter the balances in one or more
123. ectthe output device to produce the Copy Recurring Entries Log See Reports on page 1 33 for more information on output devices 4 12 General Ledger User s Manual Journal Transactions Copy Recurring Entries Out of Balance Entries The system verifies the balances of all the recurring entries If some entries are out of balance the following message appears Recurring entries are out of balance The Password Entry screen appears and the Recurring Entry screen behind it changes to list the total debit and credit balances for each run code Commands Edit Modes Other Help Enter Password to Continue Without Balancing 5 1 1 Amounts Shown Are Totals of Selected Run Code Balances for Companies Run Code Balance Run Code 0 0 00 5 1 2 17 2 0 00 3 0 00 4 0 00 Company H 08 19 2005 Terminal TODO OVR The balance shown for a run code is for all companies A zero balance indicates that the entries are in order for that run code any other amount indicates that at least one entry is out of balance for that run code Note the run codes that are out of balance and exit from the function Produce the Recurring Entries List see on page 7 33 to find the source of the problem Then use the Recurring Entries function to fix the out of balance situation before you copy the recurring entries If you want to copy the recurring entries anyway enter the force balance password for this company General Ledger User s Manual
124. ements and balance sheets are provided with General Ledger customize them to suit your needs or design your own Financial Statements A financial statement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents This flexibility allows for a great range of financial statements After statement layouts and contents have been set up use the Statements function page 5 9 to print the statements What Statement Layouts Regulate The statement layout determines e how a statement looks e the types of information that go into the columns account numbers descriptions balances or calculations e the types of account balances that are included actual budget forecast next year budget or last year actual e the length of the reporting period the current period only the previous period only or number of periods relative to the current period calculated for the quarter to date year to date or for specified periods General Ledger User s Manual 8 3 Statement Layout Planning and Examples 8 4 Statement Maintenance Before you set up a statement deter
125. en appears in the right pane e To exit from a menu click a different menu name or application tab To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu General Ledger User s Manual 1 21 Introduction Navigating OSAS Function Screens Graphical screens contain the same functionality as text screens presented in a graphical format that includes easy access to commands via the mouse A Tax Locations Commands Edt Modes Other Scroll Commands Help Tax Location Name Tax Level aL i Tax ID o Authority N Tax on gt Misc Tax Liability Acct Tax Refundable Acct Class Description Sales Tax Purch Tax Tax Collected Tax Paid Consumer Goods Resale Sales 0 000 00 Exempt Sales 000 0 000 00 Ind Agr Prod 0 000 00 Interstate Comm 0 000 00 Motor Vehicles i 000 0 000 00 Food Products 0 000 00 Clothing 000 0 000 00 Gasoline 0 000 00 Services 000 0 000 00 Total 1307 00 Calculated 1307 01 ver Short 01 Enter edi Tax Loc First Last Nee Prev View Header Company H 08 02 2005 Terminal T000 OVR You can move around the screen in these ways Usethe mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter
126. ension General Ledger creates the file and adds a CSV extension The extension stands for Comma Separated Variables and is recognized by Microsoft Excel and other productivity software packages If you do not use commas as separator characters General Ledger creates the file and adds a TXT extension General Ledger User s Manual 5 13 Statements Reports Changing the Separator Character You can change the character that separates the records in the file from acomma to another printable character a tilde or semi colon for example You cannot change the separator character to a tab or similar non printing character Follow these steps to change the separator character 1 Select Application Tables from the Resource Manager Data File Maintenance menu The Application Tables screen appears Enter RMTB in the Enter File Name field and press Enter Enter DELIM in the Table ID field and press Enter The DELIM table appears and lists a comma in the first field as the separator character Change the separator character to the character of your choice then use the Proceed OK command to save your changes When General Ledger exports statements the file is saved with a TXT extension instead of a CSV extension Change the separator character back to a comma to use the CSV extension Use the Exit F7 command to return to the Resource Manager Data File Maintenance menu Lotus Spreadsheet Notes 5 14 These points apply w
127. ent Subaccount Entry Print by 12 Entry Number Account Number O Source Code mi o o Account Number Sort o 03 a 4 q q 4 Print Posted Transactions Unposted Transactions Beth Date to Print Post Headings 123456789012345678901234567890 Builders Supply GENERAL LEDGER JOURNAL 08 19 05 Company H 08 19 2005 Terminal T000 OVR 1 Enter the range of periods you want to include in the journal 1 13 General Ledger User s Manual 4 15 GL Journal Journal Transactions 2 Enter the range of source codes you want to include in the journal 3 Enter the range of main account numbers you want to include in the journal Enter the range of divisions you want to include in the journal 5 Enter the range of departments you want to include in the journal AR 6 Enter the range of subaccounts you want to include in the journal 7 Enter the range of entries you want to include in the journal 8 Select the order in which you want to organize the journal 9 Select the sort configuration you want to use for the journal If you created user defined sorts through the Account Mask function they appear at the bottom of the screen 10 Select the transactions posted or unposted you want to list in the journal 11 Enter P if you want to print the post date or T if you want to print the transaction date 12 Enter the title you want on the journal fo
128. eport from the Journal Transactions menu The GL Activity Report screen appears 2005 GL Activity Report de Commands Edit Modes Other Help xalselmo elee Period From Account Number Sort m Thru 12 Source Code From Print Inactive Accounts Thru Main Account From Include Zero Balance Accounts Oo Thru Division From Date to Print Post v Thru Department From Thru Subaccount From Thru Headings Line 123456789012345678901234567890 le Builders Supply 74 ACTIVITY REPORT 3 GENERAL LEDGER 4 08 19 05 Company H 08 19 2005 Terminal T000 OVR 1 Enter the range of periods you want to include in the report 1 13 2 Enter the range of source codes you want to include in the report 3 Enter the range of main account numbers you want to include in the report 4 Enter the range of divisions you want to include in the report 5 Enter the range of departments you want to include in the report 6 Enter the range of subaccounts you want to include in the report 7 Selectthe sort configuration you want to use for the report If you created user defined sorts through the Account Mask function they appear at the bottom of the screen General Ledger User s Manual T N o Journal Transactions GL Activity Report If you want the report to show ending balances for every account for each specified period regardless of whether or not an account showed activity in a period select the box
129. er account IDs of 3001 and 3005 leaves room for three items in between General Ledger User s Manual Setup Checklist Follow the steps in the checklist below to set up your system Each step is explained in this section 1 2 12 Set up the options Build the CNVTxxx table Define the account mask Build the GLSExxx Account Segments file Define the account types Build the chart of accounts Build the GLALxxx Allocations file Build the GLRExxx Recurring Entries file Set up the financial statements Enter the initial balances Set up access codes Set up a backup schedule General Ledger User s Manual 3 5 Setup Functions Options and Interfaces To interface other applications with General Ledger see the user s manuals for those applications for instructions Options Screen To set up the options for General Ledger select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Options table is shared or owned See the Resource Manager guide for information about Options tables Then enter GL as the application ID The General Ledger Options screen appears amp General Ledger Options Commands E Modes Other Scroll Commands Help EEE A xs ea mn vejee x mm Description Copy recurring entries directly to the GL Journal Is
130. eral Ledger User s Manual 2 3 Conversion If you use an earlier version of OSAS General Ledger you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade General Ledger data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 7 0 from a version earlier than 3 2 contact a client support representative Note You must install the new version of General Ledger before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number of the application from which you are converting The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files back up your data files Consider Your Setup Before you try to convert from your version of General Ledger consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your value added reseller If you are converting from version 6 5x to 7 0 no conv
131. ersion is necessary You should still use the Data File Conversion function to copy data files from the old data directory to the new directory however General Ledger User s Manual 2 5 Conversion Installation and Conversion Converting from Versions 4 6x and Earlier The account numbers may have to change to be brought into compliance with the account mask During conversion the system makes a suggestion for the new account number which you can accept or edit The GLCGxxx file is created to record these changes and other applications access this file to change their own account numbers Account types from versions 4 11 through 4 6x are converted as follows e Balance sheet accounts have an account type of 080 other ncome statement accounts have an account type of 530 other e Memo account types have an account type of 999 not defined These account types require manual adjustments in the Account Types function If you are converting from version 4 10 or lower each General Ledger account will have 999 not defined as the account type for all converted accounts After conversion print a detailed chart of accounts Use the Account Types function page 7 13 to make the necessary changes To use the Cash Flow Contents function you must make adjustments to the account types unique to each account number For example cash accounts must be defined using 005 cash on hand and or 010 cash on deposit Use the Account Type
132. es Assign special source codes for special entries for example use MY for year end audit adjustments e Assign a character to each week in the period When you print a GL Journal that contains transactions with the same source code you can see the entries for a particular week Assign a different character to each person who makes entries so that you will know who entered each transaction The system assigns some source codes automatically Code Source of Entry AL General Ledger Automatic Allocation AP Accounts Payable Purchase Order AR Accounts Receivable Sales Order BK Bill of Materials Kitting BR Bank Reconciliation CL GL Year End Closing FA Fixed Assets IN Inventory 4 4 General Ledger User s Manual Journal Transactions Transactions Code Source of Entry JC Job Cost PA Payroll R1 GL Auto Reversing Accrual entered R2 GL Auto Reversed Accrual generated reversal RE General Ledger Recurring Entry The system assigns source code R2 to the transactions that automatically reverse R1 transactions Automatic Reversal of Accrual Entries If you want the General Ledger system to reverse accrual entries automatically enter the accrual transaction with source code R1 The system generates a transaction for the next period that reverses the accrual entry The reversing entry has a source code of R2 For example suppose that your company usually has accrued wages at the end of the month You could enter R1
133. es so that the correct mask will be used when financial statements are produced If you upgraded to General Ledger version 6 5 from version 4 1x or lower you must assign account masks to the contents that were not previously assigned one Reassigning Account Masks When you reassign the mask for a statement content anew account mask record is created for the content ID and all the sequences in the content are updated to use the mask For example if content ABC is assigned to mask MMMM four characters in the main account segment and you reassign mask MMMM11 four characters in the main account segment and two characters in the division segment to it the account numbers in the appropriate sequences will be changed from XXXX where X represents each position in the main account segment to XXXX where X represents each position in the main account segment and represents each position in the division segment Notes on Activity and Balance Results In the following chart period 8 is used as an example The result is printed at the bottom of each box Activity is defined as the amounts that each period or quarter have It represents the total transactions for a specified period or quarter Balance is defined as the beginning balance plus activity It represents cumulative transactions at a particular time 8 34 General Ledger User s Manual Statement Maintenance Statement Contents Period or Quarter Current Pd This Pd
134. et of financial statements The Cash Flow Statement is generated according to the Indirect Method as described in FASB Statement 95 You can produce a consolidated Cash Flow Statement for 20 companies Cash Flow Statement Screen Select Cash Flow Statement from the Reports menu The function screen appears 2005 Cash Flow Statement Commands Edit Modes Other Help es Cash Flow Content ID crcH S Years 20s Pick Period From Division From 0 Thru Thru 0 Department From Beginning Date 02 01 2005 Thru Ending Date 06 30 2005 Subaccount From Thru uuu Company ID H Print Detail Change Footers Print Workstation Date and Time Oo Statement Titles 12345678901234567890123456789012345678901234567890 Company H 08 19 2005 Terminal TOOO INS General Ledger User s Manual 5 19 Cash Flow Statement Reports Field Inquiry Cash Flow Content ID Period From Thru 1 13 Beginning Ending Date Years Company ID Inquiry Pick Division Department Subaccount From Thru Print Detail 5 20 Description Enter the ID of the cash flow statement you want to produce Enter the range of periods for which to print the statement After you enter the range of periods the beginning and ending dates for the periods appear from the CNVTxxx table Press Enter to use those dates or enter different dates The system uses the most recent accoun
135. et up the forced balance password use the Resource Manager Access Codes function to protect the Tables function in General Ledger For additional security remove this section from this manual General Ledger User s Manual 7 41 Copy Account Balances Use the Copy Account Balances function to copy the actual current year budget last year or forecast balances of a range of accounts to the current year budget next year budget or forecast balances Copy Account Balances Screen Select Copy Account Balances from the File Maintenance menu The Copy Account Balances screen appears 2005 Copy Account Balances O E Commands Edit Modes Other Help Se This function lets you copy Account Balances from one column to another The balances in the destination column will be overwritten Main Account From 1000 Copy Account Balances In Actual Thru 2034 To Forecast Division From 01 Thru 03 Department From Thru Percent Increase 5 00 Subaccount From Thru 5 Company H 08 19 2005 Terminal T000 OVR Inquiry Enter the range of main account division department and subaccount segments for which you want to copy account balances If your company s account mask does not include one or more of the account number segments those fields are skipped General Ledger User s Manual 7 43 Copy Account Balances File Maintenance 7 44 Select the source of the account balances you want
136. fter each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only General Ledger files your answer to this prompt makes no difference Answer the questions that appear relating to the conversion of the employee history and last year files If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the main menu with General Ledger added appears 2 8 General Ledger User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 5 Setup Functions 3 7 General Ledger User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates Codes and IDs When you set up the system you assign codes and IDs to tell the syste
137. function can be run with nnnn files only appears where nnnn is the current General Ledger fiscal year General Ledger User s Manual Periodic Processing Update Current Year 1 If you have not printed all the last year reports and backed up the current year files clear the box or enter N in text mode When you have completed these tasks select the box or enter Y in text mode to continue Inquiry 2 Enter the number of your company s retained earnings account 3 Make sure that no one else is using the last year GLJRxxx or GLMAxxx files or the current year GLMAxxx file Then use the Proceed OK command to begin processing If there are unposted transactions in the prior year GLJRxxx file the following prompt appears Warning There are unposted entries Do you want to continue You can either continue with the Update Current Year function or exit to the Periodic Processing menu and go back and post these transactions When the current year GLMAxxx file for the company has been updated the Periodic Processing menu appears Quarterly Systems If you use a quarterly system remember to update the CNVTxxx table see the Resource Manager User s Manual so that the right period appears on the screen in the next quarter General Ledger User s Manual 6 17 Month End Maintenance Use the Month End Maintenance function to erase transactions in the GLJRxxx Journal file for periods you specify without resetting the acco
138. ge 7 15 to change or delete the accounts General Ledger User s Manual 7 27 Allocations If you enter transactions against one major account and then distribute them to several other accounts you can use the Allocations function to set up an allocation record for the major account You can specify each account to which transactions are allocated up to 45 and the percentage that each account receives The sum of the percentages must equal 100 percent You cannot access this function if you did not elect to use allocations in the Resource Manager Options and Interfaces function How Allocations Work With this function you enter the major account number each account to which to distribute transactions and the percentage of the amount each account receives When you enter a transaction for an account set up in the GLALxxx Allocations file you indicate that the transactions should be allocated when you post the system creates journal entries to the accounts specified in the allocation record For example you could have an allocation record in which your main utilities expense account is 534000 with 60 percent distributed to division account 534001 10 percent distributed to division account 534002 and 30 percent distributed to division account 534003 You enter a journal transaction that debits utilities expense account 534000 and credits accounts payable account 200000 for 100 You indicate that the transaction should be
139. ge the title each time you use the Statements function or use print time inserts to have the system change the titles For example when you print income statements for several companies enter CONA as the title so that the name of the company you are printing the statement for is inserted The table below details the available print time inserts Insert PBDN PBDW Pbdw PBDM Pbdm PEDN PEDW Pedw PEDM Pedm PERN Prints Period Beginning Date Numbers Period Beginning Date Words Period Beginning Date Words Period Beginning Date Military Period Beginning Date Military Period Ending Date Numbers Period Ending Date Words Period Ending Date Words Period Ending Date Military Period Ending Date Military Period Number Example 11 01 00 NOV 1 2000 Nov 1 2000 1 NOV 2000 1 Nov 2000 11 30 00 NOV 30 2000 Nov 30 2000 30 NOV 2000 30 Nov 2000 11 General Ledger User s Manual Statement Maintenance Statement Layout Insert Prints Example COID Company ID H CONA Company Name Builders Supply SCID Statement Content ID BALI Copy Statement Layout Screen Use the Copy Statement Layout option to modify an existing statement layout You may find it easier to copy a layout than to create one from scratch When you select Copy Statement Layout from the Statement Layout selection screen the Copy Statement Layout screen appears 4 2005 Copy Statement Layout m Command
140. ged Be careful in this situation the balances for the existing accounts will be lost if you replace the accounts General Ledger User s Manual 7 25 Copy Chart of Accounts File Maintenance Copy Chart of Accounts Screen 7 26 Select Copy Chart of Accounts from the File Maintenance menu The Copy Chart of Accounts screen appears 2005 Copy Chart of Accounts x Commands Edit Modes Other Help xelselmo e ee Copy Division From oo To 02 Main Account From 1000 Thru Department From Thru Account Type Thru Edit Account Descriptions Copy Current Year Budget Amounts Copy Next Year Budget Amounts Copy Last Year Amounts Copy Forecast Amounts Replace Existing amp ccounts in Destination Company Company H 08 18 2005 Terminal T000 OVR Enter the type of copy you want to perform You can copy accounts from one company to another from one department to another or from one division to another The screen differs slightly depending on the type of copy you choose Enter the range of the companies divisions or departments from which you want to copy If you are copying the chart of accounts for a company and you want to use wildcards when you enter the range of account numbers to copy select the Use Wildcards box or enter Y in text mode if not clear the box or enter N in text mode Enter the range of accounts you want to copy General Ledger User s Manua
141. he business The net profit margin is the ratio of net profit to sales the return on assets and return on equity are the ratios of the profit to total assets and to equity respectively The earnings per share show the dollar amount of profit per share of stock General Ledger User s Manual program purge quarterly system ratio analysis record recurring entries restore retained earnings reversing entry run code source code statement layouts and contents A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function To remove from the system See also restore The system you use if your basic accounting period is one week and you close the books at the end of every quarter 13 weeks You can also use a fiscal year system with a basic accounting period of one month A financial report you can use to assess aspects of financial performance There are activity leverage liquidity and profitability ratios A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs Journal entries you make regularly in the same amounts for example depreciation entries You can set up recurring entries in the GLRExxx Recurring Entries file and copy them all at once at the appropriate times To bring information back to
142. he account record the account may not be set up to clear and close When everything is correct save the two reports as part of the audit trail 2 Postthe journal to the GLMAxxx file page 4 31 for the company whose accounts you cleared and closed using period 13 Posting updates the account balances with the transactions just entered 3 Printan Audit Trial Balance page 5 7 and make sure that the accounts closed in that step have a zero balance Repeat this procedure for all your steps After Clearing and Closing When you are finished clearing and closing all the accounts for a company update the current year files see page 6 15 6 14 General Ledger User s Manual Update Current Year After you have created last year files and cleared and closed the revenue and expense accounts for acompany use the Update Current Year function to update the current year GLMAxxx Master file with the adjustments made to the last year files You should also run the function each time you make adjustments and post them in the prior year GL files Before You Begin Before you update the current year GLMAxxx file perform these tasks Make sure that you have cleared and closed the accounts for the company whose current year GLMAxxx file you want to update e Back up your last year data files e Use the Setup F9 command to access the last year files When You Update Updating the current year produces these results e The act
143. hen post to the GLMAxxx file and print the Trial Balance to make sure that the account balances are correct Why does the Transactions screen show the wrong accounting period for the date The CNVTxxx table is not built correctly Use the Period Setup function in Resource Manager to correct it Remember if you use a one week accounting period you must update the table after you close the books every quarter General Ledger User s Manual B 1 Common Questions The general ledger entries from my other accounting applications do not show up in the journal when I post them What happened to them You do not have the interface switch set to exchange information with General Ledger or you do not have the right general ledger account numbers in the tables or files of the application The posting logs for the other applications should show a Missing Account message for transactions that could not be posted to General ledger Check the options and interfaces for the applications to make sure that they interface with General Ledger see the Resource Manager User s Manual If the applications are interfaced check the posting totals from the other applications to find out which transactions should have been posted to which accounts If any of the transactions were lost use the Transactions function page 4 3 to enter them manually into the GLJRxxx Journal file If a transaction was posted to the wrong account use the Edit Transactions
144. hen you read statements into a Lotus spreadsheet You can read the WKS file into 1 2 3 versions 1 1A and 2 and Symphony versions 1 and 1 1 Once you save a WKS file with Symphony or 1 2 3 version 2 you might not be able to read it with an earlier version of 1 2 3 The WKS file is saved to the print file directory you set up in the Defaults function on the Resource Manager Workstation Configuration menu You can copy it to a different directory to be used with the spreadsheet package if necessary General Ledger User s Manual Reports Statements Statement Thecells in the WKS file are in Protected mode e The statement columns are stored in the same column letter in the spreadsheet like in the statement layout Blank columns have a width of 1 The page and column headings are stored in column A Column shifts are ignored e Only the results of formula columns are stored in the spreadsheet cells the formulas are not saved You must define the formulas in Lotus if you want to use them in the spreadsheet e The results of formula columns types 6 and 7 are stored in spreadsheet cells only if they are set up to be printed If the Print This Column field in the statement layout is set to NO for the formula column the formula result is not stored in a cell e To get the spreadsheet pages to break properly with the default margin settings print statement footers on line 48 Notes A sample income statement balance
145. idate your GLMAxxx files if you want to print consolidated financial reports for companies that are on different computers see page 6 21 General Ledger User s Manual 6 3 Introduction Periodic Processing Create the last year GLMAxxx and GLJRxxx Journal files for each company see page 6 5 Switch to last year files and use the Transactions function page 4 3 to finish entering the transactions in the last accounting period for each company When the transactions are correct post them to the GLMAxxx file page 4 31 and print financial statements for the last period page 5 9 Use the Transactions function page 4 3 to enter the yearly or quarterly audit adjustments and post them to the GLMAxxx file page 4 31 Print the year end financial statements for each company page 5 9 Use the Update Current Year function page 6 15 to update the beginning balances for the current fiscal year Repeat steps 4 7 until you have made all adjusting entries for the last fiscal year 10 Back up your data files for storage see the Resource Manager User s Manual Clear and close the revenue and expense accounts see page 6 9 Use the Update Current Year function see page 6 15 to update the current year GLMAxxx file with the final balances from the last fiscal year Month End Maintenance 6 4 Use the Month End Maintenance function only when you must make room in the GLJRxxx file because disk space is limited If
146. ies function page 7 33 to set up groups of recurring entries Then use the Copy Recurring Entries function to copy the recurring entries either to the GtttxxxW Transaction Work file or directly to the GLJRxxx Journal file depending on your selection in the Options and Interfaces function in Resource Manager See Options and Interfaces on page 3 7 for more information on copying recurring entries to one of the two files Before You Begin Before you use this function make sure that you have set up all the entries in the GLRExxx Recurring Entries file In addition make sure that you have not already copied the current set of entries so that you do not end up with a double set of entries General Ledger User s Manual 4 11 Copy Recurring Entries Journal Transactions Copy Recurring Entries Screen Select Copy Recurring Entries from the Journal Transactions menu The Copy Recurring Entries screen appears amp 2005 Copy Recurring Entries 3 Commands Edit Modes Other Help xm se mu e eo RunCode From 0 Thru 9 Copy Date o8ma 2005 Fs Copy to Period 8 Company H 08 19 2005 Terminal T000 OVR 1 Select the range of run codes you want to copy 0 9 Each run code identifies a group of recurring entries you set up through the Recurring Entries function 2 Enter the date you want to use for the recurring entries 3 Enter the period to which you want to copy the recurring entries 1 13 4 Sel
147. ign to Print flag in the statement contents for credit balance accounts and warns you if the flag is not set Financial Statement Verification Screen Select Financial Statement Verification from the Statement Maintenance menu The Financial Statement Verification screen appears amp 2005 Financial Statement Verification E a Commands Edit Modes Other Help aa Statement Content ID E L Include in Statement Division Verify Main amp ccount Department Account Type Subaccount Company H Print Account numbers that are duplicated Account numbers that are excluded Account numbers that use Reverse Sign Printing Company H 08 19 2005 Terminal TODO OVR Field Description Statement Content Enter the statement content ID you want to verify ID General Ledger User s Manual 8 51 Financial Statement Verification 8 52 Field Verify Main Account Verify Account Type Include in Statement Division Department Subaccount Company Print Account numbers that are duplicated Print Account numbers that are excluded Print Account numbers that use Reverse Sign Printing Statement Maintenance Description Enter the range of main accounts that you want to use to verify that all accounts are included in the content Enter the range of account types that you want to use to verify that all accounts are included in the content Enter the division department and subaccount r
148. income statements 3 16 8 4 ratio analysis 3 17 8 5 samples 3 16 IX 8 of numeric formats 8 17 setup 3 15 3 16 Statement Layout List function 8 18 9 15 sample 9 15 Statements function 3 18 3 20 5 9 6 21 8 3 8 23 8 27 8 33 protecting with access codes 3 21 subaccount 3 10 setting up in Account Segments 7 9 Symphony 5 14 T T accounts allocations 7 29 Tables function 7 39 Tables List function 9 23 sample 9 23 text mode command line 1 32 commands 1 31 flags 1 31 function screens 1 29 main menu 1 27 messages 1 32 toolbars 1 25 function screens 1 25 main menu 1 25 Transaction Inquiry screen 4 24 Transaction Work file 1 9 Transactions double entry bookkeeping 4 9 function 1 6 1 9 1 10 3 19 3 20 4 3 4 14 4 25 4 27 6 12 B 1 B 2 incorrect entries 4 10 protecting with access codes 3 21 reversing 4 27 source codes 4 3 Trial Balance function 1 6 3 14 3 20 5 3 5 9 protecting with access codes 3 21 report 1 11 General Ledger User s Manual Index U unposted transactions 6 13 Remove Prior Year Files 6 28 Update Current Year 6 17 Unwritten Transactions Report 4 7 Update Current Year back up files before using 3 22 checklist 6 15 function 1 12 6 10 6 15 7 15 B 6 protecting with access codes 3 21 quarterly systems 6 17 results 6 15 screen 6 16 unposted transactions 6 17 updating beginning balances 6 10 6 16 current
149. information on this menu 1 30 General Ledger User s Manual Navigating OSAS Introduction Commands and Flags Both the text menu and text function screens let you use commands to drill down to more information change companies or access codes switch to sample data and perform tasks related to the function you are using These commands are analogous to the commands contained on drop down menus in graphical mode You access commands by pressing the hot key combination for the command you want to use If you re working with a keyboard that lacks function keys labeled with an F followed by anumber or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Refer to Appendix B in the Resource Manager guide for a list of all OSAS commands and their associated hot keys Not all commands are available for every function or field when a command is available a flag appears at the bottom of the function screen Common flags include Quick Info Maint Inquiry and Verify e The Quick flag reminds you that you are using the Quick Entry mode to skip fields that are not required Press Ctrl F to toggle quick entry on and off When the Info flag appears press Shift F2 to access the Information menu to access additional information about a customer vendor item job bill of material or employee See page 1 24 for more informati
150. ion such as Accounts Payable Purchase Order If you do not have the correct transaction change the entry number If you want to edit the transaction ignore the message Wildcards are only valid when using an Account Mask You can use wildcard characters only if you assigned an account mask to the statement content YTD balance is not zero The year to date balance of the account you are trying to delete is not zero Use the Transactions function page 4 3 to close the account balance to another account Then delete the account General Ledger User s Manual A 9 Common Questions These commonly asked questions about the General Ledger system are divided into the following categories Journal Entries Reports and Statements Period End Closing and Accounts Journal Entries I made a mistake on some journal entries What should do If you have not posted the entries to the GLMAxxx Master file use the Edit Transactions function page 4 27 to change the entries You need to know the transaction entry numbers which are listed in the GL Journal and the GL Activity Report If you have posted entries to the GLMAxxx file make reversing entries to balance the incorrect transactions that is enter a credit of the same amount for each wrong debit and vice versa Use the Description and Reference fields to indicate clearly the transactions you are cancelling When the incorrect transactions are reversed enter the correct ones T
151. is selected or Y appears in text mode If the transaction that affects cash flow will be excluded from the Cash Flow Statement for example in the case of a correcting entry the box is cleared or N appears in text mode Use the Proceed OK command to save your changes and return to the Edit Transactions screen Continue editing transactions if necessary then use the Exit F7 command to return to the Journal Transactions menu when you are finished 4 30 General Ledger User s Manual Post to Master Use the Post to Master function to post the transactions in the GLURxxx Journal file to the specified account in the GLMAxxx Master file for a range of periods Post the transactions before you produce financial statements or reports You can post as often as you like the system never posts the same transaction twice For each transaction you have allocated the system distributes the transaction to the accounts in the allocation record according to the percentages specified Before Posting Before you post complete these tasks e Ifyou have a multiuser system make sure that no one else is using the GLJRxxx or GLMAxxx files e Ifyou are going to print the GL Posting Log make sure that the printer is online e Print the GL Journal and the GL Activity Report and check them to make sure that everything is correct and that the debits and credits are in balance e Back up the data files in case unforeseen problem
152. join to another application for the purpose of having information entered in one application update information in another application s files The goods a business owns at a particular time whether held for direct sale or for use in manufacturing goods for future sale Manufacturing inventory is usually divided into raw material work in process and finished goods A chronological record of transactions Transactions recorded in a journal Ratios used to determine how much the business is encumbered by its liabilities the ratio of debt liabilities to assets and of debt to equity The claims of creditors upon the business s resources assets accounts salaries taxes and so on payable to parties other than the owners Ratios that indicate the amount of cash that could be available for investment after meeting short term obligations The current liquidity ratio is the ratio of current assets to current liabilities The quick ratio is the ratio of current assets less inventory to current liabilities An account that stores various numbers you may need in calculations for example the number of shares of stock outstanding or the number of days in each month for sales reports A list of applications functions options or other menus To transfer information from one place to another usually at the end of the day or at a distinct break in business An indication of how much the net profit is in relation to the size of t
153. l File Maintenance Copy Chart of Accounts 5 10 11 12 If you are copying the chart of accounts for acompany enter the range of GL accounts you want to copy You can use the and characters as wildcards Enter the range of account types you want to copy If you are copying accounts for a division or department and you want to edit the account descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to copy current year budget amounts select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to copy next year budget amounts select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to copy last year amounts select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to copy forecast amounts select the box or enter Y in text mode if not clear the box or enter N in text mode If you want to replace existing accounts select the box or enter Y in text mode if not clear the box or enter N in text mode If you replace existing accounts the balances for those accounts are lost which might put the destination company s general ledger out of balance Making Corrections If you copied more accounts than you wanted or if you need to change information in the accounts you copied use the GL Accounts function pa
154. lled recurring entries To set up groups of recurring entries use the Recurring Entries function When you want to copy the recurring entries to the GLJRxxx Journal file use the Copy Recurring Entries function page 4 11 If General Ledger interfaces with other OPEN SYSTEMS Accounting Software applications some recurring entries may be better tracked through those applications For example you can use Accounts Payable to print monthly rent checks and create the proper GL entry The Reference field must be a unique number and cannot be edited later 3 14 General Ledger User s Manual Setup Setup Functions Run Codes Run codes group particular recurring entries together For example you can copy specific run codes and then post all the weekly transactions at the same time Assign run codes with care For example weekly recurring entries can be assigned a run code of 1 biweekly recurring entries arun code of 2 and so on Debits and Credits Each recurring entry must consist of at least one debit and one credit transaction and the total debits must equal the total credits in arun code For each debit or credit assign a unique reference code which identifies the item if it needs to be changed or deleted For more information about recurring entries see on page 7 33 Financial Statements Before printing financial statements set them up through the Statement Layout and Statement Contents functions A financial st
155. m how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent spaces 0 a 1 ern Z a IS 01 ga 000000 000001 1 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e tems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z General Ledger User s Manual 3 3 Setup Considerations Setup 3 4 Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For exam
156. me Inserts on page 8 18 for more information General Ledger User s Manual Statement Maintenance Statement Layout Field Description Footer Starting Press Enter to print the footers on line 56 or enter the Line No number of the line on which you want the footers to print The number you enter must be between 20 and 99 If the page is 11 inches long do not enter a number greater than 62 When you are finished use the Proceed OK command to save the information on this screen and proceed to the next Screen Two 4 2005 Maintain Statement Layout amp a Commands Edit Modes Other Help es Statement Layout ID BALG CONA Column ID g No of Columns 8 What Is In The Column 3 3 Actual Report Width 130 As Of When 5 YTD Rel Curr Year How Far Back jS Relative Company 2777777777 Formula Scaling 1 Heading No 1 Addni Trailing Spaces Heading No 2 5 Print This Column Heading No 3 MONTHS AGO Format B 5 4 3 DESCRIPTION MONTHS AGO MONTHS AGO MONTHS AGO JOOOOOOOOOOOOOODOOOOOOOOOOOOOUC IHHHHHHHHE 00 HHHHHHHHHE 00 HHHHHHHHE 00 Company H 08 9 2005 Terminal TODO OVR The number of columns in the report so far and the total width of the report appear on the screen at the upper right The report width cannot exceed the width of your printer the maximum is generally 132 spaces General Ledger User s Manual 8 9 Statement Layout Field Column ID Copy From What
157. ment Subaccount From Thru Statement Maintenance Description Enter a description of the batch statement record Enter the ID of the statement layout and statement contents for which you want to set up printing parameters If you want to specify the period when you print the statement leave this field blank If you want to print the statement for only one period enter the period If you did not enter a period these fields are skipped If you entered a period the beginning and ending dates for that period appear from the CNVTxxx Period Conversion table in Resource Manager Press Enter to accept the dates or enter different dates The system uses the most recent account balances for the selected period regardless of the dates you enter If you enter different dates they will appear in the statement title and footers If you want to specify the company ID s when you print the statement enter a question mark If you want to assign company IDs to the statement up to 10 enter each company ID When you are finished assigning company IDs press Enter at a blank Company ID field If you are not using one or more of these account number segments the fields for the unused segment s are skipped General Ledger User s Manual Statement Maintenance Batch Statements Field Print Segment Detail Segment Sort Print Accounts With Zero Balances Print Workstation Date and Time Description
158. ment content you may have deleted sequence 01 Only contents that have a sequence 01 will appear in the inquiry window Use the Statement Contents function see page 8 23 to copy the content to a different content ID and specify that the lines should be resequenced sequence 01 is created and the ID appears in the inquiry window General Ledger User s Manual Common Questions Period End When should I run the Month End Maintenance function GL Journal entries do not have to be cleared at the end of each month If you have the disk space you can keep a fiscal year s worth of entries which lets you make additional entries and adjustments to any period at any time in a fiscal year Run the Month End Maintenance function only if you are so short of disk space that you cannot keep a journal for the whole year In this case back up the GLJRxxx Journal file and then erase the Journal for the periods you no longer need Then use the Resource Manager File Rebuild Verify function to reduce the size of the GLJRxxx file like to see how my capital is growing every period Do I have to close the books to retained earnings every month Closing You should not close the books except at the end of the fiscal year or quarter if your accounting period is one week instead of one month Use the statement content to see the current position of your retained earnings or other capital account in your monthly Balance Sheet Set up the statemen
159. mine what you want on it the kind of balance information column layouts calculations and so on You can design statement layouts that display different companies periods or account segments in side by side columns You can also define a company and an account mask for each column that references amounts in the chart of accounts With these masks you can define a column to contain one company all companies one account segment or a combination of these factors The General Ledger application contains the following sample statement layouts Layout ID BALA BALB BALC BALD BALE BALF BALG INCA INCB INCC INCD INCE INCF INCG Description Current Budget Comparison Current Last Year Comparison Current Budget and Last Year Comparison Change from Last Year Current Period Year to Date Current Period Year to Date Six Month Comparison Budget Comparison Current YTD Last Year Comparison Current Y TD Budget Comparison Current QTD YTD Last Year Comparison Current QTD YTD Budget Last Year Comparison Current YTD Budget Variance Current YTD Last Year Variance Current YTD General Ledger User s Manual Statement Maintenance Statement Layout Layout ID Description INCH Budget Variance Current QTD Y TD INCI Last Year Variance Current OTD Y TD INCJ Current Period Previous Period YTD INCK Current Period YTD INCL Current Period OTD YTD INCM YTD Divisional Side by Side Comparison INCN Divisional Side by Side C
160. mmand so that the system automatically uses the appropriate user ID company ID and access code to save time logging in In Windows open the OSAS shortcut s properties and enter these parameters after the path in the Target field as in the example below be sure to use the correct directories for your system C basis bin bbj exe osasstrt txt q tT00 cD osas70 progrm config bbx uSam aapple cH Note In Windows the u c and a parameters must follow the separation dash In other operating systems enter the parameters after the osas command as in this example osas t T2 c B a apple Note You can enter these parameters in any order but you must leave a space between the parameter mark t c or a and the parameter itself Refer to the Resource Manager guide for more information on these parameters General Ledger User s Manual 1 15 Introduction Starting OSAS Logging In After you start OSAS the login screen appears 2 OSAS Login OPEN SYSTEMS Accounting Software User ID Sam Company ID H Builders Supply Access Code Save Password To log in to OSAS enter your User ID the Company ID you want to work with and your Access Code If you want to save your access code so that you do not need to enter it again select the Save Password check box or enter Y in text mode to save your information Finally click OK or press Enter to log in This screen appears only after you have set
161. mounts Forecast Amounts Account Number Sort Headings 123456789012345678901234567890 Builders Supply AUDIT TRIAL BALANCE August 19 2005 Company H 08 18 2005 Terminal TODO INS 1 Select the type of balances or amounts you want the worksheet to list 2 Select the sort configuration you want to use for the worksheet If you created user defined sorts through the Account Masks function valid entries appear at the bottom of the screen General Ledger User s Manual 5 7 Audit Trial Balance Reports 3 Enter the title you want on the worksheet four lines of 30 characters each Use the numbers above the fields to help center the text 4 Before you continue make sure that no one else is using the system 5 Select the output device See Reports on page 1 33 for more information on output devices After the report is produced the Reports menu appears Audit Trial Balance Worksheet 08 19 2005 Builders Supply 11 59 AM Conpany H AUDIT TRIAL BALANCE August 19 2005 Adjustments GL Account Description Last Year Current Year Credit Ending Balance 535000 INSURANCE EXPENSE 535001 INSURANCE EXPENSE 535002 INSURANCE EXPENSE 535003 INSURANCE EXPENSE so1000 OTHER INCOME 802000 FINANCE CHARGES ASSESSED 804000 DISCOUNTS TAKEN 0 805000 INTEREST EXPENSE E 152 715 806000 OTHER EXPENSES 16 826 851000 FEDERAL INCOME TAX EXPENSE E 0 852000 STATE INCO
162. mp EQUIPMENT 152500 ACCUM DEPR MACHINERY amp EQUIP 153000 OFFICE MACHINES 153500 ACCUM DEPR OFFICE MACHINES 154000 AUTOMOBILES 154500 ACCUM DEPR AUTOMOBILES 180000 GOODWILL 181000 ACCUM AMORTIZATION 200000 ACCOUNTS PAYABLE TRADE 201000 ACCOUNTS PAYABLE AFFILIATES 202000 PAYROLL CLEARING ACCOUNT 203000 FEDERAL WITHHOLDING PAYABLE 203200 FICA WITHHOLDING PAYABLE 203400 STATE WITHHOLDING PAYABLE General Ledger User s Manual Builders Supply TRIAL BALANCE August 19 2005 Current Period Debit 4 514 0 100 12 155 998 335 1 035 227 858 345 0 561 455 450 000 1 387 674 493 241 84 996 25 000 Year to Date Balance Debit 4 514 50 0 00 100 00 12 155 50 398 335 14 1 035 227 71 858 345 62 0 00 561 455 26 450 000 00 1 387 674 92 493 241 67 84 996 32 25 000 00 Credit 530 121 259 661 32 749 6 250 235 166 37 751 10 27 5 5 Audit Trial Balance Use the Audit Trial Balance as a worksheet at the end of the year It shows year to date account balances and last year budget or forecast balances and provices space for you to write down adjusting entries Audit Trial Balance Screen Select Audit Trial Balance from the Reports menu The Audit Trial Balance screen appears 2005 Audit Trial Balance Commands Edit Modes Other Help gt Print O Last Year Amounts Current Year Budget Amounts O Next Year Budget A
163. n Select Clear and Close Last Year from the Periodic Processing menu The Clear and Close Last Year screen appears 8 2004 Clear and Close Last Year m Commands Edit Modes Other Help es Clearing Step Use Period Company H 12 31 2004 Terminal T000 INS If you have not used the Setup F9 command to access last year files the message This function can be run with nnnn files only appears where nnnn is the current General Ledger fiscal year 1 Enter the number of the clearing step you want to perform 2 Press Enter if you want to clear the journal entries to period 13 the one you are probably using for your fiscal year end entries or enter a different period If there are unposted transactions in the prior year GLJRxxx Ynn file the following prompt appears Warning There are unposted transactions Do you want to continue Either continue with the Clear and Close Last Year function or exit and then post the unposted transactions General Ledger User s Manual 6 13 Clear and Close Last Year Periodic Processing Make sure that no one else is using the GLJRxxx file Then use the Proceed OK command to begin clearing and closing the accounts in this step After Each Step When you finish each step follow this procedure 1 Print the GL Journal page 4 15 and the GL Activity Report page 4 19 for period 13 source code CL Make sure that all the closing entries are there If entries are missing check t
164. n and Utilities Guide to make sure that the printer is properly set up for the computer When I try to print statements a message tells me that someone is already printing statements but no one is Why dol get this message Only one person at a time can print statements To prevent more than one person at a time from printing statements the system creates the GLLOCK file Normally the system deletes the GLLOCK file when the first person is done printing statements However if there was a problem while the statements were being printed perhaps the system went down or the computer was turned off the GLLOCK file would still exist Delete the GLLOCK file from the General Ledger program directory How can I print consolidated statements every period If all the companies you want to include in the consolidated statements are on the same General Ledger system you have two options e Specify the IDs of all the companies up to 20 when you print the statements e Set up the statement content to consolidate totals for all the companies General Ledger User s Manual B 3 Common Questions The consolidation will not work unless all companies have the same current year If the companies you want to consolidate are on different General Ledger systems use the Consolidate Master Files function see page 6 21 Why do all the results of my calculations in statements come out zero or wrong You might have tried to print the wrong to
165. n you want to produce an audit trail e The statements which you define in the Statement Layout and Statement Contents functions provide account information for the specified ranges of time companies divisions departments and subaccounts This information comes from the GLSCF and GLSLF files You can consolidate information about 20 companies in any statement e The Cash Flow Statement function provides information about the sources and uses of cash in the specified ranges of time companies divisions departments and subaccounts This information comes from the GLMAxxx file You can consolidate information about 20 companies in the Cash Flow Statement Periodic Work When your files get large you can clear some data from the files using the functions on the Periodic Processing menu Use the Remove Prior Year Files function to remove files associated with the specified year Removing files from past years when they are no longer required can free up valuable disk space General Ledger User s Manual 1 11 Introduction The General Ledger System At the end of a year use the Create Last Year Data function to create last year GLMAxxx and GLJRxxx files and prepare the current files for the new year When you create last year files the GLMAxxx and GLJRxxx files are automatically assigned the extension Ynn where nn is the two digit year This function also increases the year value in the GLPDxxx table by 1 Use the Clear and
166. nancial statements After statement layouts and contents have been set up use the Statements function page 5 9 to print the statements What Statement Contents Regulate In the statement contents you can e specify the account mask to use e specify the accounts and account segments to use e add balances and print the totals print lines of text e underline and shift columns of figures Generally each line of the statement contents represents a row on the statement The rows are printed in the order of the sequence numbers in the first column General Ledger User s Manual 8 23 Statement Contents Statement Maintenance Planning and Examples 8 24 Enter statement contents one line at atime Before you begin read the rest of this section to get an idea of what can be done Then write down all the lines of your statement content before you modify existing statement contents or create new ones If you plan to create statements with side by side formats follow these directions e Specify the company ID in the Use Acct Mask for Company field to assign an account mask to your statement content e Skip the Company field Do not define the company in the content it is selected through the statement layout e Use the wildcard character for all account segments except the main account segment when specifying beginning and ending account numbers General Ledger contains the following sample statement contents Content ID
167. nce Print beginning balance for the year of the previous period beginning balance Print beginning balance for the same relative period in the previous quarter period 5 beginning balance Print beginning balance for the previous quarter period 4 beginning balance Print beginning balance for the year the previous quarter is in beginning balance Ending Balance Detail or Summary Print ending balance for specified period period 8 ending balance Print ending balance for quarter which equals ending balance for specified period period 8 ending balance Print ending balance for the specified period period 8 ending balance Print ending balance for previous period period 7 ending balance Print ending balance for the previous period period 7 ending balance Print ending balance for the previous period period 7 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance 8 35 Batch Statements Usually when you print statements you must specify the statement content and statement layout IDs and the printing parameters for each statement you want to print However you can use the Batch Statements function to set up printing parameter
168. neral Ledger User s Manual Enter the statement content ID for the statement you want to print The heading lines from the statement appear Enter the period for which to print the report The statement or report covers the entire accounting period to date After you enter the period the beginning and ending dates for that period appear from the CNVTxxx table in Resource Manager Press Enter to use those dates or enter different dates The system uses the most recent account balances for the selected period regardless of the dates you enter If you enter different dates they appear in the statement title and footers if you elected to print dates in the statement layout You can enter 20 company IDs After you have entered the ID of the last company press Enter To print a consolidated statement for the companies set up in the statement content press Enter to skip this field If you enter a company ID the statement content ID you use must not have company IDs specified in it If you leave this field blank the statement content you use must have a company ID specified in it If your account mask does not include one or more of these segments the appropriate fields are skipped Enter the range of account segments you want in the report To include all the account segments leave the From and Thru fields blank 5 11 Statements Reports Field Print Segment Detail Segment Sort Print Accounts With Zer
169. neral Ledger files on another computer you can copy the GLMAxxx files from one computer to another and then print consolidated statements If you use the Consolidate Master Files function to consolidate a company with another active company your balances will be overwritten Instead print consolidated statements for the companies Consolidation Methods Use one of the following methods to consolidate companies e Consolidate all companies into one GLMAxxx file For example to include the accounts of a department at a branch office consolidate that company s accounts with those of a company in the GLMAxxx file at your main office Then you can use the consolidated company in statements with other companies in the main office s GLMAxxx file General Ledger User s Manual 6 21 Consolidate Master Files Periodic Processing e Consolidate the companies into two or more GLMAxxx files for example to print separate consolidated statements for several departments If you want to print financial statements from a consolidated GLMAxxx file they should use the same account mask otherwise the financial statements might not print correctly The First Time You Consolidate Before you consolidate the first time use the GL Accounts function page 7 15 to specify the main company s accounts in the Consol To Account field with which the branch company s accounts are consolidated If all the branch company s accounts are the same as the main
170. nes address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map The Address Mapping command is available when the Map flag appears at the bottom of the screen To view a map of the first address on the screen press Shift F4 To view a map of the second address if present press Shift F5 The second command is not available when there is only one address Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function 1 32 General Ledger User s Manual Navigating OSAS Introduction Reports All OSAS applications contain a variety of reports to help you view and analyze your business data Each report function includes a selection screen that allows you to select the range of information to include in the report which appears in alphabetical order when the report is produced After you select the information to include use one of these options to output the report e Select Printer or enter P in text mode to send the report to a printer then select the printer to use e Select Print Preview or enter R to view the report in a preview window
171. nformation on the list If the field prompts you for information you entered in a File Maintenance function account sorts for example valid entry choices appear at the bottom of the screen Select the output device to begin printing the list See Reports on page 1 33 for more information After the list is produced the Master Codes List menu appears General Ledger User s Manual Account Segments List After you enter descriptions of all your divisions departments and subaccounts print the Account Segments List to make sure that everything is correct Sample List 08 19 2005 Builders Supply 10 32 AM Account Segments List Company Segment Value Description Account Mask MMMM11 00 Main ol Minneapolis 02 Dallas 03 Oakland End of Report General Ledger User s Manual 9 5 Account Types List After you enter account types print the Account Types List to verify that your entries are correct Sample List 08 19 2005 10 32 AM Account Type Builders Supply Account Types List Description Cash On Hand Cash On Deposit Accounts Receivable Allowance for Bad Debts Employee Receivables Other Receivables Notes Receivable Raw Materials and Supplies Work in Process Finished Goods Inventory Prepaid Expenses Marketable Securities Other Other Other Land Buildings Machinery and Equipment Furniture and Fixtures Motor Vehicles Leasehold Improvements Accumulated Depreciati
172. ng entries for period 1 to the GtttxxxW Transaction Work where ttt represents the terminal ID number file Then use the Transactions function to edit them and write them to the GL Journal General Ledger User s Manual 3 19 Setup Functions 3 20 9 Setup Print the GL Journal for period 1 and check it see GL Journal on page 4 15 Use the Edit Transactions function page 4 27 to correct transactions that have errors Then print the GL Journal again Use the Post to Master function page 4 31 to post the period 1 transactions to the GLMAxxx file Print a Trial Balance see Trial Balance on page 5 3 for period 1 to check for errors If you find errors in the Trial Balance use the Transactions function to make correcting entries Then post the entries to the GLMAxxx file and reprint the Trial Balance Use the Statements function page 5 9 to print financial statements for period 1 Repeat steps 1 8 for each past period in the current fiscal year When you finish entering the activity for the past periods you can begin entering the transactions for the current period Out of Balance Entries For every debit you enter in the GL Journal you must enter an offsetting credit and vice versa If entries are out of balance during setup you can use the forced balance password to exit from the Transactions function without balancing the entry If you use the Recurring Entries function and accounts are o
173. ng text function 1 29 OSAS MDI menu 1 21 text function 1 29 text main menu 1 27 setting up access codes 3 5 3 21 account mask 3 5 3 9 account segments 3 5 3 10 account types 3 5 3 11 allocations 3 5 3 14 backup schedule 3 5 3 22 chart of accounts 3 5 3 11 CNVTxxx table 3 5 3 8 codes 3 3 financial statements 3 5 3 15 IDs 3 3 initial balances 3 5 3 19 options 3 5 recurring entries 3 5 3 14 shortcut menu 1 23 sorting alphabetical 3 3 IX 7 Index codes and IDs 3 3 principles of 3 3 source codes automatic 4 4 Transactions function 4 3 starting OSAS in other operating systems 1 15 in Windows 1 15 Statement Contents account balances 8 28 account mask 8 25 8 31 assigning account mask to 8 34 beginning balances 8 28 consolidated statements 8 30 ending balances 8 29 file 1 9 function 1 11 3 15 3 17 3 18 5 9 6 11 8 3 8 23 B 4 B 5 previous year files 8 25 sample balance sheets 3 17 8 24 income statements 3 17 8 24 ratio analysis 3 17 8 24 setting up for consolidating companies 6 21 setup 3 15 3 17 Statement Contents List function 8 33 9 17 sample 9 17 Statement Layout account balances 8 11 account masks 8 12 calculations 8 13 copying 8 19 deleting 8 21 examples 8 4 file 1 9 function 1 11 3 15 3 16 3 18 5 9 6 11 8 3 8 23 8 26 previous year files 8 5 print time inserts 8 18 sample balance sheets 3 16 8 4
174. nterfaces 1 6 3 14 GL Accounts correcting 7 20 deleting 7 17 function 1 7 6 10 6 12 6 22 7 15 7 35 B 5 in GLMAxxx file 1 7 protecting with access codes 3 21 GL Activity Report 3 19 7 35 B 2 function 1 10 3 13 4 3 4 19 B 2 printing after clearing and closing steps 6 14 before posting 4 31 uses for 4 19 using for month end maintenance 6 19 GL and Transaction Inquiry function 4 23 GL Journal General Ledger User s Manual Index balances 4 17 function 1 10 3 13 3 19 3 20 4 3 4 10 4 27 7 35 B 2 B 5 offsetting accounts 4 17 printing 4 15 after clearing and closing 6 14 before editing transactions 4 27 before posting 4 31 sample 4 17 GLALxxx file 1 8 4 5 7 29 7 30 setup 3 5 GLAT file 1 8 7 13 GLAUDxxx table 7 39 GLBAT file 1 8 GLCFC file 1 9 GLCGxxx file 2 6 GLCHAxxx table 7 39 GLJRxxx file 1 8 1 9 1 10 1 12 3 14 3 21 4 3 4 9 4 11 4 15 4 16 4 21 4 31 4 32 6 4 6 5 6 9 6 10 6 14 6 17 6 19 6 20 6 27 6 28 7 6 7 33 7 35 9 13 B 2 B 5 GLJRxxx Ynn file 1 12 6 13 GLMAxxx file 1 6 1 7 1 9 1 11 1 12 3 11 3 13 3 20 3 21 4 21 4 23 4 27 4 31 5 9 6 3 6 4 6 5 6 9 6 10 6 11 6 14 6 15 6 17 6 19 6 20 6 21 6 22 6 24 6 27 7 15 7 39 B 1 B 2 GLMAxxx Ynn file 6 15 GLMKxxx file 6 5 6 9 6 10 6 15 6 27 7 6 GLMSK file 1 8 7 4 GLPDxxx table 1 12 GLPRAxxx table 7 39 GLPRJxxx table 7 39 GLRExxx file 1 8 1 10 4 11 7 33 setu
175. o Balances Print Workstation Date and Time Statement Titles 1 4 5 12 Description If you are not printing consolidated statements select the box or enter Y in text mode to break the information down for each account segment Clear the box or enter N in text mode to summarize the information for all segments of an account into the main account number If you are printing consolidated statements select the box or enter Y in text mode to print each company on a separate line Clear the box or enter N in text mode to summarize the information for all segments of an account into the main account number If your account is made up of only a main account or if you entered a batch ID above this field is skipped If your account mask is divided into segments or if you did not enter a batch ID enter the order in which you want account segments to be organized For example if you are using all the account segments and you want the account numbers to be arranged by division then by department and then by subaccount enter 123 If you want the statement to include accounts with zero balances select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the statement to include the workstation date and time select the box or enter Y in text mode if not clear the box or enter N in text mode Press Enter to use the current title from the statement layout or enter a title
176. o which you want to close it Can change an account number You can change an account number using the Change Fields function page 7 47 on the File Maintenance menu have a new company that uses the same chart of accounts as a company already on the system Do have to enter all the accounts one by one No You can use the Copy Chart of Accounts function page 7 25 to copy from one company to another B 6 General Ledger User s Manual account account categories accounting period activity activity ratios amortization application assets Glossary A storage unit of financial data in accounting usually grouping related information under one account number or account ID In standard accounting practice divisions into which accounts of a business are categorized current assets current liabilities equity revenues expenses and so on A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period The changes in account balances resulting from transactions sales purchases payments of wages adjustments and other journal entries within the business or between the business and one or more outside parties Ratios that show the sales activity of the business in relation to its inventory and other assets for example the rate of return on fixed assets is the ratio of s
177. oducing the statements it produces a Batch Error List if problems are found The Batch Error List messages are listed in appendix A When you select Pretest Batch Statements from the Batch Statements selection screen the Pretest Batch Statements screen appears 2005 Pretest Batch Statements E x Commands Edit Modes Other Help aa Batch ID 4 Monthly Financials Pick Statement Layout ID ic Division From Statement Content ID q Thru mA Department From Period 8 Thru Beginning Date 08401 2005 E Subaccount From Ending Date 08 31 2005 E Thru Company ID H Segment Sort Statement Titles 12345678901234567890123456789012345678901234567890 Company H 08 19 2005 Terminal TODO OVR 8 44 General Ledger User s Manual Statement Maintenance Batch Statements Field Batch ID Pick Statement Layout Content ID Period 1 13 Beginning Ending Date Company ID Pick Division Department Subaccount From Thru Segment Sort Statement Titles 1 4 Description Enter the ID of the batch statements record you want to test Nothing appears in these fields because a batch statements record consists of several combinations of statement layouts and contents Enter the period for which you want to test the record The beginning and ending dates for the period you entered appear from the CNVTxxx Period Conversion table in Resource Manager Press Enter to accept the dates or enter
178. ommand to begin consolidating 6 Repeat the function for each branch file until all the branch companies you want are in the main GLMAxxx file After You Consolidate When you are finished printing consolidated statements restore the original main GLMAxxx file Then erase the branch GLMAxxx files from the hard disk General Ledger User s Manual 6 25 Remove Prior Year Files Use the Remove Prior Year Files function to erase GLMAxxx Master GLJRxxx Journal and GLMKxxx Master Key files stored for any year other than the current fiscal year Remove Prior Year Files Screen Select Remove Prior Year Files from the Periodic Processing menu The Remove Prior Year Files screen appears You must be in the current year to use this function amp 2005 Remove Prior Year Files m Commands Edit Modes Other Help Have You Backed Up Your General Ledger Data Files Year to Remove Company H 121312004 Terminal TODO INS 1 If you have backed up your General Ledger data files select the box or enter Y in text mode if not clear the box or enter N in text mode Inquiry 2 Enter the year for which you want to delete data General Ledger User s Manual 6 27 Remove Prior Year Files Periodic Processing If there are unposted transactions in the prior year GLJRxxx file the following prompt appears if you choose to delete data for last year Warning There are unposted entries Do you want to continue
179. omparison INCO Company Side by Side Comparison INCP Six Month Comparison RATA Ratio Analysis Year to date Y TD statements use 13 accounting periods quarter to date QTD statements use 3 periods If you use a quarterly system that is each of the 13 periods equals one week in the quarter print a current Y TD report to get QTD information Use a sample layout as it is copy a sample layout and modify it or use the samples as guides for creating your own layouts Print one of the samples to use for reference while you read this section Previous Year Files The current year and the last year files access the same GLSLF Statement Layout file Changes made to statement layouts while working with previous year files also affect current year files and changes made to statement layouts while working with current year files also affect previous year files General Ledger User s Manual 8 5 Statement Layout Statement Maintenance Statement Layout Selection Screen Select Statement Layout from the Statement Maintenance menu The Statement Layout selection screen appears 2005 Statement Layout E m Commands Edit Modes Other Help ee Select Maintain Statement Layout Copy Statement Layout Delete Statement Layout Company H 08 19 2005 Terminal T000 OVR Select the task you want to perform You can maintain or create statement layouts copy statement layouts or delete statement layouts Each of the
180. on Other Other Other Other Other Intangible Assets Accumulated Amortization Other Other Accounts Payable Notes and Interest Payable General Ledger User s Manual Account Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Current Assets Fixed Fixed Fixed Fixed Fixed Fixed Fixed Fixed Fixed Fixed Fixed Fixed Other Other Other Other Current Liabilities Current Liabilities Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Page Account Code D D D C D D D D D D D D D D D D D D D D D Cc D D D D D D Cc D D C C 9 7 Chart of Accounts List After you enter the accounts for acompany print the Chart of Accounts List to make sure that you entered all the accounts You can also use it as areference when you set up recurring entries enter transactions and so on Interfaced Applications If General Ledger interfaces with another application make sure that the other application s account numbers in the tables and records that affect General Ledger match the proper accounts in the ledger Ifthey do not the journal entries from the other applications are not posted correctly Use the hard copy of the char
181. on on this menu When the Maint flag appears press F6 to launch the appropriate File Maintenance function to edit a master file record or enter a new one on the fly When you finish press F7 to return to the function you were using e When the Inquiry flag appears press F2 to use the Inquiry command to look up additional information and select valid entries for the field you are in e The Verify flag reminds you that you are using verification When this flag appears you must provide verification when you press Page Down or use the Proceed OK command Press Ctrl V to toggle verification on and off General Ledger User s Manual 1 31 Introduction Navigating OSAS Command Bar The command bar appears at the bottom of function screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices The commands that are available depend upon the function you are using and are analogous to the command buttons available on graphical screens Press the highlighted key to use a command Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue Verification Press lt PgDn gt to proceed Address Mapping When you are working with a screen that contains an address you can use the Address Mapping command menu to view a map of that address This command combi
182. ons producing daily reports and so forth These functions update account information in the system but the automatic updates from interfaced applications may render these functions unnecessary The functions are here so that you can always update General Ledger information manually or through other applications If General Ledger interfaces with other applications be wary when you enter information in these functions Entering duplicate information in General Ledger that has been posted from another application can throw the system out of balance For example when you receive 100 for a sale enter the transaction in Accounts Receivable which is interfaced with General Ledger assign a GL account and then post it in Accounts Receivable the balance of the account you specified is updated in General Ledger Then if the same 100 debit is entered in the Transactions function and posted the system debits the 100 twice Reports Use the Reports functions to produce summarized information about cash flow trial balances and other financial reports Periodic Processing After doing daily work and producing reports you can use the Periodic Processing functions to create last year data consolidate information in the GLMAxxx Master file and remove information from a month or the previous year 1 6 General Ledger User s Manual The General Ledger System Introduction File Maintenance Use the functions on the File Maintenance menu
183. or companies that are on different computers or to combine multiple companies on the same computer system into one company for reporting purposes General Ledger User s Manual 3 13 Setup Functions Setup Trial Balances After entering all the account balances print five Trial Balances one for actual balances one for current year budget one for last year balances one for next year budget and one for forecast amounts Check the Trial Balances for errors and make sure that the amounts balance For more information about charts of accounts see on page 7 15 Allocations If you enter transactions against one major account and then distribute them to several other accounts you can set up an allocation record for the major account In that record specify each account to which transactions are allocated up to 45 accounts and the percentage that each account receives The sum of the percentages must equal 100 percent Once allocations records are established you can enter journal transactions against the major account and by selecting the Allocate box or entering Yin text mode in the Transactions and Edit Transactions functions indicate that the transaction should be allocated When you post the system creates entries according to the allocation record For more information about allocations see Allocations on page 7 29 Recurring Entries Journal entries made regularly every week every month and so on are ca
184. original new values in this section select a line and press Enter to edit the current line The Edit Original New Values dialog box appears Press A to append another value to the list The Add Original New Values dialog box appears 5 Enter the current field value you want to change in the Original Value box 6 Enter the new value that you want to use for this field in the New Value box 7 Select a command e Press Sto switch to the File Description section to specify which files change during processing e Press Enter to edit the current line e Press A to append another value to the list e Press B to begin the change field process e Press H to return to the header section to change the selection you made for printing the log 7 48 General Ledger User s Manual File Maintenance Change Fields e Press G to go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved 8 Continue entering old values and new values until you have specified all of the values you want to change in the Values section Files The files that contain the Field ID you selected appear in the File Description section You should change IDs in all of the files as a general rule Exclude files from the change process only when your reseller or support representative instructs you to so 9 The Time field give
185. ount Segments from the File Maintenance menu This screen appears 4 2005 Account Segments Commands Edit Modes Other Help x lselmal elee Account Mask MMMM11 Account Segment 1 L Segment ID ot 3 Description Minneapolis Company H 08 19 2005 Terminal TODO OVR Field Description Account Mask The mask for the company appears Account Segment Enter the number associated with the account segment 1 2 3 for which you are entering a description If you enter the number of a segment that is not defined in your account mask that is it is not displayed in the Account Mask field an invalid entry message appears Enter the number of a defined segment for which you want to enter a description 7 10 General Ledger User s Manual File Maintenance Account Segments Field Description Inquiry Segment ID Enter the ID of the segment for which you are entering a description For example if you have three divisions you can number them 01 02 and 03 Then enter a description to distinguish each division see below If you want to delete the segment use the Delete F3 command Description Enter a description of the account segment For example if you have three divisions you can enter a description based on location such as Minneapolis Oakland and Dallas Use the Proceed OK command to save the segment definition After you save the segment description enter the next segment description or e
186. p 3 5 GLSCF file 1 9 1 11 8 25 GLSExxx file 1 8 3 10 7 9 7 17 setup 3 5 GLSLF file 1 9 1 11 8 5 GLSTRLxxx table 7 39 graphical mode drop down menus 1 23 function screens 1 22 graphical main menu 1 20 Inquiry button 1 26 Maintenance icon 1 26 MDI menu 1 21 General Ledger User s Manual shortcut menu 1 23 toolbars 1 25 GtttxxxW file 1 9 3 19 4 0 4 11 4 14 7 33 H hot keys 1 31 l IDs establishing a format 3 4 setting up 3 3 sorting 3 3 income statement accounts numbers changed during conversion 2 6 incorrect entries 4 10 incorrect transactions Edit Transactions function 4 27 initial balances entering 3 19 setup 3 5 3 19 Inquiry F2 button 1 26 flag 1 31 Install Applications function 2 3 2 5 installing General Ledger 2 3 interfaces General Ledger 3 11 3 14 4 3 4 17 7 33 9 9 B 2 with Accounts Receivable 1 6 J journal entries correcting B 1 Journal file 1 9 Journal Transactions function 1 6 3 14 L last year balance setup 3 13 last year files allocations 7 30 recurring entries 7 33 launching OSAS in other operating systems 1 15 IX 5 Index OSAS in Windows 1 15 Lists printing 9 3 Locations function 7 47 Lotus 5 15 spreadsheet 5 14 main account numbers 3 12 main menu graphical 1 20 MDI 1 21 navigating graphical 1 20 navigating MDI 1 21 navigating text 1 28 text 1 27 toolbars 1 25 Maintain Batch Statements function
187. ple in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently These suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WIN002 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example use the first two characters of a recurring entry reference ID to indicate the division or department the entry is for e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive general ledg
188. positions for the main account number the next two positions for the subaccount the following three positions for the division and the final three positions for the department MMMM33111222 You might use a two segment mask where the first four positions denote the division and the final four denote the main account number 1111MMMM Or you might use a three segment mask separated by a fill character MMMM 11 222 User Defined Account Sorts Regardless of how you organize your account mask you can specify how you want account information to be sorted when you produce some reports For example your account mask might be MMM112233 but you want account information to be printed in the order 231M in some reports and in the order 31M2 in other reports By entering the correct configuration in the User Defined Account Sort fields you establish the order that information will appear in the reports General Ledger User s Manual 3 9 Setup Functions Setup Multiple Companies If you print consolidated statements for several companies that are on the system assign the same account mask to each company If different account masks are used the consolidated statement might be incorrect since statements do not allow companies with different masks to be consolidated See Account Mask on page 7 3 for more information about account masks Account Segments If you set up a division department or subaccount segment in the account mask you
189. r General Ledger User s Manual Symbols WKS files 5 14 A access codes changing 1 16 command 1 16 company specific 3 21 entering 1 16 setting up 3 5 3 21 storing 3 22 account balances 3 12 beginning 3 12 in Statement Contents 8 28 in Statement Layout 8 11 class 3 11 7 13 code 3 11 information storage 1 7 numbers changing B 6 changing during conversion 2 6 fill characters 3 9 format 3 9 main 3 12 structure 3 12 7 16 sorts 7 6 user defined 3 9 Account Budgets function 3 13 7 21 Account Mask assigning to Statement Contents 8 34 backing up files before using 3 22 before conversion 2 6 changing 2 6 7 6 7 7 General Ledger User s Manual Index examples 3 9 7 4 file 1 8 fill characters 7 4 for consolidation 6 22 for previous year files 7 4 formats 7 3 function 4 16 4 20 5 4 5 7 7 3 in Statement Contents 8 25 8 31 in Statement Layout 8 12 protecting with access codes 3 21 reassigning in Statement Contents 8 34 segments in 7 3 setup 3 5 3 9 3 18 7 15 structure 3 12 Account Segments deleting 7 11 file 1 8 fill characters 3 9 function 1 7 1 8 7 9 in account masks 3 9 7 3 previous year files 7 9 setup 3 5 3 10 7 15 Account Segments List function 9 5 Account Types account class 7 13 after conversion 2 6 changed during conversion 2 6 changing 2 6 changing memo account types 2 6 file 1 8 function 1 7 5 4 7 1
190. r company xxx not found The GLMAxxx Master file does not exist for the company that is shown in the message You cannot print statements for the company until you have set up its chart of accounts Company xxx Account Mask is not compatible with Content xxxx Account Mask The company s account mask is different from the mask that is set up for the statement content You can use the statement content for the company if you reassign the account mask in the statement content to the companies for which you are printing the statement Company xxx is not on file The company you entered is not set up Content and layout have no company specific entries for consolidation A company must be specified before printing No ID was specified in the content or layout that is being used The companies you are printing the consolidated statement for are not the ones assigned to the statement content layout Enter the company IDs set up in the content layout or leave the Company ID field blank A 4 General Ledger User s Manual System Messages Content ID xxxx is not on file The statement content ID is not on file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Enter for print time substitutions If you want to identify the company when you print the statement enter a question mark If you want to assign specific companies up to ten enter each company ID General Ledger
191. r example 00 If you clear the box or enter N in text mode dollar signs will not print even if the statement layout calls for them unless the format is 00 If you specified a CL or CR function enter the number of characters to shift the numeric columns Columns will not be shifted unless the statement layout permits it and if there is a blank column in which to print the shifted characters Enter the number of lines you want to leave blank after this line prints Press Enter if you do not want to leave any lines blank or enter 99 if you want to start a new page after this line To print a header longer than 30 characters enter the parts of the header in consecutive lines and enter 1 in this field Then in the Desc Tab field above enter the number of spaces to shift the later parts When you save your entries the cursor returns to the Statement Contents screen Enter another statement content ID or exit to the Statement Maintenance menu After you add a statement content produce the Statement Contents List to make sure that everything is correct Then use the Statements function to test the content with a corresponding layout to make sure that it works properly General Ledger User s Manual 8 33 Statement Contents Statement Maintenance Assign Account Mask to Statement Contents If you change your company s account mask you must reassign the account mask to the statement contents the company us
192. r text or graphical mode to continue In graphical mode you can also click OK to proceed 1 4 General Ledger User s Manual The General Ledger System Use the General Ledger system to consolidate information about your business You can use it alone but it works best when interfaced with other applications You can set up accounts and produce statements that include debit and credit information from the interfaced applications Application Interaction General Ledger can be used as a standalone application but you get optimal use from it when you interface it with other applications Purchase Order SEMEN Accounts E Payable E Accounts Receivable Bank r Reconciliation Bill of Materials Kitting Job Cost en Sales Order Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way Assets General Ledger User s Manual 1 5 Introduction The General Ledger System Menu Structure The General Ledger menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use Journal Transactions After you establish the valid codes and IDs through the File Maintenance functions use the Journal Transactions functions to do daily work entering transacti
193. red in earning the revenue the cost of goods sold wages rent and so on A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table A menu item that leads to a full screen Most functions have a corresponding program See also table A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it An intangible asset representing the potential earning power of a business in excess of the current market value of its net assets The excess of revenues over expenses in an accounting period A standard financial statement that shows revenues expenses gains and losses for an accounting period An account that holds the net income temporarily in closing the books before distributing it to various equity accounts The process of adding an application to an existing system See also conversion General Ledger User s Manual G 3 interface inventory journal journal entries leverage ratios liabilities liquidity ratios memo account menu post profitability ratios G 4 To
194. rnal entry number for the new year s entries to 1 select the box or enter Y in text mode if not clear the box or enter Nin text mode If you elect not to reset the entry number the new year s transactions will begin with the number following the last transaction number from the previous year Inquiry 3 Enter the retained earnings account to which you want to clear income statement account balances The range of account types that represent income statement accounts are cleared to the retained earnings account you specify here 4 If you want to copy next year budget to current year budget select the box or enter Y in text mode if not clear the box or enter N in text mode 5 If you want to zero next year budget balances select the box or enter Y in text mode if not clear the box or enter N in text mode 6 Select the output device to print the Clearing Log See Reports on page 1 33 for more information on output devices This log shows all changes made to the income statement account balances Check the log to make sure that everything is correct After Creating Last Year Data After you have created the last year files for a company you can begin processing the new year s data while you finish processing the old year s data To access prior year files for acompany use the Setup F9 command at any General Ledger menu and select the year you want to access For last year data you can use any Gener
195. rs skip numbers between accounts to leave room for future accounts For example you might assign asset account numbers in the following series 1000 1010 1020 1030 Memo Accounts Memo accounts track miscellaneous figures that may be useful in preparing financial statements For example you might set up a memo account to track the number of shares of stock outstanding Copying the Chart of Accounts If you use the same account numbering structure for several companies you can save time by building one company s chart of accounts and then copying it to each of the other companies You can copy budget last year balances forecast amounts and the account mask from one company to another and you can copy from one division or department to another within the same company 7 16 General Ledger User s Manual File Maintenance GL Accounts GL Accounts Screen Select GL Accounts from the File Maintenance menu This screen appears GL Accounts a Commands Edit Modes Other Help xa ue um e oo e Account hooo 4 Type 020 20 8 Accounts Receivable Description ACCOUNTS RECEIVABLE DB CR or Memo Debit v Clear To Account 3 Step o Alternate Budget Forecast v 0 Consol To Account a Step Entry Method Activity vj Period Actual CY Budget Last Year Forecast Begin 12155 50 12155 50 18067 75 12155 50 4078 90 10111 75 2088 80 4078 90 2250 75 8550 50 8005 50 225
196. rst screen of transactions for period you specified appears Use the cursor keys to scroll through the transactions If the transactions extend beyond one screen press G to move to a specific transaction 4 24 General Ledger User s Manual Journal Transactions GL and Transaction Inquiry The following information appears e theaccount s beginning balance for the specified period date source code description and reference of the transaction e dollar amount of the transaction debits are displayed as positive amounts and credits are displayed as negative amounts e allocation status of the transaction e post status e cash flow status e account s ending balance for the specified period For more information about the fields See Transactions on page 4 3 When you are finished looking at the transactions for an account press D to return to the GL Account Inquiry screen When you are finished looking at the GL Account Inquiry screen use the Exit F7 command to return to the Journal Transactions menu General Ledger User s Manual 4 25 Edit Transactions Use the Edit Transactions function to change transactions that have not been posted to the GLMAxxx Master file You can change any field except the source code Because you cannot edit entries that have been posted only unposted entries appear Editing vs Reversing Transactions To fix an incorrect transaction that has nor been posted to the GLMAxxx file u
197. s Edit Modes Other Help xelselma elee From Statement Layout ID To Statement Layout ID Company H 08 19 2005 Terminal T000 OVR Inquiry 1 Enter the ID of the statement layout you want to copy General Ledger User s Manual 8 19 Statement Layout Statement Maintenance Inquiry 2 Enter an ID for the new copy of the layout The system recognizes the difference between uppercase and lowercase so if you use all uppercase or a mixture of uppercase and lowercase letters keep track of which case you used If you enter the ID of a layout that already exists a warning appears If you override the warning by pressing Enter and then PgDn the existing layout is replaced by the new copy Do not enter the ID of a layout you want to keep If the ID you enter is the same as the ID of the layout you are copying an error message appears 3 Use the Proceed OK command to copy the statement layout The message Copy complete Press any key to continue appears after the layout is copied Press any key to return to the From Statement Layout ID field 4 Enter the next statement layout you want to copy or exit to the Statement Layout menu 8 20 General Ledger User s Manual Statement Maintenance Statement Layout Delete Statement Layout Screen Use the Delete Statement Layout screen to delete statements you no longer need Do not delete layouts you might modify later When you select Delete Statement Layout from the Sta
198. s Manual Setup Setup Functions Initial Balances You must enter actual balances for each past period in the current fiscal year To produce an audit trail of all the entries in the current fiscal year enter the individual transactions in the GL Journal and post them to the appropriate general ledger periods To produce a less detailed audit trail enter one transaction for each account with activity in each period except the current one representing the total period activity Then post the entries to the appropriate general ledger periods For the current period enter individual transactions and post them to the current general ledger period If an audit trail is not required enter the beginning balances and the net change in each period for each account when setting up a company s chart of accounts When you print the GL Activity Report after entering the balances the message Missing Entries is printed for each account that has a period balance different from the beginning balance You can ignore the message See Chart of Accounts above and on page 7 15 for information about entering account balances in this manner Entering Initial Balances Follow the steps below when entering initial balances to produce an audit trail of the current year s past period activity l Use the Transactions function page 4 3 to enter all the transactions or the total period activity for each account for period 1 Copy recurri
199. s also assigned to the range If an account s balance type is changed when you use this function the activity amount for that account is multiplied by 1 For example if you assign an account type with a debit code to a range of account numbers that includes an account with a credit balance the activity amount for that account is multiplied by 1 to produce a debit activity amount Instead of including the account in the range when you use the Assign Account Types function use the GL Accounts function see on page 7 15 to edit the account When you are editing the account type in the GL Accounts function you can override the default code for the balance type After you use the Proceed OK command to assign account types the File Maintenance menu appears General Ledger User s Manual Change Fields Use the Change Fields function on the File Maintenance menu to change any code used from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log is on page 7 51 When you select Change Fields from the File Maintenance menu the Change Fields screen appears 4 Change Fields Commands Edit Modes Other Scroll Commands Help TIERE TE eT Field ID 4 Original Value New Value File Description 200100 200001 Tax Location Header File Tax Location Header File Distribution Codes
200. s for a group of statements in a single record that can be executed through the Statements function For example if you print a balance sheet and an income statement for companies A B and C every month instead of entering the printing parameters for each statement you can set up the parameters for each statement in a batch statements record Then when you use the Statements function simply enter the batch ID of the group of statements you want to print the printing parameters appear automatically Default Values The values you enter for each parameter are used when you print statements If you leave a field blank you can assign the parameter when you print statements General Ledger User s Manual 8 37 Batch Statements Statement Maintenance Batch Statements Selection Screen Select Batch Statements from the Statement Maintenance menu The Batch Statements selection screen appears 4 2005 Batch Statements E m Commands Edit Modes Other Help eo Select Maintain Batch Statements Copy Batch Statements Delete Batch Statements Pretest Batch Statements Company H 08 19 2005 Terminal T000 OVR Select the function you want to perform You can maintain or create batch statements records copy a batch statements record to another record delete batch statements records or pretest batch statements records Each of these functions is explained in this section 8 38 General Ledger User s Manual
201. s function page 7 13 to make changes individually or in groups If you are converting from version 4 1 through 4 6 the account mask is already assigned If you want to change the mask as you convert files the new mask must be defined in the older version before converting You can change the mask after conversion but don t change it until all application conversions are complete If you do not change account masks before you convert your other application masks will not match 2 6 General Ledger User s Manual Installation and Conversion Conversion Converting to Version 7 0 Select Data File Conversion from the Company Setup menu in Resource Manager The Data File Conversion screen appears Data File Conversion E im x Commands Edit Modes Other Help Se Select directory on which to create files Enter directory that contains the files to be converted Do you want source files erased after conversion O Do you want conversion to pause if a problem is found v Appl GL AP AR IN FA D OSAS GOSidata E Description Wersion Appl Description Wersion General Ledger 6 05 Accounts Payable 6 12 Accounts Receivable 6 12 Inventory 6 05 Fixed Assets 6 05 Company H 08 02 2005 Terminal T000 INS The system displays all valid OSAS data paths Select the destination directory where your new data files will reside Enter the path drive and directory that has the files you want to convert
202. s screen appears 4 2005 Recurring Entries jx Commands Fi Modes Other Scroll Commands Help EXCEL GL Account Description DEPRECIATION FURN amp FIX Credit Reference 4405 77 10000001 521000 4405 77 10000002 DEPRECIATION FURN amp FIX 154500 2621 07 10000003 DEPRECIATION AUTOS 521000 2621 07 10000004 DEPRECIATION AUTOS 181000 10000005 AMORTIZATION GOODWILL Company H 08 19 2005 Terminal T000 OVR Use the commands to work with the information on the screen e Press Enter to edit the selected recurring entry line See Adding or Editing a Line Item on page 7 33 for more information e Press A to add a recurring entry to the end of the list See Adding or Editing a Line Item on page 7 35 for more information e Press L to switch the allocation status of a line from selected or Y in text mode to cleared or N in text mode or vice versa Press O to change the default allocation setting for appended lines from selected or Y in text mode to cleared or n in text mode or vice versa e Press B to view the run code balances General Ledger User s Manual File Maintenance Recurring Entries Press G to move to a specific line This command is available only when there is more than one screen of entries The command bar does not appear for the
203. s such as a power surge or failure interrupt the post and result in the loss of data General Ledger User s Manual 4 31 Post to Master Journal Transactions Post to Master Screen Select Post to Master from the Journal Transactions menu This screen appears 2005 Post to Master Et aa Pick Period Source Code Are You Posting Allocated Transactions Do You Want To Print Totals For Each Period Do You Want To Print Detail Company H 08 19 2005 Terminal T000 OVR 1 Enter the range of periods to which you want to post transactions 2 Enter the range of source codes to which you want to post transactions 3 If you are posting allocated transactions select the box or enter Y in text mode if not clear the box or enter N in text mode If you elect to post allocations the post takes longer because the system checks every unposted transaction in the range of periods you selected to see whether it is allocated If you elect not to post allocations and there are allocated entries in the GLJRxxx file these entries are not allocated 4 32 General Ledger User s Manual Journal Transactions Post to Master 4 If you want to print the total debits and credits posted for each period you selected select the box or enter Y in text mode if not clear the box or enter N in text mode 5 If you want to print detail select the box or enter Y in text mode if not clear the box or enter N in te
204. s you an idea of the relative time it takes to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field 10 The Tag field denotes whether the file is affected by the copy process Tag the file to change fields in the file 11 Select a command e Press S to switch to the Values section of the screen Press Enter to toggle a file as included or excluded from the copy process e Press A to tag all of the files e Press N to untag all of the files e Press B to begin the change field process General Ledger User s Manual 7 49 Change Fields 7 50 12 13 File Maintenance e Press H to return to the header section to change the selection you made for printing the log e Press G to go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved When you have tagged the files you want to change press B to begin the change process When the changes are complete the log prints if you elected to produce it Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu General Ledger User s Manual Fil
205. sactions that appear Press Enter to edit the selected transaction line See Edit Line Screen on page 4 29 for more information e Press L to change the allocation flag of the selected transaction line e Press Gto go to a transaction line then enter the account number This command is available only if there is more than one screen of transactions 4 28 General Ledger User s Manual Journal Transactions Edit Transactions Edit Line Screen When you press Enter on the command bar the Edit Line screen appears If you edit a transaction that originated in another OSAS application a warning message appears to alert you that you are editing a transaction that is not a manual recurring or reversing transaction Use caution when editing transactions that originate in other applications as it can cause discrepancies between files It may be better to enter a reversing transaction in the originating application and post it to General Ledger than edit the transaction directly here Edit Line de xt Entry 000004 GL Account 203800 Debit Credit SS 00 549 45 Trans Desc SALES TAX Reference AR _ Trans Date 1203 2005 GL Period 12 Source Allocate Cash Flow Transaction You can change any field except Source Field Description GL Account The number of the account the transaction will be posted to appears The account name appears for verification Use the Maintenance F6 command to open the
206. se the Edit Transactions function To fix a transaction that has been posted to the GLMAxxx file reverse the transaction and reenter it correctly through the Transactions function page 4 3 When you edit transactions the GL Journal is the only audit trail of the changes You may prefer to enter reversing transactions rather than editing transactions so that your actions have a permanent record in the GLMAxxx file Printing the GL Journal Print the GL Journal before and after you edit transactions so that you have an audit trail of the transactions you changed You also need the GL Journal to find the entry numbers of the transactions you want to edit General Ledger User s Manual 4 27 Edit Transactions Journal Transactions Edit Transactions Screen Select Edit Transactions from the Journal Transactions menu This screen appears amp 2005 Edit Transactions Commands Edt Modes Other Scroll Commands Help aa K ferin GL Account Credit Reference Description Date 11838 80 AR 12 03 2005 501000 6934 94 AR 12 COST OF SALES 12 03 2005 100000 12388 25 AR 12 CASH SALES 12 03 2005 AR 203800 549 45 AR 12 SALES TAX 12 03 2005 AR 104400 6934 94 AR 12 INVENTORY 12 03 2005 AR 104200 25039 40 AP 12 AJP LINE ITEMS 12 03 2005 AP aaa S ST ST S ST ST S STIS Entry 000001 Balance Use the commands to edit the tran
207. se tasks is explained in this section 8 6 General Ledger User s Manual Statement Maintenance Statement Layout Maintain Statement Layout Screens Use the Maintain Statement Layout screens to add or change statement layouts Screen One When you select Maintain Statement Layout from the Statement Layout menu the first screen appears 2005 Maintain Statement Layout Commands Edit Modes Other Help xt amp e mm e eo Statement Layout ID Statement Title No 1 Statement Title No 2 Statement Title No 3 Statement Title No 4 Allow Column Shift Print Page No No of Blank Line s Statement Footer No 1 Statement Footer No 2 Statement Footer No 3 Statement Footer No 4 Footer Starting Line No CONA BALANCE SHEET WITH BUDGET COMPARISON AS Or PED O E UNAUDITED Field Inquiry Statement Layout ID Company H 08 19 2005 Terminal TODO OVR Description Enter the ID of the statement layout Because you can specify ranges of layouts to print or copy it is helpful to group similar layouts together for example the sample balance sheets are BALA through BALG Statement Title No 1 The statement titles print at the top center of each 4 General Ledger User s Manual report page The titles are automatically centered when the report prints 8 7 Statement Layout Statement Maintenance 8 8 Field Allow Column Shift Print Page No No Of Blank Line s
208. sh Flow Statement The specifications include account types balances what each statement line does and so forth File Interaction The General Ledger system tracks accounts you can use throughout the OSAS product line When you enter and post transactions in this application or interfaced applications account information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance General Ledger User s Manual 1 9 Introduction The General Ledger System Journal Transactions You can enter transactions in one of these ways e Youcan enter transactions through an application that General Ledger interfaces with When you post the information is copied from the appropriate file in the interfaced application to the GLJRxxx file Which information gets copied depends on the interfaced application see its user s manual for more information e You can enter transactions through the Transactions function Reserve this function for transactions not handled by an interfaced application For example if you use Accounts Receivable to track sales be wary when you enter journal transactions that pertain to revenue collected that information may have been entered in Accounts Receivable e You can copy recurring entries to a journal transaction Use the Recurring Entries function to define the run codes that identify recurring entries
209. stem forces all account numbers to fit the mask by filling in zeros or letters if you leave spaces Main account numbers should indicate significant groups assets liabilities equity revenues and expenses For example main account numbers 1000 to 1999 could be assets 2000 to 2999 could be liabilities and so on Use the same ranges of main account numbers for the same account categories for all companies It simplifies setting up the system and you will be able to use the same sets of statement layouts and contents for all companies when you print financial statements When assigning account numbers skip numbers between accounts to leave room for future accounts For example you might assign asset account numbers in the following series 1000 1010 1020 1030 Memo Accounts Memo accounts track miscellaneous figures that may be useful in preparing financial statements For example you might set up a memo account to track the number of shares of stock outstanding For more information about memo accounts see GL Accounts on page 7 15 Account Balances The beginning account balance is the balance at the start of the current fiscal year or quarter Each of the 13 period balances is the net change in that balance caused by the transactions posted to that period 3 12 General Ledger User s Manual Setup Setup Functions The balances you enter should be current at the beginning of an accounting period If you start in the
210. styles press Shift F5 If you use Visual PRO 5 the graphical main menu is the only graphical menu available Graphical The graphical main menu is shown below Main Menu 4 T000 OPEN SYSTEMS Accounting Software E File Modes Tools Favorites Other Help Raw mas GNI H Builders Supply v e OPEN SYSTEMS Accounting Software Main Menu General Ledger 2005 Bills of Materials Kitting Journal Transactions Transactions Bank Reconciliation Reports Copy Recurring Entries Payroll with Direct Deposit Productivity Reports GL Journal Fixed Assets Periodic Processing GL Activity Report General Ledger File Maintenance GL and Transaction Inquiry Inventory Statement Maintenance Edit Transactions Job Cost Master File Lists Post to Master Purchase Order Sales Order Resource Manager Company H Terminal T000 08 02 2005 8 50 AM You can move around the graphical menu in these ways e Click an application to view that application s menu Click a menu item to view its functions Double click a function name to enter that function e To exit from the graphical menu click a different application or menu name or press Tab to return to the main menu To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu 1 20 General Ledger User s Manual Navigating OSAS Introduction MDI Main The MDI menu centralizes all OSAS functionality in one location applications
211. sure your system meets these minimum requirements before you install General Ledger The General Ledger system needs a minimum of eight megabytes 8 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing General Ledger Use the Install Applications function in Resource Manager see your Resource Manager installation guide to install General Ledger Then install your other applications Setting up General Ledger Once you have installed General Ledger on your system you must prepare your data files for everyday use You can prepare files for use with General Ledger in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see the Conversion section later in this chapter If you plan to use other OSAS applications with General Ledger you must install and set up General Ledger before you set up the other applications Gen
212. system commands 3 23 using Resource Manager 3 22 3 23 when to 3 22 year end 6 3 balance sheet accounts numbers changed during conversion 2 6 balances 3 12 B 4 actual 3 13 GL Journal 4 17 setup 3 13 Batch Error List 8 44 Batch Statements 3 18 default values 8 37 file 1 8 function 5 9 Pretest Batch Statements screen 8 44 Batch Statements List function 9 19 sample 9 19 beginning balances in Statement Contents 8 28 updating 6 10 6 16 Browse 1 26 budget balance setup 3 13 C calculations in Statement Layout 8 13 capital accounts clearing and closing to 6 10 Cash Flow Contents General Ledger User s Manual Index file 1 9 function 8 47 Cash Flow Contents List function 9 21 sample 9 21 Cash Flow Statement 1 11 after conversion 2 6 function 1 11 5 19 Change Fields sample log 7 51 screen 7 47 chart of accounts 7 16 copying 3 11 7 16 setup 3 5 3 11 7 15 Chart of Accounts List accounts out of order 9 9 printing before clearing and closing last year 6 9 before creating last year data 6 6 sample 9 10 class 3 11 Clear and Close Last Year backing up files before using 3 22 before updating current year 6 15 checklist 6 9 function 1 12 6 7 6 9 B 5 B 6 protecting with access codes 3 21 unposted transactions 6 13 clearing and closing accounts at year end 6 4 Clearing Log sample 6 8 closing in steps 6 11 the books 6 3 CNVTxxx table 5 11 5 20 6 17 7 39 8
213. system enters a matching credit for the actual balance of each expense account Then it enters an offsetting debit to the capital account The net balance posted to the capital account is the difference between the total revenues and the total expenses that is the profit if it is a credit balance or the loss if it is a debit balance for that year The Clear and Close Last Year function has no effect on budget and last year balances Updating Beginning Balances If you want only to update the beginning balances in the current year files without clearing and closing the files exit from this function Then use the Update Current Year function see page 6 15 Clearing and Closing to Capital Accounts Before you use this function for the first time you must use the GL Accounts function page 7 15 to identify the capital account s to which to clear and close the revenue and expense accounts Thereafter you can use the Clear and Close Last Year function to clear and close the accounts automatically General Ledger User s Manual Periodic Processing Clear and Close Last Year Each account in the GLMAxxx file has a Clear To Account field where you can specify the account to close it to In the Step field you can enter the step in which the account is closed see Closing in Steps below Before you close the books for the first time follow these steps 1 Determine which accounts will be closed to the capital account s in
214. t Type 020 Ending Acct Type 1025 Description Changes in receivables The Append Cash Flow Contents screen appears when you add a new line to a cash flow contents record The Edit Cash Flow Contents screen appears when you edit an existing line Other than the title these two screens are identical Field Description Seq No The sequence number appears Sec Select the section for the current line Press A for adjustment to operations for investing activities F for financial activities or C for cash Beginning Acct Type Enter the account type you want for the beginning of the statement range General Ledger User s Manual Statement Maintenance Cash Flow Contents Field Description Inquiry Ending Acct Type Enter the account type you want for the end of the statement range Description Enter a description for the statement Use the Proceed OK command to save your changes and return to the Cash Flow Contents screen Next add or edit another line return to the header and use the Abandon F5 command to enter a new cash flow contents ID to work with or use the Exit F7 command to return to the Statement Maintenance menu General Ledger User s Manual 8 49 Financial Statement Verification Use the Financial Statement Verification function to check your statement contents for errors The function examines the statement contents for duplicated and missing accounts In addition the function checks the Reverse S
215. t balances for the selected range of periods regardless of the dates you enter The current year appears Press Enter to accept the current year or enter a different year to print Then enter a different year for comparison purposes or leave the year blank to use the current year only You can enter 20 company IDs After you have entered the ID of the last company press Enter If your account mask does not include one or more of these segments the appropriate fields are skipped Enter the range of account segments you want in the statement To include all the account segments leave the From and Thru fields blank If you want each account listed with the account description select the box or enter Y in text mode If you want all accounts in each account type totalled with the cash flow content description clear the box or enter N in text mode General Ledger User s Manual Reports Cash Flow Statement Field Print Workstation Date and Time Change Footers Statement Titles 1 4 Description If you want the statement to include the workstation date and time select the box or enter Y in text mode if not clear the box or enter N in text mode If you do not want to change the footer information clear the box or enter N in text mode If you want to change the footers check the box or enter Y in text mode The Statement Footers window appears The changes you make in the Statement Footers windo
216. t content Sample List 08 19 2005 10 33 AM Statement Contents ID BAL1 Account Mask MMMM11 Sequence Number Fnc Co 000044 000045 000046 000047 000048 000049 000050 000051 000052 000053 General Ledger User s Manual Beginning Acct Type 3000 400077 309977 999772 Account Detail Account Summary Beg Balance Detail Beg Balance Summary End Balance Detail End Balance Summary Ending Acct Type Builders Supply Statement Contents List Description From GL NET PROFIT Columns Right 15 TOTAL STOCKHOLDERS EQUITY Columns Left 15 Columns Right 30 TOTAL LIABILITIES amp EQUITY to Functions No 1 No 2 No 3 4 5 o Actions on Totals Tab 123456789 Total No Total No Total No Total No Print DB CR Row Only Sim Shift Columns Right Shift Columns Left Single Underscore Double Underscore Print Heading Center Heading Reverse Extra Lines 9 17 Batch Statements List When you need to see the contents of a batch statements record print the Batch Statements List Sample List 08 19 2005 Builders Supply 10 33 AM Batch Statements List Batch Statement ID BATCHl Monthly Financials Batch Statement Begin End Segnent Statement Title Lines Layout Content 5 Det Sort E Statement Footer Lines BALA BALL BALANCE SHEET WITH BUDGET COMPARISON Company ID Print Time Date Time AS OF PEDW INCA INCL NO Div CONA Dep E Sub INCOME
217. t content to accumulate the net income and dividends paid with the retained earnings in one of the Total fields say Total 7 Then you can use the T7 function to print the latest retained earnings on a separate line The effect will be to add the income to the capital and subtract the dividends since dividends paid is a debit account Why didn t the income statements clear when I ran the Clear and Close Last Year function You have to use the GL Accounts function page 7 15 to enter the clearing account and step for every revenue and expense account before you run the Clear and Close Last Year function General Ledger User s Manual B 5 Common Questions Why were the transaction entry numbers not reset when I closed the books When you used the Create Last Year Data function you did not elect to reset the current year journal entry numbers to one Can update the current year account balances with last year s adjusting entries without clearing and closing You can update the current year account balances only by using the Update Current Year function see page 6 15 Accounts How do I close a single account to another one Can I use the Clear and Close Last Year function Use the Clear and Close Last Year function only when you are ready to close the books at the end of the year To close a single account to another account enter a transaction that offsets the balance and enter the offsetting transaction to the account t
218. t have graphical capabilities the text mode is the only mode available You can use either text or graphical function screens indepently of the main menu For example you can use text function screens while using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens When available press Shift F5 to switch between graphical and text menu modes or press Shift F6 to switch between modes on function screens You can also use the Resource Manager Defaults function to select the default mode to use for the main menu and function screens In text mode use the Page Up Page Down arrow and Enter keys to move between menus select and enter functions and move around function screens When a list of commands appears at the bottom of a function screen press the highlighted letter to use acommand These methods also work in graphical mode or you can use the mouse to click on fields and command buttons Graphical Mode If you re familiar with other graphical software programs you ll find it easy to navigate around the OSAS graphical mode which uses buttons toolbars text entry boxes and menus to help you move through your tasks General Ledger User s Manual 1 19 Introduction Navigating OSAS Main Menu If you use BBj in graphical mode the main menu is available in two flavors graphical and MDI To switch between the two
219. t of accounts as a reference and see the appropriate user s manual for your other OSAS applications to learn how to interface them with General Ledger Accounts Out of Order If the accounts are not listed in the expected order refer to the explanation of how the system sorts on page 3 3 You might not have set up the account numbers correctly the account mask might be wrong or you might have entered your sort selection incorrectly General Ledger User s Manual 9 9 Chart of Accounts List Master File Lists Sample List 9 10 08 19 2005 10 31 AM Company H GL Account 100000 100100 100500 101000 102000 104000 104200 104400 105000 106000 151000 152000 152500 153000 153500 154000 154500 180000 181000 Builders Supply CHART OF ACCOUNTS AUGUST 19 2005 Description CASH IN BANK lst NATIONAL CASH IN BANK Znd NATIONAL PETTY CASH ACCOUNTS RECEIVABLE ALLOWANCE FOR BAD DEBT INVENTORY RAW MATERIALS INVENTORY WORK IN PROCESS INVENTORY FINISHED GOODS PREPAID EXPENSES MARKETABLE SECURITIES LAND MACHINERY s EQUIPMENT ACCUM DEPR MACHINERY amp EQUIP OFFICE MACHINES ACCUM DEPR OFFICE MACHINES AUTOMOBILES ACCUM DEPR AUTOMOBILES GOODWILL ACCUM AMORTIZATION 13 ACCOUNTS LISTED End of Report CR DB DEBIT DEBIT DEBIT CREDIT DEBIT DEBIT DEBIT DEBIT DEBIT DEBIT DEBIT CREDIT DEBIT CREDIT DEBIT CREDIT DEBIT CREDIT Type Clear Acct Step Consol Acct S
220. tal When calculations are made the result is stored in the first total mentioned in the formula and that is the total you should print to get the result For example if the formula is T8B T9B you should use the T8 function to print the results If you use T9 you will get only the number stored in that total If this is not the problem make sure that the formula is correct And remember that you must use the AS function to calculate total revenues sales and so on for percentages on a line before the first one that contains account balances see sample statement content INCI Why do all the credit balances in my Balance Sheet show up negative even for credit accounts In OPEN SYSTEMS Accounting Software debit balances are always positive and credit balances are always negative and credit balances are printed with minus signs If you want credit balances to be printed without the minus signs set the Reverse Sign to Print flag in the statement content for those accounts In the Income Statements with variance the deviation is the actual balance minus the budget or last year balance which means that favorable deviations for revenues are positive while favorable deviations for expenses are negative Likewise percentages above 100 are favorable for revenues and unfavorable for expenses Why does one of my statement content IDs not appear in the inquiry window even though I know it exists B 4 When you modified the state
221. tement Layout selection screen this screen appears 2005 Delete Statement Layout O Commands Edit Modes Other Help es Delete Statement Layout ID Company H 08 19 2005 Terminal T000 OVR Inquiry 1 Enter the ID of the statement layout you want to delete 2 Select Yes or use the Delete F3 command to confirm that you want to delete the statement layout The message Press any key to continue appears after the layout is deleted Press any key to return to the Delete Statement Layout ID field 3 Enter the next statement layout ID you want to delete or exit to the Statement Layout menu General Ledger User s Manual 8 21 Statement Contents Use the Statement Contents function in conjunction with the Statement Layout function to create financial statements and reports Several income statements and balance sheets are provided with General Ledger customize them to suit your needs or design your own Financial Statements A financial statement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents This flexibility allows for a great range of fi
222. tep General Ledger User s Manual Allocations List After you finish setting up the allocation records produce the Allocations List to make sure that everything is correct and to use as a reference when you enter journal transactions Print a new list each time you add or change allocation records You cannot access this function if you did not elect to use allocations in the Resource Manager Options and Interfaces function Sample List 08 19 2005 Builders Supply Page 10 32 AM Allocations List Alloc Acct Account Description Allocation Description 510000 SALARIES EXPENSE Salary Allocation GL Account Percent GL Account Percent GL Account Percent 510001 75 00 510002 10 00 510003 15 00 1 2 3 4 5 6 te 8 General Ledger User s Manual 9 11 Recurring Entries List After you finish setting up the recurring entries list them to make sure that everything is correct and to use as areference when you copy recurring entries to the GLJRxxx Journal file Print a new list each time you add or change recurring entries Notes on the Recurring Entries List The source code for each entry is RE This code is automatically assigned to all recurring entries Each entry has a unique reference number All entries have the same run code which means that the company has only one group of recurring entries Sample List 08 19 2005 10 33 AM Reference 10000001 10000002 10000003 10000004
223. ter the forced balance password to exit from the function Use the forced balance password only as a temporary emergency measure Find out the source of the problem and correct it as soon as possible Do not post to the GLMAxxx Master file until the Journal is in balance General Ledger User s Manual 7 39 Tables Tables Screen 7 40 File Maintenance Select Tables from the File Maintenance menu When the blank Tables screen appears enter PASS in the Table ID field to list the contents of the table GLTB EIER Commands Edit Modes Other Help Table ID Number of Cols 2 FUNCTION PASSWORD FORCED BAL OVERRIDE Field Function Password aa an Description Column Length 12 Type a v Company H 08 19 2005 Terminal TODO OYR Description FORCED BAL appears in the first column to describe the function of the password Do not change this field Press Enter to proceed to the next column The default forced balance password that is established when you install your software is OVERRIDE It is the same for all companies If you like change it for additional protection You can have only one forced balance password on your system Use the Proceed OK command to save the PASS table Then enter the next table ID or use the Exit F7 command to return to the File Maintenance menu General Ledger User s Manual File Maintenance Tables Further Protection After you have s
224. th of the subaccount segment or the department segment Invalid entry The Subaccount overlaps the Division The starting position and length of the subaccount segment makes it overlap the division segment you defined Change the starting position or length of the subaccount segment or the division segment Invalid entry The Subaccount overlaps the Main Account number The starting position and length of the subaccount segment makes it overlap the main account number segment you defined Change the starting position or length of the subaccount segment or the main account number segment Invalid Period Conversion table The CNVTxxx table is not built properly Use the Period Setup function in Resource Manager to make adjustments Layout ID xxxxxx is not on file The statement layout ID is not on file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Leave blank for print time substitution Leave this field blank if you want the system to insert the information entered at print time Maximum number of lines has been reached You cannot insert You cannot insert a line item because the transaction already has 998 line items A 6 General Ledger User s Manual System Messages Missing period conversion table You must set up the CNVTxxx table before you can print statements See the Resource Manager s User s Manual Must use each of these characters only once 1
225. the journal in an out of balance situation you can enter the forced balance password General Ledger User s Manual 4 9 Transactions Journal Transactions Incorrect Entries If you save an incorrect transaction use the Edit Transactions function page 4 27 to correct the problem or enter a reversing transaction and then enter the transaction correctly Each time you enter journal transactions for a company print the GL Journal page 4 15 for that period so that you have an audit trail of the transactions If there are no next year files reversing entries are made in period 99 If reversing entries are out of balance the forced balance password is required even if transactions are in overall balance The system defaults to R1 if R1 is out of balance and a warning appears when you enter or leave transactions Unwritten Transactions Report 08 19 2005 10 55 AM Company H Entry Period GL Account 08 19 2005 201000 08 19 2005 101000 08 19 2005 100500 08 19 2005 100100 End of Report 4 10 Builders Supply Unwritten Transactions Report Description Gas amp Oil Expense Gas amp Oil Expense Conference Materials Materials m m Ml ENDING BALANCE PERIOD 08 BALANCE Cflow Ref Credit Alloc GAS OIL GAS OIL TRAVEL TRAVEL General Ledger User s Manual Copy Recurring Entries Journal entries made regularly every week every month are called recurring entries Use the Recurring Entr
226. to Appendix A in the Resource Manager guide for full details about the menus available in OSAS Other The Other Commands or F4 menu gives you access to additional utilities and Commands commands not directly related to the function you re currently using In text mode press F4 twice on the menu or once on function screens to access this menu See page 1 23 for more information on this menu Information The Information or Shift F2 menu gives you access to additional information Menu about a customer vendor item job bill of material or employee In text mode this menu is available when the Info flag appears at the bottom of a function screen The commands on the menu are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors See page 1 24 for more information Favorites The Favorites menu allows you add the OSAS menus or functions you use most Menu frequently to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions To add a function to the Favorites menu select the function you want to add from the main menu and press F10 To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again See page 1 24 for more
227. to copy e Actual balances e Current year budget e Last year balances e Forecast balances e Next year budget Select the destination of account balances you want to copy e Current year budget e Forecast balances e Next year budget Enter the percentage by which to increase the balances Use the Proceed OK command to begin copying balances When the balances are copied the File Maintenance menu appears General Ledger User s Manual Assign Account Types Use the Assign Account Types function to assign an account type to arange of account numbers Assign Account Types Screen Select Assign Account Types from the File Maintenance menu The Assign Account Types screen appears 4 2005 Assign Account Types a O Commands Edit Modes Other Help aa Pick GLAccount From 100000 Thru 100500 Account Type 050 Note This function may also change the Debit Credit flag for the accounts you specify in addition to the account type Print the chart of accounts before and after using this function to assure changes you made are correct Company H 08 19 2005 Terminal T000 OVR 1 Enter the range of accounts to which you want to assign account types 2 Enter the account type you want assigned to this range General Ledger User s Manual 7 45 Assign Account Types File Maintenance 7 46 When you assign an account type to a range of account numbers the code for the default balance type i
228. to set up and maintain information in the system For example use the GL Accounts function to establish and update information about accounts throughout the system Master File Lists Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files account segments and types recurring entries allocations and so forth File Information Like all OSAS applications General Ledger stores information in files Each file falls into one of four categories master files attribute files temporary files and statement files OSAS does not distinguish between categories of files The files are described in terms of categories to give you a better idea of how each fits in Master Files The master files hold information about general ledger accounts The GLMAxxx Master file holds the general ledger accounts and their balances To update the balances use the Post to Master function Each record holds the following information which you can enter through functions on the File Maintenance menu or by updating information from interfaced applications e account number and description e the account code debit credit or memo e beginning balances and balances for each period for five types of balances actual budgets last year actual next year budget and forecast General Ledger User s Manual 1 7 Introduction The General Ledger System
229. transaction Incorrect entries can result in an erroneous Cash Flow Statement Use the Proceed OK command to save the entry After you save the entry the transaction appears in the scroll region on the Transactions screen and the cursor returns to the GL Account field in the Append Line screen If the balance of the entries is a debit the offsetting credit amount appears in the Credit field of the next transaction if the remaining balance is a credit the offsetting debit amount appears in the Debit field and the source code and period from the previous transaction appear Continue entering transactions until the balance at the bottom of the screen is zero If the offsetting amount should be split between two or more accounts enter the necessary additional transactions to bring the balance to zero see Double Entry Bookkeeping below Transactions are not immediately written to the GLJRxxx Journal file They are held in a transaction work GtttxxxW file which is specific to the workstation where the transaction was entered To write the transactions to the GLJRxxx file use the Write command When you are finished entering transactions use the Exit F7 command to return to the Transactions screen Double Entry Bookkeeping Double entry bookkeeping requires an offsetting credit for each debit and vice versa You must continue entering transactions until the balance of the entries is Zero If you are writing transactions to
230. ual Description Select the most recent period to put in the column current period previous period previous quarter current activity relative to the period year to date relative to the printed period selected at print time year end balances If you entered 1 2 or 3 in the As Of When field select one of these values use the balance for the selected period only use the quarter to date balance use the year to date balance The year to date balance is the sum of the changes in the balances in every period through the one specified in the As Of When field plus the beginning balance If you entered a relative balance in the As Of When field select one of these values use the balance for the selected period only use the quarter to date balance use the year to date balance Enter the year for the data you want printed in this column If you leave this field blank the system uses the current year 8 11 Statement Layout Statement Maintenance 8 12 Field Company Description If you entered 3 4 5 8 or 9 in the What Is In The Column field you can specify the company whose account balances will appear in the column This feature enables you to show different companies or divisions departments or subaccounts accountsin a side by side format You can also combine accounts from more than one company on the statement If the layout you are defining will not show
231. ual account balances in the last year GLMAxxx Ynn file are copied to the Last Year column in the current year GLMAxxx file e The beginning account balances in the current year GLMAxxx file are updated by the ending balances in the GLMAxxx Ynn file e Ifyou added an account to the last year GLMAxxx Ynn file it is added to the current year GLMAxxx and GLMKxxx Master Key files General Ledger User s Manual 6 15 Update Current Year Periodic Processing Updating Beginning Balances Only You can use this function to update only the beginning balances of the accounts in the current year files without actually clearing and closing For example closing the previous year takes you into the second month of the current year You are making adjusting entries daily You need to produce the financial reports for the first month of the current year You need the latest information so you use the Update Current Year function to update only the current year s beginning balances Update Current Year Screen 6 16 Select Update Current Year from the Periodic Processing menu The Update Current Year screen appears 2004 Update Current Year O O x Commands Edit Modes Other Help aa Have You Printed All Reports for Last Year and Backed Up Your Current Year Files Retained Earnings Account 304000 Company H 12 31 2004 Terminal T000 INS If you have not used the Setup F9 command to access last year files the message This
232. unt as you want it to appear in reports and on statements For a debit account enter D For a credit account enter C For a memo account enter M If the account will not be cleared at the end of the year make sure that this field is blank Then press Enter to skip it For a revenue or an expense account enter the number of the account you will clear the account to during year end closing see page 6 9 for more information If you did not enter an account to clear this one to press Enter to skip this field If you entered an account to clear the account to at the end of the year enter the step in which you want to close the account If the account will be consolidated with an account that is on a different computer see page 6 21 enter the account number with which this account will be consolidated If the account numbers are the same or if this account will not be consolidated with another make sure that this field is blank then press Enter If the account will be consolidated with an account that is on a different computer enter the step in which the consolidation will take place If you enter 0 the account will not be consolidated If you want to consolidate all accounts in one step enter 1 General Ledger User s Manual File Maintenance GL Accounts Field Description For more information about steps and consolidating accounts during periodic processing see page 6 21 Alternate Budget If you want to enter
233. unt balances Use this function only when you must make room in the GLJRxxx file because disk space is limited If you have enough disk space you can keep an entire year s journal entries on file You can also use this function to delete journal entries in a particular year After you erase journal records from the GLJRxxx file you can use the Resource Manager Change File Size function to reduce the size of the file see the Resource Manager User s Manual If you print the GL Activity Report after you delete journal entries the message Missing entries is printed for the periods for which you deleted entries If the end of the month is also the end of the year you can use the Create Last Year Data function instead of the Month End Maintenance function Creating last year data erases all the transactions in the GLJRxxx file Before You Begin Before using the Month End Maintenance function post the journal entries for the corresponding periods to the GLMAxxx Master file make sure that the ledger is in balance and back up your data files General Ledger User s Manual 6 19 Month End Maintenance Periodic Processing Month End Maintenance Screen Select Month End Maintenance from the Periodic Processing menu The Month End Maintenance screen appears 2004 Month End Maintenance m Commands Edit Modes Other Help aa Delete Journal Entries ef for Periods From 11 Thru 12 Remove Unposted Entries Remo
234. ur lines of 30 characters each Use the numbers above the fields to help center the text The system does not use different heading lines for previous year and current year files If you created previous year files and you frequently switch between the previous year and current year files check the heading lines to make sure that the displayed information is correct Before you go on make sure that no one else is using the GLJRxxx file 13 Select the output device See Reports on page 1 33 for more information on output devices After the GL Journal is produced the Journal Transactions menu appears gt 16 General Ledger User s Manual Journal Transactions GL Journal Balances and Offsetting Accounts If you elect to list a range of accounts the debit and credit balances might not balance because not all offsetting transactions will be listed You must list all accounts to verify that the transactions are in balance Posting From Other Applications If other OSAS applications interface with General Ledger check the posting totals report produced by the other applications against the GL Journal to make sure that every debit and credit gets posted General Ledger Journal 08 19 2005 Builders Supply Period Dl Thru 12 11 19 AM GENERAL LEDGER JOURNAL Company H 08 19 05 GL Account Description Srce Cflow Ref Post i Credit 08 18 2005 806000 Tax loc CA cls 03 08 18 2005 806000 Tax loc CA cls 03 08 18 2005 80600
235. ut of balance even if the overall totals are in balance you must enter a forced balance password If you use the forced balance password print the GL Journal to find out why the journal is out of balance Then correct the situation as soon as possible General Ledger User s Manual Setup Setup Functions Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the General Ledger system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned to the company you are using Because codes are company specific you must set up a code for each company users need to access You can use the same code for each company so that the user does not need to remember different codes For example set up the access code CHARM for companies A01 B01 and C01 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of the GLJRxxx file the GLMAxxx file and the information available through the statements you should limit access to the following functions e Account Mask e GL Accounts e
236. utton appears next to a field you can either click the button or press F2 to open the Inquiry screen and search for valid entries Maintenance The Maintenance command allows you to enter or edit master file records on the fly from within functions For example you can use the Maintenance command to add a new customer or item from within the Transactions function The Maintenance command is available when the Maintenance button appears on the toolbar Click the button or press F6 to open the File Maintenance function associated with that field and enter or edit a new master file record Address Mapping v M When you are working with a screen that contains an address you can use the Address Mapping command to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function General Ledger User s Manual Navigating OSAS Introduction Text Mode The OSAS text mode is available on all operating systems If you use OSAS on an operating
237. ve Cash Flow Exception Entries Company H 12 31 2004 Terminal T000 INS 1 Enter the range of periods for which you want to delete entries from the GLJRxxx file 2 Clearthe box or enter N in text mode to prevent the system from removing entries that have not posted because of invalid account numbers 3 If you want to save only the noncash flow transactions select the box or enter Y in text mode if not clear the box or enter N in text mode 4 Make sure that no one else is using the GLJRxxx or GLMAxxx files Then use the Proceed OK command to begin processing When processing finishes the Periodic Processing menu appears 6 20 General Ledger User s Manual Consolidate Master Files Use the Consolidate Master Files function to consolidate the account balances from one GLMAxxx Master file into another if you have General Ledger files with the same company ID on two computers You can also use this function to consolidate the accounts from several GLMAxxx files on the same computer into one file Printing Consolidated Financial Statements You do not have to use this function to print consolidated financial statements If you want to print consolidated financial statements for multiple companies use one of these methods e Use the Statements function page 5 9 to print statements for two or more companies e Set up the statement contents to print consolidated reports for the companies If you have Ge
238. ve any allocations set up Enter a different account number or use the Inquiry F2 command to look up and select the account from the list that appears A question mark is not allowed in the Account Number Because the Statement Contents function allows question marks as wildcard characters in account segments you cannot use question marks in your account numbers BASIC ERROR nn LINE nnnn PROGRAM xxxxxx A 2 A serious error has occurred Write down the information that appears and get help from a support technician General Ledger User s Manual System Messages Batch ID xxxxxx exists Do you want to overwrite it The batch ID to which you are copying a batch statement record already exists If you want to overwrite the existing record select Yes or enter Y in text mode If you do not want to overwrite it select No or enter N in text mode then enter a different batch ID Batch ID xxxxxx is not on file The batch ID is not on file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Cannot find xxxxxx files for this company No files for the year are specified for this company Use the Create Last Year Data function see page 6 5 to create last year files for the company or use the Setup F9 command to access available year files Cannot find last year Master file for Company xxx A last year GLMAxxx Master file does not exist for the company
239. w are not permanent and affect only the statements you are preparing Press Enter to use the titles that appear from the cash flow statement layout or enter a title for the statement Changes you make do not change the layout permanently If you entered more than one company ID you might want to use these fields to list the companies that are consolidated in the statement Select the output device to produce the statement See Reports on page 1 33 for more information on output devices After the Cash Flow Statement has been produced the Reports menu appears General Ledger User s Manual 5 21 Cash Flow Statement Reports Cash Flow Statement Cash Flow for Year 2005 Cash flows from operating activities Net income Adjustments to reconcile net income to net cash provided by operating activities Total adjustments Net cash provided by operations Cash flows from investing activities Net cash provided by investing activities Cash flows from financing activities Net cash provided by financing activities Net decrease in cash and cash equivalents Cash and cash equivalents at beginning of period Cash and cash equivalents at end of period 5 22 General Ledger User s Manual Periodic Processing Introduction 6 3 Create Last Year Data 6 5 Clear and Close Last Year 6 9 Update Current Year 6 15 Month End Maintenance 6 19 Consolidate Master Files 6 21 Remove Prior Year Files 6 27 General Ledger
240. written Transactions Report An example of the Unwritten Transactions Report is on page 4 10 Press G to go directly to a particular transaction This command is available only when there is more than one screen of entries Append Edit Line Screen The Append Edit Line Screen appears when you add or edit a transaction on the Transactions screen The only differences between the Append Line screen and the Edit Line screen are the title and the fact that data appears in the Edit Line screen Edit Line E m Commands Edit Modes Other Help 2 X te Entry 0001 GL Account 201000 Debit Credit ACCOUNTS PAYABLE AFFILIATES 00 157 98 Trans Desc Gas amp Oil Expense Reference GAS OIL Trans Date 08 19 2005 GLPeriod 08 Source m Allocate Cash Flow Transaction Field Description GL Account Enter the number of the account to which to post the transaction The GL account s description appears beneath the account number for verification Use the Maintenance F6 command to open the GL Accounts function to add or edit a GL account General Ledger User s Manual 4 7 Transactions Journal Transactions Field Debit Credit Trans Desc Reference Trans Date GL Period Source Allocate Cash Flow Transaction 4 8 Description For a debit transaction enter the dollar amount in the Debit field For a credit transaction skip the Debit field and enter the amount in the Credit field
241. xit to the File Maintenance menu General Ledger User s Manual 7 11 Account Types Account types are predefined codes used to group accounts together and to create financial reports such as the Cash Flow Statement Account types are stored in the GLAT file Each account type has an account class and code associated with it The class is the general category the type fits into long term asset current asset cash and so on Within each class are accounts such as cash on hand and accounts receivable Several account types are described as other To accommodate special needs they can be included when you set up the Cash Flow Statement Account Types Screen Select Account Types from the File Maintenance menu This screen appears Account Types Commands Edt Modes Other Scroll Commands Help aa Type Description Account Class Cash On Hand Current Assets Cash On Deposit Current Assets Accounts Receivable Current Assets Allowance for Bad Debts Current Assets Employee Receivables Current Assets Other Receivables Current Assets Notes Receivable Current Assets Raw Materials and Supplies Current Assets Work in Process Current Assets Finished Goods Inventory Current Assets Prepaid Expenses Current Assets Marketable Securities Current Assets Other Current Assets Other Current Assets Other Current Assets Land Fixed Assets Buildings Fixed Assets Machinery and Equipment Fixed Assets Enter Edit Goto Company H 08 19
242. xt mode 6 Select the output device to produce the GL Master Posting Log See Reports on page 1 33 for more information on output devices After the log is produced the Journal Transactions menu appears GL Master Posting Log The GL Master Posting Log shows the debits and credits that were posted for each period and the entries that were automatically allocated If the message Invalid GL account prints in the log the account for the transaction has been deleted Use the Edit Transactions function page 4 27 to assign a valid account to the journal entry Then post again to put the ledger back into balance General Ledger User s Manual 4 33 Post to Master Journal Transactions Post to Master Log 08 19 2005 11 44 AM Company H Entry Period End of Report 4 34 Post Date 08 18 2005 08 07 2005 08 18 2005 08 07 2005 08 18 2005 08 07 2005 08 18 2005 08 07 2005 08 18 2005 08 07 2005 08 18 2005 08 07 2005 08 18 2005 08 18 2005 03 18 2005 08 18 2005 08 15 2005 08 17 2005 08 15 2005 08 17 2005 Post to Master GL Posting Log Periods 07 Thru 08 GL Account Description Source Reference 806000 Tax loc 00 806000 AP Tax loc oo 806000 AP Tax loc 00 806000 AP Tax loc 00 806000 AP Tax loc oo 806000 AP Tax loc 00 806000 AP GOODS RCVD Exp Accrual 806000 AP INV RCVD Exp Accrual 999900 PA PAYROLL Credit Union 999900 PAYROLL Dues TOTAL POSTED THIS RUN TOTAL PO
243. xxx is not found The account mask is not on file for the company you entered Enter a different company ID or exit from the function and set up the mask for the company Then try again to set up the statement content Account Mask is not defined for this company The account mask is not set up for the company that is shown in the message Exit from the function and set up the mask for the company Then try printing the statement s again General Ledger User s Manual A 1 System Messages Account Number is not on file The account number you entered is not in the GLMAxxx Master file Enter a different account number use the Inquiry F2 command to look up and select an account number from the list that appears or exit from the function and add the account number to the GLMAxxx file Account Number is not the proper length The account you entered is in the wrong format Use the format shown in the message when you reenter the account Accounts file GLMAxxx for Company xxx is not found The GLMAxxx Master file does not exist for the company that is shown in the message You cannot print statements for the company until you have set up its chart of accounts If this message appears when you are trying to consolidate companies through statements verify that the current year is the same for all companies Allocations are not on file for this account The account from which you are trying to copy allocations does not ha
244. y entered the company s chart of accounts the accounts might not be in the correct format so they will no longer be valid Make sure that transactions have been written to the GL Journal before using this function If you do not want to save the new account mask use the Abandon F5 command If you want to save the mask use the Proceed OK command again After you save a mask change to a new company to define an account mask for that company or exit to the File Maintenance menu General Ledger User s Manual 7 7 Account Segments If you have set up a division department or subaccount segment in the account mask use the Account Segments function to set up a description of each division department or subaccount you use For several General Ledger reports you can select ranges of divisions departments and subaccounts and you can specify the order of the account segments The terms division department and subaccount are only labels Use segments in whatever way is necessary for your numbering structure The descriptions you assign in the GLSExxx Account Segments file appear in the report headers Previous Year Files The current year and previous year files access the same GLSExxx file Changes made to the account mask while working with previous year files also affect current year files and vice versa General Ledger User s Manual 7 9 Account Segments File Maintenance Account Segments Screen Select Acc
245. you are trying to produce is too wide for your printer or it is too wide to save to a file The Account Mask is missing for this company You cannot use the GL Accounts or the Account Budgets functions until you define the account mask for the company The value must be between 1 and n You must enter a value within the range shown in the message There are no unposted entries to edit No unposted entries are on file to edit Unable to create sort file The segment is unable to create the sort file for sorting account segments Get help from a support technician Use account format MMMM112233 You must enter general ledger accounts in the format shown Warning Changing this code may result in inaccurate financial reports If you change an account type make sure that you have closed the balances of the credit or debit account to another account If you have not the ledger will get out of balance A 8 General Ledger User s Manual System Messages Warning Current journal entries do not balance The balance of the credits and debits in the GLJRxxx Journal file does not equal zero Enter or edit the necessary offsetting transaction s to reduce the balance to zero or enter the forced balance password exit and find out what went wrong as soon as possible Warning This is not a Manual Recurring or Reversing entry You should not edit a transaction that has been posted to the GLJRxxx Journal file from another applicat

General Ledger - White Ware, Inc

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