Home

General Ledger System User manual Version 12 2002 Edition

1. 34 3 4 YEAR END CLOSE FGLM 7 DB 3 5 3 5 DELETE OLD TRANSACTIONS FGLM 8 3 9 3 6 CAPITALISATION JOURNALS FGLM 21 to 24 2222 2ennn enone 3 9 3 6 1 GENERAL 3 9 3 6 2 COPY PARAMETERS FROM PREVIOUS YEAR FGLM 21 B m 3 10 3 6 3 DEFINE CAPITALISATION PARAMETERS FGLM 22 3 10 3 6 4 GENERATE CAPITALISATION JOURNAL FGLM 23 B 3 11 3 6 5 ROLLBACK OF CAPITALISATION JOURNALS FGLM 24 B 3 14 3 7 MAINTENANCE MENU REPORTS FGLM 80 FGLMR 3 15 3 7 1 Print Audit Trail FGLMRI 1 3 15 3 7 2 Print Period End Totals FGLMR1 2 B m nnn nnn 3 17 3 7 3 Print Year End Report FGLMRI 3 DB aaa 3 20 3 7 4 User Work Summary FGLMR1 4 B 3 22 3 75 User Work Detail FGLMR1 5 3 23 3 7 6 Print Fund Balances And Interest FGLMRI 6 3 24 3 7 7 Print Capitalisation Parameters FGLMRI1 21 B 3 26 3 7 8 Print Generated Journals FGLMR1 22 g
2. Copyright ITS 2 51 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS 2 52 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example Of This Report In Detail Is 17 0ct 2002 21 02 INTEGRATED TERTIARY SOFTWARE Page 1 f59rpt sql V12 Consolidation Cost Centre Cost Report Detail Report With Subtotals For Consolidation Cost Centre 0099 For Financial Year 2002 And Cycles From 0 To 12 For Accounts From 00000000 To 22222222 Cycle 13 Included Cycle 14 Included Short Name Budget Commitment Available Overspend Det Cost Code Accounts 00000001 Test UDW budget cont 138 60 00000002 Test account 2000000 2000000 00 00001 Test tsa 1560 00 00022 Research Travelling 73 48 00031 Research Sales 1000 1000 00 0113 Allowance 5 51001 51001 00 0118 Entertainment Clien 45000 45000 00 2013 Stat Pupils Comp Ed 2744 2744 00 212397 General Office Expen 950 950 00 2522 Irrecoverable Debt 23100 23100 00 5425 Interest Staff Loans 1471323 1471323 63 5441 Profit Loss On curr 3327 3327 36 9200 Debt Control Staff 51000 51000 00 9202 Debt Control Gnrl 13480 13480 00 9207 Vat Control Out 130 130 00 9478 Creditors Control Ac 20 00 9514 Movement Cont Subs 98 00 Bud Contr SupplsSer Total For 3526555 07 Det Cost Code TEST COST CENTRE Accounts Industrial Research 2000000 00 Copyright ITS 2 53 Version 12 20
3. GLA Code Tran Date E D Personnel No and Name Reference Cycle Type Trn Debit e F001 9350 29 aug 2002 NETS 2002002 GOUWS R ET SAL 200206 SAL CALC 3666 67 00 F001 9350 29 aug 2002 NETS 2002003 DE TOIT M ET SAL 200206 SAL CALC 215 04 00 F001 9350 29 aug 2002 NETS 2002003 DE TOIT M ET SAL 200206 SAL CALC 3333 33 00 F001 9350 29 aug 2002 NETS 9988 TEST PERSON T H ET SAL 200206 SAL CALC 00 5051 67 F001 9350 29 aug 2002 NETS 9988 TEST PERSON T H ET SAL 200206 SAL CALC 18500 01 00 F001 9350 29 aug 2002 NETS 999 RAU Toets R ET SAL 200206 SAL CALC 00 101 03 F001 9350 29 aug 2002 NETS 999 RAU Toets R ET SAL 200206 SAL CALC 2640 79 00 F001 9350 29 aug 2002 NETS 9994 WILLIAMS DG ET SAL 200206 SAL CALC 00 369006 67 F001 9350 29 aug 2002 NETS 9994 WILLIAMS DG ET SAL 200206 SAL CALC 825000 00 00 F001 9350 29 aug 2002 NETS 9999180 SMITHer V ET SAL 200206 SAL CALC 00 36 95 FOO1 9350 29 aug 2002 NETS 9999180 SMITHer V ET SAL 200206 SAL CALC 1918 11 00 Totals For GLA F001 9350 WORK FUND Sal Contr Net Salary 1399487 37 4 Copyright ITS 2 34 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 10 2 Transactions On Invalid GLA s FGLPR1 3 It could occur that a GLA is valid at the time of updating a transaction but that this GLA is de linked Cost centre and account separated at a later stage All existing transactions in the transaction file will thus be against an invalid GLA and will not be
4. k k k END OF REPORT Copyright ITS 3 23 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 6 Print Fund Balances And Interest FGLMRI 6 This program retrieves the balances on specificallv selected funds and interest can be calculated at a given percentage The user to decide on the amount of interest and to prepare a journal then uses the report Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows Enter The Financial Year N4 Interval Of Calculation In Portions Of The Year l vear 2 6 Months 4 quarterly 6 2 Monthly 12 monthly Should Interest Be Calculated Only On Credit Balances y n If no then the following parameter Percentage Interest To Calculate On Debit Balances 99 99 If yes then the following parameter Percentage Interest To Calculate On Credit Balances 99 99 Required Sequence Of Report Select One From 1 Per Fund Group 2 Per Cost Centre 3 Per Consolidation Cost Centre Your Selection If fund group then start end fund group If cost centre then start end cost centre If Consolidation cost centre then supply Consolidation cost centre Can Transfer Accounts be Excluded Y N A1 Copyright ITS 3 24 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 An example of this report is 2l OCT 2002 Page 1 Program f5jrpt rdf GL IN
5. Copyright ITS 3 27 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 4 GENERAL LEDGER CORRESPONDENCE FGL 3 FGLC 4 1 GENERAL OVERVIEW The design of this menu option is essentially the same as the correspondence menu options of other systems This menu option however is intended to produce labels for recipients of Ledger reports On menu option FCSO 1 users can indicate who the contact person is for each Cost Centre When Ledger reports are produced labels can be printed for the purposes of easy distribution The Correspondence menu contains the following main features definition of the text of letters both in English and an alternate language to be sent to selected persons inclusion in the text of these letters of various codes descriptions etc printing of lists of selected persons before letters are produced or as a separate activity printing of address labels for selected persons generation of ASCII files with selected persons data The system also keeps a record of all of the above documents that were sent and precludes the duplicating of identical documents to the same person over a period of time Whilst the system does not allow the same document to be generated twice for the same person it does not prevent the same issue from being dealt with in two or more consecutive runs E g a document can be generated for all students who have outstanding amounts on th
6. Department 89825982046 52 ETC REPORT TOTALS Salarie2 7706676 05 7706676 05 65118 46 7771794 51 Supp Serv 89817713580 27 89817713610 27 504622 54 89818218232 81 Rent Bld 00 00 00 00 Rent Eqp 00 00 00 00 Other 1000 00 7500 00 8500 00 7980 80 KKKKKKKKKKK End Of Report kk RR KE Copyright ITS 2 83 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 15 Account Summary Report FGLOR1 26 This report reflects the total for the specified range of accounts In principle this report should reflect the same totals as a Trial Balance Report Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Parameters are as follows Enter Start Account Code A8 0 Enter End Account Code A8 Izzzzzzzz Enter Start Cost Centre A4 or ALL ALL Enter Year YYYY Enter Start Cycle N2 Enter End Cycle N2 If cycle 0 is entered then the following Cycle 14 Dnclude or E xclude Al E An example of this report is 22 OCT 2002 Integrated Tertiary Software itsvl2 PAGE kk PROGRAM f5lccc pc v12 ACCOUNT SUMMARX REPORT Account Code 0 To Account Code ZZZZZZZZ From Cycle 1 To 4 Year 2002 For ALL Cost Centres Cycle 14 Excluded ACCOUNT F CATAGORY LEVEL DEBIT BALANCE 01 Salaries Permanent Staff PC1 2000 00 654
7. Example of Balance Sheet Summary on NEXT PAGE Copyright ITS 2 45 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example of Balance Sheet Summary 22 OCT 2002 19H51 INTEGRATED TERTIARY SOFTWARE PAGE1 Program f5hrpt rdf GL V12 BALANCE SHEET FOR THE YEAR 2002 FROM CYCLE TO CYCLE 12 FOR COST CENTRE 0099 FUNDS AVAILABLE DESCRIPTION BALANCE conhead SURPLUS SHORTFALL LAST UPDATED 22 OCT 2002 2000000 00 2055695 00 55695 00 FUND BALANCE 00 NET INVESTMENT IN FIXED ASSET 00 TRANSFERS INTERFUND BORROWING 00 LONG TERM BORROWING 00 TOTAL FUNDS AVAILABLE 55695 00 ETC CONTROL ACCOUNT 53650 00 53649 00 SHORT TERM ASSETS 00 NETT SHORT TERM ASSETS 00 APPLIED AS FOLLOW 00 Copyright ITS 2 46 Version 12 2002 General Ledger System Operational Menus Chapter 2 IMBALANCE BALANCE SHEET 2053650 00 2055696 00 2046 00 kKKKKKKKKKE END OF REPORT RKKKKK Copyright ITS 2 47 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 4 Cost Centre Cost Summary Report FGLOR1 4 This report reflects a summary of all transactions that is transactions that are not yet posted as well as posted transactions To see the detail transactions menu option EGLOR l 8 must be executed Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The para
8. Block 3 HELP ON THE USE OF SPECIAL CHARACTERS IN TEXT A help facilitv is available to assist users in the use of special control characters the inclusion of sub paragraphs and the use of D parameters Please note that the following D parameters are fixed throughout the ITS svstem for all documents and these can be included in the text for anv letter DI Cost Centre D50 Student Number D51 Address Line 1 D52 Address Line 2 D53 Address Line 3 D54 Address Line 4 D55 Postal Code D56 Title Initials and Surname D57 Title and Surname D58 Document Code for reference purposes Copyright ITS 43 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 D59 Date of Document D60 Surname Initials Title Del Cheque Number D62 Cheque Date D63 Branch Code Block 4 DOCUMENT LAYOUT DEFINITION In this option the layout to be used for letters and labels is defined A record DELT already exists and cannot be deleted by the user in this option The fields in this Block are A Document Code A4 An existing code as specified in Block 1 The lt LIST gt function will display all valid codes B Format Al The formats for 1 E tters or 1 A bels can be defined here C Page Number N4 The default value is 1 Should the user wish to specifv more than one page for letters the page number can be entered here The rest of the information will applv to this particular page numb
9. The system prompts the user with THIS OPERATION CAN TAKE TIME BECAUSE THE SYSTEM WILL CALCULATE THE VALUE OF TRANSACTIONS FOR EACH GLA AND INSERT THE BALANCE AS A NEW TRANSACTION DETAIL TRANSACTIONS FOR THE SPECIFIED YEAR WILL BE DELETED ARE YOU SURE THIS IS WHAT YOU WANT PLEASE ENTER Y N 3 6 CAPITALISATION JOURNALS FGLM 21 to 24 3 6 1 GENERAL Normally institutions will budget for capital expenditure and the expenses that will take place in the expenditure range of accounts At year end capitalisation and financing of the assets should be done and this consists of Dr Asset account in Balance Sheet Cr Expenditure account the expenses were recorded here Dr Financng Fund Ex Unexpended Fixed Asset Fund Cr Investment in Fixed Assets This example reflects a situation where assets were acquired The opposite situation could also occur and the above entries will be transposed with a de capitalisation effect These entries should be done in cycle 13 leaving the normal financial year cycles 1 12 unchanged Copyright ITS 3 9 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 The first problem is that these capitalisation entries could result in hundreds and even thousands of transactions and secondly there are differences in the accounts to which the capitalisation should be done or out of which it should be funded Typically all the budget accounts will be cleared to the
10. Cycle 13 Included And Cycle 14 Included Account Year To Date Account Description i i Balance Industrial Research Account Research Travelling Total other expense research sales Total other income Salaries Permanent Staff PC1 TOTAL SALARIES PC1 Med Aid Medicines Staff Soc Clubs TOTAL STAFF BENEFITS PC1 TOTAL REMUNERATION PC1 PERSONNEL RELATED COSTS TOTAL SALARIES RENUMERATION Copyright ITS 2 37 Version 12 2002 General Ledger System Operational Menus Chapter 2 EXAMPLE of a Budget Trial Balance 22 OCT 2002 19h15 Integrated Tertiarv Software Page 1 59ccc pe vl2 Budget Trial Balance For Cost Centre 0099 TOTAL FACT COMMERCE DBN On Level 1 For The Year 2002 From Cycle 0 Up To Cycle 12 Cycle 13 Included And Cycle 14 Included Account Year To Date Number Account Description Actual Budget Commitments Available 00021 Industrial Research Account 24186 50 z 950 00 23236 50 00022 Research Travelling 8214 12 s 2402 21 5811 91 00023 Total other expense 132214 14 00031 research sales 150 00 00033 Total other income 150 00 0101 Salaries Permanent Staff PC1 1211 00 0109 TOTAL SALARIES PC1 683749 12 0123 Med Aid Medicines 5618 40 5618 40 0124 Staff Soc Clubs 8000 00 8000 00 0189 TOTAL STAFF BENEFITS PC1 2381 60 0199 TOTAL REMUNERATION PC1 681367 52 Copyright ITS 2 38 Version 12 2002 General Ledger Sys
11. MEBORI 27 Querv Ledger Transactions Querv Transactions Update secondarv Notes Trial Balance Revenue amp Expenditure Statement Balance Sheet Summarv Cost Centre Cost Report Consolidation Cost Report With Sub Totals Consolidation Cost Report Without Sub Totals Detail Cost Centre Report Transactions per GLA Account Cost Report Account Totals Within Cost Centres Budget Summarv Report Vear To Date Budget Report Consolidation Cost Centre Budget Report Maintain Forecast Budget Maintain Requested Budget Budget Form Per Cost Centre Budget Form Per Consolidation Cost Centre Budget Forecast Report Final Forecast Report Forecast Budget Per Consolidation Cost Centre Forecast Request List Current Budget Per GLA Report Budget Post Report Approved Budget GLA List Approved Budget Consolidation Cost Centre Expenditure Budget Per Account Budget Item Motivation Report Budgeted Cash Flow Report Code FGLC GL and BC journal access per department categories and or amount ranges This restriction provides the user the facility to place restrictions on the processing of Gener A l Ledger B udget or B O th types of journals Being an access type of restriction users not linked to this restriction cannot process any journals The restriction Copyright ITS Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 of users to departments cost centres and or account categories mav be defined as fol
12. 2 26 APR 2002 26 APR 2002 Start Cycle 2 28 FEB 2002 28 FEB 2002 Start Cycle 2 26 APR 2002 Start Cycle 2 INTEGRATED TERTIARY SOFTWARE List Of Repeating General Ledger Transactions Repeat 10 Interval 1 RENTAL 12 APR 2002 FO0100031 RENTAL 12 APR 2002 MAC100021 Journal Repeat 10 Interval 1 26 JUN 2002 620170002350 26 JUN 2002 MAC100021 Journal Repeat 10 Interval 1 REPEAT GL 26 JUN 2002 R0012016 REPEAT GL 26 JUN 2002 R0017000001 Journal Totals Repeat 10 Interval 1 26 JUN 2002 RO077000001 Journal Totals Repeat 10 Interval 1 2 77 Version 12 2002 General Ledger System Operational Menus Chapter 2 28 FEB 2002 25731 26 JUN 2002 MAC100021 Report Totals 3450 00 3850 00 KKKKKKKKKK End Of Report xkikxkixixx Copyright ITS 2 78 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 13 Account Cost Report Summary FGLOR1 24 This report is similar to the Cost Centre report FGLOR l 4 and 8 except that it displays General Ledger information from an Account level Parameters are as follows Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Do You Want A ll a R ange or S elective Cost Centres A1 S Select One From 1 Per Department 2 Per Faculty 3 CC Numerical 4 Per Fund Group
13. Copyright ITS 3 12 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 Copyright ITS 3 13 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 6 5 ROLLBACK OF CAPITALISATION JOURNALS FGLM 24 These journals are identifiable bv the unique transaction tvpe and the specified date transaction date on the processed journal and it is thus possible to do a rollback if required When this option is selected the svstem will respond with the destination of the printout and Enter date of transactions to rollback The rollback will start now are you sure Y N If the answer is Y es the program will check that the GL is still in the same fin year as that in which the journals were generated If not it will respond with General Ledger has been cycled rollback not possible If the cycle is the same the system will REMOVE all transactions which fit the criteria and write them into a print file which will be printed to the designated printer Copyright ITS 3 14 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 MAINTENANCE MENU REPORTS FGLM 80 FGLMR1 3 7 1 Print Audit Trail FGLMRI 1 b This report reflects all transactions manuallv updated as well as transactions posted to the General Ledger x The user has the option to print only transactions which have not been printed before or all transactions between two specified dates It
14. FGLO 1 and 2 apply to the reversal journal Further validations e The year and cycle of the reversal journal cannot be greater than year 1 of the current GL year and not less than the current GL year and month e The transaction types must be linked to subsystem GL The program will produce a report an example of which is shown hereunder However in the event where the report is not retained and the user wishes to query the journal the user can query the journal on menu option FGLO 22 by using any of the data elements supplied for the reversal journal such as the reversal journal transaction type Copyright ITS 2 18 Version 12 2002 General Ledger System Operational Menus Chapter 2 Reversal of Journals Date 13 SEP 2002 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5bccc pc Reversal Journal Report The Original Journal For Trans 199 Date 13 SEP 2000 Internal Journal Num 22262 Year 2002 Month 9 The Reversal Journal For Trans 299 Ref Num test reversal Ref Date 13 SEP 2000 Year 2002 Month 9 Trans User GLA Process Ref Ref Date Trans Year Cycle Journal Code CS Account Date Number Type Number 299 J MAC1 00021 13 SEP 2002 test reversal 13 SEP 2002 Q 2002 9 22263 Copyright ITS 2 19 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 5 DISTRIBUTION JOURNAL FGLO 5 This option provides the user with the facility to distribute a single value to multiple GLA s through the use of Journa
15. INTEGRATED TERTIARY SOFTWARE Page 1 Program f5eccc pc VAT201 Transaction Type Summary SE SD OT Interim Report Up To 20 OCT 2002 For VAT Registration Number VT TEST PAVROLL VAT For OUTPUT GLA F0019207 Stores System Student VAT Trans Debit Credit Debit Credit Credit Debtors Debit Credit Copyright ITS 2 104 Version 12 2002 General Ledger System Operational Menus Chapter 2 GLA Totals gt Balance EOF Copyright ITS 2 105 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 GENERAL LEDGER MAINTENANCE FGL 2 FGLM 3 1 MAINTAIN CORRECTIVE JOURNALS FGLM 1 In theory it is impossible to create one legged single entry transactions but experience has proved that such circumstances will occur This option allows the user to create single entry transactions Because of the dangerous nature of such journals this option is not listed under the operational menu but under the Maintain menu The following information must be supplied A Transaction Code N4 Enter a transaction type which was specified under option FCSO 7 as a valid type for the general Edger If an invalid code is entered the system will display Transaction code unknown or illegal for this screen Try again The system will display the applicable description A lt LIST gt function containing active Transaction Types for sub system GL is available On supplying the transaction type
16. if the department and the cost centre are specified the program will validate that the cost centre does belong to the department Sequence 51 to 99 in this restriction refers to account categories Sequences for account categories must be defined on block 3 Once again care must be taken in defining these ranges since the program will not validate for overlaps and gaps e This restriction applies to the following menu options FGLO 1 Journal Transactions Including sub systems FGLO 2 Batch Journals Including sub systems FGLO 3 Repeating Journals FGLO 5 Distribution Journal gt o 1 4 LINKING WITH OTHER ITS SYSTEMS The integration of the ITS systems results in the interdependence of systems The extent to which this applies to the General Ledger Subsystem is discussed in this section The set up and access control rules are maintained in the General Subsystem option GOPS 6 The definitions of Cost Centres Accounts GL Allocations and Transaction Types are specified in the Code Structure Subsystem and such rules and definitions are used by all other Financial Subsystems including this one Copyright ITS 1 6 Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 1 5 IMPLEMENTATION SEQUENCE The existence of a complete table of Faculties and Departments in the General System are prerequisites for the defining of Cost Centres and GL Allocations A logical sequence of implementation e
17. Cycle 13 Faculty From 0 Department From 0 Cost Centre From Fund Group From 0 Account Code From value SHORT COURSES Account Actual Commitment Number Available Account Name Credit Cost Centre MAC2 LINGUISTICS 00000001 Test UDW budget control 978 00 1253 76 00001 Test tsa 0 15 0 15 00021 Industrial Research Accou 425 20 9980 01 00022 Research Travelling 0 00 20000 00 0011 uuu 0 00 120000 00 0118 Entertainment Clients 0 00 50000 00 2012 Stationery General 14862 54 39457 36 2260 General Vehicle Expenses 40 00 182 00 2660 Maintenance of Buildings 83214 68 82754 68 8004 Transport Equipment gt R180 Totals for cost centre 99523 37 56733 24 Totals for Faculty 29323 37 56733 24 Copyright ITS 2 91 0 Up To Cvcle 12 E Include Cycle 13 E To 9999 To 9999 MAC2 To MAC2 To zzzz 0 To zzzz sign indicates a credit Balance Budget Budget Credit 20000 120000 50000 Version 12 2002 General Ledger System Operational Menus Chapter 2 Report Totals 51604 56 17861 17 33743 39 99523 37 56733 24 xxx END OF REPORT Copyright ITS 2 92 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 19 Budget Carried Forward Validation FGLOR2 2 This report reflects the expense GLA s for a Ledger code where A Budget is in debt B Actual is in credit C Commitment is in credit A use
18. Debit Credit Debit Credit 00 00 58043 00 58043 00 149000 00 149000 00 9970881310 60 9970881310 60 202511504 00 202511504 00 6029558314 23 6029558787 22 72000 00 72000 00 10281850000 52 10281850400 52 3 18 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 Copyright ITS 00 727000 00 00 00 00 00 00 00 727000 00 00 00 00 00 00 00 200010294023 60 216723 07 100016037224 25 105826944 32 100157558577 55 200136606868 77 19479644 55 71107 73 2057326 00 KKKKKKKKEK End Of Report kk kkk kx 3 19 200010294423 60 217123 07 100016037772 25 105827344 32 100157558977 55 200136607268 77 19480044 55 1150715713 2057726 00 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 3 Print Year End Report FGLMR1 3 b After the Year End Close YEND under option FGLM 7 has been done this report can be requested This report is essentially a summary of all the PEND reports and reflects the totals of different transaction types processed during the past year It is possible to print this report without execution of the YEND The system will respond with It is possible to print this report without execution of the PEND Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available Do You Want The Report For The Current Year Y
19. Dncluded Or E xcluded Al I Cycle 14 I ncluded Or E xcluded Al I Copyright ITS 2 50 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example Of This Report In Summary Is 17 0ct 2002 20 57 INTEGRATED TERTIARY SOFTWARE Page 1 f59rpt sql V12 c Consolidation Cost Centre Cost Report Summary Report With Subtotals For Consolidation Cost Centre 0099 For Financial Year 2002 And Cycles From 0 To 12 For Accounts From 00000000 To 22222222 Cycle 13 Included Cycle 14 Included Short Name Actual Budget Commitment Available Overspend Con Cost Code TOTAL FACT COMMERCE Accounts 00000001 Test UDW budget cont 138 60 00000002 Test account 2000000 2000000 00 00001 Test tsa 1560 00 00021 Industrial Research 2000000 2000000 00 00022 Research Travelling 73 48 00031 Research Sales 1000 1000 00 0113 Allowance 5 51001 51001 00 0118 Entertainment Clien 45000 45000 00 2013 Stat Pupils Comp Ed 2744 2744 00 212397 General Office Expen 950 950 00 2522 Irrecoverable Debt 23100 23100 00 5425 Interest Staff Loans 1471323 1471323 63 5441 Profit Loss On curr 3327 3327 36 9200 Debt Control Staff 51000 51000 00 9202 Debt Control Gnrl 13480 13480 00 9207 Vat Control Out 130 130 00 9478 Creditors Control Ac 20 00 9514 Movement Cont Subs 98 00 Bud Contr Suppl amp Ser Total For CCC TOTAL FACT COMMERCE 1526555 07 KKKKKKKKKKE End Of Report
20. FGLOR2 2 11 18 1 Budget Summary Report IFGLOR2Z 1 This report is similar to the Cost report in option FGLOR l 4 except that the selection criteria and the format is different The emphasis in this report is more on budget control Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Supply The Start Faculty Code N4 or ALL ALL Supply The Start Department Code N4 or ALL ALL Supply The Start Cost Centre Code A4 or ALL Supply The End Cost Centre Code A4 Supply The Start Fund Group Code A4 or ALL ALL Order By F aculty D epartment Fund G roup Or C ost Centre F Select One From 1 Account 2 Account Categories 3 Total Cost Centre Your Selection 1 Enter the Financial Year of the Budget Report N4 Enter the Start Cycle N2 Up to Which Cycle Must Be Included In The Budget Report N2 Cycle 13 Dncluded or E xcluded EJ Cycle 14 Dncluded or E xcluded E Print long amounts over two lines Y N N Parameters Correct 2 Y es N o E X it Copyright ITS 2 90 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of this report is as follows Date Page 1 Program 20 OCT 2002 10H53 f5vecc pe V12 INTEGRATED TERTIARY SOFTWARE Budget Report Per Faculty For The Year 2002 From Cycle Include
21. MAC17010 MAC18281 410 2002 MAC13216 MAC17412 MAC17010 MAC18281 410 2002 MAC13218 MAC17412 MAC17010 MAC18281 410 2002 MAC13220 MAC17412 MAC17010 MAC18281 410 2002 MAC13222 MAC17412 MAC17010 MAC18281 410 2002 MAC13224 MAC17412 MAC17010 MAC18281 410 2002 MAC13226 MAC17412 MAC17010 MAC18281 11 rows selected ernennen End Of Report cb Copyright ITS 3 26 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 8 Print Generated Journals FGLMR1 22 This option provides a facility to reprint the journals as generated above The format of this report is the same as option FGLO 28 Posting to GL Report The selection criteria will be Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows Do You Want To Print ALL Generated Journals Y N An example of this report is 21 JUN 2002 17H02 INTEGRATED TERTIARY SOFTWARE Page 1 Program fomrpt rdf GL V12 Generated Journals Reference Date Trn GL Note Reference Debit Credit Type MAC17010 31 DEC 2001 0720 CAPITALISATION TEST2 350 00 D MAC17010 31 DEC 2001 0720 CAPITALISATION TEST2 250 00 D MAC17010 31 DEC 2001 0720 CAPITALISATION TEST2 197 00 D MAC18281 31 DEC 2001 0720 CAPITALISATION TEST2 350 00 C MAC18281 31 DEC 2001 0720 CAPITALISATION TEST2 250 00 C MAC18281 31 DEC 2001 0720 CAPITALISATION TEST2 197 00 C Total 797 00 797 00 xxxxxx x Find Of Report xx
22. SAL 200206 SAL CALC 00 F001 9350 29 aug 2002 NETS 999 RAU Toets R ET SAL 200206 SAL CALC 2640 79 F001 9350 29 aug 2002 NETS 9994 WILLIAMS DG ET SAL 200206 SAL CALC 00 F001 9350 29 aug 2002 NETS 9994 WILLIAMS DG ET SAL 200206 SAL CALC 825000 00 F001 9350 29 aug 2002 NETS 9999180 SMITHer V ET SAL 200206 SAL CALC 00 F001 9350 29 aug 2002 NETS 9999180 SMITHer V IET SAL 200206 SAL CALC 1915 11 Totals For GLA F001 9350 WORK FUND Sal Contr Net Salarv 1399487 37 46 Copyright ITS 2 32 Version 12 2002 General Ledger System Operational Menus Chapter 2 Totals For Payroll Subsystem Posting 1399487 37 46 Copyright ITS 2 33 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of 2 above is as follows 30 AUG 2002 08 01 INTEGRATED TERTIARY SOFTWARE Page 6 Program f5wrpt rdf V12 GL Detail of Summary Postings Date Of Posting 29 aug 2002 For Subsystem PR GLA Code Tran Date E D Personnel No and Name Reference Cycle Type Trn Debit C 0321 0102 03 JUL 2002 3500 152 PRINS KA 152M 200206 25 00 0321 0102 03 JUL 2002 4050 152 PRINS KA 200206 33 33 0321 0102 03 JUL 2002 4100 152 PRINS KA TY93 200206 4 50 92 04 Totals For GLA 0321 0102 BOTANY DBN Salaries Other PC1 4178 29 An example of 3 above is as follows 30 AUG 2002 08 16 INTEGRATED TERTIARY SOFTWARE Page 23 Program f5wrpt rdf V12 GL Detail of Summary Postings Date Of Posting 29 aug 2002 For Subsystem PR
23. Study Guide Default Student 69 13 i 0 00 2012 Stationery General 219515420 07 5 00 2013 Stat Pupils Camp Education 656199 00 2 975 00 2014 Stationery Other 69998662 38 B 12000 00 2016 Printing 243334 86 0 00 2018 Binding 435 42 2 0 00 212397 General Office Expenses 17250 00 a 0 00 2161 Telephone Expenses 2000 00 5 0 00 2260 General Vehicle Expenses 26201 00 2 60000 00 2262 Services 10765 00 x 0 00 2310 Chemicals 8499 00 0 00 2401 Banking Costs 1173 11 2 0 00 2406 Honoraria Authors Fees 4101 00 5226 00 2522 Irrecoverable Debt Curr Funds 35719485 25 A 0 00 252956345 90 3 54196 00 Totals for Cost Centre F001 252887354 B 54196 00 Report Totals 252887354 54196 00 sok END OF REPORT Copyright ITS 2 98 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 22 Transaction Types FGLOR2 21 This report is used to display the complete list of transaction types used in the General Ledger Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Enter Sort Sequence A lphabetic or N umeric Al N An example of this report is Date 20 OCT 2002 11 58 79rpt sql_V12 INIEGRATED TERTIARY SOFTWARE TRANSACTION TYPE DEFINITION GENERAL LEDGER NON VAT CASH GIA TRN Transaction Name ACIV TR VATD CVAT BOOK Debit PS CARD DT D C
24. Supply a suitable name to describe the Distribution Parameter set C Percentage 5 2 This is a display of the difference in block 2 that must be zero percent for the total distribution On the execution of the lt COMMIT gt function the program will go to block 2 automatically and the code and name will default Block 2 Distribution Information In this block multiple records are entered to indicate the distribution The total distribution must always give a difference of Zero percent in block 1 A Cost Centre A4 Supply the cost centre applicable for this distribution parameter A lt LIST gt function containing all active cost centres is available The name of the cost centre will default in the next field and cannot be updated B Account N8 Supply the account applicable for this distribution parameter A lt LIST gt function containing active accounts for the cost centre specified in C above for the financial year of the GL is available The name of the account will default in the next field and cannot be updated C D ebit or C redit A1 Indicate whether the GLA specified above is to be Debited or Credited Copyright ITS 3 3 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 3 D Percentage Distribution N5 2 Indicate the percentage to be applied to the transaction amount applicable to the GLA specified above The program will validate per distribution parameter set that the total per
25. TERTIARY SOFTWARE Page 1 f54rpt sql V12 Detail Cost Centre Cost Report Cost Code MAC1 TSWANA DEPARTMENT For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres MAC1 For Account Codes 00021 Cost Code From Selected Sub System Transaction Summaries PO Y AP Y AR Y SE Y Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exceptions No Restrictions Report Per CC Numerical Cost Code MAC1 TSWANA DEPARTMENT Account 00021 Industrial Research Trn Or Ss Date Tvpe Ss Document No GL Notes Actual Budget Commitment 10 JAN 2002 H 108295429 10 JAN 2002 14094 108295429 16 JAN 2002 PR DEDUCTION SUMMARY CREDIT POSTING FROM P 2872 16 JAN 2002 PR EARNING SUMMARY DEBIT POSTING FROM PR 138 18 JAN 2002 562804 Default Account Type Xfer 60 28 JAN 2002 PR DEDUCTION SUMMARY CREDIT POSTING FROM P 2500 05 FEB 2002 PR DEDUCTION SUMMARY CREDIT POSTING FROM P 7500 06 FEB 2002 PR DEDUCTION SUMMARY CREDIT POSTING FROM P 2500 07 FEB 2002 0003 R020260 TEST STAFF AR SALDEDUCT 387 08 FEB 2002 123456 200100434 DUNKER D 10 G G G G G G G G G G 19 Oct 2002 13 INTEGRATED TERTIARY SOFTWARE Page 2 f54rpt sql V12 Detail Cost Centre Cost Report Cost Code MACI TSWANA DEPARTMENT For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres MAC1 For Account Codes 00021 Cost Code From Selected Sub System Transaction Summaries PO Y AP Y AR V SE Y Secondary GL Note Not Printed Cycle
26. Type Account Type REPT EV LINK IND 201 FF SS CODE Credit GL IND CR TYPE 196 BALANCE JOURNAL A N GL NON 199 SUNDRY JOURNAL FROM CT 303 ITS VEHICLE BOOKING SYSTEM 319 BUDGET VERIMENT F0010512 399 SUNDRY JOURNAL FROM AP 407 PEND ACCUMULATE TRANSACTIONS Copyright ITS 2 99 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 23 VAT 201 Return FGLOR2 22 This option is used for the printing of the values for the VAT 201 return as prescribed by the Receiver of Revenue After each final VAT Return run of a period the cycle of that VAT Registration Code will be incremented in FCSMN 8 Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Supply The VAT Registration Code Exit XX A2 Is This A R eprint Or Dnterim Or F inal Report R F A1 R Supply The Reported Tax Period For The Report YY YYMM Select A Number From The List Counter System Receipts Counter System Cheques Accounts Payable Accounts Receivable General Ledger Stores Student Debtors All Of The Above ONNDUNAKWN YE Your Selection 1 Up To Which Date Must Transactions Be Included dd mon vvvv Parameters Correct Y N Copyright ITS 2 100 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of this
27. Variance Var 00000001 Test UDW budget control 275 76 219 36 0 00 00021 Industrial Research Accou 9511 75 9511 75 0 00 SABI Is 15 0 00 00022 Research Travelling 20000 00 20000 00 100 00 20000 00 20000 00 100 00 0011 uuu 120000 00 120000 00 100 00 120000 00 120000 00 100 00 0118 Entertainment Clients 50000 00 50000 00 100 00 50000 00 50000 00 100 00 2012 Stationery General 24594 82 24594 82 0 00 24594 82 0 00 2260 General Vehicle Expenses 222 00 222 00 0 00 2660 Maintenance of Buildings Totals H 156299 67 82 26 156299 Report 156299 67 82 26 156299 xxx END OF REPORT Copyright ITS 2 95 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 21 Consolidation Cost Centre Budget Report FGLOR2 4 6 This report reflects actual and budget information up to the cycle selected in the parameters below for a specific consolidation cost centre The variance and variance percentages for year and year to date are also reflected Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets S ummary Or D etail Report Al D Enter The Consolidation Cost Centre A4 x exit Enter Start Account Code A8 or ALL ALL Enter the Financial Year of the Budget Report N4 Enter the Start Cycle N2 Up to Which Cycle Must Be Included In The Budget Repo
28. WORK FUND Accounts 00000001 Test UDW budget cont 138 60 00000002 Test account 2000000 A 00 2000000 00 00001 Test tsa 5 A 1560 00 1560 00 00022 Research Travelling i A 73 48 73 48 00031 Research Sales 1000 A 00 1000 00 0113 Allowance 5 51001 l 00 51001 00 0118 Entertainment Clien 45000 3 00 45000 00 2013 Stat Pupils Comp Ed 2744 00 2744 00 212397 General Office Expen 950 00 i 00 950 00 2522 Irrecoverable Debt 23100 00 00 23100 00 5425 Interest Staff Loans 1471323 63 F 00 1471323 63 5441 Profit Loss On curr 3327 36 2 00 3321 38 9200 Debt Control Staff 51000 00 A 00 51000 00 9202 Debt Control Gnrl 13480 00 00 13480 00 9207 Vat Control Out 130 00 A 00 130 00 9478 Creditors Control Ac 00 A 20 00 20 00 9514 Movement Cont Subs 00 98 00 9820 Bud Contr Suppl amp Ser Total For 3526555 07 Det Cost Code TEST COST CENTRE Accounts 00021 Industrial Research 2000000 00 Copyright ITS 2 58 Version 12 2002 General Ledger System Operational Menus Chapter 2 Total For TEST COST CENTRE 2000000 00 2000000 00 Con Cost Code 0099 TOTAL FACT COMME Accounts 00000001 Test UDW budget cont 138 60 00000002 Test account 2000000 00 00 2000000 00 00001 Test tsa 00 1560 00 1560 00 00021 Industrial Research 2000000 00 A 00 2000000 00 00022 Research Travelling 00 73 48 00031 Research Sales 1000 00 1000 00 0113
29. a single consolidation cost centre A Cost Report for all these cost centres will thus identify the manual journals and after updating these journals a Trial Balance on the mentioned consolidation cost centre will result in a zero income expenditure total 6 Test that Capital Accounts within the Income Expenditure range have Zero Balances Institutions may elect to open such capital accounts for reasons of reporting to departments These capital expenditures should be capitalised taken to the Balance Sheet before this process can start The system will check that accounts with a number smaller than the Surplus Shortfall account and which are linked to an Account Category of type A ssets or L iabilities are in balance If not the system will respond with Accounts with code less than net surplus shortfall account and account category type A or L have non zero value The system will also control those accounts which are linked to Account Category 410 to 419 namely Expenditure on Fixed Assets are in balance including cycle 13 If not the system will treat the condition in accordance with the user s answer on the question Jf expenditure accounts for fixed assets are not capitalised should process continue when an imbalance condition exists Y N which was prompted at the start of the process If the answer is V es the system will basically treat these accounts as normal expense accounts If N o the system
30. and discussed but users can select a subset as required A Transactions per Type FGLRI 2 This report reflects the summary or detail of transactions for a specified range of types and for a specified period Subtotals per type for debits and credits are calculated B Audit Trail FGLMRI 1 This report reflects all transactions manually updated as well as posted to the General Ledger The user has the option to print only transactions which have not been printed before or all transactions between two specified dates It will include future transactions which were generated between the specified dates The applicable cycle is indicated C User Work Summary FGLMN 5 x This report can be retrieved in summary totals per transaction type or detail transaction within type for all subsystems The user must specify a specific user or ALL users and a period D Future Transactions FGLPR1 3 x This report reflects the future transactions up to a specified cycle and which were generated for cycles greater than the present cycle of the General Ledger It provides an option to retrieve all future transactions for specified Cost Centres Departments or Fund Groups E Repeating Transactions FGLORI 23 x This report reflects details of repeating transactions x The transactions are listed per cycle x ALL transactions or those for specified cycles can be retrieved Copyright ITS 5 2 Versio
31. better option However should the decision be on a de centralised basis the responsible user of each financial sub system must ensure that postings take place at the same time The reason for ensuring that postings of all financial sub systems take place at the same time is to ensure that only transactions applicable for a specific cycle are posted to that cycle and thus not including transactions applicable to the next cycle A second and important reason is to facilitate the reconciliation process Returning to the prompt mentioned above when N o is supplied it is implied that all transactions processed which are not yet posted must now be posted but the cycle must not be incremented to the next financial cycle as this is not the final posting for this financial cycle Thus postings can be done on a daily basis without incrementing the cycle This is applicable to all financial sub systems When Y es is supplied it is implied that all transactions processed which are not yet posted must now be posted and the cycle must be incremented to the next financial cycle as this is the final posting for this cycle This is not applicable to the Procurement Management sub system The financial cycle for this sub system can only be incremented by the Cycle End Close program on menu option FPMM 10 When the answer provided is Y es for the Procurement Management System the program will give the message At Period End Cycle May Not Be Increment
32. from a menu there is a field PREVIOUS REQUEST that has a lt LIST OF VALUES gt showing previous request number of a batch process By selecting a previous REQUEST answers to the parameters of that request will default and only selective changes can thus be made if so required Otherwise those answers can be re used as they are 2 11 1 Trial Balance FGLOR1 1 This report reflects the balance on all ledger accounts A Budget Trial Balance is also available The Budget Trial Balance reflects Actual values as per normal Trial Balance Budget Commitments and Available funds e It is important that the Function Levels for each account are set up correctly within the Account Structure on menu option FCSO 3 e Only posted transactions are reported USER SELECTION 1 Normal Trial Balance or 2 Budget Trial Balance Consolidation Cost Centre Account Level Year of Trial Balance The cycle to start with 0 Logical cycle gt 0 Physical cycle Up to Cycle If Cycle to start with 0 Cycle 13 Dncluded or E xcluded Cycle 14 Dncluded or E xcluded PRINT SEQUENCE Numerical on Account number Copyright ITS 2 36 Version 12 2002 General Ledger System Operational Menus Chapter 2 EXAMPLE of a Normal Trial Balance 22 OCT 2002 19h10 Integrated Tertiary Software itsvi2 Page 1 59ccc pe vl2 Actual Trial Balance For Cost Centre 0099 TOTAL FACT COMMERCE DBN On Level 1 For The Year 2002 From Cycle 0 Up To Cycle 12
33. institutions central asset account and it will be funded out of the Unexpended Fixed Asset Fund whilst capital expenditure from Research Funds will be cleared to its own asset account This option provides a screen on which the parameters for such a journal can be specified and a batch run can then be executed to generate the journals The data elements generated by a journal are the same as for a normal journal See option FGLO 1 The capitalisation must be done per Ledger Code 3 6 2 COPY PARAMETERS FROM PREVIOUS YEAR FGLM 21 A parameter set is valid for a specific financial year and the set of the previous year can thus be used in setting up the next vear s parameters On execution of this option the system will request the year to copy from and it will copy to the specified year 1 plus the Ledger Code or ALL The copy process is as follows e Copy from the GLA file FCSO 6b2 the GLA s for the account category range 410 to 419 for the specified year 1 to the capitalisation parameters expense GLA s for the specified year 1 e Copy Capital Asset Funding and Investment GLA s from the specified year to the specified year 1 where the Expense GLA s are equal If this option was executed before the system will respond with The parameters are already copied from last year These parameters can then be queried under option FGLM 22 3 6 3 DEFINE CAPITALISATION PARAMETERS FGLM 22 e The user sh
34. the rest on the next line The system will do a logical break on the closest space before 65 characters between two words Ifa D parameter represents multiple values these values will be printed as one value per line x The descriptions that can be selected with this option all have both English and Alternate equivalents The system will select the appropriate description depending on the language of preference of the addressee The system will always use the layout of the English letter or the default document as per code DFLT Different layouts for the English or alternate letter cannot be used The system will not use any default for the introduction to the leading paragraph for the letter The user must specify for each letter the way in which the person must be addressed It is possible to specify one document code which will indicate the formal introduction for the institution and include this document code in each letter or the introduction of each letter can form part of the text of the letter Should the user wish to use any special printer instructions in order to do e g underlining bold printing italics etc the start control character as in option GRPT 1 must be inserted before the text and an end control character after the text These control characters must be inserted into the text block within lt gt signs Please refer to the help in Block 3 which can be reached by pressing lt NEXT BLOCK
35. year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 this transaction type will not be a valid Transaction Type for any of the Ledger journal screens although it is declared active in field C above The program will give an appropriate message B Date DD MON YYYY On entering this option the system will default the system date into this field and it is not updateable C Reference Number A12 Supply the number of the supporting documentation D Reference Date DD MON YYYY Supply the date of the supporting documentation Copyright ITS 2 15 Version 12 2002 General Ledger System Operational Menus Chapter 2 E Fin Year YYYY The system will default to the financial year of the transaction type if specifically specified or in all other cases to the year of the subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above It is even possible to change this field to future years The system will validate that the GLA is valid for the specified year and if so the transaction will be updated Such transactions could cause difficulty during the reconciliation process F Fin Cycle N2 The system will default to the financial cycle of the transactio
36. 0 2 10 1 POSTING TO GENERAL LEDGER REPORTS FGLP 80 FGLPR1 Detail Of Summary Postings Per Date FGLPR1 1 2 Option FGLPR1 1 provides detail of summary postings for all subsystems other than Payroll Option FGLPR1 2 provides detail of summary postings for the subsystem Payroll Depending on the posting indicator on the transaction type FCSO 7 the transactions for a specific GLA will be accumulated and posted as one total If the requirement should arise to see the detail of transactions which were posted as one total the reports under option FGLPR1 2 can be executed to show such detail When option FGLPRI 1 is executed the system will prompt the user with Specify Posting Date FROM Date TO Specify Subsystem CT SD PM AR CB CM Specify T ransaction Type or ALL If T Enter the Transaction Type N4 Specify A Specific G LA Or ALL If G Enter the Cost Centre Enter the Account An example of this report is 15 OCT 2002 20 INTEGRATED TERTIARY SOFTWARE Page Program 1 GLA Code Credit 0001 585 00 1001 2 00 1001 2 00 F001 2 60 S003 65 00 S003 65 00 F002 2 F002 2 F002 2 F002 2 00022 1003 1003 9502 9512 9512 014 014 014 014 F001 8402 f5wrpt rdf V12 GL Detail of Summary Postings Posting On 02 JUL 2002 For Subsystem PM For Transaction Type T For All GLA s Trn GL Note Reference Creditor Name Type Code 21 JUN 2002 2881 02 JUL 20
37. 02 General Ledger System Operational Menus Chapter 2 Total For 2000000 00 2000000 00 Con Cost Code Accounts 138 60 2000000 00 1560 00 2000000 00 MAP1 TEST COST CENTRE 0099 TOTAL FACT COMMERCE 00000001 Test UDW budget cont 00000002 Test account 00001 Test tsa 00021 Industrial Research 00022 Research Travelling 73 48 1000 00 51001 00 45000 00 2744 00 950 00 23100 00 1471323 63 3327 36 51000 00 13480 00 130 00 20 00 98 00 Total For CCC 1526555 07 00031 Research Sales 0113 Allowance 5 0118 Entertainment Clien 2013 Stat Pupils Comp Ed 212397 General Office Expen 2522 Irrecoverable Debt 5425 Interest Staff Loans 5441 Profit Loss On curr 9200 Debt Control Staff 9202 Debt Control Gnrl 9207 Vat Control Out 9478 Creditors Control Ac 9514 Movement Cont Subs Bud Contr Suppl amp Ser TOTAL FACT COMME Copyright ITS 2 54 2000000 2000000 1000 51001 45000 2744 950 23100 1471323 3327 51000 13480 130 KKKKKKKKKKE Find Of Report Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 6 Consolidation CC Report Without Subtotals FGLORI 6 The Detail Report displays totals of each account for each Cost Centre within the specified Consolidation structure The Summary Report displays only t
38. 02 2881 02 JUL 2002 2881 02 JUL 2002 2881 21 JUN 2002 2881 21 JUN 2002 2881 21 JUN 2002 2881 02 JUL 2002 2881 02 JUL 2002 2881 02 JUL 2002 2881 21 JUN 2002 2881 21 JUN 2002 2881 Totals For Transaction Type 2881 STOCK SD CREDIT SALES Copyright ITS 2 31 Version 12 2002 General Ledger System Operational Menus Chapter 2 Totals For Procurement Management Subsystem Posting Report Total End of Report When option FGLPRI 2 is executed the system will prompt the user with Specify date of posting Select one of the following 1 Net Salary 2 Earnings and Deductions 3 Both if 1 the detail of the difference between total earning codes and total deduction codes will be shown if 2 the same detail as per option FGLPR1 1 with the addition of late calculations and name of personnel member The cycle is added to the sort order with sub totals on cycle within GLA Total if 3 incorporates 1 and 2 4 Specify a specific G la C ost Centre A ccount or ALL An example of 1 above is as follows 29 AUG 2002 14 22 INTEGRATED TERTIARY SOFTWARE Program f5wrpt rdf V12 GL Detail of Summary Postings Date Of Posting 29 aug 2002 For Subsystem PR GLA Code Tran Date E D Personnel No and Name Reference Cycle Type Trn Debit F001 9350 29 aug 2002 NETS 9988 TEST PERSON T H ET SAL 200206 SAL CALC 18500 01 F001 9350 29 aug 2002 NETS 999 RAU Toets R ET
39. 031 Research Sales 00 1000 00 1000 00 2013 Stat Pupils Comp Ed 00 2744 00 2744 00 212397 General Office Expen 950 00 Revenue amp Expenditure Statement Summary 22 OCT 2002 19H38 INTEGRATED TERTIARY SOFTWARE PAGE4 Program f5grpt rdf GL V12 REVENUE AND EXPENCE STATEMENT FOR THE YEAR 2002 FROM CYCLE 0 TO CYCLE 12 FOR COST CENTRE 0099 CYCLE 13 INCLUDED CYCLE 14 INCLUDED ACC YEAR TO DATE CAT DESCRIPTION DEBIT BALANCE 310 COMPENSATION PC 1 2000000 00 51001 00 1948999 00 324 COMPENSATION UNCLASS 00 330 SUPPLIES AND SERVICES a 2004694 00 2004694 00 360 RENTAL OF BUILDINGS Copyright ITS 2 41 Version 12 2002 General Ledger System Operational Menus Chapter 2 370 RENTAL OF EQUIPME 00 TOTAL EXPENDITURE NETT SURPLUS SHORTFALL kikkkkkkkkxxk END OF REPORT eR RK Copyright ITS 2 42 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 3 Balance Sheet FGLORI 3 b This report is the Balance Sheet on a specified Cost centre or Cost centres e It is important that the Account Definition structure FCSO 3 is correctly linked to the applicable Account Categories All accounts linked to Account Categories 490 to 999 will be taken into account for this report e Only posted transactions are reported A Revenue and Expenditure Statement is generated first but not printed to calculate the Surplus and Shortfall values of the Balance Sheet The
40. 1 Detail Of Summary Postings Per Date FGLPR1 1 2 2 31 2 10 2 Transactions On Invalid GLA s FGLPR1 3 2 35 2 11 OPERATIONAL MENU REPORTS FGLO 80 FGLORI 2 36 2 11 1 Trial Balance FGLORI 1 Bm 2 36 2 11 2 Revenue amp Expenditure Statement FGLOR12 Y 2 40 2 113 Balance Sheet FGLOR1 3 B mm nanan nnn nanan 2 43 2 11 4 Cost Centre Cost Summary Report FGLOR14 b 2 48 2 11 5 Consolidation Cost Centre Report With Subtotals FGLORI 5 B 2 50 2 11 6 Consolidation CC Report Without Subtotals FGLOR l 6 B mm 2 55 2 11 7 Cash Flow Report FGLOR1 7 B m 2 22 2 59 2 11 8 Cost Centre Cost Report FGLOR1 8 2 61 2 11 9 Revenue and Expenditure Including Balance Sheet FGLOR l 9 2 64 2 11 10 Transactions Per Type FGLOR1 21 B 2 70 2 11 11 Transactions Per GLA FGLOR1 22 2 74 2 11 12 Repeating Transactions FGLOR1 23 B nanan 2 77 2 11 13 Account Cost Report Summary FGL
41. 13 Included Cycle 14 Included No Exceptions No Restrictions Report Per CC Numerical Cost Code MAC1 TSWANA DEPARTMENT Cont Account 00021 Industrial Research Cont Tr Or Ss Date Type Ss Document No GL Notes Actual Budget Commitment skipping forward last page for totals 14 OCT 2002 1213 INT200212 3 Cons Ref INT200212 3 14 OCT 2002 1213 INT200212 4 Cons Ref INT200212 4 14 OCT 2002 1213 INT200212 4 Cons Ref INT200212 4 14 OCT 2002 1213 INT200212 5 Cons Ref INT200212 5 14 0CT 2002 1213 INT200212 5 Cons Ref INT200212 5 14 OCT 2002 1213 INT200212 6 Cons Ref INT200212 6 14 OCT 2002 1213 INT200212 7 Cons Ref INT200212 7 Ba fs fo fe bo be Copyright ITS 2 63 Version 12 2002 General Ledger System Operational Menus Chapter 2 Account 00021 414268627 81 Overspend Available Cost Code MAC1 Overspend Available Report Total Overspend Available 414231694 2 11 9 Revenue and Expenditure Including Balance Sheet FGLOR1 9 b This report is the Revenue and Expenditure statement and the Balance Sheet on a specified Cost centre or Cost centres e It is important that the Account Definition structure FCSO 3 is correctly linked to the applicable Account Categories All Account Categories will be taken into account for this report e Only posted transactions are reported The report can be requested in Detail or in Summary Should you wish to use a Previous Request Number lt LIST gt function o
42. 5 Per General Ledger Code Your Selection N1 3 Do You Want A ll a R ange or S elect Accounts Al S Enter The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle N2 12 Cycle 13 Dncluded Or E xcluded Al I Must Cycle 14 Be Dncluded Or E xcluded A1 I Enter The Exception Indicator Value Only When Required X X A1 Change Subsystem Transactions Consolidation Defaults Y es N o N Parameters Correct Y Copyright ITS 2 79 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of a summary report is 20 Oct 2002 09 29 Page 1 f54rpt sql V12 INTEGRATED TERTIARY SOFTWARE Summary Account Cost Report Account 2660 Maint of Buildings For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres MAC2 For Account Codes 2660 Account From Selected Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exceptions No Restrictions Report Per CC Numerical Account 2660 Maint of Buildings cc Description Actual Budget Commitment Available Overspend LINGUISTICS 18554 68 Account 2660 Report Total kkkkkkkxx END OF Report iixkikiikx Copyright ITS 2 80 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 14 Account Category Report FGLOR1 25 This report is used to display totals of transactions in the General Ledger for th
43. 74 45 24898199527644 79 Rent Bld 00 00 00 3862658 05 3862658 05 Rent Eqp 00 00 00 3862658 05 3862658 05 Other 557000 00 50866 05 607866 05 2044411 15 1436545 10 Totals For Report 24898201362584 67 KKKKKKKKKKK End Of Report kk k kkk k k An example of a detail report is 20 OCT 2002 09H47 INTEGRATED TERTIARY SOFTWARE Page l Program f56rpt rdf V12 GL Account Categories Report For The Year 2002 From Cycle 1 Up To Cycle 4 From Department 104 To Department 104 Cycle 13 Excluded Cycle 14 Excluded 104 NBS BUSINESS Budget Actual Balance Commitment Available MAC1 TSWANA DEPARTME Salariel 3 7706400 29 7706400 29 64728 46 7771112815 Supp Serv 89817707313 12 89817707343 12 313588 02 89818020931 14 Rent Bld 00 00 00 00 Rent Eqp 00 A 00 00 Other 1000 00 A 1000 00 480 80 Cost Cntr 89825791579 09 MAC2 LINGUISTICS Salariel 3 275 76 215516 390 00 665 76 Supp Serv 6267 15 6267 15 191034 52 197301 67 Rent Bld 00 00 00 00 Rent Eqp 00 00 00 Copyright ITS 2 82 Version 12 2002 General Ledger System Operational Menus Chapter 2 00 Other a 7500 00 7500 00 7500 00 Cost Cntr 190467 43 ENT TOTALS Salarie3 A 7706676 05 7706676 05 65118 46 7771794 51 Supp Serv 89817713580 27 89817713610 27 504622 54 89818218232 81 Rent Bld 00 00 00 00 Rent Eqp 00 00 00 00 Other 1000 00 7500 00 8500 00 7980 80
44. 9 48 23 Med Aid Medicines 200 00 180 00 124 Staff Soc Clubs 4733 40 2005 04 27 Sundry Deductions 00 000 00 0202 Salaries Other PC2 00 450 00 0402 Salaries Other PC4 00 109 00 0677 skills levv 01 0 00 2013 Stat Pupils Comp Education 87 3963 87 2014 Stationerv Other 00 300 00 2016 Printing 00 1328 07 Copyright ITS 2 84 Version 12 2002 General Ledger System Operational Menus Chapter 2 3216 Classroom 410 Furn gt R1800 375 375 00 5011 Application Fees 12950 15616 2666 00 5012 Registration Fees 1900 14000 12100 00 5014 Class Fees 251000 300411 49411 60 5017 Fines r 71 71 10 5330 Sport Income 10030 44 9502 Stock Control Main Store 82 00 9512 Movement Cont Main Store Report Totals H 493827674066639 31 206141 25 ye END OF REPORT Copyright ITS 2 85 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 16 Account Totals Within CC FGLOR1 27 This report reflects the totals of ALL accounts linked to the specified range of CC s Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Enter Start Cost Centre Code A4 0 Enter End Cost Centre Code A4 zzzz Enter Year N4 Enter Start Cycle N2 0 Enter End Cycle N2 Enter If Cycle 14 Is Included E xclu
45. Allowance 5 51001 00 51001 00 0118 Entertainment Clien 45000 00 45000 00 2013 Stat Pupils Comp Ed 2744 00 2744 00 212397 General Office Expen 950 00 950 00 2522 Irrecoverable Debt 23100 00 23100 00 5425 Interest Staff Loans 1471323 63 1471323 63 5441 Profit Loss On curr 3327 36 3327 36 9200 Debt Control Staff 51000 00 51000 00 9202 Debt Control Gnrl 13480 00 13480 00 9207 Vat Control Out 130 00 130 00 9478 Creditors Control Ac 00 20 00 9514 Movement Cont Subs 98 00 Bud Contr Suppl amp Ser Total For CCC TOTAL FACT CO 1526555 07 KKKKKKKKKKK End Of Report 2 11 7 Cash Flow Report FGLOR1 7 b This report reflects details of cash in outflow over a specified period and is transaction type driven Copyright ITS 2 59 Version 12 2002 General Ledger System Operational Menus Chapter 2 Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets S ummary Or Detail Al D Please Enter The Reporting Year N4 Please Enter Start Cycle N2 Please Enter End Cycle N2 Do You Want To Select Between Dates Y N Al N An Example Of A Summary Report Is Date 22 OCT 2002 20H03 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5prpt rdf GL V12 CASH FLOW REPORT FOR CT Report Year 2002 Summary R
46. ED TERTIARY SOFTWARE Page 1 Program f5lrpt rdf GL Gl Transactions Summary Per Transaction Type For Transactions From 0 To 9999 For Reporting Year 2002 From 01 oct 2002 To 22 oct 2002 For Subsystem ALL Trn Fin Fin Credit Tran Code Syst Type Description Value Balance J PAYMENT RECEIVED STUDENT 72824 80 72824 80 J PAYMENT RECEIVED STUDENT CARD 100 00 100 00 J VAT TRANSACTION 100 00 100 00 J PAYMENT STUDENT 2244 00 2244 00 J PAYMENT OTHER 28102 63 28102 63 J VAT TRANSACTION 1897 37 1897 37 J VAT TRANSACTION 00 00 Copyright ITS 2 70 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS J CT CHEQ VAT J VAT TRANSACTION J VAT TRANSACTION J RECEIPT FOR J SKILLS LEVX J PR VAT J TEST Totals Of Report 2 71 2800 00 2800 00 25 00 20711 35 1305 34 22000 00 Version 12 2002 148 00 2800 00 2800 00 25 00 20711 35 1305 34 22000 00 General Ledger System Operational Menus Chapter 2 An Example Of A Detail Report Is 22 OCT 2002 21H35 INTEGRATED TERTIARX SOFTWARE Page l Program f51lrpt rdf GL V12 GL Transactions Per Transaction Tvpe For Transactions From 0 To 9999 For Reporting Year 2002 From 01 oct 2002 To 22 oct 2002 From Cycle 0 To Cycle 14 For Subsvstem CT For Reference Number From To zzzzzzzzzzzz Fin Refno Trn Fin Process Code Cycle Dat
47. Fees 500 00 960 00 1460 00 Class Fees 267228 08 452224 80 184996 72 Gown Rental 00 1400 00 1400 00 Laboratorv Fees 67010 00 43350 00 23660 00 30 GOVERNMENT APPROPRIATIONS CENTRAL 5119 Services Internal Fotocopving ETC 480 OTHER DEDUCTIONS 677 skills levy 5 1601 54 1403 04 Expense Total Nett Surplus Shortfall Copyright ITS 2 66 Version 12 2002 General Ledger System Operational Menus Chapter 2 22 Oct 2002 20 16 INTEGRATED TERTIARY SOFTWARE Page 1 f5krpt sql V12 BALANCE SHEET Detail RevenuesExpenditure and Balance Sheet Requested For 0099 Cost Centres For The Year 2002 From Cycle 1 Up To Cycle 3 Debit Credit Balance Nett Surplus Shortfall 127559 46 714384879 80 4176742679 66 910 L TERM INVESTM GOVERNM STOCKS BONDS 8202 Long Term Investments O B 1600 00 2400 00 930 NOTES RECEIVABLE 8402 Sundry Debt Student Fees Paya 2068163 66 1406013 98 662149 68 8404 Sundry Debt Accom Fees Payabe 3008 00 15384 00 12376 00 8414 Sundry Debt Staff 1920 00 11520 00 9600 00 8420 Sundrv Debt General Im Balance kkkkkkkkk END OF Report iiikkikiix Example Summary of Both Revenue amp Expenditure including Balance Sheet follows 22 Oct 2002 20 48 INTEGRATED TERTIARY SOFTWARE Page 1 f5krpt sql V12 REVENUE amp EXPENDITURE Statement Summary Revenue amp Expenditure and Balance Sheet Requested For 0099 Cost Centres For The Year 2002 From Cycle 1 Up To Cycle 3 Debit C
48. INTEGRATED TERTIARV SOFTWARE General Ledger Svstem User manual Version 12 2002 Edition Copvright ITS ITS General Ledger Svstem Table of Contents 1 INTRODUCTION ERMESH EC Sea Zn une 14 Pode ENERAT INFORMATION i ta le 1 1 1 2 OVERVIEW OF FINANCIAL SYSTEM Sea ara ass ee eg 12 1 3 OVERVIEW OF GENERAL LEDGER SUBSYSTEM 12 1 4 LINKING WITH OTHER ITS SYSTEUS i et 16 1 5 IMPLEMENTATION SEQUENCE 1 7 2 OPERATIONAL MENU FGL A O 2 9 2 1 JOURNAL TRANSACTIONS FGLO 1 2 9 2 2 BATCH TRANSACTIONS FGLO 2 We 2 11 2 3 REPEATING JOURNAL TRANSACTIONS FGLO 3 8 2 14 2 4 REVERSAL OF JOURNALS FGLO 4 8 ne 2 18 2 5 DISTRIBUTION JOURNAL FGLO 5 Sass eee eae 2 20 2 6 QUERY GENERAL LEDGER TRANSACTIONS FGLO 8 2 22 2 7 UPDATE CASH FLOW PARAMETERS FGLO 2 B mm 2 23 2 8 QUERY TRANS UPDATE SECONDARY NOTE FGLO 22 8 2 23 2 9 POST TRANSACTIONS TO LEDGER FGLO 28 FGLP 2 25 2 10 POSTING TO GENERAL LEDGER REPORTS FGLP 80 FGLPR1 2 31 2 10
49. Ledger by GL journals This option therefore facilitates the creation of a list of transaction types which will cause cash inflow outflow and thus the report produced on menu option FGLOR1 7 reports on actual cash in outflow The data required is the following A Transaction type A4 Enter the required transaction types The system validates that the specified transaction types are specified for CT CB and GL only and displays the description and the subsystem 2 8 QUERY TRANS UPDATE SECONDARY NOTE FGLO 22 Copyright ITS 2 23 Version 12 2002 General Ledger System Operational Menus Chapter 2 This Option provides a facility where firstly any transaction processed on any of the financial systems can be queried and secondly a secondary note the only field that can be updated can be added to describe the transaction in more detail This option consists of the following A Transaction Code N4 Supply the Transaction Type used in the transaction that is to be queried B Subsystem A2 This is a display field only C Financial Field Al This is a display field only D Reference Number A12 Supply the reference number used in the transaction that is to be queried E Reference Date DD MON YYYY Supply the reference date used in the transaction that is to be queried F Processed Date DD MON YYYY Supply the date on which the transaction that is to be queried was processed G Debit Credi
50. N An example of this report is 20 0CT 02 13 29 INTEGRATED TERTIARY SOFTWARE Page Program f5yrpt rdf V12 GL Control Totals For Financial Year 2002 For General Ledger Period Budget Budget Actual Actual Imbalance Debit Credit Debit Credit 149000 00 149000 00 9970881310 60 9970881310 60 202511504 00 202511504 00 250 00 250 00 72000 00 72000 00 10281850000 52 10281850400 52 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Copyright ITS 3 20 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 58043 00 58043 00 202732504 00 20252789604 12 20252790004 12 KKKKKKKKKK End Of Report kkk xk k Copyright ITS 3 21 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 4 User Work Summary FGLMRI 4 b This report reflects the number of transactions processed by a particular user or users of this subsystem during a specified period Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows Enter User ID Or ALL Enter The Reporting Year YYYY Enter Start Cycle N2 Enter End Cycle N2 Do You Want To Select Between Dates Y N An example of this report is 20 0CT 02 13 34 INTEGRATED TERTIARY SOFTWARE Program f5gccc V12 Summary Of Work Done By U
51. ONTROL ACCOUNTS Copyright ITS 2 68 Debit 4891127559 46 1600 00 2073150 70 100247392 23 45430 58 536991522 76 Credit 714384879 80 2400 00 1432917 98 507702348 61 118006 71 97914899 11 Version 12 2002 General Ledger System Operational Menus Chapter 2 439076623 65 Asset Total Liability Total Im Balance kkkkkkkkk END OF Report ek kee Copyright ITS 2 69 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 10 Transactions Per Type FGLORI 21 b This report reflects the summary or detail of transactions for a specified range of types and for a specified period Subtotals per type for debits and credits are calculated Only posted transactions are reported Parameters are as follows Summary Or Detail Report S D Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Enter The Reporting Year N4 2000 Enter Start Cycle N2 0 Enter End Cycle N2 14 Enter The Start Transaction Code N4 0 Enter The End Transaction Code N4 9999 Do You Want To Select Between Dates Y N Al N Enter Subsystem Of Origin Of Transaction Types AR BC CB CT GL LL PM PR SD Or All A3 ALL Do You Need An Exception Report Y N A1 N An Example Of A Summary Report Is 22 OCT 2002 21H27 INTEGRAT
52. OR1 24 W 2 79 2 11 14 Account Category Report FGLORI 25 2a 2 81 2 11 15 Account Summary Report FGLOR1 26 nana 2 84 2 11 16 Account Totals Within CC FGLOR l 27 b 2 86 2 11 17 Account Cost Report FGLOR1 28 2 88 2 11 18 Report Menu 2 FGLOR1 80 FGLOR2 nnn n nnn 2 90 2 11 18 1 Budget Summary Report FGLOR2 1 2 00 2 11 19 Budget Carried Forward Validation FGLOR2 2 2 11 20 Year To Date Budget Report FGLOR2 3 2 94 2 11 21 Consolidation Cost Centre Budget Report FGLOR2 4 B 2 96 Copyright ITS Version 12 2002 ITS General Ledger Svstem Table of Contents 2 11 22 Transaction Types FGLOR2 21 2 99 2 11 23 VAT 201 Return FGLOR2 22 2 100 2 11 24 T O VAT 201 GL Trn Type Summary Report FGLOR2 23 DB 2 102 3 GENERAL LEDGER MAINTENANCE FGL 2 FGLM 2 72 92 oo nnn 3 1 3 1 MAINTAIN CORRECTIVE JOURNALS FGLM 1 3 1 3 2 JOURNAL DISTRIBUTION PARAMETERS FGLM 2 33 3 3 PERIOD END CLOSE FGLM 6
53. Salary Control GLA Credit will be to Cash Control GLA x The user has two options regarding cash payments 1 the cash withdrawal can be made directly from the bank with an instruction that the amount be debited directly to the bank account in this case the user must pass a Cash Book journal to credit Bank and debit Cash Control 2 Alternatively a covering cheque could be sent with the cash request in which case the CTS will have created the necessary transactions Since the method chosen by the user is not known the generation program cannot create a Cash Book Journal TT 996 linked to event RD PR Bank Transfers Debit and Credit GLA s must be supplied Debit will be to Salary Control GLA Credit will be to Transfer Control GLA x The net amount will be directly debited and will appear on the bank statement the generation program will create a Cash Book journal to debit Transfer Control and credit Bank TT 997 linked to event RA PR ACB Payments Debit and Credit GLA s must be supplied Debit will be to Salary Control GLA Credit will be to ACB Control GLA The net amount will be directly debited and will appear on the bank statement the generation program will create a Cash Book journal to debit ACB Control and credit Bank The same TT is used for Bond Payments via ACB and will result in a Cash Book journal to debit Bond Control and credit Bank e It is important that the above TT s are created before the first gener
54. TEGRATED TERTIARY SOFTWARE Fund Balances And Interest For Financial Year 2002 Calculated 1 Times Per Year Credit At Interest Rate Of 10 00 For Cost Centres From mac2 To mac2 For Account 0 To 2660 All Balances Included Transfer Cost Description Balance Balance Interest Accum Centre Average Interest MAC2 LINGUISTICS 00 00 10618 20 1061 82 Centre Values At Cycle 3 Report Totals KKKKKKKKKK End Of Report ikikkkkxxx Copyright ITS 3 25 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 7 Print Capitalisation Parameters FGLMR1 21 This option will print the parameters in the same format as on the screen and the only selection criteria will be Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows Enter For Which Financial Year YYYY Enter the General Ledger Code A2 An example of this report is 21 JUN 2002 16 55 15 page dls INTEGRATED TERTIARY SOFTWARE CAPITALISATION PARAMETERS FOR THE GENERAL LEDGER SUBSYSTEM Program f55rpt sql GL FINANCIAL YEAR 2002 GENERAL LEDGER CODE aa AC FIN EXPENSE CAPITAL ASSET FUNDING INVESIVENT CAT YR GLA CC GLA CC GLA CC GLA CC 410 2002 MAC100000009 MAC17412 MAC17010 MAC18281 410 2002 MAC100021 MAC17412 MAC17010 MAC18281 418 2002 MAC100031 MAC17412 MAC17010 MAC18281 410 2002 MAC10011 MAC17412 MAC17010 MAC18281 410 2002 MAC13214 MAC17412
55. The contents of this manual are Chapter 1 Introduction Chapter 2 General ledger Operation Chapter 3 General ledger Maintenance Chapter 4 General Ledger Correspondence Chapter 5 Proposed B alancing Procedures The symbol after a menu option indicates that the following section of the manual is available as on line help by using lt h gt lt menu option gt whilst in the menu It is assumed that the reader is already familiar with the general operation of the menus and the keyboard A Key and Function list is provided at the back of this manual These matters are fully discussed in the Operational Aspects of ITS Systems Manual FIELD FORMATS NUMERIC FIELDS Numeric fields are described for example as N17 2 or N7 N17 2 means that there are 15 numeric characters before the decimal point and two numeric characters after the decimal point The decimal point does not count as a character N7 means thatthere is a maximum of seven numeric characters with no decimals ALPHA FIELDS Alpha fields mean that Alpha numeric special characters or a combination thereof are permissible However the following must be noted When requesting Start Low First values on reports using a 0 zero or multiple 0 s zeroes does not mean that dl data will be reported on The ASCII collation sequence is as follows Blank Special characters l etc O zero 1 to 9 A to Z a to z and then Copyright ITS 1 1 Version 12 2002 Gen
56. These options are as follows 1 Counter Subsystem FGLP 1 2 Student Debtors FGLP 2 3 Procurement Management Subsystem FGLP 3 4 Accounts Receivable Subsystem FGLP 4 5 Payroll Subsystem FGLP 5 6 Long Term Loans Subsystem FGLP 6 Copyright ITS 2 26 Version 12 2002 General Ledger System Operational Menus Chapter 2 il Cash Book Subsvstem FGLP 7 8 Meal Subsystem FGLP 8 9 Research Subsystem FGLP 21 10 All Subsystems FGLP 28 When menu options FGLP 1 to FGLP 21 are executed users will be confronted with the following prompt Is This The Last Posting For This Period Cycle If So The Cycle Will Be Incremented On Completion Of This Posting Y N Before answering this prompt users must understand what is implied when supplying a Y es or N o answer As already mentioned postings can occur on a daily basis Furthermore postings of sub systems can be done on a de centralised or centralised basis with the exception of the Cash Book and Payroll sub systems That is either one user is delegated the responsibility of executing the postings or the responsibility is delegated to specific users of each financial sub system who are responsible for the specific sub system Once again the decision of whether postings are executed in a centralised or de centralised manner is entirely up to the institution To ensure that postings of financial sub systems take place at the same time the centralised option is the
57. Thus users must take care when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the abovementioned rules are set to N o Should a Transaction Type for sub system GL Copyright ITS 31 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 be defined with the financial vear and cvcle less than 200006 this transaction tvpe will not be a valid Transaction Tvpe for anv of the Ledger journal screens although it is declared active in field C above The program will give an appropriate message B Date DD MON YYYY On entering this option the system will default the system date into this field and it is not updateable C Reference Number A12 Enter the number of the supporting documentation D Reference Date DD MON YYYY Enter the date of the supporting documentation E O redit D ebit Al Indicate if this amount should be D ebited or O redited against the following GL Allocation F GLA A4 A8 Enter the GL Allocation to be updated with the transaction amount and the description will be displayed G Fin Year N2 The system will default to the financial year of the transaction type if specifically specified or in all other cases to the year of the subsystem The user may change this value if required H Fin Month N2 The system will default to the financial cycle of the transaction type if specifically specified or in all other case
58. XAMINATION FEE 100 00 100 00 00 0011 RE EXAMINATION FEE 16 00 16 00 00 Copyright ITS 3 17 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 0014 VAT ON DEBIT TRANSAC 00 0016 QUALIFICATION AWARDE 00 0018 PAYROLL DEDUCTION 00 0019 PARKING FEE CANCELLA 00 0020 PARKING FEE 00 0022 VAT ON CREDIT TRANS 00 0027 SPORT CLUB 00 0028 CANCEL SPORT CLUB FE 00 0030 RESIDENCE DEPOSIT 00 0031 DISTRIBUTE RECEIPT 00 0044 RAISE ADMISSION FEE 00 0045 LOAN GRANTED 00 0050 CANCEL REG FEE BLOC 00 0052 CANCEL SUBJECT FEE 00 0059 CORRECTION SD ACCOUN 00 0060 APPLICATION ADMIN FE 00 0061 CANCEL ADMISSION FEE 00 0063 DOUBLE EXAM FEE 00 0090 REGISTRATION FEE BL 00 0091 QUALIFICATION FEE 00 0092 SUBJECT FEE 00 The last page is as follows 20 0CT 2002 13H22 5 Program f5qrpt rdf V12 GL Period Imbalance Copyright ITS 195553402 15553 02 400 00 400 00 2180 00 2180 00 00 00 581 47 581 47 5972 84 5972 84 100 00 100 00 78 36 78 36 121304 00 121304 00 63199 00 63199 00 13478 96 13478 96 34542 85 34542 85 2550 88 2550 88 36311 36577 74 69326490 69326490 07 4800 4800 00 11135 11135 10 500 500 00 600 600 00 117578 96 11757896 475129 78 475129 78 INTEGRATED TERTIARY SOFTWARE Control Totals For Financial Year 2002 For General Ledger Budget Budget Actual Actual
59. actions for the value specified in terms of restriction FGLC With restriction FGLC users can be restricted to process transactions up to a specified value Sequence 1 to 50 L Journal Number A12 The internal journal number for this transaction It is a display field only and the program will allocate a number on lt COMMIT gt NOTE Transactions cannot be queried on this option In order to query transactions processed on this option users must query them on menu option FGLO 22 On lt EXIT gt the journals will be generated Only the message Repeating transactions processed appears on the Control List Details of Repeating Transactions can be printed via option FGLOR1 23 Copyright ITS 2 16 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS 2 17 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 4 REVERSAL OF JOURNALS FGLO 4 This option uses the information of a journal already processed in the GL system and reverses it according to the parameters specified USER SELECTION Previous Request This is a tool to re use previous batch number It is not a required parameter Enter the following information of the original journal Transaction Type Processed Date Internal Journal number Year Cycle Enter the following information for the reversal journal Transaction Type Reference number Reference date Year Cycle All validations of option
60. alance input registers with ledger totals and do corrections if needed Financial year end or closing transactions are normally done in cycle 13 Cycle 12 then reflecting only the activities of that cycle without corrupting it with vear end transactiors e After everything has been checked and balanced proper backups must be taken after which this option can be executed e When the option is executed the system will respond with a warning that this process is not reversible and the system will request confirmation If the user responds with a Des the system will offer a print menu for the Year End Totals List After the printer is selected the system will calculate and produce the report e If the user should respond before or after the report with a Q the system will offer a second print menu for the Year end Control List e Ifa Q is selected now the system will go back to the original menu but if a printer is selected the system will respond with the following options Validate General Ledger Clear Revenue and Expense Accounts Carry Forward Present Balance Sheet Open Next Financial Year Punn 99 Return to Previous Menu e When an option is selected the system responds with Jf expenditure accounts for fixed assets are not capitalised should process continue when an imbalance condition exists Y N This question and the user s response will come into effect during the validation proce
61. als Credit LINGUISTICS Maint of Fixed Equip 26 APR 2002 7500 00 Cr Balance 7500 00 Account Totals 00 7500 00 20 OCT 2002 08H56 INTEGRATED TERTIARY SOFTWARE Page 2 Program f5orpt rpt GL List Of Gl transactions Per GLA For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres From MAC2 To MAC2 For Accounts From 2012 To 2662 GL CC GL Acc GLA Name Process Value Code Code Cyc Balance 16412 82 Centre Totals 26024 80 Credit 9611 98 Balance 16412 82 REPORT TOTALS 26024 80 Credit 9611 98 Copyright ITS 2 76 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 12 Repeating Transactions FGLORI 23 This report reflects details of repeating transactions The transactions are listed per cvcle Parameters are as follows Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Must Transactions For All Cycles Be Listed Y N Al N Enter Start Cycle N2 0 Enter End Cycle N2 13 An example of this report is 22 OCT 2002 21H40 Page 1 Program Journal No 25695 2969572 25695 2 Journal No 25715 25715 2 25 1 19 2 Journal No 25716 25716 2 Journal No 25729 400 00 Journal No 25731 Copyright ITS f5frpt rdf GL V12 Start Cycle 2 12 FEB 2002 12 FEB 2002 Start Cycle
62. and Expense Budgeting Donuprwnn All of these modules are fully integrated with one another and also with the other ITS Systems such as Personnel Student Information and Asset Inventory More detail on the individual modules may be found in the appropriate User Manuals A comprehensive system of access control applies to these modules refer the General Support System User Manual for further detail 1 3 OVERVIEW OF GENERAL LEDGER SUBSYSTEM The General Ledger has been designed with two primary aims in mind namely Copyright ITS l 2 Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 e flexibility in the accounting structure to the extent that every institution can specify their own structure to suit unique requirements e incorporation of the specific requirements of STATS Reporting in the accounting structure By keeping the rather complex STATS aspects at the high level of cost centre and account definition the normal users of the system need not concern themselves with this aspect whilst the STATS Statements can be produced as standard reports from the system Each Allocation Account in the General Ledger consists of a Cost Centre part and an Account part and reporting or queries can focus on either of the two The two parts can be summarised as follows e Cost centres represent the destination of transactions or the where of different types of costs and as such normal financial reporting lik
63. ansactions from other subsystems 5 FGLOR1 2 Produce operational reports 6 FGLMRI Produce maintenance reports Copyright ITS 1 7 Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 Copyright ITS 1 8 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 OPERATIONAL MENU FGL 1 FGLO 2 1 JOURNAL TRANSACTIONS FGLO 1 Transaction types are defined under option FCSO 7 and are used in the applicable subsystem Under normal circumstances most of the transactions entered into the general ledger will be generated within the different subsystems The transactions that will normally be updated in the General Ledger can be grouped into e Balance brought forward journals e Budget transactions and e Normal journals This option allows only one amount to be specified resulting in a mandatory double entry If the balancing credit for more than one debit or vice versa is required option FGLO 2 should be used A budget transaction is in principle the same as a normal journal except that different financial fields are updated A transaction type for budget entries will be defined and the financial field will be set to B udget The following information must be supplied A Transaction Code N4 Supply a transaction type defined for sub system GL on menu option FCSO 7 If an invalid code is entered the system will display Transaction code unknown or illegal for
64. are in brackets Dnterim Or F inal VAT201 UF Al J Up To Which Date dd mon yyyy Enter The VAT Registration Code A2 Copyright ITS 2 102 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of this report is Date 20 0CT 2002 12h21 INTEGRATED TERTIARY SOFTWARE Page T Program f5eccc pc v11 3 1 2 VAT201 Transaction Type Summary AR GL AP CT Interim Report Up To 20 OCT 2002 For VAT Registration Number VT TEST PAVROLL VAT For INPUT GLA F0019208 Accounts Receivable General Ledger System Accounts Payable Counter System VAT Trans Debit Credit Debit Credit Debit Credit 20 OCT 2002 12h21 INTEGRATED TERTIARY SOFTWARE 1 Program f5eccc pc v11 3 1 2 VAT201 Transaction Tvpe Summarv AR GL AP CT Interim Report Up To 20 OCT 2002 For VAT Registration Number VT TEST PAVROLL VAT For OUTPUT GLA F0019207 Accounts Receivable General Ledger System Accounts Payable Counter System VAT Trans Debit Credit Debit Credit Debit Credit Date 20 0CT 2002 12h21 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5eccc pc Copyright ITS 2 103 Version 12 2002 General Ledger System Operational Menus Chapter 2 VAT201 Transaction Type Summary SE SD OT Interim Report Up To 20 0CT 2002 For VAT Registration Number VT TEST PAYROLL VAT For INPUT GLA F0019208 Stores System Student Debtors VAT Trans Debit Credit Debit Credit Debit Credit Balance Date 20 0CT 2002 12h21
65. are when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 this transaction type will not be a valid Transaction Type for any of the Ledger journal screens although it is declared active in field C above The program will give an appropriate message The cursor now moves to the first of the detail records which must be completed as follows Copyright ITS 2 12 Version 12 2002 General Ledger System Operational Menus Chapter 2 B Year YYYY On entering the transaction type the year will default into this field Q Cycle N2 On entering the transaction type the cycle will default into this field D Date DD MON YYYY On entering the transaction type the system date will default into this field and the user cannot update this field E Reference Date DD MON YYYY On entering the transaction type the system date will also default into this field and the user may change it if required F Reference A12 Supply the reference number of the supporting documentation G GLA Code A4 A8 Supply the GL Allocation to be debited or credited with the transaction amount and the system will display the description at the bottom of the screen before the control block Under normal circumstances this transaction type wil
66. artment 2 Per Facultv 3 CC Numerical 4 Per Fund Group Copyright ITS 46 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 5 Per General Ledger Code 6 Per Contact Person G Test Letter Y N Al Is this a test or a final print H Write Logfile Records Y N The user will lt COMMIT gt this screen and on lt EXIT gt the system will offer a print option and the result can be directed to screen or printer 4 1 5 DOCUMENT LAYOUT DEFINITION FGLCM 1 b The information in this option is the same as the information in option FLLL 1b4 The only difference is that the layout of the default documents DFLT may be changed in this option Please refer to section 5 2 for detailed description of the fields listed below The fields in this Block are Document Code Format Page Number Max Lines Header Size Footer Size Page Skip Labels Horizontal Labels Vertical Label Length Lines Label Width Characters 4 1 6 PURGE DOCUMENT FILE FGLCM 2 b This option allows the deletion of old letter records The user is prompted with Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and Defaults are in brackets Start date from which entries must be deleted DD MON YY End date from which entries must be deleted DD MON YY Start letter code A4 0 End letter cod
67. ation of cheques is attempted since the generation program will verify that TT s have been linked to the events as above If not the program will terminate with the message TT s are not linked to events or TT s incorrectly specified In this case cheques will not be generated nor will a Q record be created Copyright ITS 2 29 Version 12 2002 General Ledger System Operational Menus Chapter 2 e A control report provides subtotals per TT allowing the following comparisons the total of TT s 993 995 996 and 997 will equal the amount posted to the Salary Control GLA under TT 994 for the current pay cycle the cheques issued via CTS will contra the amounts posted to the Cash Control account the Cash Book journals will contra the amounts posted to the Transfer and ACB Control accounts Hereunder is an example of the report that the posting programs will produce Post Subsystem Transactions to General Ledger Counter System Postings To GL On 22 OCT 2002 For Cycle 20022 GLA Code Date Trn GL Note Reference Cr Dt Name Debit Credit Type Code MAC12012 22 OCT 2002 100 CONSOLIDATED CREDIT CT SUMMARY 0 0 00 100 00 71118280 22 OCT 2002 100 CONSOLIDATED DEBIT CT SUMMARY 0 100 00 0 00 Totals For Transaction Type 100 PAYMENT RECEIVED STU 100 00 100 00 Totals For Counter Subsystem Posting 100 00 Copyright ITS 2 30 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 1
68. be equal to the balance in the subsystem More detail may be found in the User Manuals for the various subsystems Copyright ITS 5 4 Version 12 2002 General Ledger System Proposed Balancing Procedures Chapter 5 P4 gt All payments by the system and all receipts can be linked to the same Bank Account A report of this Bank Account is representative of a Cash Book A normal bank reconciliation can be done between this account and the Bank Statements More detail may be found in User Manual for the Counter Subsystem P5 gt The total debits and credits created posted to the General Ledger for a specific period should be equivalent to the increase on the Trial Balance for the same period Copyright ITS 5 5 Version 12 2002 General Ledger System Keys and Functions Keys and Functions Following is a list of the standard shortcut keys that can be used Clear Field F5 Next Field Tab Next Set of Records Shit Previous Fel ShifteTab Copyright ITS 5 1 Version 12 2002
69. centage allocation for all credit GLA s equals 100 The same validation applies to all debit GLA s This validation will occur when the lt COMMIT gt function is executed PERIOD END CLOSE FGLM 6 This option in general terms closes down the current period cycle and opens the next period cycle Before activating this option the user should control that all transactions for the current period have been correctly posted and that the ledger is in balance It is therefore important that the financial officer prevents other users from processing transactions for this period by ensuring that other subsystems are in GL cycle 1 run a Trial Balance check different control totals balance input registers with ledger totals and do corrections if needed Balancing the ledger in total essentially consists of the following Ledger Totals Previous Period Total of transactions in this period Totals carried forward to new period After everything has been checked and balanced proper backups must be taken after which this option can be executed When this option is executed it will firstly check if any of the Ledgers as defined in option FCSC 3 has not reached its year end cycle If so it will respond with One of the Ledgers requires a Year end The Year end indicator in the definition of Ledgers as per option FCSC 3 will be N o during the year When the year end of a specific ledger is reached and the user execut
70. cluded Cycle 14 Included No Exceptions No Restrictions Report Per CC Numerical Cost Code MACI TSWANA DEPARTMENT Category 330 SUPPLIES AND SERVICE Account Description Actual Budget Commitment Available Overspend Stationery General 490293748483 91 Category 330 490293475635 97 Cost Code MAC1 490293475635 97 kkkkkkkkk END OF Report iiikkikkiix Copyright ITS 2 49 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 5 Consolidation Cost Centre Report With Subtotals FGLOR1 5 The Detail Report displays totals of each account for each Cost Centre as well as lower level Consolidation Cost Centres within the specified Consolidation structure The Summary Report displays only the totals of each Account within the specified Consolidation structure as well as lower level Consolidation Cost Centres Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Cost Centre Selection S ummarv or D etail Report Al S Enter The Consolidation Cost Centre A4 Account Selection Enter The Start Account Code A8 00000000 Enter The End Account Code A8 ZZZZZZZZ Enter The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Cycle 13
71. continue The system will validate for transactions against invalid GLA s This action is the same as for Report FGLPR1 3 and will be done for the present financial year only If invalid transactions are found the report will be printed The system will not gp past this option until the present year report is clear 3 Test Balance of General Ledger The system will control that the General Ledger totals are in balance and thereafter it will control that the imbalance on the Secondary Ledger is equal to the imbalance on the Primary Ledger This can be controlled with the Trial Balance Report or a Cost Centre Account Cost Report for the whole ledger Imbalances will normally be caused by faulty cost centre or account structures but since balancing should be part of the monthly procedure one would expect this to be in order If not the system will respond with General Ledger not in balance and if the second test fails Imbalance on different Ledgers not equal 4 Test that the Control Account Balances are Zero Control accounts are normally linked to Account Category 999 Control Accounts and the system will check for outstanding balances on such accounts If balances on these accounts are detected the system will respond with Accounts in Account Category 999 have non zero value 5 Test that Default Accounts required for Transfer of Surplus Shortfall to the Fund Balances have been defined Du
72. d for this recipient an R is entered in this field Any number of R records can be entered for the same recipient and letter if it is to be repeated more than once If more than one record exists for a recipient and letter code then update the latest record This option will only keep record of letters lists and labels and will have no effect on these records 4 1 4 PRINT DOCUMENT MENU FGLCO 80 FGLCOR1 b 4 1 4 1 COST CENTRE COST REPORT FGLCOR1 1 This option allows for letters etc to be written on the basis of the occurrence of a specific transaction type in the GLA s of specified department s The specific fields are A Document Format The format of the document can be a Letter List Label or an ASCII file The user will enter a Y es in the appropriate field The user can enter more than one document format B English Letter Code A4 The user must enter the letter code that was created under FLLL 1 for the English letter C Alternate Letter Code A4 The same code that was supplied in the English Letter Code will default in this field The user can accept the code or enter the Alternate Letter Code if such a letter was created under option FLLL 1 D Start Cost Centre A4 Supplv the cost centre to start with E End Cost Centre A4 Supply the end cost centre F Sequence of printing N1 Supply the sequence within which the document must print The options available are 1 Per Dep
73. ded E An example of this report is 22 OCT 2002 Integrated Tertiary Software itsvl2 Page T Program f5iccc pc vl2 Cost Centre Account Summarv Report From Cost Centre O To Cost Centre ZZZZ From Cycle 1 To 4 For Year 2002 GLA NAME QFO1 5610 Cost Centre Totals 9512 Centre Totals 8280 Centre Totals 9163 Centre Totals Report Totals END OF REPORT Copyright ITS 2 86 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS 2 87 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 17 Account Cost Report FGLOR1 28 This report is similar to the Cost Centre report FGLOR1 4 and 8 except that it displays General Ledger information from an Account level Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Do You Want A ll a R ange or S elective Cost Centres A1 S Select One From 1 Per Department 2 Per Faculty 3 CC Numerical 4 Per Fund Group 5 Per General Ledger Code Your Selection N1 3 Do You Want A ll a R ange or S elect Accounts Al S Enter The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Do you want to summarise General Ledgers A1 N Cyc
74. e 0100 6 OCT 2002 1 9163 SUMMARX E 1 ET 0100 16 OCT 2002 1 8402 SUMMARX E 1 CT IA 0100 6 OCT 2002 2016 SUMMARY F 1 GT 0 00 Cr T CT SUMMAI 0100 6 OCT 2002 2011 SUMMARX F 1 ET 200 00 Cr CT SUMMAI 0100 6 OCT 2002 MAC 2012 SUMMARX E 1 CT 70070 80 Cr CT SUMMARY 0100 6 16 OCT 2002 X600 8280 SUMMARY DEBIT POSTING CT 71680 80 CT SUMMARY 0100 17 0CT 2002 F001 2011 SUMMARY POSTING CT 83 00 Cr CT SUMMARY 0100 17 OCT 2002 MACI 2012 SUMMARX POSTING CT 061 00 Cr CT SUMMARX 0100 6 17 0CT 2002 X600 8280 SUMMARY DEBIT POSTING CT 1144 00 Balance Debit 72824 80 Credit 72824 80 ETC cT 1000441 7754 6 16 OCT 2002 Y Moller 210050596 Balance Debit Credit Report Totals 00 Debit 974746 80 Credit Total Records 205 Copyright ITS 2 72 Version 12 2002 General Ledger System Operational Menus Chapter 2 KKKKKKKKKK End Of Report kkk xk x Copyright ITS 2 73 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 11 Transactions Per GLA FGLOR1 22 This report displays only posted transactions for specified GLA s Parameters are as follows Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Do You Want To Print All Cost Centres Y N Al Y Do You Want To P
75. e A4 zzzz Start Account Type A4 0 End Account Type A4 zzzz ED Copyright ITS 47 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 7 Enter Document Formator All Al ALL 8 Is this a Trial or U pdate Run Al T The system responds with a report showing the given parameter set and the number of records deleted Copyright ITS 48 Version 12 2002 General Ledger System Proposed Balancing Procedures Chapter 5 5 PROPOSED BALANCING PROCEDURES 5 1 GENERAL This chapter is only meant to be a guideline and institutions should design their own procedures in consultation with their auditors The interval and or period of a reconciliation depend on the procedures and requirements of the institution The reconciliation process can be divided into separate actions of which the most important ones are 1 Balancing of Manual Inputs On installation of this subsystem the total debit and credit and therefore balance will be zero By entering historical balances opening balances and budgets the total debit credit and thus balance of this subsystem will be affected Supporting documentation can be added on a calculator and the totals from the tally slips can be entered on a register This register can be compared to the audit lists or other reports from the system 2 Balancing of Input Posted from Other Subsystems All the transactions updated in other subsystems are periodically posted to th
76. e General Ledger The controlling officers of subsystems should keep registers of the input into their subsystems These registers should be summarised in a single document which could be handed to the Finance Officer whenever postings must be done to the GL or on pre determined dates It should be possible to predict the value of the transactions to be posted to the GL 3 Balancing of General Ledger The total of the manual input plus the posting from other subsystems will be equal to the increase in the gross totals of the Ledger It is therefore important that the Finance Officer keeps record of the gross total on the total Ledger The balancing will in summary consist of Previous Totals Manual Input Automatic Posting New totals Further balancing that should be done is to reconcile the Control Accounts which are representative of the subsystems in the General Ledger Normally institutions will have two or three control accounts per subsystem The net total for example of the debtor s Copyright ITS 5 1 Version 12 2002 General Ledger System Proposed Balancing Procedures Chapter 5 balances should be equal to the total of the applicable control accounts By confirming this the user ensures that all transactions in the subledger were indeed posted to the General Ledger Hereafter more detail will be discussed 5 2 REPORTS REQUIRED FOR BALANCING All reports that can be of use in the balancing procedures are listed
77. e Trial Balances Income and Revenue Statements and Balance Sheets can be produced at this level Cost Centres can be linked to Fund Groups and Departments for STATS and management reporting purposes The user can also define various ways of consolidating Cost Centres and the number of levels is unlimited e Accounts represent the type of cost or revenue When accounts are created the STATS reporting aspects must be specified as well thus ensuring that STATS reports may be produced with the minimum of additional user involvement Transaction Types with predetermined GL Allocations can be created to speed up the processing of transactions Transactions are handled in a consistent manner in all the financial modules and all transactions originating in other ITS modules are posted to the General Ledger as and when the user requires A Budget Control Facility is available as part of the ITS Management Information System which provides various user defined consolidated figures in respect of both the current and previous years When orders are issued commitments are controlled against the availability of funds in the relevant budget User Restrictions and System Operational Rules are available which provides the user flexibility when applying institutional restrictions and business rules These rules and restrictions are as follows RULES GC GL Allow GL A The valid values are Y es or N o The journals in default is Y es May users proce
78. e major different Account Categories Should you wish to use a Previous Request Number lt LIST gt function on the Previo us request field is available The parameters are as follows and note that defaults are in brackets Summary Or Detail Report S D Select The Report Criteria 1 Per Department 2 Per Faculty 3 Per Consolidation Cost Centre 4 Per Fund Group Enter Your Selection N1 1 Enter The Financial Year Of The Report N4 2000 Enter The Start Cycle N2 Up To Which Cycle Must Be Included In Report N2 Cycle 13 Dncluded Or E xcluded Al I Cycle 14 Dncluded Or E xcluded Al I An example of a summary report is 2 OCT 2002 21H47 INTEGRATED TERTIARY SOFTWARE Page l Program f56rpt rdf GL V12 Summary Account Categories Report For The Year 2002 From Cycle 0 Up To Cycle 12 For All Departments Cycle 13 Included Cycle 14 Included Department 2 ACCOUNTANCY Salarie2 l 1966046 80 1966046 80 231348 73 1734698 07 Supp Serv 612000 2009661 95 1397661 95 231348 73 1629010 68 Rent Bld 00 00 231348 73 231348 73 Rent Eqp 00 00 231348 73 231348 73 Other 51050 00 51050 00 21759873 166508 73 Totals For Department 523518 80 Copyright ITS 2 81 Version 12 2002 General Ledger System Operational Menus Chapter 2 REPORT TOTALS Salariel 00 11911012 65 11911012 65 3787301 77 8123710 88 Supp Serv 425530 00 24898201793889 24 24898202219419 24 26917
79. ed Here The Procurement Management Subsystem Period End Procedure Must Be Performed Copyright ITS 2 27 Version 12 2002 General Ledger System Operational Menus Chapter 2 Users must then execute menu option FPMM 10 Users must return to this menu option to do the postings but answer N o to the question Thus during the course of the financial cycle users can execute postings on a daily basis without incrementing the cycle by supplying N o to the question and then to increment the cycle to the next financial cycle Y es must be provided with the exception of the Procurement Management System At financial year end that is when the financial cycles of the sub systems are in cycle 12 the process is exactly the same as described above except for the Procurement Management and Accounts Receivable sub systems These two systems have year end programs which must be executed in order for the cycles to increment to the next financial year The year end programs for the Procurement Management and Accounts Receivable sub systems are on menu options FPMM 11 and FARM 2 respectively After the respective year end programs have been executed users must return this menu to do the postings but answer N o to the question Some additional comments are in order concerning the posting of PR transactions Program FGLP 5 will post all salary transactions that have not yet been posted as well as the reversing late rolled back transactio
80. edger journal screens although it is declared active in field C above The program will give an appropriate message B Date DD MON YYYY The system date will default and cannot be updated C Distribution Code A4 Supply the Distribution Parameter Code to be used A lt LIST gt function containing Distribution codes defined on menu option FGLM 2 is available D Reference Number A12 Supply the number of the supporting documentation E Reference Date DD MON YYYY Supply the date of this transaction as per the supporting documentation The system date will default but may be updated F Financial Year YYYY The system will default to the financial year of the transaction type if specifically specified or in all other cases to the year of the subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above G Financial Cycle MM The system will default to the financial cycle of the transaction type if specifically specified or in all other cases to the cycle of this subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above H GL Note A30 Supply the note which must accompany the transaction to the general ledger as the first note line This field is mandatory I GL Description A30 Supply the note which should accompany the transaction to the general ledge
81. eir fe accounts If some amounts are still outstanding after a period of time a second differently worded letter can be sent The correspondence menu consists of the following 4 1 1 MAINTAIN DOCUMENTS FGLCO 1 b The text of documents is maintained in this option A unique code is used to identify a specific document with instructions in respect of the layout of the letter label or ASCII file to be generated when using this code Copyright ITS 41 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 It will be useful if the codes are allocated in such a way that x English and Alternate language letters can be readily distinguished x Letters for various sections can be identified Each document also has a description which identifies its contents Block 1 LEDGER DOCUMENTS A Document Code A4 The code to be used for this document Separate codes should be allocated to English and Alternate versions of the same document B Document Description A30 The description of this document Typical descriptions could be Letter for Budget Allocation Letter for Budget Adjustment etc This Block must be lt COMMIT gt ted before the actual text of the document can be inserted in the next Block Deleting a record from this Block will only be possible if the text of the letter as defined in the next Block has been deleted before Block 2 DOCUMENT TEXT A Format Al The allowed values are 1 E tter
82. eport For Cycle 0 To 12 Trans Name Type Transaction 00 PAYMENT RECEIVED STUDENT 259269419228070 Transaction 10 VAT TRANSACTION 720 Transaction 20 PAYMENT RECEIVED DEBTOR 13010492 Transaction 30 VAT TRANSACTION 603 Transaction 60 PAYMENT STUDENT CARD 131330 Transaction 70 SUNDRY DONATIONS TRUST FUND Transaction 80 PAYMENT TO STUDENT FUND Total Transaction SUNDRY DONATIONS TRUST FUND TOTAL FUND Total Transaction SUNDRY DONATIONS TRUST FUND TOTAL FUND SUBSYSTEM Copyright ITS 2 60 Version 12 2002 General Ledger System Operational Menus Chapter 2 An Example Of A Detail Report Is Date 17 0CT 2002 21H28 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5prpt rdf GL CASH FLOW REPORT FOR CT Report Year 2002 From 17 OCT 2002 To 17 OCT 2002 Detail Report For Cycle 0 To 12 Trans Date Type 1110 UNDESIGN CURRENT FUNDS 00 17 OCT 2002 MAC12012 100 17 OCT 2002 F0012011 L00 17 OCT 2002 MAC12012 1110 Total For Transaction Type 100 PAYMENT RECEIVED STUDENT 1110 TOTAL FOR FUND TOTAL FOR SUBSYSTEM Date 17 OCT 2002 21H28 INTEGRATED TERTIARY SOFTWARE Page 2 Program f5prpt rpt GL CASH FLOW REPORT FOR CB Report Year 2002 From 17 OCT 2002 To 17 OCT 2002 Detail Report For Cycle 0 To 12 Trans Date Tvpe TOTAL CASH FLOW 2 11 8 Cost Centre Cost Report FGLOR1 8 b This report reflects detail of all transactions that is transact
83. er D Maximum Lines N3 The default value is 1 The maximum lines per document are specified here E Header Size N3 The default size is zero This field applies to letters onlv and is used to define the number of lines which must be left blank at the top of the page F Footer Size N3 The default size is zero This field applies to letters onlv and is used to define the number of lines which must be left blank at the bottom of the page G Page Skip Al The allowed values are Y es or N o The default value is Y es This field defines a phvsical page skip rather than a logical page skip The field is used for both letter and label programs It would tvpicallv be used where the actual page size differs from the default setting on the printer If a N o is entered the system will use the number of lines as defined whilst ignoring the number of lines to which the printer is set H Print Page Number Al Must the page number be printed Y N I Labels Horizontal N3 This field is used for labels only The number of labels to be printed across a page i e horizontally is specified here Copyright ITS 44 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 J Labels Vertical N3 This field is used for labels only The number of labels to be printed on a page vertically is specified here K Label Length Lines N3 The number of vertical lines from the start first line of the first label to the start f
84. er The user may enter a value greater than the present cycle but not smaller This value will default into the cycle fields in Block 2 B Times repeated N2 Supply the number of times this transaction should be repeated C Interval N2 Supply the interval between journals in months The system will control that the last transaction specified above is still within this financial year For example if the transaction is specified to start in cycle six 6 and the interval value is set to once 1 for every cycle the number of times cannot be more than six 6 The system prompts the user with lt NEXT BLOCK gt to complete journal Block 2 REPEATING GENERAL LEDGER TRANSACTIONS The detail in this Block is the same as in option FGLO 1 but the operation is different The following information must be supplied Copyright ITS 2 14 Version 12 2002 General Ledger System Operational Menus Chapter 2 A Transaction Code N4 Supply a transaction type defined as a repeating transaction for sub system GL on menu option FCSO 7 If an invalid code is entered the system will display Transaction code unknown or illegal for this screen Try again The system will display the applicable description A lt LIST gt function containing active Transaction Types with the repeat indictor set to Y es for sub system GL is available On supplying the transaction type the program will validate whether the user is linked to
85. er file are valid If not it will generate the report with a note Some of the Parameter GLA s are not valid Validate that a transaction type is linked to event CA and that the parameters on the transaction type are correct If not it will generate the report with a note Transaction type is not correct or no transaction type is linked to event CA Create or change and try again x The system will now calculate the balance on the Expense GLA s inclusive cycles 14 and 1 to 12 only and generate a journal as follows If debit balance debits gt credits Generate credit to this account debit to the Capital Asset GLA debit to the Funding GLA credit to the Investment in Fixed Assets GLA Ifcredit balance debits lt credits Generate debit to this account credit to the Capital Asset GLA credit to the Funding GLA debit to the Investment in Fixed Assets GLA Insert transaction type description in GL Note Insert above supplied Ref number n Ref number of journal if the transaction type is specified as D etail otherwise insert GL Capt Sum Insert above supplied Date in TRN date of journal Check the D etail S ummary indicator and sum amounts for same GLA if required e If this option should be restarted the system will calculate the same balances and generate the same journals again since the contra journals were posted in cycle 13 and the calculation program only uses up to cycle 12
86. eral Ledger Svstem Introduction and Overview Chapter 1 Thus for example if a Blank Space Bar is used as the first character and the start selection is 0 zero records beginning with a Blank will not be reported on In order to prevent problems with the reporting on data ensure that the first character used in any field is a numeric or an alpha Should any character other than an alpha or numeric be used as the first character it is done at your peril In other words do not use a Blank or Special Character as the first character in alpha fields The reader is reminded that the copyright of the ITS systems and documentation remains with ITS and that users thereof are contractually prohibited from providing information thereon to third parties such as other educational institutions 1 2 OVERVIEW OF FINANCIAL SYSTEM The ITS Financial System Menu option FRM consists of the following modules Menu option in brackets The modules are listed in sequence under FRM FCT Counter Subsystem Receipts Ad Hoc Payments FCMR Mail Recording System FACB ACB System FIN Investment Recording System FEBC Electronic Bank Conversion FPM Procurement Management System FLL long term Loans 1 FSA Student Accounts 22 FBL Bursaries and Loans Subsystems 23 FAR Accounts Receivable 24 FSADC Debt Collection Interface 27 FCS Financial Code Structures 28 FGL General Ledger 29 MEB Income
87. es a period end the system will respond with a note explaining that one of the ledgers requires a Year end The user can then proceed with the period end of the other ledger s and the system will set this indicator to Y es which is an indication that this ledger requires a year end but that it has not yet been done As soon as the year end for this ledger is executed the system will reset this indicator to N o In summary the Period End Close program PEND will do the followng x move totals of current cycle into totals of previous period update the financial year and cycle wherever it is carried e g on cost centre transaction types and in control files set the new cycle as active after controlling that the cycles of other subsystems are not smaller than the cycle of the General Ledger Copyright ITS 3 4 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 4 YEARENDCLOSE FGLM 7 This option in general terms closes down the old present financial year opens the following financial year and transfers balances from old to new financial year e Before activating this option the user should control that all transactions for the current period have been correctly posted and that the ledger is in balance It is therefore important that the financial officer ensure that ALL transactions from other subsystems are posted run a Trial Balance check different control totals b
88. fer account and the balancing leg of the entry to the Fund Balance account If a Trial Balance of the total Ledger is calculated at this point only balances in the Balance Sheet range of accounts will be found e In this option the system will also calculate the imbalances on the Ledger to be closed and the other Ledgers and the required transaction linked to event FY will be generated Option 3 Carry Forward Present Balance Sheet The above calculated balances would then be the first Trial Balance of the next financial year and this option will therefore insert the old balances into the new financial year in cycle 14 If the system detects an account which does not exist for the New Year it will create the accounts needed The balances of ALL accounts linked to account categories 500 to 699 will be transferred to the first account which is linked to account categories 700 to 740 dependent on the Fund Group The transfer accounts are hereby zeroed Option 4 Open Next Financial Year Copyright ITS 3 8 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 This program will e Update history expenses of option MEBO 1 e Update the financial year and cycle on the General Ledger 3 5 DELETE OLD TRANSACTIONS FGLM 8 b Whenever users would like to delete old transactions this option should be executed The deletion of transactions is dependent on the retainment rules set up in option FCSM 2
89. he following values BALANCE Copyright ITS 2 22 Version 12 2002 General Ledger System Operational Menus Chapter 2 DEBIT CREDIT ACTUAL BUDGET COMMITMENTS AVAILABLE F Do You Want To See GL Transactions Y N After the calculation the cursor will move to this field and if the user wants detail of transactions of a GL Allocation supply a Yes Only when a GL Allocation is supplied is detail available If a Yes is entered and only a cost centre or account was specified the system will respond with Y es may be entered only when a full GLA is supplied If the user responds with a Y es and a lt RETURNS gt the system will produce a report of the transactions to the screen All the normal Oracle facilities in a report are available Furthermore this option is sensitive for restriction FGLB Thus in the event of a user being restricted to specific Cost Centres and or Accounts and the criteria supplied does not comply with these restrictions the user will see zero transactions For example if the user is restricted to only see transactions for Cost centre 1 but supplies Cost Centre 2 the program will acknowledge that he user is not authorised to see transactions for Cost centre 2 and will thus show zero s for Cost Centre 2 2 7 UPDATE CASH FLOW PARAMETERS FGLO 21 All the receipt and payment transactions result in cash inflow outflow but it can also happen that direct bank transfers are entered into the
90. he totals of each Account within the specified Consolidation structure Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Cost Centre Selection S ummarv or D etail Report Al S Enter The Consolidation Cost Centre A4 Account Selection Enter The Start Account Code A8 00000000 Enter The End Account Code A8 ZZZZZZZZ Enter The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Cycle 13 Dncluded Or E xcluded Al I Cycle 14 Dncluded Or E xcluded Al I Do You Want To Select A Printer For The Output At This Stage Y N N Copyright ITS 2 55 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example Of This Report In Summary Is 17 Oct 2002 21 11 INTEGRATED TERTIARY SOFTWARE Page 1 f59rpt sql V12 Consolidation Cost Centre Cost Report Summary Report Without Subtotals For Consolidation Cost Centre 0099 For Financial Year 2002 And Cycles From 0 To 12 For Accounts From 00000000 To 22222222 Cycle 13 Included Cycle 14 Included Short Name Budget Commitment Available Overspend Con Cost Code TOTAL FACT COMME Accounts 00000001 Test UDW budget cont 138 60 00000002 Test account 2000000 00 A 00 2000000 00 00001 Test
91. ied with the transaction that is to be queried T User A8 This is a display field only and it indicates the user who processed the transaction that is queried 2 9 POST TRANSACTIONS TO LEDGER FGLO 28 FGLP Transactions in the subsvstems are available to the General Ledger for reporting and querv purposes under the following conditions e All transactions with a cycle smaller than or equal to that of the GL e All transactions with a cycle greater than that of the GL will only be available as Future Transactions Although transactions are available to the GL for query and reporting purposes they may actually not yet have been flagged as transactions belonging to the GL This can be explained by using the following extract from the Detail Cost centre Cost report menu option FGLORI 8 22 Oct 2002 18 12 Integrated Tertiarv Software f5arpt sal v12 Detail Cost Centre Cost Report Cost Code MACI MAC ENGLISH FOR MACI For The Year 2002 Fram Cycle 0 Up To Cycle 12 For Cost Centres MAC1 For Account Codes 2012 Cost Code From Selected Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exoeptions No Restrictions Report Per CC Numerical Cost Code MAC MAC ENGLISH FOR MAC Cont Account 2012 Stationery General Cont Tm Or Type gg Document No GL Notes Actual GL 16 OCT 2002 994 pp PR DEDUCTION SUMMARY CREDIT POSTING FROM P 32 96 GL dd ammryyyy 100 ep 1000054 S M
92. ions FGLM 22 and 23 These accounts can only be transferred to balance transfer account in the new year during phase three of the general ledger year end program f transfer accounts are linked to these accounts GS CS Sign on financial A The valid values are or CR The user reports indicates here the sign for credit values on reports USER RESTRICTIONS Code FGLB GL and BC access per department Cost Centre and or categories This restriction provides the user the facility to place restrictions on various reports and application screens within the financial system The use of this restriction is the same as Copyright ITS 1 4 Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 described below for restriction FGLC with the exception that journal tvpes and amount ranges sequence 1 to 50 do not apply The user is referred to the discussion of restriction FGLC for further information on the operational aspects of this restriction This restriction applies to the following menu options 2 9 9 9 09 9 9 9 HH OH HH HH HF HF HH HTH HH HF OF SO FGLO 8 FGLO 22 FGLORI 1 FGLORI 2 FGLORI 3 FGLORI 4 FGLORI 5 FGLORI 6 FGLORI 8 FGLORI 22 FGLORI 24 FGLORI 27 FGLOR2Z 1 FGLOR2 3 FGLOR2 4 MEBO 1 MEBO 3 MEBOR1 1 MEBOR1 2 MEBOR1 3 MEBORI 41 MEBORI 5 MEBOR1 6 MEBORI 21 MEBORI 22 MEBORI 23 MEBORI 24 MEBORI 25 MEBORI 26
93. ions that have not as vet been posted as well as posted transactions To see the summarv of transactions menu option FGLOR l 4 must be executed Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Cost Centre Cost Report Detail Copyright ITS 2 61 Version 12 2002 General Ledger System Operational Menus Chapter 2 Do You Want A ll R ange Or S pecific Cost Centres A1 S First Cost Centre A4 Second Cost Centre Code or lt ENTER gt A4 Required Sequence Of Report Select One From 1 Per Department 2 Per Faculty 3 Cc Numerical 4 Per Fund Group 5 Per General Ledger Code Your Selection N1 3 Account Selection Do You Want A ll R ange Or S elect Accounts A1 S The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Do You Want To Summarise A1 N Cycle 13 Dnclude Or E xcluded Al I Cycle 14 Dnclude Or E xcluded Al I Enter Exception Indicator Value Only When Required Al Change Subsystem Transactions Cons Default Y es N o A1 N Parameters Correct Y Copyright ITS 2 62 Version 12 2002 General Ledger System Operational Menus Chapter 2 An Example Of The Report Is 19 Oct 2002 13 08 INTEGRATED
94. irst line of the next label L Label Width Characters N3 The number of characters which can be printed horizontally on a line from the start of the first label to the start of the next label 4 1 2 COPY EXISTING DOCUMENT TEXT FGLCO 2 b This option allows the copying of the body of an old letter code to a new letter code The new letter code must exist in Block 1 of option FLLL 1 Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows 1 Old letter code A4 2 New letter code A4 The report will only advise the user of the action that was completed and how many records were copied 4 1 3 DOCUMENT ENQUIRIES FGLCO 3 Whenever a letter is produced by this subsystem a record will automatically be created and can be viewed in this query only option The fields are A Student Dept Number N9 A valid Student debtor or department number B Letter Code A4 The code of the letter that was sent to the recipient C Letter Description A30 The description of the letter as it was defined when the code was created D Account Type A4 The account where applicable E Format Al Whether a List Letter or Label Copyright ITS 45 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 F Date Sent DD MON YYYY The date on which the letter was sent G Reprint Al If a particular letter is to be re printe
95. l not have been specified with a GL Allocation hence the need to enter the information here A lt LIST gt function containing active Cost Centres and Accounts for the year of the transaction type is available Furthermore the program will validate whether the user may process transactions for the Cost Centre and the Account specified here When the user is Inked to restriction FGLC apart from Journal Type access they can be restricted to process transactions for specific Departments and or Cost Centres Users can also be restricted to specific Accounts by way of Account categories Sequence 51 to 99 I GL Note A29 Supply the note which must accompany the transaction to the general ledger This field is mandatory J Value N17 2 Supply the value of this transaction The program will validate whether the user may process transactions for the value specified in terms of restriction FGLC With restriction FGLC users can be restricted to process transactions up to a specified value Sequence 1 to 50 K Debit Credit Al Indicate if this is a D ebit or a C redit transaction As and when transactions are entered the system will calculate the number of transactions the total debit and credit value and balance display these in non updateable control fields at the bottom of the screen The control block will display the following as and when a transaction is added Trn Total number of transactions counted Dt Total debits calcula
96. l Distribution Parameters Thus a pre requisite for this option is that Journal Distribution Parameters must be defined on menu option FGLM 2 Journal Distribution Parameters is a facilitv where a parameter set mav be defined for the purposes of distributing a specific transaction amount to specific GLA s This option will only be effective where the distribution of the transaction can be done on a percentage basis Thus in the event where transactions must be distributed to various GLA s and the basis of distribution is not by way of percentages this option cannot be used and menu option FGLO 2 must then be used The definition of Journal Distribution Parameters is discussed in detail in 3 2 of this manual This option consists of the following A Transaction Type N4 Supply the Transaction Type for the Distribution journal A lt LIST gt function containing active Transaction Types defined for sub system GL is available On supplying the transaction type the program will validate whether the user is linked to user restriction FGLC for the applicable journal type on menu option FCSM 4 That is where the journal type is Gener A l Ledger the financial field of the supplied Transaction type must be J Where the journal type is B udget the financial field of the supplied Transaction type must be B Where the journal type is B O th the financial field of the supplied Transaction type must be either J or B I
97. le 13 Dncluded Or E xcluded Al I Must Cycle 14 Be Dncluded Or E xcluded A1 I Enter The Exception Indicator Value Only When Required X X ADD Change Subsystem Transaction Consolidation Defaults A1 N Are The Parameters Correct Y Copyright ITS 2 88 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of a detail report is 20 Oct 2002 10 29 INTEGRATED TERTIARY SOFTWARE Page 1 f54rpt sql V12 Detail Account Cost Report Account 2660 Maint of Buildings For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres MAC2 For Account Codes 2660 2660 Account From Selected Sub System Transaction Summaries PO N AP N AR N SE N Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exceptions No Restrictions Report Per CC Numerical Account 2660 Maint of Buildings Cost Code MAC2 LINGUISTICS Trn Or Ss Date Tvpe Ss Document No GL Notes Actual Budget Commitment L 14 AUG 2002 303 GL VEBO008070 POOL VEHICLE GGG375EC 460 00 O1 MAR 2000 2803 PM RO1601 O 1 TEST 600 00 02 MAR 2000 2803 PM RO1619 1 TEST CHANGE 600 00 03 APR 1997 2811 PM 2 233 38 04 APR 1997 2811 PM W 222 23 FEB 2000 2803 PM RO1574 3800 00 Overspend Available 18554 68 kkkkkkkkk END OF Report kkk kkk Copyright ITS 2 89 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 18 Report Menu 2 FGLOR1 80
98. lows e On block 2 the restriction code and user code may be linked to a department code and or a Cost Centre code and or a sequence but must be linked to a Journal Tvpe Journal Type is thus mandatorv The user can only be linked to one type of journal Should the type of journal be updated for any record for a user to another journal type all other records for the user will be updated e If the sequence range is between 1 and 50 the department and cost centre fields must be null There can only be one record for sequence 1 to 50 per user The sequence range 1 to 50 for this restriction refers to journal amounts These must be defined on block 3 for the sequences to be used block 2 Note The program will not validate for overlaps and gaps in ranges for sequences Thus care must be taken when defining ranges for sequences on block 3 e Whether sequence range between 51 and 99 is used or not multiple records may be defined for various combinations of department Cost Centre Include Exclude fields However care must be taken when defining these records per user since the program will not validate for duplicate records The program will however validate that the cost centre specified does belong to the department specified Thus should a record be defined and the department is not specified but the cost centre is specified the program will automatically populate the department field with the department code of the cost centre Furthermore
99. may be accessed H Investment Number N10 Supply the investment number applicable to this transaction This field is not mandatory A lt LIST gt function containing non share and share investment numbers generated on menu options FINO 1 2 and 3 is available The field will be accessed if the GLA above is linked to an investment in the Investment Register System I Credit GLA A4 A8 See comments regarding Debit GLA above J Investment Number N10 Supply the investment number applicable to this transaction This field is not mandatory A lt LIST gt function containing non share and share investment numbers generated on menu options FINO 1 2 and 3 is available The field will be accessed if the GLA above is linked to an investment in the Investment Register System K GL Note A30 Supply the note which must accompany the transaction to the general ledger as the first note line This field is mandatory L GL Description A30 Supply the note which should accompany the transaction to the general ledger as the second note line This field is not mandatory M Value N9 2 Supply the value of this transaction The program will validate whether the user may process transactions for the value specified in terms of restriction FGLC With restriction FGLC users can be restricted to process transactions up to a specified value Sequence 1 to 50 N Journal Number A12 The internal journal number for this transaction It is a dis
100. meters are as follows and note that defaults are in brackets Do You Want A ll R ange Or S pecific Cost Centres Al S If S pecific the maximum of 10 cost centres may be entered Enter first Cost Centre A4 Enter second Cost Centre or lt ENTER gt A4 If lt ENTER gt is used then the next set of parameters follows Required Sequence Of Report Select One From 1 Per Department 2 Per Faculty 3 Cc Numerical 4 Per Fund Group 5 Per General Ledger Code Your Selection N1 3 Account Selection Do You Want A ll R ange Or S elect Accounts A1 S Enter The Financial Year Of The Cost Report N4 2000 Enter The Cycle To Start With N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Cycle 13 Dnclude Or E xcluded Al I Cycle 14 Dnclude Or E xcluded Al I Enter Exception Indicator Value Only When Required Al Change Subsystem transaction consolidation defaults Yes or No N Parameters correct Y N Y Copyright ITS 2 48 Version 12 2002 General Ledger System Operational Menus Chapter 2 An Example Of This Report Is 17 Oct 2002 20 40 INTEGRATED TERTIARY SOFTWARE Page 1 f54rpt sql V12 Summary Cost Centre Cost Report Cost Code MACI TSWANA DEPARTMENT For The Vear 2002 From Cvcle 0 Up To Cvcle 12 For Cost Centres MAC1 For Account Codes 2012 Cost Code From Selected Secondarv GL Note Not Printed GL Description Note Not Printed Cycle 13 In
101. n End process date period Copyright ITS 5 3 Version 12 2002 General Ledger System Proposed Balancing Procedures Chapter 5 5 4 PERIOD END The Period End total is equal to Total of ALL transactions posted from subsystems GL transactions per type Corrective jour nals The Period End reports from subsystems and Transactions per Type of the CT and SD Subsystems can be used to calculate the amount that should have been posted The report produced after a Post to GL was done should also be in balance with these totals 5 5 BALANCING OF GENERAL LEDGER A General Balancing of the total General Ledger can be divided into five areas namely e Confirm all transactions directly updated in the Ledger gt Pl e Confirm that all transactions generated by subsystems gt P2 are actually updated in the General Ledger e Confirm that the net balance on the subsystems is re gt P3 presented by one or more accounts in the General Ledger e Reconciliation of the Bank Account s gt P4 e Reconcile total of Ledger gt P5 B Procedures for Reconciliation of General Ledger P1 gt Use users registers P2 gt Transactions per Type and Post to GL reports P3 gt The net effect of transactions per type in the subsystems will result in the balance of all accounts in that subsystem If one Control Account is used in the General Ledger the balance on the Control Account should
102. n type if specifically specified or in all other cases to the cycle of this subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above Future months are allowed G Debit GLA A4 A8 Supply the GL Allocation to be debited with the transaction amount and the description will be displayed This GL Allocation will default if the transaction type was specified with a GL Allocation A lt LIST gt function containing active Cost Centres and Accounts for the financial year specified in E above is available Furthermore the program will validate whether the user may process transactions for the Cost Centre and the Account specified here When the user is linked to restriction FGLC apart from Journal Type access they can be restricted to process transactions for specific Departments and or Cost Centres Users can also be restricted to specific Accounts by way of Account categories Sequence 51 to 99 H Credit GLA A4 A8 See comments on Debit GLA above I GL Note A30 Supply the note which must accompany the transaction to the general ledger as the first note line This field is mandatory J GL Description A30 Supply the note which should accompany the transaction to the general ledger as the second note line This field is not mandatory K Value N17 2 Supply the value of this transaction The program will validate whether the user may process trans
103. n 12 2002 General Ledger System Proposed Balancing Procedures Chapter 5 F Trial Balance FGLORI 1 This report reflects the balance on all ledger accounts If this report is retrieved for ALL Cost Centres it will represent the total of the Ledger 5 3 BALANCING OF DAILY INPUT A Total per User gt Pl Users who have access to the General Ledger journals should keep control in some or other format of the transactions which are entered into the GL Users who are responsible for large volumes of journals should use the facility Batch Journals and the supporting documentation should be added on a tally slip and totals should be entered into a register B Total for All Users of GL Asin A above accumulate all users gt P2 C Transactions per type Total for all users Total of transactions per type Net input for all users gt P3 D Procedures P1 gt The users can add their documents on an adding machine and enter the total of the tally slips on an Input Register which should be in balance with P2 below P2 gt Report FGLMN 5 Selection criteria User code GL User name Start process date Reconciliation End process date period Controlling officer can accumulate totals per transaction type per user P3 gt Report FGLR1 2 Selection criteria Reporting Year Present Year Start transaction type Range of types End transaction type forGL Start process date Reconciliatio
104. n the Previous request field is available The parameters are as follows and note that defaults are in brackets 1 R evenue amp Expenditure B alance Sheet or B ojth A1 O If Both is selected the combination of both Revenue amp Expenditure and Balance Sheet will be reported on Otherwise the R evenue amp Expenditure report will be printed or the B alance Sheet will be printed 2 D etail or Sjummarv Al D 3 Enter Specific Cost Centre Code Or All A4 4 Enter The Financial Year for R amp E N4 2002 5 Enter The Cycle To Start With N2 1 6 Up To Which Cycle Must Be Included N2 3 If Cycle to start with 0 Cycle 13 Dncluded or E xcluded I Cycle 14 Dneluded or E xcluded I Copyright ITS 2 64 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS 2 65 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example Detail of Both Revenue amp Expenditure including Balance Sheet follows 22 Oct 2002 20 14 INTEGRATED TERTIARY SOFTWARE Page 1 f5krpt sql V12 REVENUE amp EXPENDITURE Statement Detail Revenue amp Expenditure and Balance Sheet Requested For 0099 Cost Centres For The Year 2002 From Cycle 1 Up To Cycle 3 Debit Credit Balance 10 TUITION AND OTHER FEES l Test tsa 23467 95 55066 22 31598 27 Web Payments 4 00 00 00 Bad debts written off 118756 67 49641 81 69114 86 Application Fees 17319 19 48477 57 31158 38 Registration
105. n the event where the user is not linked to restriction FGLC for the applicable journal type the program will give message User Restriction denies access to these Journal types Furthermore the program will also validate the year and cycle of the transaction type by applying the setting of rules GC GH and GY on menu option FCSM 1b2 Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years Thus users must take care when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the Copyright ITS 2 20 Version 12 2002 General Ledger System Operational Menus Chapter 2 abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 this transaction type will not be a valid Transaction Type for any of the L
106. ns which had already been posted before rollback with relevant control totals Note also that the program FPRN 5 which generates cheques in the Payroll system for every salary calculation also creates a number of GL and Cash Book transactions for those events which have bearing on salary calculations This process happens as follows Before the first generation of cheques is attempted users must link five transaction types TT s on menu option FCSO 7 to the five events which have bearing on salary calculations Thereby allowing the generation program to take the actions as indicated below note that whereas code 993 must be used as indicated the other codes are the user s choice and the codes used here serve merely as examples TT 994 linked to event RS PR Salary Calculation Credit GLA must be supplied Debits will be to normal expense GLA s Credits will be deductions and the net credit will be to Salary Control GLA TT 993 linked to event RQ PR Cheque Payments Debit and Credit GLA s must be supplied Debit will be to Salary Control GLA Credit will be to Bank GLA Copyright ITS 2 28 Version 12 2002 General Ledger System Operational Menus Chapter 2 x When cheques are generated the necessary inserts are done to the two cheque files The generation program need therefore create no Cash Book journal TT 995 linked to event RC PR Cash Pa yments Debit and Credit GLA s must be supplied Debit will be to
107. o reflected Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Supply The Start Faculty Code N4 or ALL ALL Supply The Start Department Code N4 or ALL ALL Supply The Start Cost Centre Code A4 or ALL ALL Supply The Start Fund Group Code A4 or ALL ALL Order By F aculty D epartment Fund G roup Or C ost Centre F Select One From 1 Account 2 Account Categories 3 Total Cost Centre Your Selection N1 1 Supply The Start Account Code A8 or ALL ALL Enter the Financial Year of the Budget Report N4 Enter the Start Cycle N2 Up to Which Cycle Must Be Included In The Budget Report N2 Cycle 13 Dncluded or E xcluded Cycle 14 Dncluded or E xcluded Copyright ITS 2 94 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of this report is Date 3 20 OCT 02 11H27 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5cccc pc V12 Year to Date Budget Report Per Cost Centre For The Year 2002 From Cycle 0 Up To Cycle 12 Faculty From 0 To 9999 Department From 104 To 104 Cost Centre From MAC2 To MAC2 Fund Group From 0 To 2 22Zz Account Code From 0 To zzzz indicates credit value Cost Centre MAC2 LINGUISTICS Account Account XTD Expenditure Budget Number Name To Cvcle 12 To Cycle 12 Budget
108. osted to the Ledger are posted the options hereunder need to be executed on a regular basis Postings to the Ledger can be done on a daily basis but institutions can decide on how often the postings should be done In order to have up to date information reflected in the Ledger it is recommended that postings be done on a daily basis Whatever the decision is on how often the postings are to be done it is important that ALL financial systems are posted at the same time The only exceptions are the Cash Book and Payroll sub systems The Payroll financial cycle generally does not coincide with the financial cycles of the other financial sub systems The major reason being that salaries are to be paid towards the end of a month and thus the payroll process is completed during the course of the month Before the process for the following month may begin the current month must be closed and posted to the general ledger and the next financial cycle must be opened Generally the Payroll s next financial cycle opens during the course of the other financial systems financial cycles Before the Cash Book sub system s cycle can be incremented to the next cycle all transactions that appear on bank statements applicable to the specific cycle need to be processed These transactions are transactions such as bank charges direct deposits etc When the user enters this option the user will be presented with a menu listing the financial subsystems
109. ould query on the required financial year and all accounts linked to Account Category 410 to 419 and valid for the specified year will be displayed The program which generates the journals will only do so for the current year and a query and or maintenance on other fin years is only for information Any field on this screen can be queried Copyright ITS 3 10 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 e On the first query the system will only display values in fields A to C The user will update the remainder of the fields which will serve as the parameters for the journal generation e When more accounts are created during the year the user can do queries where D to F is null and only the new accounts will be displayed The following information must be supplied A Ledger Code A2 The ledger code of the expense cost centre as defined in option FCS 1 B Account Category N3 System restricts retrieval to categories 410 to 419 C Financial Year N2 The system will default to the financial year of the subsystem The user may query other values if required D Expense GLA A4 A8 On the query command the system will retrieve and display all GLA s in numerical order which are linked to account categories 410 and 419 E Capital Asset GLA A4 A8 Enter the GL Allocation to be updated with the transaction amount Restricted to account categories 900 to 909 F Funding GLA A4 A8 Ente
110. play field only and the program will allocate a number on lt COMMIT gt NOTE Transactions cannot be queried on this option In order to query transactions processed on this option users must query them on menu option FGLO 22 A similar facility with exactly the same input screen is also available under options FCTO 8 Counter Subsystem FPMO 10 Procurement Management Subsystem FARO 23 Accounts Receivable Subsystem MEBO 7 Income and Expense Budgetin g System 2 2 BATCH TRANSACTIONS FGLO 2 Copyright ITS 2 11 Version 12 2002 General Ledger System Operational Menus Chapter 2 Transaction types are defined under option FCSO 7 and are then used in the applicable subsystem This option allows the user to create any number of transactions to be posted in batch In the previous option the amount to be debited and credited are the same whilst in this option the user can specify different debit and credit transactions and the system will on lt COMMIT gt control that the total debits and credits are in balance The following information is required A Transaction Type N4 The user must supply a Transaction Type which is specified under option FCSO 7 as a valid type for the General Ledger and the description will be displayed If an invalid code is entered the system will display Transaction code unknown or illegal for this screen Try again On supplying the transaction type the program will validate
111. r as the second note line This field is not mandatory J Value N17 2 Supply the value of this transaction The program will validate whether the user may process transactions for the value specified in terms of restriction FGLC With restriction FGLC users can be restricted to process transactions up to a specified value Sequence 1 to 50 K Journal Number A12 The internal journal number for this transaction It is a display field only and the program will allocate a number on lt COMMIT gt NOTE Transactions cannot be queried on this option In order to query transactions processed on this option users must query them on menu option FGLO 22 Copyright ITS 2 21 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 6 QUERY GENERAL LEDGER TRANSACTIONS FGLO 8 A facility to query ledger totals and detail within the restrictions of the security rules are available on all financial subsystems The queries under this option are more detailed and allow higher level queries than on the subsystems On the subsystems only GL Allocations can be queried whereas in this option the D etail C onsolidated cost centre or the account or the GL Allocation can be queried On execution of this option the user is requested to enter the Cost Centre or Account or GL Allo cation and the financial year Depending on what is entered the system will calculate the appropriate totals The following fields are displayed on the
112. r can run this report just before a year end of a Ledger Code If incorrect steps can be taken before the year end process The year end process is performed on options FPMM 10 or FPMM 11 and FGLM 7 Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is availabk The parameters are as follows and note that defaults are in brackets Enter The Ledger Code A2 Enter The Financial Year N4 An example of this report is 20 OCT 02 11 05 INTEGRATED TERTIARY SOFTWARE Page T f2bccc pc V12 PM Budget Carry Forward Exception Report For Ledger Code aa And Year 2002 Cash Dr Budget Cr Actual Commitment Budget Amount Amount In Credit TOD Document Line Cycle Amount 70002350 1005 20000 2012 520000 2014 12000 2160 20000 2264 20000 2310 20000 00022 1524 00021 10866 00021 2000 0677 94416 00021 415740351 0103 212 2012 2014 14000 2260 222 2660 460 2662 7500 3214 7500 2260 2300 2661 220040 2012 500 2016 4600 Copyright ITS 2 93 Version 12 2002 General Ledger System Operational Menus Chapter 2 R007 7000001 4400 00 Report Total REARS End OF FEBOrE ERRET 2 11 20 Year To Date Budget Report FGLOR23 This report reflects actual and budget information up to the cycle selected in the parameters below The variance and variance percentages for year and vear to date are als
113. r the GL Allocation to be updated with the transaction amount Restricted to account categories 700 to 709 G Investment in Fixed Asset GLA A4 A8 Enter the GL Allocation to be updated with the transaction amount Restricted to account categories 740 to 759 3 6 4 GENERATE CAPITALISATION JOURNAL FGLM 23 The generation of these journals is identified as an event in option FCSO 22 known as CA GL CAP Capitalisation of assets e The user should link a transaction type to this event under option FCSO 7 as follows Code A unique code Description As per own requirements considering that this will be inserted as the GL Note Subsystem GL Fin field Journal Update type A utomatically Copyright ITS 3 11 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 x Eventnumber CA Post to GL Y es x GLA s No GLA s are specified from parameters x Djetail or S ummary AS per own requirements Fin Year 0 thus default to current year Fincycle 13 When this option is executed the system will respond with the destination of generated journals and Enter the Reference number to appear on transactions A12 Enter date to appear on transaction The Ledger Code This program will now start with the generation of journals Are you sure Y N e On entering Y es the system will do the following Validate that all GLA s in the paramet
114. r update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years Thus users must take care when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 this transaction type will not be a valid Transaction Type for any of the Ledger journal screens although it is declared active in field C above The program will give an appropriate message B Date DD MON YYYY On entering this option the system will default the system date to this field and it is not updateable C Reference Number A12 Supply the number of the supporting documentation D Reference Date DD MON YYYY Supply the date of the supporting documentation E Fin Year N2 The system will default to the financial year of the transaction type if specificallv specified or in all other cases to the year of the subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above It is even possible to change this field to future years The system
115. redit Balance 10 TUITION AND OTHER FEES 493285 89 651120 40 157834 51 30 GOVERNMENT APPROPRIATIONS CENTRAL 00 100 00 Copyright ITS 2 67 Version 12 2002 General Ledger System Operational Menus Chapter 2 100 00 100 PRIVATE GRANTS GIFTS AND CONTRACTS 94 92 220 SALES SERVICES OF AUXILIARY ENTERPRISES 3000 00 221 SALES SERV A E OTHER 16103 33 230 SALES SERVICES OF HOSPITALS 6800 00 270 INTEREST ON LOANS RECEIVABLE 48075 48 Revenue Total SATION PC 1 414349 43 12 COMPENSATION PC 2 56991 47 16 COMPENSATION PC 4 80 00 324 COMPENSATION UNCLASS 1578 09 330 SUPPLIES AND SERVICES 4141481174 84 400 WRITE OFFS AND LOAN CANCELLATIONS 392931992229 440 DISPOSAL OF ASSETS 5000 00 Expense Total Surplus Shortfall 22 Oct 2002 20 50 Page 1 f5krpt sql V12 BALANCE 94 92 2000 00 259512 282 7463 44 1633 00 00 1978 09 4853593686 30 37002296 34 00 5000 00 9409 49 6800 00 48075 48 421812 87 58624 47 80 00 00 712112511 46 1064744 09 5000 00 INTEGRATED TERTIARY SOFTWARE SHEET Summary Revenue amp Expenditure and Balance Sheet Requested For 0099 Cost Centres For The Year 2002 From Cycle 1 Up To Cycle 3 Balance Nett Surplus Shortfall 4176742679 66 910 IrTERM INVESTM GOVERNM STOCKS BONDS 800 00 930 NOTES RECEIVABLE 640232 72 940 CASH 407454956 38 960 INVENTORIES 72576 13 999 C
116. reflected on reports This facility caters for such cases USER SELECTION Destination of print Enter the year of validation To Be Done PRINT SEQUENCE Transaction by transaction date 22 OCT 2002 18H40 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5irpt rpt GL V12 Transactions On Invalid GLA s For The Year 2002 Transaction Reference Reference GL Note 10 MAY 2002 L 2012 MACI Dt 30 NOV 2001 01 DEC 2001 2001 E011 0101 INVEST 1612 ACRUAL Dt 30 NOV 2001 01 DEC 2001 2001 11 EE58 0101 INVEST 1612 ACRUAL Cr 30 NOV 2001 01 DEC 2001 2001 11 EE58 0101 INVEST 1566 ACRUAI Dt 30 NOV 2001 01 DEC 2001 2001 11 EES8 0101 INVEST 1592 ACRUAI Er 14 MAR 2002 0000757 F003 2012 VENUE BOOKING Dt 14 MAR 2002 91 0000757 F003 2012 EAL COSTS Dt 14 MAR 2002 0000757 F003 2012 SPONSORED COSTS Cr 14 MAR 2002 0000757 F003 2012 REFUNDABLE DEP Dt 23 MAR 2002 0000757 F003 2012 REFUNDABLE DEP Cr 13 JUN 2002 IN567 F006 25301 CB8762 ELECTRONIC Dt 28 FEB 2005 0010 INTO201 F305 5425 LOANINT 008904146 200502 Cx 28 FEB 2005 0010 INTO201 F305 5425 LOANINT 001600001 200502 Cr 28 FEB 2005 0010 INTO201 F305 5425 LOANINT 000006030 200502 Cr Copyright ITS 2 35 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 OPERATIONAL MENU REPORTS FGLO 80 FGLOR1 All reports are generated through a batch process and a request number is allocated for the report requested When a report is selected
117. report can be requested in Detail or in Summary USER SELECTION Specific Cost Centre or ALL CC allowed Financial Year of the Report The cycle to start with 0 Logical cycle gt 0 Physical cycle Up to Cycle If Cycle to start with 0 Cycle 13 Dncluded or E xcluded Cycle 14 Dncluded or E xcluded PRINT SEQUENCE Numerical on Account Categories Copyright ITS 2 43 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example of Balance Sheet Detail 22 OCT 2002 19H44 INTEGRATED TERTIARY SOFTWARE Pagel Program f5hrpt rdf GL V12 Balance Sheet For The Vear 2002 From Cvcle 0 To Cvcle 12 For Cost Centre 0099 Cycle 13 Included Cycle 14 Included Funds Available Account Catagory 490 SURPLUS SHORTFALL Year to date Account Description Credit Balance Last Updated 22 OCT 2002 55695 00 Account Catagory 780 OTHER LONG TERM BORROWING Year to date Account Description Credit Balance Total Funds Available 55695 00 Account Catagory 999 CONTROL ACCOUNTS Year to date Account Description Debit Credit Balance 9200 Debt Control Staff 51000 00 00 51000 00 9202 Debt Control Gnrl 2520 00 00 2520 00 9207 Vat Control Out 130 00 9820 Bud Contr Suppl amp Ser 53649 00 Copyright ITS 2 44 Version 12 2002 General Ledger System Operational Menus Chapter 2 Total Funds Applied 53649 00 Imbalance Balance Sheet 2046 00 KKKKKKKKKKK End Of Report Kr rw KR k k
118. report is INTEGRATED TERTIARY SOFTWARE Reprint Report For Remittance Of Value Added Tax Counter System Receipts For VAT Tax Period 200206 For VAT Registration VI TEST PAYROLL VAT For VAT Rate ALL A Calculation Of Output Tax R C Supply Of Goods Services Made By You VAT Standard Rate Excluding Accommodation Zero Rate Exempt And Non Supplies Supply Of Accommodation Total Amount Exceeding 45 Days Nil Nil Not Exceeding 45 Days Nil Total Nil Adjustments Considerations Change In Use And Export Of Second Hands Nil Other Total A Total Output Tax B Calculation Of Input Tax Input Tax In Respect Of Capital Goods Or Services To Xou Other Goods And Services To You Nil Tax On Adjustments Charge In Use Nil Bad Debts Nil Other Nil Total B Total Input Tax Nil VAT Payable Refundable A B Nil Less Tax Credit Brought Forward Nil Penalty Nil Interest Nil Amount Payable Nil End Of Report Copyright ITS 2 101 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 24 T O VAT 201 GL Trn Type Summary Report FGLOR223 This option is used for the printing of a summary per transaction type for each VAT box and subsystem This report will only be executed if problems occur in the balancing of the VAT Report Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults
119. ring the year end process the system will generate a journal of which the one leg is the opposite of the balance between the income and revenue and the other leg is the Fund Balance Account Because users can specify their own set of accounts the system needs to be notified of the account Copyright ITS 3 6 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 numbers of these accounts Under option FCSMN 1 the user should define these three accounts as follows SURPLUS SHORTFALL ACC Indicate the number of the account in which the svstem will calculate the net income expenditure TRANSFER TO ACCUMULATED FUND ACC Indicate the account number to be used as the opposite for the net value This account will still be in the range of Income and Expenditure accounts and will therefore result in a zero Income Expenditure after the journal is processed ACCUMULATED FUND ACC Indicate the Balance Sheet account to which the net value should be transferred The system will use these accounts to generate journals within each and every cost centre If some of the cost centres e g operational cost centres like those that represent departmental activities need to be deared to cost centres which represent Funds then journals should be done manually It is therefore recommended that users should always structure their cost centres in such a manner that operational cost centres will consolidate to
120. rint All Accounts Y N Al Y Enter The Financial Year Of The Cost Report N4 2002 Enter The Start Cycle N2 0 Up To Which Cycle Must Be Included In The Cost Report N2 12 Cycle 13 Dncluded Or E xcluded Al I Cycle 14 Dncluded Or E xcluded Al I Copyright ITS 2 74 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of this report is 20 OCT 2002 08H56 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5orpt rdf GL List Of Gl transactions Per GLA For The Year 2002 From Cycle 0 Up To Cycle 12 For Cost Centres From MAC2 To MAC2 For Accounts From 2012 To 2662 GL CC GL Acc GLA Name Process Value Code Code Cyc Code MAC2 2012 LINGUISTICS Stationery General 21 JAN 2002 700 00 Dt 21 JAN 2002 700 00 Dt O1 MAR 2002 310 60 BE O1 MAR 2002 230 DE O1 MAR 2002 52 79 Cr 12 MAR 2002 30 00 Cr 13 MAR 2002 30 00 Cr 13 MAR 2002 30 00 Cr 14 MAR 2002 1266 00 Cr 20 JUN 2002 205 00 Dt 20 JUN 2002 241 19 Cr 26 JUN 2002 181 30 Dt 26 JUN 2002 103 60 Dt 27 JUN 2002 22500 00 Dt 27 JUN 2002 2250 00 Dt 30 AUG 2002 Balance 24594 82 Account Totals 26024 80 Credit 1429 98 LINGUISTICS Gen Vehicle Expenses 13 AUG 2002 13 AUG 2002 13 AUG 2002 Balance Account Totals Copyright ITS 2 75 Version 12 2002 General Ledger System Operational Menus Chapter 2 LINGUISTICS Maint of Buildings 14 AUG 2002 Balance Account Tot
121. rt N2 Cycle 13 Dncluded or E xcluded Cycle 14 Dincluded or E xcluded An example of a summary report is Date 20 OCT 2002 11H37 INTEGRATED TERTIARY SOFTWARE Page 1 Program f5kecc pc VI2 GL Summary Consolidated Cost Centre Budget Report For Consolidation Cost Centre MACO TOTAL MAC C For Year 2002 From Cycle 1 Up To Cycle 12 For Accounts From 0 To zzzzzzzz Cycle 13 E Cycle 14 E Actual of Total Actual of Total Income Expense Budget Budget For CC MAC1 TSWANA DEPARTME INCOME 233359 00 0 00 SALARIES 9656079 40 0 0 00 OPERATING EXPENDITURE 89690533940 79 49970 00 10 26 CAPITAL EXPENDITURE 0 00 5 437000 00 Copyright ITS 2 96 Version 12 2002 General Ledger System Operational Menus Chapter 2 220115 00 0 00 SALARIES 0 00 OPERATING EXPENDITURE 18 00 251704 21 Report Totals END OF REPORT Copyright ITS 2 97 Version 12 2002 General Ledger System Operational Menus Chapter 2 An example of a detail report is Date 20 OCT 2002 11H53 INTEGRATED TERTIARY SOFTWARE f5kcoc pe V12 Detail Consolidated Cost Centre Budget Report For Consolidation Cost Centre 0099 TOTAL FACT COMVERCE DEN For Year 2002 From Cycle 1 Up To Cycle 12 For Accounts Fran 1 To 2660 Cycle 13 E Cycle 14 E Account Account Number Name F001 WORK FUND INCE 2011 Bad debts written off F001 WORK FUND OPERATING EXPENDITURE 1005
122. s I A bels and A S CII files B Line N3 The lines of each document are numbered and they will be printed in numeric sequence Missing line numbers will NOT result in open lines to create an open line a line number without text must be created In respect of letters the user is advised to use fairly widely spaced line numbers to identify the text rather than allocating line numbers strictly sequentially This allows the addition of text to the body of the letter at a later stage without re typing all the text C Text A65 The user can enter the text of each line Both upper and lower case characters can be used It is possible to include codes and or descriptions taken from the system in the text of a letter The various fields that can be used in this way are identified as D1 D2 etc on the screens where the selection criteria are defined These D symbols are described in detail with each letter option To include such a field the parameters D1 or D2 must be entered in the format D1 D2 These can be entered as part of the text in any text line in the body of the letter One or more D parameters can be entered in a text line Copyright ITS 42 Version 12 2002 General Ledger System Correspondence Menu Chapter 4 The system will then print the contents of the parameters as part of the text in that line Please note that the system will print a maximum of 65 characters per line and will then print
123. s to the cycle of this subsystem The user may change this value if required I GL Note A30 Enter any note which should accompany the transaction to the general ledger as the first note line J GL Description A30 Enter any note which should accompany the transaction to the general ledger as the second note line K Value N9 2 Value of this transaction L Journal Number A12 The internal journal number for this transaction It is a display and query field only and the program will allocate a number on lt COMMIT gt Copyright ITS 3 2 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 2 JOURNAL DISTRIBUTION PARAMETERS FGLM 2 Journal Distribution Parameters is a facility where a parameter set may be defined for the purposes of distributing a specific transaction amount to specific GLA s in FGLO 5 This option will only be effective where the distribution of the transactioncan be done on a percentage basis Thus in the event where transactions must be distributed to various GLA s and the basis of distribution is not by way of percentages this option cannot be used and menu option FGLO 2 must then be used This option consists of two blocks and they are as follows Block 1 TRANSACTION DISTRIBUTION CODES On this block the code and name of the Distribution Parameter set is defined A Transaction Distribution Code A4 Supply a unique code for the Distribution Parameter set B Name A30
124. screen A GL Allocation A4 A8 The different queries are handled as follows e Query on Cost Centre Enter only the cost centre and lt RETURN gt D etail as well as C onsolidation cost centres are allowed The system displays the name of the cost centre and the default financial year e Query on Account The user starts off with a lt RETURNS gt and the system moves the cursor to the second field in which the user can enter the account only D etail accounts are allowed The name of the account and the defaulted financial year will be displayed e Query GL Allocation Enter the total GL Allocation without a lt RETURN gt and the descriptions of the cost centre and account as well as the default financial year will be displayed B Start End Cycle 2 x N2 The user specifies the from to cycle to determine the transactions to be included in the query C Cycle 13 Dneluded E xcluded Al Must transactions of cycle 13 be included or excluded in the query Cycle 13 is normally used for year end adjustments D Cycle 14 Dncluded E xcluded Al Must transactions of cycle 14 be included or excluded in the query Cycle 14 is the cycle in which opening balances are processed by the GL year end program E Financial Year N4 The system will always default to the present financial year of sub system GL but the user may change the value lt RETURN gt and the calculation will be done After the calculation the system will display t
125. sers For Users bettie For Financial Year 2002 For Cycles Between 3 And 3 Use Date Selection Y For Dates Between 15 JUL 2002 And 15 Jul 2002 Number Of Transactions Value Of Transactions 107 PAYMENT RECEIVED OTHER 3508 78 117 VAT TRANSACTION 491 22 141 PAYMENT OTHER 10000 00 Totals for BETTIE 14000 00 Report Totals 14000 00 wre End Of Report Copyright ITS 3 22 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 3 7 5 User Work Detail FGLMR1 5 This report reflects the number of transactions processed by a particular user or users of this subsystem during a specified period Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows Enter user ID or ALL ALL Enter the reporting year N4 Enter start cycle N2 Enter end cycle N2 Do you want to select between dates Y es N o N An example of this report is Date 20 OCT 2002 13h35 INTEGRATED TERTIARY SOFTWARE Page il Program f5hecc V12 GL Detail Of Work Done By Users User ID bettie Year 2002 Cycle Start 3 End 3 Start Date 15 JUL 2002 End Date 15 JUL 2002 BETTIE ENT RECEIVED OTHER F0018280 MAC100021 Transaction Total VAT TRANSACTION F0018280 F0019207 Transaction Total ENT OTHER 00580101 00018004 F0018280 F0018280 Transaction Total User Total Amount Total
126. ss refer A 6 below e After the user has responded the system will request the code of the Ledger to be closed Copyright ITS 3 5 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 The following discussion will be in the sequence of these options describing what the prerequisites for each option are and what the system will do Note that selecting an option other than 1 will automatically start the preceding options e g selecting option 3 implies that options 1 2 and 3 will be executed Option 1 Validate General Ledger The system needs to control the status of the Ledger and if all prerequisites for the actual closing have been adhered to The system will do the following validations and generate an appropriate report 1 Control General Ledger Cycles The Primary General Ledger should be in cycle 137 thus indicating that all normal transactions for the year have been finalised and that only year end transactions need to be processed or were processed in cycle 13 If not the system will respond with Ledger must be in cycle 13 to continue year end The secondary Ledgers should be in their final cycle 2 Control Subsystem Cycles All the subsystems should be in the next financial year thereby ensuring that no further transactions will be posted from them If not the system will respond with The fin year of subsystems must be in next financial year before year end process can
127. ss general previous cycle ledger journals in a previous cycle Y es or N o GH GL Allow change to A The valid values are Y es or N o The Copyright ITS 1 3 Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 Transaction tvpe default is Y es May users update the year year and cycle and cycle of the transaction when transaction type is used within a transaction Y es or N o GY G Allow GL A The valid values are Y es or N o The journals in default is Y es May the user process previous years general ledger journals in previous years Y es or N o AV CS Start asset N The user indicates the account categories account category for accounts that are used for capital expenditure Valid values are account End asset category range 410 to 419 or 890 to 899 AW account category The default start account category for code AV is 410 and end account category for code AW is 419 If the user indicates account category 410 for code AV rule AW will be set to 419 If the user indicates account category 890 for code AV rule AW will be set to 899 If the user indicates the start account category is 890 user must be aware that capital expenditure recorded against accounts linked to account category starting with 890 code AV to 899 code AW will not be reported for STATS Furthermore these accounts will not be transferred to a capital balance sheet account when capitalisation journals are generated via menu opt
128. t m nanan nnn nnn 3 27 4 GENERAL LEDGER CORRESPONDENCE FGL3Y FGLC 4 1 4 1 GENERAL mn nn 4 1 4 1 1 MAINTAIN DOCUMENTS FGLCO 1 a E 4 1 4 12 COPY EXISTING DOCUMENT TEXT FGLCO2 ai 4 5 4 13 DOCUMENT ENQUIRIES FGLCO 3 4 5 4 14 PRINT DOCUMENT MENU FGLCO 80 FGLCOR1 46 4 1 4 1 COST CENTRE COST REPORT FGLCOR1 1 46 4 15 DOCUMENT LAYOUT DEFINITION FGLCM 1 4 7 4 1 6 PURGE DOCUMENT FILE FGLCM 2 4 7 5 PROPOSED BALANCING PROCEDURES nm nn nn nn 5 1 5 1 GENERAL nnn nnn cence cence 5 1 5 2 REPORTS REQUIRED FOR BALANCIN G 52 5 3 BALANCING OF DAILY INPUT o oo nnn nnn nnn 5 3 5 4 PERIOD END mn 54 5 5 BALANCING OF GENERAL LEDGER 7 000 7 Ea a a a 54 Copyright ITS iii Version 12 2002 General Ledger Svstem Introduction and Overview Chapter 1 1 INTRODUCTION FRM 28 FGL 1 1 GENERAL INFORMATION This is the User Manual for the operation and maintenance of the ITS General Ledger Subsystem It is one of a series of user and technical manuals that is available for the ITS systems The complete list of manuals may be found n User Manual for the General Support System
129. t A1 This is a display field only H Journal Num N6 Supply the journal number if applicable for the transaction that is to be queried I Audit Date DD MON YYYY Supply the date on which the transaction that is to be queried appeared on an audit trail J Cost Centre A4 Supply the Cost Centre to which the transaction that is to be queried was processed K Account A8 Supply the Account to which the transaction that is to be queried was processed L Fin Year YYYY Supply the financial year to which the transaction that is to be queried was processed M Fin Cycle N2 Supply the financial cycle year to which the transaction that is to be queried was processed N Investment Number N10 Supply the investment number if applicable for which the transaction that is to be queried was processed Copyright ITS 2 24 Version 12 2002 General Ledger System Operational Menus Chapter 2 O Vat Report Cycle N6 The cycle where the VAT is reported P Value N17 2 Supply the value of the transaction that is to be queried Q GL Note A30 Supply the GL Note that was supplied with the transaction that is to be queried R Second GL Note A30 Supply the secondary note for this transaction This is the only field that may be updated However once a note is supplied in this field and the lt COMMIT gt function has been executed update is not allowed thereafter S Description A30 Supply the description that was suppl
130. ted Cr Total credits calculated Balance The difference of the Dt and Cr amounts above Copyright ITS 2 13 Version 12 2002 General Ledger System Operational Menus Chapter 2 If the batch is out of balance a suitable message will be given by the system and the user must correct the batch and lt COMMIT gt again NOTE Transactions cannot be queried on this option In order to query transactions processed on this option users must query them on menu option FGLO 22 2 3 REPEATING JOURNAL TRANSACTIONS FGLO 3 This two Block option facilitates the updating of a transaction which should be repeated a number of times and at specific intervals The specification of the transaction is as for a normal journal as in option FGLO 1 but in addition the user will specify the intervals and number of repetitions The repetition rules are specified in Block I and the transactions in Block 2 In Block 2 the system displays a field called Journal Number which is not updateable by the user On completion of Block 2 and a lt COMMIT gt the system will generate an internal number for this repeating journal This number can only be used for query purposes See note below and is used nowhere else in the system The following information is required Block 1 REPEATING DETAIL A First Cycle N2 Indicate in which cycle this journal should be updated for the first time The system will default to the present cycle of the General Ledg
131. tem Operational Menus Chapter 2 Copyright ITS 2 39 Version 12 2002 General Ledger System Operational Menus Chapter 2 2 11 2 Revenue amp Expenditure Statement FGLOR1 2 This report is the Revenue and Expenditure statement on a specified Cost centre or Cost centres e It is important that the Account Definition structure FCSO 3 is correctly linked to the applicable Account Categories All accounts linked to Account Categories 10 to 489 will be taken into account for this report e Only posted transactions are reported The report can be requested in Detail or in Summary USER SELECTION Specific Cost Centre or ALL CC allowed Financial Year of the Report The cycle to start with 0 Logical cycle gt 0 Physical cycle Up to Cycle If Cycle to start with 0 Cycle 13 IDncluded or E xcluded Cycle 14 Dncluded or E xcluded Parameters Correct Y N PRINT SEQUENCE Numerical on Account Categories Copyright ITS 2 40 Version 12 2002 General Ledger System Operational Menus Chapter 2 Revenue amp Expenditure Statement Detail 22 OCT 2002 19H31 INTEGRATED TERTIARY SOFTWARE Page7 Program f5grpt rdf GL V12 Revenue And Expenditure Statement For The Year 2002 From Cycle 0 To Cycle 12 For Cost Centre 0099 Cycle 13 Included Cycle 14 Included Account Category 330 SUPPLIES AND SERVICES Year to date Account Description Debit Credit Balance 00021 Industrial Research 00 2000000 00 2000000 00 00
132. the program will validate whether the user is linked to user restriction FGLC for the applicable journal type on menu option FCSM 4 That is where the journal type is Gener A l Ledger the financial field of the supplied Transaction type must be J Where the journal type is B udget the financial field of the supplied Transaction type must be B Where the journal type is B O th the financial field of the supplied Transaction type must be either J or B In the event where the user is not linked to restriction FGLC for the applicable journal type the program will give message User Restriction denies access to these Journal types Furthermore the program will also validate the year and cycle of the transaction type by applying the setting of rules GC GH and GY on menu option FCSM 1b2 Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years
133. this screen Try again The system will display the applicable description A lt LIST gt function containing active Transaction Types for sub system GL is available On supplying the transaction type the program will validate whether the user is linked to user restriction FGLC for the applicable journal type on menu option FCSM 4 That is where the journal type is Gener A l Ledger the financial field of the supplied Transaction type must be J Where the journal type is B udget the finarcial field of the supplied Transaction type must be B Where the journal type is B O th the financial field of the supplied Transaction type must be either J or B In the event where the user is not linked to restriction FGLC for the applicable journal type the program will give message User Restriction denies access to these Journal types Furthermore the program will also validate the year and cycle of the transaction type by applying the setting of rules GC GH and GY on menu option FCSM 1b2 Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Copyright ITS 2 9 Version 12 2002 General Ledger System Operational Menus Chapter 2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the use
134. tsa 00 A 1560 00 1560 00 00021 Industrial Research 2000000 00 A 00 2000000 00 00022 Research Travelling 00 73 48 00031 Research Sales 1000 00 S 00 1000 00 0113 Allowance 5 51001 00 00 51001 00 0118 Entertainment Clien 45000 00 x 00 45000 00 2013 Stat Pupils Comp Ed 2744 00 7 00 2744 00 212397 General Office Expen 950 00 l 00 950 00 2522 Irrecoverable Debt 23100 00 B 00 23100 00 5425 Interest Staff Loans 1471323 63 5 00 1471323 63 5441 Profit Loss On curr 3327 36 A 00 3327 36 9200 Debt Control Staff 51000 00 A 00 51000 00 9202 Debt Control Gnrl 13480 00 00 13480 00 9207 Vat Control Out 130 00 00 130 00 9478 Creditors Control Ac 00 l 20 00 20 00 9514 Movement Cont Subs 98 00 Bud Contr Suppl amp Ser Total For CCC TOTAL FACT COMMERCE 1526555 07 KKKKKKKKKKE Find Of Report Copyright ITS 2 56 Version 12 2002 General Ledger System Operational Menus Chapter 2 Copyright ITS 2 57 Version 12 2002 General Ledger System Operational Menus Chapter 2 Example Of This Report In Detail Is 17 Oct 2002 21 15 INTEGRATED TERTIARY SOFTWARE Page 1 f59rpt sql V12 Consolidation Cost Centre Cost Report Detail Report Without Subtotals For Consolidation Cost Centre 0099 For Financial Year 2002 And Cycles From 0 To 12 For Accounts From 00000000 To 22222222 Cycle 13 Included Cycle 14 Included Short Name Budget Commitment Available Overspend Det Cost Code
135. urray 210050641 1200 00 po 14 AUG 2002 2811 pm RY4586 I 6 Non Define Item GL 02 JUL 2002 303 VEBO002159 POOL VEHICLE HNG809GP 4500 00 Copyright ITS 2 25 Version 12 2002 General Ledger System Operational Menus Chapter 2 Two columns have been highlighted namelv Ss Sub svstem and Or Ss Original Sub system The first two transactions indicate that the original sub system for these transactions Or Ss is Payroll PR and Counter System CT and that these transactions are posted or belong to the sub system Ss General Ledger GL as well The third transaction indicate that the original sub system for these transactions Or Ss is Procurement Management System PM and that this transaction is not posted or do not belong to the sub system General ledger GL but that they still only belong to sub system Ss PM Thus to summarise the above should the sub system Ss be any other financial sub system other the GL it indicates that these transactions still belong to the original sub system Or Ss and therefore these transactions are yet to be posted to the Ledger The only exception to this rule is commitments generated by the Procurement management system PM Orders etc commit funds only and thus by definition do not constitute actual transactions Commitments only become actual transactions when the payment process honours the commitment Therefore to ensure that transactions not yet p
136. user restriction FGLC for the applicable journal type on menu option FCSM 4 That is where the journal type is Gener A l Ledger the financial field of the supplied Transaction type must be J Where the journal type is B udget the financial field of the supplied Transaction type must be B Where the journal type is B O th the financial field of the supplied Transaction type must be either J or B In the event where the user is not linked to restriction FGLC for the applicable journal type the program will give message User Restriction denies access to these Journal types Furthermore the program will also validate the year and cycle of the transaction type by applying the setting of rules GC GH and GY on menu option FCSM 1b2 Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years Thus users must take care when defining the financial
137. vents would be the following the relevant menu options being indicated in braces The first step is to create the necessary code structures and other definitions contained in the Code Structure Subsystem which is activated when the system is installed by ITS 1 GOPS 6 Assign Usernames Passwords and Privileges 2 FCSO 21 Maintain foreign currencies 3 GCS 1 Set currency for institution 4 FCSC 3 Define Primary and Secondary Ledgers 5 FCSM 1 Define system operation and create set up rules 6 FCSM 2 Define subsystem 7 FCSC 1 Maintain VAT Rates 8 FCSC 2 Maintain VAT Registration Numbers 9 FCSC 7 Create account categories defining those categories which are valid for this subsystem 10 FCSC4 Define banks The system is installed with a list of banks 11 FCSC 5 Maintain Cash Book Definition 12 FCSC 6 Create fund groups 13 FCSM 4 User Restrictions 14 FCSO 1 2 Create validate cost centre definition 15 FCSO 3 4 5 Create validate account definitions structure and lists 16 FCSO 6 Create GL Allocations 17 FCSO 7 Create transaction types and the combination of transaction types and transaction events Only after completion of the above is the General Ledger Subsystem set up to be maintained and operated A logical sequence would be the following 1 FGLO 2 Enter opening balance journals 2 FGLO 1 to 5 Enter transactions 3 FGLM 1 Enter corrective journals 4 FGLO 28 Post tr
138. whether the user is linked to user restriction FGLC for the applicable journal type on menu option FCSM 4 That is where the journal type is Gener A l Ledger the financial field of the supplied Transaction type must be J Where the journal type is B udget the financial field of the supplied Transaction type must be B Where the journal type is B O th the financial field of the supplied Transaction type must be either J or B In the event where the user is not linked to restriction FGLC for the applicable journal type the program will give message User Restriction denies access to these Journal types Furthermore the program will also validate the year and cycle of the transaction type by applying the setting of rules GC GH and GY on menu option FCSM 1b2 Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years Thus users must take c
139. will exit from this option and the user can first do the capitalisation entries 7 Test that every Cost Centre with Income and or Revenue is linked to a Transfer Account and a Fund Balance Account The system will check that GLA s for such cost centres exist and if not it will create these GLA s Copyright ITS 37 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 8 Test that Transaction Types are Linked to the Year end Events The year end process is representative of six events namely FN Rev and Exp to Balance FO Balance Sheet to Next Year FY Posting Debtor Creditor inter ledger FQ Posting budget to next year FT Posting budget to next year reversal of current budget FP Posting commitments to next year For all these events the user must create and link a transaction type to these events The system will use these transaction types to generate its automatic entries Note that for event FY the system will use the debtor and creditor s GLA s specified on the definition of the Ledgers in option F CSC 3 9 If all the above tests are successful the system will respond with Validation process passed and Option 2 may be executed Option 2 Clear Revenue and Expense Accounts e In this process the system will scan through all cost centres and if a balance is found on the Surplus Shortfall account it will generate the opposite transaction in the Trans
140. will include future transactions which were generated between the specified dates The applicable cycle is indicated Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Is This A Reprint Of The Audit Y N N If No the will produce all transactions that has not been printed before using this report If Yes the following are the parameters Enter The Year N4 Enter The Start Cycle N2 Enter The End Cycle N2 Do You Want To Select Between Dates Y N INI Enter Start Date dd mon yyyy Enter End Date dd mon yyyy N a a An example of this report is 22 OCT 2002 22H19 INTEGRATED TERTIARY SOFTWARE Page 1 Program f52rpt rdf V12 Audit Trail Of General Ledger Trn Fin Fin Credit Ref User Date Code Year Cyc Value Note Date 09 OCT 2002 0708 2002 4 F00100022 100 00 TRAINOO2 TRAINOO2 09 OCT 2002 J 09 OCT 2002 1130 2002 4 X6009208 1897 37 CANCEL OF CHEQUE1019 110195 J 09 OCT 2002 1130 2002 4 006500000004 28102 63 CANCEL OF CHEQUE1019 110195 J Copyright ITS 3 15 Version 12 2002 General Ledger System Maintenance Menu Chapter 3 15 OCT 2002 9864 2002 3 F00100021 10000 00 15 0CT 2002 J 15 OCT 2002 9864 2002 3 MAC12012 15 0CT 2002 J Page Totals Totals Of Report purchase computer 10000 00 purchase computer KKKKKKKKKK End Of Report kkk kkk Cop
141. will validate that the GLA is valid for the specified year and if so the transaction will be updated Such transactions could cause difficulty during the reconciliation process F Fin Cycle N2 The system will default to the financial cycle of the transaction type if specifically specified or in all other cases to the cycle of this subsystem Depending on the setting of rules GC GH and GY the user may change this value if required These rules have been discussed in A above Future months are allowed G Debit GLA A4 A8 Supply the GL Allocation to be debited with the transaction amount and the description will be displayed This GL Allocation will default if the transaction type was specified with a GL Allocation A lt LIST gt function containing active Cost Centres and Accounts for the financial year specified in E above is available Furthermore the program will validate whether the user may process transactions for the Cost Centre and the Account specified here When the user is linked to restriction FGLC apart from Journal Type access they can be restricted to process transactions for specific Departments and or Cost Centres Users can also be restricted to specific Accounts by way of Account categories Sequence 51 to 99 If Copyright ITS 2 10 Version 12 2002 General Ledger System Operational Menus Chapter 2 the GLA so entered relates to an investment in the Investment Register System the investment number field below
142. yright ITS 3 16 Version 12 2002 25768 25768 General Ledger System Maintenance Menu Chapter 3 3 7 2 Print Period End Totals FGLMRI 2 After the Period End Close PEND under option FGLM 6 has been done this report can be requested This report is essentially a summary of the audit report and reflects the totals of different transaction types processed in the previous period It is possible to print this report without execution of the PEND Should you wish to use a Previous Request Number lt LIST gt function on the Previous request field is available The parameters are as follows and note that defaults are in brackets Do You Want The Report For The Current Year cycle Y N An example of this report is 20 OCT 2002 13H19 INTEGRATED TERTIARY SOFTWARE 1 Program f5qrpt rdf V12 GL Control Totals For General Ledger For Year 2002 Period 3 Trn Name Budget Budget Actual Actual Imbalance Debit Credit Debit Credit 0319 BUDGET ERIMENI 60000 00 60000 00 00 0750 BUDGET DJUSTME 12000 00 12000 00 00 0001 INTEREST STUDE 100 00 100 00 00 0002 DEPOSIT B F 1050 00 1050 00 00 0003 ADMIN FEE 200 00 200 00 00 0004 SPORTS UNION FEES 6691 23 6691 23 00 0005 CANCEL APPLICATION F 8629 82 8629 82 00 0006 ATTENDANCE SUBJECT F 1080 00 1080 00 00 0007 EXEMPTION SUBJECT FE 456 16 456 16 00 0008 RAISE APPLICATION FE 4800 00 4800 00 00 0009 RESIDENCE APPL FEE 6245 64 6245 64 00 0010 E

General Ledger System User manual Version 12 2002 Edition

Contents

Download Pdf Manuals

Related Search

Related Contents