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General Ledger - Data Pro Accounting Software, Inc.

1. 2 45 SET UP FINANCIAL STATEMENTS eeesesevenneeversvnnneenersennnnennennenenennennennesnneenevsennnneneennenenennennenenses 2 46 Inquiry GE0425 tete at PI E RI EH le RR eas 2 48 Add Mode GL0425 3 6 pot tier t ib BALA YA nih Aten eie bie et e Ree teet ates 2 48 Page iii TABLE OF CONTENTS continued Description Page Change Mode 0426 nu a eter de Saga cas cone eset i Gus 2 54 Delete innse 2 56 Copy Mode GL0428 tt t eb tree eb ete o eite pend ede esee de buo up eroe 2 56 SPECIAL CONSIDERATIONS FOR FINANCIAL STATEMENT SETUP 2 57 Balance Sheet tec teretibus onmi tni ne E 2 57 Statement of Cash Blows uite Shia eerie ae ects 2 57 EXPORT FINANCIAL STATEMENTS GL0429 2 57 IMPORT FINANCIAL STATEMENTS GL0430 2 59 SET UP RECURRING JOURNAL ENTRIES 2 61 Add Mode GIS0406 vika ttr e e RE UE IN T STERN E DI RR ERN ENNIO ME US 2 62 Change Mode GLE0407 ote e eret Sa rel e terere c etat Ge 2 65 Delete M de GE0408 5 ana eot hr e UR ORE RII CIR Ue DI US 2 65 Copy Mode GL 0400 UP ED Ae ee atre egeo eire e ORE e eae a Rer ike
2. 2 79 CHAPTER 3 ENTER TRANSACTIONS cssessssssssssssssssesssssessssssssssscssssssessussessssssssesessuesessuceessees 3 1 RECORD JOURNAL ENTRIES gl0101 3 1 Tr nsa tion ett OP D REN DUE RERO RO ERE EURO eR 3 2 Journal ime Tfiemstu aa t a ouest 3 2 POST RECURRING JOURNAL ENTRIES g10102 3 4 SET UP BATCHES LEER 3 5 Add Mede GEQ0104 ecce tette eme O E terree p re epe Eee E 3 6 Change Mode GE0T05 o net eter edet qu um Sup 3 16 Delete Mode GL01006 a nici cemere te dp etie en d EN em eene es 3 16 Copy Mode GL0111 e rette endene derre eed eps SSOR ey 3 17 IMPORT NEW BATCHES GL0603 3 18 Fixed Length ASCIL Files ne tod ee ee to eic pt anders tdi gpn Eae oce 3 19 Variable Length AS CI Piles aa u e e ph exec iter ette cepe in ed ite duet 3 19 Comma Delimited PRN Files sunnere era eine Dee voe eae reete 3 19 File Iniport Modules OVetvIew s eode Ue e ter Ree et ier ee ve e P tod oct exe cb deut 3 20 PRINT BATCH EDIT REPORT GL0107 3 22 POST BATCHES 210108
3. 4 64 RATIO ANALYSIS GL0206 erseeresvvenveevevsvvnneenevnnnnnnennennenevsnnennensennneenesnnnennennenensnnennenseneneenennennnnensen 4 69 GENERAL LEDGER REPORT GL0207 4 77 TRANSACTION JOURNALS GL0208 4 81 CHART OF ACCOUNTS GL0209 esesseeverevenneenersennnensennnnennennenensnnennensnnnnennevsennnnennenennnnennennenensnneen 4 85 ACCOUNT MAINTENANCE REPORT snosi goos 4 89 FINANCIAL MAINTENANCE GL0211 4 91 FINANCIAL ALIGNMENT GL0212 4 100 RECURRING ENTRIES GL0213 4 107 CONSOLIDATION ENTITIES GL0214 4 109 CHAPTER 5 PERFORM ANALYTICAL GRAPHS 5 1 ACCOUNT BALANCES BY MONTH GL0301 5 1 COMPARATIVE ACCOUNT BALANCES GL0302 5 2 M
4. Gigs sevens ahr ange 2 27 File Import Modules OVetvI8 Ww u un RE Hee te wah as 2 27 Sample Import Chart of Accounts File tates ns Eaa Ea ee Eae E eas hoaa i ioa 2 30 RENAME GL ACCOUNT NUMBER eesvosveveesvennvennennenevsnnennesennneenevnnnnnnennennenevennennevsnsnneeneenenennensee 2 34 SET UP ACCOUNT BUDGETS GL0420 2 36 1 Prior Year Period Budgets eb du bon een 2 38 2 Prior Year Annual Budgets z a ua uhu bet teta ege eed ete ter Ack edet date ee 2 38 3 Prior Year Period Actuals a ie teo cte a RO A ERE Sawa ete eee wi phu ss 2 38 4 Prior Year Annual Act als tette E re bi eret eH E erect tete died 2 38 5 R Cale Based on Y TD Actuales iuri EE Rite net e dtu i ess 2 38 ENTER ACCOUNT BUDGETS GL0421 2 39 ENTER CHANGE BUDGETS GL0423 eeeneeveesnvennenvenevsnnennensennneeneennnnnnennennenenennennevnnseneenenennnnensen 2 40 EXPORT ACCOUNT DATA TO EXCEL 2 41 IMPORT ACCOUNT DATA FROM EXCEL 2 42 PRINT BUDGET REPORT GL0422 2 43 ARCHIVE RESTORE BUDGETS GL0424
5. enean 3 26 REMOVE COMPLETED BATCHES g1l0109 3 27 POST INTEGRATION FILES GL0103 3 28 IMPORT TRANSACTIONS GL0602 3 30 Fixed Length AS CU Biles ics eee tret entrer ER ee re HR E Qui 3 32 Variable Length ASCILELeS itte iip eh o ER DE Et Ute 3 32 Comma Delimited PRN Files RO WERE RERO RENE 3 32 Page iv TABLE OF CONTENTS continued Description Page File Import Modules Overview enne then Suha u tret guau teen 3 33 Sample Import Lr nsactions trot ER Eu Te EET ER ne E EUREN RERO Ten 3 35 EXPORT TRIAL BALANCE TO GL0120 3 37 CHAPTER 4 PRINT REPORTIS 4 1 STANDARD FEATURES FOR REPORTS 4 1 CIRL O Output Options detecte eerte bar Trek ee RE ERES a better 4 1 Font Attributes ERES 4 2 Report Print OptioD8 nonae NoD ate ee aee rs or abs et ty 4 2 Displayed Report Options n s o e
6. Page 3 16 Enter Transactions Chapter 3 General Ledger User Manual Results coGLA dbf Overhead Batch File Batch Entry deleted coGLB dbf Detail Batch File Batch Detail File deleted Copy Mode 0111 This option allows you to copy existing Journal Entry batches First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information will be copied to a new record The system will prompt you to enter the batch number for this record At this point you may choose to edit any of the information or click on the Save but ton to validate which will then add it to the file Results coGLA dbf Overhead Batch File Batch Entry Added coGLB dbf Detail Batch File Batch Detail Entries Added Chapter 3 Enter Transactions Page 3 17 General Ledger User Manual IMPORT NEW BATCHES 0603 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import GL Batch Transactions dire
7. Allow Transaction Allow Transaction Date Allow Transaction Type ANALYTICAL GRAPHS iso tere ERES CINE REST RSEN maaa e PRESS ARR M eI ESO been uto SE sa qaya ANNE ARCHIVE RESTORE BUDGETS x eerror tei ea ae A E N A E e Tara AS SE era KEE era A Ea KRSS SaS a Taiere eren Ea re ias Balance Sheet ied end b penne eibi i beeen an Aula huu i 2 57 4 19 Balance Sheet AGCOUDIS s oe SEL A a ete d let e Ret eaaa 1 1 Balance Sheet Report 6 Month Trend 4 29 Balance Sheet Report Budget Comparison iS Eint 4 23 Balance Sheet Report Comp Month Year eervrrnrnvrervrnnvnrvennvervnnrvnrvernrnevnnvrnsvnnnrsnvnsvensvasnrsnvnsvsnnvannesnvanvrsnvnsvessvasvrsneenvasnennvasveenee 4 27 Balance Sheet Report Comparative Year Balance Sheet Report etr ete tbi er e REA Me See lg NE Ie ete SE eee eure t ebore etn Bar Gtaph or Pie Chart uq n u RR HIP Ue eon eee en endende e Batch Edit Report Batch Entry Configurati ni eno e eee PRU e GR D e Rp Rp te E EU ee ena meee ed eels BRING BALANCES PORWARD 3 35 2 gp header eee te depre bere ese tb Oe pep tele edens Budget AMT CEPS CarcebthePrint Obs See CHART OF ACCOUNTS T Chart of Accounts Listing Reports A rte ODE p ea RI oe ree DUUM a u EX CEDERE EST ee eneren 4
8. DATA PRO ACCOUNTING 0 SOFTWARE INC 12 99 7 45 10 78 vu i 0 08 General Ledger with Advanced Budgeting amp Financial Report Writer Part 101 DATA PRO ACCOUNTING mat SOFTWARE INC Advanced Accounting Software e Secure Internet Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations companies products addresses and persons contained herein are intended to be completely fictitious and are des
9. Page 1 4 04 28 2006 99 999 999 999 99 COST OF GOODS SOLD Cost of Sales XX XXX XXX XXX XX Cost of Sales Commercial XX XXX XXX XXX XX Cost of Sales Residential XX XXX XXX XXX XX Cost of Sales Inv Shrinkage GXX XXX XXX XXX AX Concrete Cost of Sale XX XXX XXX XXX XX Concrete COS Commercial XX XXX XXX XXX XX Concrete COS Residential XX XXX XXX XXX XX Electrical Cost of Sale XX XXX XXX XXX XX Electrical COS Commercial XX XXX XXX XXX XX Electrical COS Residential XX XXX XXX XXX XX Framing Cost of Sale XX XXX XXX XXX XX Framing COS Commercial GXX XXX XXX XXX XX Framing COS Residential XX XXX XXX Plumbing Cost of Sale XX XXX XXX Plumbing COS Commercail XX XXX XXX XXX XX Plumbing COS Residential GXX XXX XXX XXX XX Roofing Cost of Sale XX XXX XXX XXX XX Roofing COS Commercial XX XXX XXX XXX XX Roofing COS Residential XX XXX XXX XXX XX Commissions Expense XX XXX XXX XXX XX Freight on Purchases XX XXX XXX XXX XX TOTAL COST OF GOODS SOLD 99 999 999 999 99 GROSS PROFIT 11 111 111 111 11 Page 4 104 Print Reports Chapter 4 Infinity POWER Sample Company Inc Statement of Income OPERATING EXPENSES Inter Dept Payroll Transfers Wages and Salaries Salaries Commercial Salaries Residential Wages and Salaries Sales Wages and Salaries Mgmt Wages and Salaries General OH Expense Allocation Taxes Sales Dept Taxes Management Taxes
10. 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 00 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Chapter 2 Set Up and Maintenance Page 2 25 General Ledger User Manual Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In
11. If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results SysGL5 dbf Consolidation Entity File Changes stored for the Consolidation Entity Page 2 64 Set Up and Maintenance Chapter 2 General Ledger User Manual Delete Mode GL0412 This option allows you to delete any Consolidation Entity You may delete any consolidation entity any time you wish First you must navigate to the record you wish to delete You may find record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete entities that you may have entered by mistake or you no longer want lt Click gt on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then lt click gt on Save to validate your deletion of this record Results SysGL5 dbf Consolidation Entity File Specified Consolidation Entity deleted Copy Mode GL0413 This option allows you to set up new Consolidation Entities by copying existing ones The ability to copy Consoli dation Entities makes setting up simi
12. Save button Results coGLC dbf Department Allocation File New Department Allocation created Change Mode GL0432 This mode allows you to change information on any existing Department Allocation First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation op tion on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results coGLC dbf Department Allocation File Changes stored for the Department Allocation Delete Mode GL0433 This option allows you to delete any Department Allocation You may delete any Department Allocation any time you wish First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete entities that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you int
13. Page 2 72 Set Up and Maintenance Chapter 2 General Ledger User Manual 5 Execute the Bring Balances Forward option 6 All accounting information is now current in the new year Bring Balances Forward JP Tools Launch This option will bring the ending balances of the prior year into the current year beginning balances This option should be used if you have made changes to the prior year s General Ledger files after this year s files have already been created Beginning balances will be copied from 2006 to 2007 Cancel To begin the process click on the Start button When the update has been completed successfully click on the Cancel button to return to the Menu Bar Results coGL 1dy dbf General Ledger Account File current year Beginning year balances are updated from prior year MAINTAIN GENERAL LEDGER FILES GL0417 This option includes both Pack and Re Index utilities to manage your General Ledger files after a hardware or media failure or to remove any items marked for deletion from your data files You should NOT rely on the Pack option to replace backups Your backup procedures should include daily backups and weekly off site backups There are several situations in which the Pack option need be accessed e Power hardware failure e Media Error bad disk e Remove records marked for deletion You are then given the options to Pack or Re Ind
14. Suspense Error Account Report Type Account Mask C Current Period 1 2 Pasition 12345678901234567890 Mask C Year To Date An account s balance will be zero if there has been no activity on the account or if the net amount of debits and cred its that have been posted to the account during the current period month have completely offset one another When you select this option you will enter the beginning and ending account number to include on this report You may select the range of accounts by number or description which will determine the sorting preference You may also define the account mask if desired You will have the following choices as the Report Type e Current Period e Quarter to Date e Year to Date Field Names Account Account Number Description Debits Balances Credits Balances Net Adjustments Totals Ending Balance Chapter 4 Print Reports Page 4 11 General Ledger User Manual Account Working Trial Balance Report Current Period Infinity POWER Sample Company Inc Working Trial Balance Page 1 4 04 28 2006 11110 1 2 3 4 5 6 7 8 3 10 11 12 20 11120 1 2 3 4 5 6 7 8 9 109 11 12 20 Journal General Journal Checking Genera Deposits General Checking Payroll Deposits Payroll Sales Journal Inventory Activity Accruals Payable Purchase Accruals JC TB Journal Deprec A
15. XX XXX XXX XXX XX 99 999 999 999 99 11 111 111 111 11 Chapter 4 Infinity POWER Sample Company Inc Balance Sheet 04 28 2006 Zero Running Total Number 1 LIABILITIES amp STOCKHOLDER EQUITY General Ledger User Manual Page 2 4 04 28 2006 CURRENT LIABILITIES Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received Advanced Billings Draws Payable FICA Tax Withheld Federal Income Taxes Withheld State Income Taxes Withheld Accrued Wages amp Salaries Accrued Insurance Accrued FUTA Accrued SUTA Accrued Payroll Deductions 401K Pension Plan Sales Tax Payable Accrued Real Estate Taxes Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest A P Tampa Main Office A P Orlando Warehouse A P Miami Warehouse TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Long Term Notes Payable Mortgages Payable TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY Owners Equity Common Stock Additional Paid in Capital Retained Earnings Current Period Profit Loss TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Unaudited For Internal Use Only Chapter 4 XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX
16. as a positive number and the system will take the prior year numbers and add ten percent 10 to create the new budget To decrease budget amounts place a minus sign in front of the percentage number entered into this field When this option is selected and validated it will print an audit trail report showing previous budget current year actual and the new budget information Next the account number mask may be specified if the use of specific groups of accounts such as departments is desired When you have completed entering the information click on the button to proceed The Output Options screen will appear and prompt you for your designated output device Choose your method of output and click on the button to continue ENTER ACCOUNT BUDGETS GL0421 This option allows you to enter the budget amounts of a specified account A single period s budget may be modified or the whole year s budget for the account that is selected When this option is selected a new screen will appear prompting for the entry of the single account number that is to be budgeted Wil Enter Account Budgets Tools Launch Edit Navigation z Beg Balance i n Current Budget New Budget Account Detail Item Period Current Budget New Budget Change Budget 01 2004 5 0 00 02 2004 03 2004 lt Click gt on the Account Number field and then press the down arrow F2 by defau
17. button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed Click on the Close button to return to the Menu Bar Chapter 2 Set Up and Maintenance Page 2 71 General Ledger User Manual Start New Year s Files I x Tools This option creates new year s data files for each registered system in the company Infinity POWER Sample Company Inc ins Be sure you have backups of your current year s data files before you begin Registered Systems Accounts Payable System already started Accounts Receivable System already started Customer Support Management System already started General Ledger System already started Inventory Management System already started Job Cost System already started Payroll System already started Point of Sale System already started Purchase Order Entry System already started Sales Order Entry System already started Clear All Invert Processing completed Start Make certain before executing this option that the current system date is set to the LAST DAY OF OLD YEAR The old year is the year just completed Therefore if you are looking to create 2007 data files as the new year the old year is 2006 Results New coGL1dy dbf and coGL2dy dbf created BRING BALANCES FORWARD GL0419 This
18. 11200 21100 27100 30000 35000 11100 Page 3 4 04 28 2006 End Account 99999 12120 12220 12420 12620 12820 11800 26999 12000 12100 12200 12400 12600 12800 11200 21100 27200 31000 35000 11120 Chapter 4 Statement deptlinc Description Income Statement Report Title Statement of Income for Department 1 Subtitle 0D Footnotes Unaudited For Internal Use Only Set Acct Mask Group Heading Detailed Accts Group Total Group Heading Detailed Accts Group Total Group Heading Detailed Accts Detailed Accts Group Total Running Total Detailed Accts 9 2 3 5 2 3 5 6 Running Total 2 3 3 5 6 3 6 Running Total Chapter 4 BOHRA Tab Reverse 2322 z m Level 00005050 Center Aux Se Infinity POWER Sample Company Inc Financial Statement Maintenance Report Description INCOME TOTAL INCOME COST OF GOODS SOLD COGS ACCTS TOTAL COST OF GOODS SOLD GROSS PROAT OPERATING EXPENSES OPERATING EXPENSES TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Beg Account 40000 50000 60000 79000 75400 1 General Ledger User Manual Page 4 4 04 28 2006 End Account 49999 59999 75300 99999 75500 Print Reports Page 4 97 General Ledger User Manua
19. 2 500 00 986 60 71 91 6 879 54 93 75 748 62 492 11 Credit 33 099 32 2 500 00 19 73 966 87 71 91 57 68 56 821 86 93 75 748 62 492 11 4 04 28 2006 Chapter 4 Account Description 11110 Cash in Bank General 21200 Accounts Payable 46000 Cash Discounts Earned Total Debits Total Credits Chapter 4 Infinity POWER Sample Company Inc Transaction Journal Account Summary Debit Credit 68 911 12 69 375 23 5464 11 69 375 23 569 375 23 General Ledger User Manual Page 1 4 04 28 2006 Print Reports Page 4 85 General Ledger User Manual CHART OF ACCOUNTS GL0209 This report prints a listing of all of your General Ledger accounts in either numerical or alphabetical order depend ing on how you select your beginning and ending account number range This report provides a quick reference list ing of all of your accounts It does not include any balances on this report This is beneficial if you want to provide an outside party a copy of your Chart of Accounts without disclosing the balances of the company When you select this option you will enter the beginning and ending account number to include on this report You may select the range of accounts by number or description which will determine the sorting preference You may also define the account mask if desired W Chart of Accounts Listing Tools Launch Acco
20. 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called 0 NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the va lidity of the information being imported These fields are marked in the field definition section with a asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom MAP file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import MAP files one of two ways You may fir
21. Description INCOME TOTAL INCOME COST OF GOODS SOLD COGS ACCTS TOTAL COST OF GOODS SOLD GROSS PROAT OPERATING EXPENSES OPERATING EXPENSES TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Beg Account 40000 50000 60000 79000 75400 1 Page 7 4 04 28 2006 End Account 49999 59999 75300 99999 75500 Chapter 4 General Ledger User Manual FINANCIAL ALIGNMENT GL0212 This report provides a sample Balance Sheet Income Statement or Statement of Cash Flows printout based on the current format In addition an analysis is done on your accounts warning of duplications omissions and improper classifications of accounts When this option is selected a window will be displayed prompting you to enter the Financial Statement Format you would like to use when printing this report Since the system provides the ability to setup various choices lt click gt the Down Arrow F2 by default and a search screen will display all of the formats currently available These reports include the proper formatting headings account ranges and groups but without the dollars Instead special messages are displayed in the dollar column Wil Financial Statement Alignment Tools Launch Financial Statement BALANCE Balance Sheet These messages are as follows 1 ggg ggg ggg ggg gg This message indicates the printing of a group total 2 SHEH HHH HH HHHH where i
22. Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a prn file This is the file you will import First Import Action 1 0 CHAR 1 1 GIL Account 0 20 STRING 2 20 Description 21 30 STRING 22 30 Account Type 52 0 CHAR 52 2 Contra 0 NO 1 YES 56 0 CHAR 54 1 Status 54 0 INT 55 2 BegBal 58 16 DOUBLE 57 16 Amt 1 66 0 DOUBLE 73 16 Amt 2 74 0 DOUBLE 89 16 Amt 3 82 0 DOUBLE 105 16 Amt 4 90 0 DOUBLE 121 16 Amt 5 98 0 DOUBLE 137 16 Amt 6 106 0 DOUBLE 153 16 LRL 168 Required fields for importing records Second Import Action 1 0 CHAR 1 1 GL Account 0 20 STRING 2 20 Amt 7 114 0 DOUBLE 22 16 Amt 8 122 0 DOUBLE 38 16 Amt 9 130 0 DOUBLE 54 16 Amt 10 138 0 DOUBLE 70 16 Amt 11 146 0 DOUBLE 86 16 Amt 12 154 0 DOUBLE 102 16 Amt 13 162 0 DOUBLE 118 16 LRL 133 Page 2 32 Required fields for importing records Use a text editor or notepad to adjust the GL0601 map file for the first import After
23. Page 1 16 Introduction Chapter 1 General Ledger User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter will provide you with a step by step procedure for the initial set up and maintenance of your General Ledger files When you select this menu option a complete list of choices will be displayed as shown on the follow ing screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Graphs Set Up and Maintenance Help Set Up Accounts Ctrl F1 P Copy Range of Accounts 10 1 if suas Import Accounts Rename GL Account Number Set Up Account Budgets Der gue D 197 P Enter Account Budgets Enter Change Budgets Export Account Data To Excel Import Account Data From Excel Print Budget Report Archive Restore Budgets Set Up Financial Statements Export Financial Statements P i i i Import Financial Statements Set Up Recurring Journal Entries Set Up Consolidation Entities Perform Consolidation Set Up Department Allocations Bring Balances Forward 7 f Yt Pi General Ledger Configuration Maintain Data Files Copy an Existing Company GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master General Ledger files from scratch Select the Systems option from the Menu Bar Then select the System Adm
24. Placing a number zero 0 through five 5 within the braces anywhere on the Description line will cause the system to use that number of decimal places on the dollar amounts for that specific account or range of accounts This is an optional comments field which describes the ac count range represented by this line type Three additional features may also be entered into this field They provide additional formatting flexi bility within the system 2 Tab Type This field specifies the column alignment for dollars First Column Second Column First Underline Second Underline The Tab setting First Column is about 15 characters away from the Chapter 2 Set Up and Maintenance Page 2 49 General Ledger User Manual right margin of the report Tab setting Second Column is all the way to the right margin This allows you to offset the totals and subtotals to make the report easier to read The only time these tabs will be used will be on the Normal Balance Sheet Tab settings of First Underline and Second Underline have the same column positions as First Column and Second Column respec tively However these settings will print a double underline under the dollar column 3 Reverse Sign This data field instructs the program whether or not to reverse the sign of the dollar figures being printed This is a valuable tool for displaying credit balance accounts as positive numbers Nor
25. Print Op tions button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown However if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Op tions screen you will need to define the recipient of the e mail in the To field Make sure to enter their e mail ad dress and not just their name The Subject field is automatically assigned the name of the report you will be gen erating however if you wish to overwrite it with another subject you may do so NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name Chapter 4 Print Reports Page 4 1 General Ledger User Manual If you select Display this will cause the output to generate the report to the screen All reports are generally cre ated in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may als
26. TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Unaudited For Internal Use Only 75 000 00 116 010 12 50 000 00 940 946 03 194 260 94 General Ledger User Manual Page 2 4 04 28 2006 835 328 07 624 228 04 360 00 135 502 86 67 315 28 35 256 95 27 027 95 1 495 69 599 84 18 467 60 44 758 98 9 500 61 2 937 00 1 833 33 1 264 55 3 233 83 1 808 390 58 191 010 12 1 185 206 97 3 184 607 67 Chapter 4 Print Reports Page 4 23 General Ledger User Manual Balance Sheet Report Budget Comparison Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 04 28 2006 Actual Budget Variance Var ASSETS CURRENT ASSETS Cash Savings 168 426 87 210 451 76 42 024 89 24 95 Petty Cash 225 00 225 00 0 00 0 00 Cash in Bank General 26 566 21 48 180 19 21 613 98 81 36 Cash in Bank Payroll 24 292 85 0 00 24 292 85 100 00 Notes Receivable 500 00 500 00 0 00 0 00 Accounts Receivable Customer 1 646 888 30 1 240 042 36 406 845 94 24 70 Accounts Receivable Other 51 907 80 31 907 80 20 000 00 38 53 AR Tampa Main Office 17 525 00 14 125 00 3 400 00 19 40 AR Orlando Warehouse 5 065 81 1 115 81 3 950 00 77 97 AR Miami Warehouse 24 404 26 17 646 15 6 758 11 27 69 Inventory Tampa Main Office 325 996 10 47 731 76 373 727 86 114 64 Accrued Inventory Receipts 81 782 04 26 782 04 55 000 00 67 25 Accrued Inventory COS 2 402 71 2 402 71 0
27. Tampa Main Office Inv Orlando Warehouse Inventory Miami Warehouse Inventory Supplies Tampa Inventory Finished Products Accrued Inventory Receipts Accrued Inventory COS Work In Process Intercompany Prepaid Insurance PREPAID EXPENSES TOTAL CURRENT ASSETS FIXED ASSETS Land Buildings Buildings Accum Deprec Leasehold Improvements Leasehold Impr Amort Equipment Equipment Accum Deprec Furniture Furniture Accum Deprec Automobiles and Trucks Autos amp Trucks Accum Deprec TOTAL FIXED ASSETS OTHER ASSETS Treasury Stock Stocks Purchased Bonds TOTAL OTHER ASSETS TOTAL ASSETS Page 4 102 Print Reports Balance Sheet 04 28 2006 ASSETS SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX GXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX Page 1 4 04 28 2006 99 999 999 999 99 SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX 99 999 999 999 99 SXX XXX XXX XXX XX SXX XXX XXX XXX XX
28. on the Start button to start the posting process Select your output device and if you choose the printer please make sure your printer is on and ready for the Trans action Register to print Each entry will be posted to the General Ledger system with the audit trail printed the same as if you had entered each one manually Results coGL1dy dbf General Ledger Account File Period actual updated YTD actual updated Page 3 4 Enter Transactions Chapter 3 General Ledger User Manual coGL2dy dbf Journal Entry File Transaction Records added SET UP BATCHES This section covers the Set Up Batches menu option These options allow you to add create change delete or copy batches to be used for updating the General Ledger module This option allows you to make or change entries that can be printed out later changed or edited and then finally posted to the General Ledger If you would prefer the system also provides an On Line posting method that allows you to make each journal entry one at a time and immediately update the General Ledger and all other appropriate files If this is your prefer ence please go to the menu option Record Journal Entries from the Transactions option on the Menu Bar For CPA Accounting and Bookkeeping firms looking to perform Client Write Up this is the primary method of data entry This set of options allows a single point of data entry for General Ledger batches for
29. records updated insapa 0 records updated insarl 0 records updated insar 04 5 records updated inser 0 records updated Processing Completed When done the screen will state Processing Completed and you may click on the Close button to return to the menu The following files will be updated with the new information File Name Fields Modified GENERAL LEDGER GL00 xxxGL0 dbf General Ledger Configuration File prLACT FUNDACT INTERCO RETAIN SUSPENSE GL01 xxxGL1dy dbf General Ledger Account File ACCOUNT GL02 xxxGL2dy dbf General Ledger Transaction File ACCOUNT GL04 xxxGL4 dbf General Ledger Recurring Journal ACCOUNT File GL11 xxxGLB dbf General Ledger Batch Detail File GLNUM ACCOUNTS PAYABLE AP00 xxxAPO dbf Accounts Payable Configuration File GLAP GLCASH GLDISC GLRP Page 2 34 Set Up and Maintenance Chapter 2 General Ledger User Manual File Name Fields Modified AP01 xxxAP1dy dbf Accounts Payable Vendor File DFLTGL AP02 xxx AP2 dbf Accounts Payable Open Item File GLACC AP03 xxxAP3dy dbf Accounts Payable Transaction GLACC File AP07 xxxAP7 dbf Account Payable Recurring Expense GLAC File AP10 xxxAPA dbf Accounts Payable Detail Batch Files GL ACC PURCHASE ORDER PO00 xxxP00 dbf Purchase Order Configuration File GLACCR GLDEP GLDISC GLTAX PO02 xxxPO2dy dbf Purchase Order Detail Fi
30. 1 ins 11400 Inventory Tampa Main Office 2 ins 69000 Utilities Expense 3 ins 69000 Utilities Expense 4 ins 11400 Inventory Tampa Main Office 5 ins 64700 Professional Services 6 ins 11400 Inventory Tampa Main Office 7 ins 21100 Notes Payable Current Portion 8 ins 66000 Supplies Office 9 ins 61500 Automobile Expense 10 ins 21200 Accounts Payable Totals Number of records printed 3 Chapter 4 Debit 288 00 134 25 785 00 1 896 00 359 00 1 231 00 332 00 1 500 00 866 00 7 391 25 569 00 399 00 896 00 189 00 158 00 369 00 486 00 3 066 00 35 00 250 00 200 00 699 00 150 00 145 00 1 500 00 995 00 420 00 4 394 00 Page 1 4 04 28 2006 Credit 7 391 25 7 391 25 3 066 00 3 066 00 4 394 00 4 394 00 Print Reports Page 4 109 General Ledger User Manual CONSOLIDATION ENTITIES GL0214 This report contains all of the information set up for each Consolidation Entity This report is an excellent auditing tool for insuring that your entities are set up correctly When you select this report you may specify the range of Consolidation Entities to include by number or description NN Consolidation Entities Tools Launch Entity Range Beginning Entity 110 Data Pro Consolidation 10 Using Number key Ending Entity 84 Data Pro Consolidation 84 This report will display all of the information set up for eac
31. 1 09 208 0 25 416 0 19 491 0 59 825 0 37 1 194 1 43 1 169 0 53 360 0 43 0 0 00 1 066 1 28 267 0 12 2 187 2 62 987 0 45 500 0 60 4 500 2 03 250 0 30 500 0 23 Unaudited For Internal Use Only Chapter 4 Infinity POWER Sample Company Inc 7 Variance 40 314 5 000 32 490 4 255 8 000 43 546 41 547 2 035 437 0 138 170 47 149 1 025 9 770 5 920 3 800 5 099 6 000 6 223 2 500 68 595 69 575 2 214 2 363 411 2 000 4 489 2 700 518 208 334 24 360 799 1 200 4 000 250 Statement of Income Page 1 4 04 28 2006 04 28 2006 Year to Date This Year Last Year Variance INCOME Revenue 443 484 69 05 382 047 60 14 61 437 Revenue Concrete 79 100 12 32 58 500 9 21 20 600 Revenue Concrete R 12 991 2 02 42 301 6 66 29 310 Revenue Electrical R 5 206 0 81 2 100 0 33 3 106 Revenue Framing Co 39 600 6 17 21 300 3 35 18 300 Revenue Framing Re 9 734 1 52 50 751 7 99 41 017 Revenue Roofing Re 53 760 8 37 82 200 12 94 28 440 Sales Returns and Al 2 257 0 35 3 484 0 55 1 227 Cash Discounts Eame 680 0 11 101 0 02 579 Cash Discounts Taken 0 0 00 500 0 08 500 TOTAL INCOME 642 297 100 00 635 315 100 00 6 982 COST OF GOODS SOLD Cost of Sales 110 076 17 14 159 503 25 11 49 428 Concrete COS Comme 22 550 3 51 9 901 1 56 12 649 Concrete COS Resid 7 413 1 15 14 927 2 35 7 514 Electrical COS Res 6 360 0 99 1 200 0 19 5 16
32. 170 0 DOUBLE 55 16 Budget 2 178 0 DOUBLE 71 16 Budget 3 186 0 DOUBLE 87 16 Budget 4 194 0 DOUBLE 103 16 Budget 5 202 0 DOUBLE 119 16 Budget 6 210 0 DOUBLE 135 16 Budget 7 218 0 DOUBLE 151 16 Budget 8 226 0 DOUBLE 167 16 Budget 9 234 0 DOUBLE 183 16 Budget 10 242 0 DOUBLE 199 16 Budget 11 250 0 DOUBLE 215 16 Budget 12 258 0 DOUBLE 231 16 Budget 13 266 0 DOUBLE 247 16 LRL 262 CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 if no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDYY Example Adding to existing amount lines Budget 1 A 170 0 Double 55 16 Amount being imported will be added to amount already in the field Page 1 Chapter 2 Set Up and Maintenance Page 2 29 General Ledger User Manual Data Pro Support Document IMPORT GL ACCOUNT FILES GL0601 MAP CUSTOMIZED NOTE This import file can be used for fixed length ASCII files or comma delimited PRN If using a comma delimited all STRINGS must be preceded and ended with quotes Example Cash in Bank Action 4 1 0 CHAR 1 1 GL Account 0 20 STRING 2 20 Description 21 30 STRING 22 30 Account Type 52 0 CHAR 52 2 Contra 0 NO l YES 56 0 CHAR 54 1 Status 54 0 INT 55 2 BegBal 58 16 DOUBLE
33. 2 59 IMPORT NEW BATCHEBS D tte Ae ea IMPORT TRANSACTIONS Importing Batches Flowchart E Importing G L Transaction Flowchart 2 2 hb oe o tee ORE RU ERE al RR eleg ete e 1 15 IMPORTING G L TRANSACTIONS FLOWCHART evororvorververvrrvnvveververnervernervevvevsevsrnervarvevneneevssnssnesvenvesvevsevsensenasvasvesvessenssnee 1 9 INCOME STATEMENT theta nU Pee DER ioa Ion UP ungue eis 4 31 Page 1 2 Index General Ledger User Manual Income Statement ACCOUNTS 0 32 c ieceetscalesesseseseserstesencendesesacedehesccesnseveaydedes egre er Income Statement Report 6 Period Trend Income Statement Report Annual Budget sess eene Income Statement Report Budget Comparison esses Income Statement Report Budget Year to Year Income Statement Report Comparative Income Statement Report Norm l 5 2 a rane nie en re e rn e ee de e iR eR E kones Income Statement Report Quarterly Statement Income Statement Report Year to Date Individual and Combined Income Statements INTRODUCTION eere Investing UO RU REGII ER TU des tues EO ICI IR ORAT Last Record yy yusayusa a nin Q E bu eiat Dine 4 3 Local 1 Lo
34. 22 085 89 9 500 61 1 506 00 12 833 31 1 264 55 3 233 83 1 246 585 41 0 00 121 950 12 121 950 12 50 000 00 796 538 12 144 407 91 990 946 03 2 359 481 56 Print Reports Page 4 27 General Ledger User Manual CURRENT ASSETS Cash In Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable AR Tampa Main Office AR Orlando Warehouse AR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process Intercompany Prepaid Expenses TOTAL CURRENT ASSETS FIXED ASSETS Land Buildings Buildings Accum Deprec Equipment Equipment Accum Deprec Furniture Furniture Accum Deprec Automobiles and Trucks Autos amp Trucks Accum Deprec TOTAL FIXED ASSETS OTHER ASSETS Treasury Stock Stocks Purchased Bonds TOTAL OTHER ASSETS TOTAL ASSETS Unaudited For Internal Use Only Balance Sheet Report Comp Infinity POWER Sample Company Inc Month Year Balance Sheet 04 28 2006 Current Last Last Month Month Year Actual Actual This Month ASSETS 195 218 08 276 727 26 258 856 95 24 292 85 26 000 00 0 00 500 00 500 00 500 00 1 698 796 10 1 612 867 96 1 271 950 16 17 525 00 17 525 00 14 125 00 5 065 81 5 065 81 1 115 81 24 404 26 25 054 26 17 646 15 325 996 10 2 091 95 47 731 76 81 782 04 81 782 04 26 782 04 2 402 71 2 402 71 2 402 71 457 114 50 454 784 58 455 642 67 0 00 0 00 15 553
35. Account Range Beginning Account f41500 1 Revenue Roofing Commercial fa1500 2 v Revenue Roofing Residential Using Account key Ending Account Account Mask Position 2 12345678901234567890 Mask ps Change Mask T 2 12345678901234567890 4 Position Mask Cancel On the following screen you will notice all the information except for account numbers were copied to the new range of records To change any pertinent information on these new account numbers including the new account description which is now identical to the original account s that were copied you may do so by accessing the Set Up Accounts option and select the Change mode Select Account f Account Description 41400 2 41500 1 41500 2 41600 2 44000 45000 46000 47000 47500 48000 48500 Revenue Roofing Commercial Revenue Roofing Residential Revenue Roofing Commercial Revenue Roofing Residential Interest Income Sales Returns and Allowances Cash Discounts Earned Service Charges Freight Charged Miscellaneous Income Cash Discounts Taken Search 41600 1 Revenue Plumbing Residential Results coGL1dy dbf General Ledger Account File All Account Information set up Chapter 2 Set Up and Maintenance Page 2 23 General Ledger User Manual IMPORT ACCOUNTS GL0601 The File Import options allow you to bring information into the appropria
36. Balance Sheet Comparative Year Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 Support Schedule Current Year Prior Year PREPAID EXPENSES Prepaid Expenses 450 00 450 00 Prepaid Vendor Deposits 450 00 200 00 Totals 0 00 250 00 Current Period Profit Loss Revenue 443 483 57 382 047 03 Revenue Concrete Commercial 79 100 00 58 500 00 Revenue Concrete Residential 12 990 75 42 300 50 Revenue Electrical Residential 5 206 32 2 100 30 Revenue Framing Commercial 39 600 00 21 300 00 Revenue Framing Residential 9 733 76 50 750 50 Revenue Roofing Residential 53 760 04 82 200 00 Sales Returns and Allowances 2 256 85 3 483 89 Cash Discounts Earned 679 66 100 50 Cash Discounts Taken 0 00 500 00 Cost of Sales 110 075 50 159 503 48 Concrete COS Commercial 22 550 00 9 900 55 Concrete COS Residential 7 413 15 14 927 30 Electrical COS Residential 6 360 21 1 200 00 Framing COS Commercial 14 160 54 18 500 40 Framing COS Residential 2 951 50 9 512 00 Roofing COS Commercial 3 000 00 6 000 00 Roofing COS Residential 14 029 58 29 600 00 Commissions Expense 12 000 00 0 00 Wages and Salaries 0 00 324 56 Salaries Commercial 8 810 74 13 019 28 Salaries Residential 11 732 52 7 825 06 Wages and Salaries Sales 14 000 58 18 000 00 Wages and Salaries Mgmt 26 935 50 40 518 03 Wages and Salaries General 64 663 00 68 598 87 OH Expense Allocati
37. Balance Sheet Format BALANCE gt Balance Sheet Balance Sheet Type Account Mask Normal ae 1 2 Budget Comparison Position 12345678901234567890 C Comparative Year Mask C Comparative Month Year C 6 Period Trend Click on one of the five 5 reporting methods available for this report e Normal e Budget Comparison e Comparative Year e Comparative Month Year e 6 Period Trend The Normal report will provide you with the standard format Balance Sheet The exact way the report is pre sented and printed is controlled entirely by the user in setting up Financial Statement Maintenance If no changes are made the default format will continue to be used utilizing a two page format This would normally include all As sets accounts on page one of the report and all Liabilities and Owner s Equity accounts on page two This of course depends entirely on how many accounts are included in your Chart of Accounts Again the system allows you complete flexibility in the way you design the output of this report If the default format does not meet your needs simply change the format to your own specifications In addition if you are processing multiple companies with this module you have the flexibility to create different formats for each company you are working with You may instead choose to copy a format when creating the new companies from scratch and modify each company s format to individual specifications
38. This option allows you to change the default General Ledger configuration This includes changing the default ac count numbers transaction types determining whether or not you will be using Intercompany processing configur ing the batch file entry and the set up of Fund Accounting defaults A default configuration is already built into your General Ledger module However you may prefer to change this configuration to meet your company s specific requirements If you decide to assume the default values please re view them carefully before you begin processing After selecting this option a screen will appear displaying the following four folders e Master Configuration e Transaction Types e Batch Entry e Fund Accounting configuration Tools Launch Master Configuration Transaction Types Batch Entry Fund Accounting Retained Earnings Account 4 9100 vi Suspense Account 9900 Intercompany Account Allow Intercompany Processing Allow Descriptions On Each Journal Leg v r p Allow Qut Of Balance Journal Entries E coonsesse senses T u m aoeeoe i N As you proceed to select each option enter all required changes by simply positioning the cursor where the change is required or assume the default values and click on the OK button to save your changes The default values include account numbers which are coordinated to the default company If you wish to use your
39. 0 N INCOME 3 Detailed Accts 1 Y 0 N Revenue 40000 49999 5 Group Total 2 v 0 TOTALINCOME 2 Group Heading 0 N 0 COST OF GOODS SOLD 3 Detailed Accts 1 N 0 N COGS ACCTS 50000 59999 5 Group Total 2 N 0 N TOTAL COST OF GOODS SOLD 6 Running Total 2 Y 1 N GROSS PROAT 2 Group Heading 0 N 0 N OPERATING EXPENSES 3 Detailed Accts 1 N 0 OPERATING EXPENSES 60000 75300 3 Detailed Accts 1 N 0 N 79000 99999 5 Group Total 2 N 0 TOTAL OPERATING EXPENSES 6 Running Total 2 Y 2 N NETINCOME LOSS FROM OPERATIONS 3 Detailed Accts 1 N 0 N 75400 75500 6 Running Total 4 2 N NETINCOME AFTER TAX Chapter 4 Print Reports Page 4 99 General Ledger User Manual Type Tab Reverse Statement incomedep1 Description Income Statement Report Title Statement of Income for Shipping Subtitle 0D Footnotes Unaudited For Internal Use Only Set Acct Mask Group Heading Detailed Accts Group Total Group Heading Detailed Accts Group Total Group Heading Detailed Accts Detailed Accts Group Total Running Total Detailed Accts 9 2 3 5 2 3 5 6 Running Total 2 3 3 5 6 3 6 Running Total Number of records printed 145 Page 4 100 0 N 0 N 1 N 2 Y 0 N 1 N 2 N 2 Y 0 N 1 N 1 N 2 N 2 Y 1 N 4 Y Print Reports Level 00005050 Center Aux Se Infinity POWER Sample Company Inc Financial Statement Maintenance Report
40. 00 Prepaid Vendor Deposits 450 00 Totals 0 00 Current Period Profit Loss Revenue 443 483 57 Revenue Concrete Commercial 79 100 00 Revenue Concrete Residential 12 990 75 Revenue Electrical Residential 5 206 32 Revenue Framing Commercial 39 600 00 Revenue Framing Residential 9 733 76 Revenue Roofing Residential 53 760 04 Sales Returns and Allowances 2 256 85 Cash Discounts Earned 679 66 Cost of Sales 110 075 50 Concrete COS Commercial 22 550 00 Concrete COS Residential 7 413 15 Electrical COS Residential 6 360 21 Framing COS Commercial 14 160 54 Framing COS Residential 2 951 50 Roofing COS Commercial 3 000 00 Roofing COS Residential 14 029 58 Commissions Expense 12 000 00 Salaries Commercial 8 810 74 Salaries Residential 11 732 52 Wages and Salaries Sales 14 000 58 Wages and Salaries Mgmt 26 935 50 Wages and Salaries General 64 663 00 OH Expense Allocation 9 644 53 Taxes Sales Dept 1 457 68 Taxes Management 2 249 42 Taxes General Labor 5 937 43 Advertising Expense 1 710 00 Automobile Expense 1 811 80 Insurance 8 724 44 Insurance Worker s Comp 1 600 00 Office Cleaning Expense 1 502 45 Postage Expense 1 815 66 Professional Services 8 925 00 Rental Expense 1 665 00 Repairs to Building 12 958 55 Repairs to Equipment 1 350 45 Supplies Office 620 74 Supplies Warehouse 1 225 00 Telephone Expense 5 582 58 Temporary Labor 1
41. 1 00 0 0 00 6 421 TOTAL OPERATING EXPE 255 496 39 78 241 763 38 05 13 733 NET INCOME LOSS FR 194 261 30 24 144 408 22 73 49 853 NET INCOME AFTER TAX 144 408 49 853 194 261 30 24 22 73 Chapter 4 General Ledger User Manual Income Statement Report Budget Year to Year Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 a Current Period d y YeartoDate 4 Actual Budget Last Year Actual Budget Last Year INCOME 50 903 61 0 147 805 63 9 91 217 411 Revenue 443 484 69 0 591 218 63 9 382 047 60 1 5 000 6 0 24 860 10 7 0 0 0 Revenue Concrete 79 100 12 3 99 440 10 7 58 500 92 5 010 6 0 2 640 1 1 37 500 16 9 Revenue Concrete R 12 991 2 0 10 560 d 42 301 67 4 255 5 1 0 0 0 0 0 0 Revenue Electrical R 5 206 0 8 0 0 0 2 100 0 3 8 000 9 6 23 870 10 3 0 0 0 Revenue Framing Co 39 600 6 2 95 480 10 3 21 300 3 4 1 454 1 7 0 0 0 45 000 20 3 Revenue Framing Re 9 734 1 5 0 0 0 50 751 8 0 8 454 10 1 34 217 14 8 50 000 22 6 Revenue Roofing Re 53 760 8 4 136 869 14 8 82 200 12 9 26 0 0 2 133 0 9 2 061 0 9 Sales Returns and Al 2 257 0 4 8 530 0 9 3 484 0 5 464 0 6 68 0 0 28 0 0 Cash Discounts Earne 680 0 1 272 0 0 101 0 0 0 0 0 0 0 0 0 0 0 Cash Discounts Taken 0 0 0 0 0 0 500 0 1 83 513 100 0 231 327 100 0 221 684 100 0 TOTAL INCOME 642 297 100 0 925 309 100 0 635 315 100 0 COST OF GOODS SOLD 13 173 15 8 27 444 11 9 60 322 27 2 Sales 110 076 17 1 109 778
42. 1 193 79 61000 Advertising Expense 360 00 Page4 6 Print Reports Credit 81 911 12 1 707 15 650 00 8468 36 62 129 87 230 29 544 59 5327 172 83 2 919 94 1 109 60 947 99 152 26 572 88 927 25 53 280 88 251 00 1 933 33 50 902 88 5 000 00 5 010 00 4 255 00 8 000 00 1 453 76 8 453 50 464 11 1 893 22 Page 1 4 04 28 2006 Chapter 4 Account Description 61500 Automobile Expense 63000 Insurance 63500 Insurance Worker s Comp 64000 Office Cleaning Expense 64500 Postage Expense 64700 Professional Services 65000 Rental Expense 65400 Repairs to Building 65500 Repairs to Equipment 66000 Supplies Office 66500 Supplies Warehouse 67000 Telephone Expense 67300 Temporary Labor 67600 Tools Expense 68000 Travel amp Entertainment 69000 Utilities Expense 72100 Deprec Buildings 72400 Deprec Equipment 72600 Deprec Furniture 72800 Deprec Autos amp Trucks 75000 Interest Expense 75100 FICA Taxes 75200 Unemployment Taxes Total Debits Total Credits Balance Number of records printed 73 Chapter 4 Infinity POWER Sample Company Inc Summary Trial Balance Current Period Debit 1 066 25 2 187 36 500 00 250 00 665 66 3 000 00 500 00 12 547 00 500 00 360 00 250 00 782 58 1 575 40 500 00 2 850 40 4 335 95 468 36 2 129 87 230 29 544 59 2 196 60 1 459 97 725 14 512 241
43. 2 66 SET UP CONSOLIDATION ENTITTIES 2 66 Add Mode oret tee t a EU RR AE ne ER QU RR RE kus 2 66 Chan ge Mode GLO041 1 i i t rte tenet ir bil ER e ea XE ENSE ANE EXE rade Wayka dad 2 68 Delete Mode GEM 12 crt t o ta hide et UR EROR dit a POE ests 2 69 Copy Mode GEO ia eee eR RA E sete s PO oie de OR On Tests ei ee raga e 2 69 PERFORM CONSOLIDATION GL 0414 2 69 SET UP DEPARTMENT ALLOCATION S 2 71 Add Mode GE0431 n rea dette trea d e rere tea ere e a PR EE RS 2 71 Change Mode GL0432 4 etat tette ee eia h S gear Ere u 2 73 Delet Mode GL0433 steterit eedem id Pee ede UR er reet edet 2 73 Copy Mode GEO434 esee titer rete 2 73 START NEW FISCAL YEAR GL0418 2 74 BRING BALANCES FORWARD GL0419 2 76 MAINTAIN GENERAL LEDGER FILES GL0417 2 77 MAKE COMPLETE DATA BACKULBS
44. 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69206 4 090 75 5 01 31 2006 AR 6 Sales Journal National Auto Parts 69207 8 64 6 01 31 2006 AR 6 Sales Journal National Auto Parts 69208 8 64 7 01 31 2006 AR 6 Sales Journal National Auto Parts 69209 8 64 8 01 31 2006 1 General Journal Post Cost 13 257 65 9 01 31 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69210 2 820 00 10 01 31 2006 AR 6 Sales Journal National Auto Parts 69211 8 64 11 01 31 2006 AR 6 Sales Journal National Auto Parts 69212 8 64 12 01 31 2006 AR 6 Sales Journal National Auto Parts 69213 8 64 13 01 31 2006 AR 6 Sales Journal Buccaneer Facilities 69257 24 057 00 Period 1 Total 47 921 71 14 02 28 2006 1 General Journal Post Cost 11 658 10 15 02 28 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69224 2 820 00 16 02 28 2006 AR 6 Sales Journal National Auto Parts 69225 1 979 10 17 02 28 2006 AR 6 Sales Journal National Auto Parts 69226 15 83 18 02 28 2006 AR 6 Sales Journal National Auto Parts 69227 15 83 Period 2 Total 16 488 86 19 03 31 2006 1 General Journal Post Cost 10 200 65 20 03 31 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69229 2 820 00 21 03 31 2006 AR 6 Sales Journal National Auto Parts 69230 1 979 10 22 03 31 2006 AR 6 Sales Journal National Auto Parts 69231 15 83 23 03 31 2006 AR 6 Sales Journal National Auto Parts 69232 15 83 24 03 31 2006 so 6 Sales Journal University of Tampa 69233 15 024 00 25 03 31 200
45. 21200 Accounts Payable Current Liab N Normal 21210 Retainage Payable Current Liab N Normal 21220 Deposits Received Current Liab N Normal 21300 Advanced Billings Current Liab N Normal 21350 Draws Payable Current Liab N Normal 23100 FICA Tax Withheld Current Liab N Normal 23200 Federal Income Taxes Withheld Current Liab N Normal 23300 State Income Taxes Withheld Current Liab N Normal 23400 Accrued Wages amp Salaries Current Liab N Normal 23450 Accrued Insurance Current Liab N Normal 23500 Accrued FUTA Current Liab N Normal 23600 Accrued SUTA Current Liab N Normal Chapter 4 Print Reports Page 4 87 General Ledger User Manual Account Number 23700 23800 25100 25200 25300 25400 25500 26350 26355 26360 27100 27200 30000 31000 31100 35000 40000 40000 1 40000 2 41100 1 41100 2 41200 1 41200 2 41300 1 41300 2 41400 1 41400 2 41500 1 41500 2 44000 45000 46000 47000 47500 48000 48500 50000 50000 1 50000 2 51000 51100 51100 1 51100 2 51200 51200 1 51200 2 51300 51300 1 51300 2 51400 Page 4 88 Account Description Acerued Payroll Deductions 401K Pension Plan Sales Tax Payable Accrued Real Estate Taxes Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest AP Tampa Main Office AP Orlando Warehouse AP Miami Warehouse Long Term Notes Payable Mortgages Payable Owners Equity Common Stock Additional Paid in Capital Retained Earnings Revenue Revenue
46. 44 Beg Bal 0 00 01 2006 3 946 17 02 2006 3 946 17 03 2006 3 946 17 04 2006 3 946 17 Total 15 784 68 Beg Bal 0 00 01 2006 4 600 18 02 2006 4 600 18 03 2006 4 600 18 04 2006 4 600 18 18 400 72 0 00 01 2006 10 325 28 02 2006 10 325 28 03 2006 10 325 28 04 2006 10 325 28 Total 41 301 12 Beg Bal 0 00 01 2006 15 410 00 02 2006 15 410 00 03 2006 15 410 00 04 2006 15 410 00 Total 61 640 00 Beg Bal 0 00 01 2006 2 175 14 02 2006 2 175 14 03 2006 2 175 14 04 2006 2 175 14 8 700 56 Beg Bal 0 00 01 2006 478 95 02 2006 478 95 03 2006 478 95 04 2006 478 95 Total 1 915 80 Current Actual 0 00 3 543 79 1 106 78 1 106 78 3 053 39 8 810 74 0 00 3 431 45 3 320 42 3 320 42 1 660 23 11 732 52 0 00 4 000 16 4 000 16 4 000 16 2 000 10 14 000 58 0 00 8 978 50 8 978 50 4 489 25 4 489 25 26 935 50 0 00 13 400 00 20 003 00 20 560 00 10 700 00 64 663 00 0 00 2 558 99 2 769 16 2 423 16 1 893 22 9 644 53 0 00 416 48 416 48 416 48 208 24 1 457 68 Set Up and Maintenance General Ledger User Manual Page 1 4 04 28 2006 Variance 0 00 531 57 52 968 58 2 968 58 51 021 97 87 490 70 0 00 514 72 8625 75 8625 75 52 285 94 54 052 16 0 00 600 02 600 02 600 02 2 600 08 54 400 14 0 00 1 246 78
47. 5 99 79 100 00 12 32 5 010 00 6 00 12 990 75 2 02 4 255 00 5 09 5 206 32 0 81 8 000 00 9 58 39 600 00 6 17 1 453 76 1 74 9 733 76 1 52 8 453 50 10 12 53 760 04 8 37 25 93 0 03 2 256 85 0 35 464 11 0 56 679 66 0 11 83 513 32 100 00 642 297 25 100 00 13 173 37 15 77 110 075 50 17 14 3 600 00 4 31 22 550 00 3 51 2 730 00 3 27 7 413 15 1 15 5 920 00 7 09 6 360 21 0 99 1 200 00 1 44 14 160 54 2 20 901 50 1 08 2 951 50 0 46 0 00 0 00 3 000 00 0 47 3 777 25 4 52 14 029 58 2 18 2 500 00 2 99 12 000 00 1 87 33 802 12 40 48 192 540 48 29 98 49 711 20 59 52 449 756 77 70 02 3 053 39 3 66 8 810 74 1 37 1 660 23 1 99 11 732 52 1 83 2 000 10 2 39 14 000 58 2 18 4 489 25 5 38 26 935 50 4 19 10 700 00 12 81 64 663 00 10 07 1 893 22 2 27 9 644 53 1 50 208 24 0 25 1 457 68 0 23 491 19 0 59 2 249 42 0 35 1 193 79 1 43 5 937 43 0 92 360 00 0 43 1 710 00 0 27 1 066 25 1 28 1 811 80 0 28 2 187 36 2 62 8 724 44 1 36 500 00 0 60 1 600 00 0 25 250 00 0 30 1 502 45 0 23 Print Reports Page 4 45 General Ledger User Manual Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes TOTAL OPERATING EXPENSE
48. 575 40 Tools Expense 870 00 Print Reports General Ledger User Manual Infinity POWER Sample Company Inc Page 2 Balance Sheet 4 04 28 2006 Support Schedule Travel amp Entertainment 3 401 38 Utilities Expense 10 567 30 Deprec Buildings 3 746 88 Deprec Equipment 17 038 96 Deprec Furniture 1 842 32 Deprec Autos amp Trucks 4 356 72 Interest Expense 16 119 72 FICA Taxes 9 110 79 Unemployment Taxes 4 811 54 Miscellaneous Taxes 6 420 81 Totals 194 260 94 Page 4 54 Print Reports Chapter 4 General Ledger User Manual Support Schedule Balance Sheet Budget Comparison Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 Support Schedule Actual Budget Variance Var PREPAID EXPENSES Prepaid Expenses 450 00 450 00 0 00 0 00 Prepaid Vendor Deposits 450 00 200 00 250 00 55 56 Totals 0 00 250 00 250 00 0 00 Current Period Profit Loss Revenue 443 483 57 591 218 36 147 734 79 33 31 Revenue Concrete Commercial 79 100 00 99 440 00 20 340 00 25 71 Revenue Concrete Residential 12 990 75 10 560 00 2430 75 18 71 Revenue Electrical Residential 5 206 32 0 00 5 206 32 100 00 Revenue Framing Commercial 39 600 00 95 480 00 55 880 00 141 11 Revenue Framing Residential 9 733 76 0 00 9 733 76 100 00 Revenue Roofing Residential 53 760 04 136 868 76 83 108 72 154 59 Sales Returns and Allowances 2 256 85 8 530 36 6 273 51 277 98 Cash Discounts Earned 679
49. 64 663 00 184 920 00 120 257 00 34 97 OH Expense Allocation 1 893 22 9 644 53 26 101 68 16 457 15 36 95 Sales Dept 208 24 1 457 68 5 747 40 4 289 72 25 36 Taxes Management 491 19 2 249 42 10 433 04 8 183 62 21 56 Taxes General Labor 1 193 79 5 937 43 19 133 52 13 196 09 31 03 Advertising Expense 360 00 1 710 00 6 900 00 5 190 00 24 78 Automobile Expense 1 066 25 1 811 80 2 070 00 258 20 7 53 Insurance 2 187 36 8 724 44 41 225 52 32 501 08 21 16 Insurance Worker s Comp 500 00 1 600 00 6 900 00 5 300 00 23 19 Office Cleaning Expense 250 00 1 502 45 6 900 00 5 397 55 21 77 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 49 General Ledger User Manual Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Unaudited For Internal Use Only Page 4 50 Print Reports Infinity POWER Sample Company Inc Statement of Income Page 2 4 04 28 2006 04 28 2006 Current Actual YTD Actual Annual Budget Remaining Budget 665 66 1 815 66 4 140 00 2 324 34 43 86 3
50. 66 272 04 407 62 59 97 Cost of Sales 110 075 50 109 777 68 297 82 0 27 Concrete COS Commercial 22 550 00 19 780 00 2 770 00 12 28 Concrete COS Residential 7 413 15 6 900 00 513 15 6 92 Electrical COS Residential 6 360 21 0 00 6 360 21 100 00 Framing COS Commercial 14 160 54 2 578 48 11 582 06 81 79 Framing COS Residential 2 951 50 230 00 2 721 50 92 21 Roofing COS Commercial 3 000 00 13 800 00 10 800 00 360 00 Roofing COS Residential 14 029 58 0 00 14 029 58 100 00 Commissions Expense 12 000 00 27 600 00 15 600 00 130 00 Salaries Commercial 8 810 74 16 301 44 7 490 70 85 02 Salaries Residential 11 732 52 15 784 68 4 052 16 34 54 Wages and Salaries Sales 14 000 58 18 400 72 4 400 14 31 43 Wages and Salaries Mgmt 26 935 50 41 301 12 14 365 62 53 33 Wages and Salaries General 64 663 00 61 640 00 3 023 00 4 68 OH Expense Allocation 9 644 53 8 700 56 943 97 9 79 Taxes Sales Dept 1 457 68 1 915 80 458 12 31 43 Taxes Management 2 249 42 3 477 68 1 228 26 54 60 Taxes General Labor 5 937 43 6 377 84 440 41 7 42 Advertising Expense 1 710 00 2 300 00 590 00 34 50 Automobile Expense 1 811 80 690 00 1 121 80 61 92 Insurance 8 724 44 13 741 84 5 017 40 57 51 Insurance Worker s Comp 1 600 00 2 300 00 700 00 43 75 Office Cleaning Expense 1 502 45 2 300 00 797 55 53 08 Postage Expense 1 815 66 1 380 00 435 66 23 99
51. 7 09 6 360 21 0 99 1 200 00 1 44 14 160 54 2 20 Framing COS Residential 901 50 1 08 2 951 50 0 46 Roofing COS Commercial 0 00 0 00 3 000 00 0 47 Roofing COS Residential 3 777 25 4 52 14 029 58 2 18 Commissions Expense 2 500 00 2 99 12 000 00 1 87 TOTAL COST OF GOODS SOLD 33 802 12 40 48 192 540 48 29 98 GROSS PROFIT 49 711 20 59 52 449 756 77 70 02 OPERATING EXPENSES Salaries Commercial 3 053 39 3 66 8 810 74 1 37 Salaries Residential 1 660 23 1 99 11 732 52 1 83 Wages and Salaries Sales 2 000 10 2 39 14 000 58 2 18 Wages and Salaries Mgmt 4 489 25 5 38 26 935 50 4 19 Wages and Salaries General 10 700 00 12 81 64 663 00 10 07 OH Expense Allocation 1 893 22 2 27 9 644 53 1 50 Taxes Sales Dept 208 24 0 25 1 457 68 0 23 Taxes Management 491 19 0 59 2 249 42 0 35 Taxes General Labor 1 193 79 1 43 5 937 43 0 92 Advertising Expense 360 00 0 43 1 710 00 0 27 Automobile Expense 1 066 25 1 28 1 811 80 0 28 Insurance 2 187 36 2 62 8 724 44 1 36 Insurance Worker s Comp 500 00 0 60 1 600 00 0 25 Office Cleaning Expense 250 00 0 30 1 502 45 0 23 Unaudited For Internal Use Only Page 4 34 Print Reports Chapter 4 Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Depre
52. After the Fact Payroll does not do any calculations of Social Security It is accounting for the tax amounts manually calculated in the actual processing of the check Enter this amount and the cursor will move to the next line type 5 Medi care This type indicates that you are entering the amount of Medicare that was withheld on the paycheck After the Fact Payroll does not do any calculations of Medicare It is accounting for the tax amounts manually calculated in the actual processing of the check Enter this amount and the cursor will move to the next line type 6 State 1 This type indicates that you are entering the first level of State Income Taxes that were withheld on the paycheck The system will use the default SIT 1 Tax Table that has been set up in the Employee s master file After the Fact Payroll does not do any cal culations of taxes It is accounting for the tax amounts manually calculated in the ac tual processing of the check Enter this amount and the cursor will move to the next line type If no state taxes are calculated skip this option 7 State 2 This type indicates that you are entering the second level of State Income Taxes that were withheld on the paycheck The system will use the default SIT 2 Tax Table that has been set up in the Employee s master file After the Fact Payroll does not do any calculations of taxes It is accounting for the tax amounts manually calculated in the actual processing of
53. Definable Fields Inquiry Mode GL0400 The Inquiry mode provides a quick look at Month To Date and Year To Date account balances compared to their budgets A variance is displayed indicating whether it is favorable or unfavorable A favorable account vari ance is one that is under budget An unfavorable account is one that is over budget The system automatically adjusts for certain account type exceptions such as Sales and Assets where it would be favorable to be over budget and un favorable to be under budget Once the account has appeared on the screen you may review the account information This information includes the account number description account type contra flag status and the Month To Date and Year To Date actual budgets and variances Page 2 14 Set Up and Maintenance Chapter 2 General Ledger User Manual ME Maintain Accounts Tools Launch Navigation Operation Xm ajal Mode Inquiry Account f11300 Current Period Summary Actual 0 00 Description accounts Receivable Customer Budget 65 000 00 Variance 65 000 00 Unfavorable Type A R Y Contra Year To Date Summary Status Normal Actual 549 599 80 Budget 395 000 00 0 00 Variance 154 599 80 Favorable Normal balance debit Cancel The Periods button will allow you to view actual and budget amounts for each individual period for this acc
54. Detail File No Posting is done at this time Records are held in the following files for posting or removal after posting IMPORT BATCHES Import File XXXGLA DBF G L OVERHEAD BATCH FILE XXXGLB DBF G L DETAIL BATCH FILE Match on NUM and BATCHNUM fields Transactinn Types 1 20 would be the User Defined types set up inthe G L Master Configuration Chapter 1 Introduction Page 1 11 General Ledger User Manual Posting G L Batches Flowchart When Posting General Ledger Batches the two files updated are the General Ledger Master File and the General Ledger Transaction File Both files are updated real time The batch is now also flagged as posted POST BATCHES XXXGL1YY DBF XXXGL2YY DBF GENERAL LEDGER Match on ACCOUNT Field GENERAL LEDGER MASTER FILE DETAIL TRANSACTION PERIOD BUCKETS FILE Transaction Types 1 20 would be the User Defined types set up in the GL Master Configuration Page 1 12 Introduction Chapter 1 General Ledger User Manual Posting Recurring Journal Entries Flowchart When Posting Recurring Journal Entries the two files updated are the General Ledger Master File and the General Ledger Transaction File Both files are updated real time POST RECURRING JOURNAL ENTRIES XXXGL1YY DBF XXXGL2YY DBF GENERAL LEDGER Match on ACCOUNT Field GENERAL LEDGER MASTER FILE DETAIL TRANSACTION PERIOD
55. Detail for completely posted batches This option performs a housekeeping task of freeing up disk and file space by removing batches and batch detail lines which have already been posted to the system It will not remove any batches that have the naming convention necessary to dictate it as a recurring reversing RE type batch lil Remove Completed Batches Tools Launch WARNING Make sure that you have a current backup of your data files before you execute this option Processing Status Cancel The system will create a temporary work file for all unposted batch detail lines and then delete the old file Make sure that you have sufficient disk space available to create this temporary work file Results coGLA dbf Overhead Batch File Completed Batches removed coGLB dbf Detail Batch File Completed Batch Detail Records removed Chapter 3 Enter Transactions Page 3 27 General Ledger User Manual POST INTEGRATION FILES GL0103 This option allows you to update your General Ledger files from transactions posted in other programs You may execute this option as often as you wish Note All transactions will be posted with the transaction date of the originating transaction Each of the other modules that you may have will create an integration file from the transactions entered in those systems if they are configured to be interactive with General Ledger These integration files are named xx2GL co whe
56. Financial Statement File coGL7 dbf Financial Statement Detail File New Financial Statement Format added Page 2 54 Set Up and Maintenance Chapter 2 General Ledger User Manual SPECIAL CONSIDERATIONS FOR FINANCIAL STATEMENT SETUP The following sections describe special consideration when setting up financial statements Balance Sheet It is required that the Net Income figure that was calculated on the Income Statement appears on the Balance Sheet This is achieved by using a Summary Line Type type 4 in the Equity Section of the Balance Sheet The range of accounts for this Summary Line Type will be the first and last account numbers used in the Income State ment set up This will allow the Balance Sheet to recalculate the Net Income amount each time the report is printed and provide accurate and up to date information Statement of Cash Flows Within the setup of the Statement of Cash Flows report headings and summary account types should be created for each of the three main categories Operating Activities Investing Activities and Financing Activities In review ing the printout of the report you should find that when the company has a cash inflow into the business relative to a specific account or category it will be reflected on this report as a positive number Accounts or categories that have used cash and created a cash outflow during this period will reflect negative amounts After you have set up the three
57. General Labor Advertising Expense Automobile Expense Bad Debt Expenses Insurance Insurance Worker s Comp Office Cleaning Expense Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Amort Leasehold Impr Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes Misc Expenses Suspense Error Account TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS Federal Income Taxes State Income Taxes NET INCOME AFTER TAX Chapter 4 04 28 2006 XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX GXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX X
58. Leasehold Impr Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes Federal Income Taxes State Income Taxes Misc Expenses Suspense Error Account Total Debits Total Credits Number of records printed 149 Chapter 4 For brevity a portion of the report detail has been omitted Infinity POWER Sample Company Inc Accountant s Trial Balance Current Period Debit 468 36 0 00 2 129 87 230 29 544 59 2 196 60 1 459 97 725 14 0 00 0 00 0 00 512 241 81 0 Credit 512 241 81 Accountant s Trial Balance Report Current Period Page 9 4 04 28 2006 Balance Sheet Debit lt Credit gt Print Reports General Ledger User Manual Page 4 17 General Ledger User Manual Accountant s Trial Balance Report Quarter to Date Infinity POWER Sample Company Inc Page 1 Accountant s Trial Balance 4 04 28 2006 Quarter to Date Account Description Debit Credit Adjustments Expense Income Balance Sheet Debit Credit Debit Credit Debit lt Credit gt 11100 Cash Savings 401 94 I I I I I I I I I I 11105 0 00 I I I I I I I I I 1 11110 Cash Bank General 81 911 12 1 I I 1 I I I I l 11120 Cash in Bank Payroll 1 707 15 I I I I I I I I 1 11200 Notes Receivable 0 00 1 1 I I 1 I I I I 1 1130
59. Maintenance Tools Launch Account Range Beginning Account 11100 Cash on Hand Using Account key Ending Account 11200 Notes Receivable Include Accounts With Status Account Mask iv Normal Inactive Temp 1 2 Position 12345678901234567890 FV iStatAccount Inactive Perm Mask iv Heading Only You may select the range of accounts by number or description which will determine the sorting preference You may also define the account mask if desired You will have the following choices as the Account Status to Include e Normal e Stat Account e Heading Only e Inactive Temp e Inactive Perm Once these options have been specified lt click gt on OK and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print Field Names Account Number Budgets for each Month of Current Year Account Description Total Year Budget Account Type Total Year Balance Status Contra Account Yes or No Beginning Balance for the Current Year Balances for each Month of Current Year Page 4 90 Print Reports Chapter 4 General Ledger User Manual Account Maintenance Report Infinity POWER Sample Company Inc Page 1 Account Maintenance Report 4 04 28 2006 Account Account Description Type Contra Period Period Actual Period Budget Number Status Account 72800 Deprec Autos amp Trucks OpExp Depr Amort N B
60. N Normal 11360 AR Miami Warehouse CA AR N Normal 11400 Inventory Tampa Main Office Inventory N Normal 11405 Inv Orlando Warehouse CA Inventory N Normal 11406 Inventory Miami Warehouse CA Inventory N Normal 11410 Inventory Supplies Tampa CA Inventory N Normal 11420 Inventory Finished Products CA Inventory N Normal 11430 Accrued Inventory Receipts CA Inventory N Normal 11440 Accrued Inventory COS Inventory N Normal 11450 Work In Process CA Inventory N Normal 11520 Intercompany CA AR N Normal 11600 Prepaid Insurance CA Other N Normal 11700 Prepaid Expenses CA Other N Normal 11800 Prepaid Vendor Deposits CA Other N Normal 12000 Land Fixed Other Assets N Normal 12100 Buildings Fixed Other Assets N Normal 12120 Buildings Accum Deprec Fixed Other Assets Y Normal 12200 Leasehold Improvements Fixed Other Assets N Normal 12220 Leasehold Impr Amort Fixed Other Assets Y Normal 12400 Equipment Fixed Other Assets N Normal 12420 Equipment Accum Deprec Fixed Other Assets Y Normal 12600 Furniture Fixed Other Assets N Normal 12620 Furniture Accum D eprec Fixed Other Assets Y Normal 12800 Automobiles and Trucks Fixed Other Assets N Normal 12820 Autos amp Trucks Accum Deprec Fixed Other Assets Y Normal 12900 Treasury Stock Fixed Other Assets N Normal 12910 Stocks Purchased Fixed Other Assets N Normal 12920 Bonds Fixed Other Assets N Normal 21100 Notes Payable Current Portion Current Liab N Normal
61. P Miami Warehouse 3 233 83 27100 Long Term Notes Payable 75 000 00 27200 Mortgages Payable 116 010 12 30000 Owners Equity 50 000 00 31000 Common Stock 0 00 31100 Additional Paid in Capital 0 00 35000 Retained Earnings 940 946 03 40000 Revenue 443 483 57 40000 1 Revenue Commercial 0 00 Chapter 4 For brevity a portion of the report detail has been omitted Print Reports Page 4 19 General Ledger User Manual BALANCE SHEET 1 0202 This option prints a Balance Sheet in the format specified by you in the Set up Financial Statements options This report can display either current comparative year or budget comparison figures The Balance Sheet is one of the key financial reports utilized by a business It is designed to reflect the financial picture of a company at a spe cific point in time Once all information is posted to the General Ledger the data is immediately available for print ing financial reports such as the Balance Sheet When this option is selected a screen will be displayed prompting you to enter the Financial Statement Format you would like to use when printing this report Since the system provides the ability to setup various choices lt click gt the Down Arrow F2 by default and a search screen will display all of the formats currently available lt Click gt on the Balance Sheet format you wish to print and then lt click gt on OK E Balance Sheet Tools Launch
62. Prior Year Annual Budgets Position 0 000 12345678901234567890 C Prior Year Period Actuals Mask C Prior Year Annual Actuals C Re Calc Based on YTD Actuals Click on the Beginning Account Number field and click on the down arrow F2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once you have se lected the Beginning Account Number click on the Ending Account Number field and click on the down ar row F2 by default to gain access to the account listing to choose your ending number The Budget Basis Types criterion provides five choices that may be used in calculating a new budget Page 2 36 Set Up and Maintenance Chapter 2 General Ledger User Manual Each of these choices is discussed below 1 Prior Year Period Budgets By selecting this option the system will look at the prior year s General Ledger data files and use each period s budgets as the amounts to be used in the new budget This is generally a good starting point for new budgets if things have not changed dramatically from year to year For companies with seasonal fluctuations in their business this option more accurately reflects those adjustments or trending throughout the year When this option is selected and validated it will print an audit trail report showing previous budget prior year budget and the new budget information 2 Prior Year Annual Budgets B
63. Processing Status Processing Infinity POWER Sample Company Inc Processing Infinity Sample Company Consolidation completed successfully After you start the consolidation process the screen will display each company being processed If a company is not found a message will print indicating that this company is not included in the consolidation After the consolidation is complete you may press the Close button to return to the Menu Bar where you may change the company by selecting File and then Company or by pressing the F4 key to the newly consolidated entity and print any re ports that you desire The consolidation process will combine accounts in the new entity based on account numbers therefore a consistent numbering system for each company s chart of account is recommended The chart of accounts do not have to be identical you simply need to verify that all identical account numbers spec ify the same account For instance you wouldn t get accurate consolidated financial information if account number 10000 represented Cash in Bank in one company and Depreciation Expense in another During consolidation all account description account type and contra balance information will be taken from the first account used with a specific account number All subsequent account number matches will consolidate dollar balances only Example Suppose your company purchases 35 of another company You will be main
64. Professional Services 8 925 00 6 900 00 2 025 00 22 69 Rental Expense 1 665 00 0 00 1 665 00 100 00 Repairs to Building 12 958 55 115 00 12 843 55 99 11 Repairs to Equipment 1 350 45 0 00 1 350 45 100 00 Supplies Office 620 74 437 00 183 74 29 60 Supplies Warehouse 1 225 00 1 035 00 190 00 15 51 Telephone Expense 5 582 58 5 520 00 62 58 1 12 Temporary Labor 1 575 40 0 00 1 575 40 100 00 Chapter 4 Print Reports Page 4 55 General Ledger User Manual Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes Totals Page 4 56 Print Reports Infinity POWER Sample Company Inc Balance Sheet Support Schedule Actual 870 00 3 401 38 10 567 30 3 746 88 17 038 96 1 842 32 4 356 72 16 119 72 9 110 79 4 811 54 6 420 81 194 260 94 Budget 230 00 690 00 5 982 52 2 154 44 9 797 40 1 059 32 2 505 12 10 104 36 10 625 32 3 831 44 2 782 48 501 662 68 Page 2 4 04 28 2006 Variance Var 95 640 00 73 56 2 711 38 79 71 4 584 78 43 39 1 592 44 42 50 7 241 56 42 50 783 00 42 50 1 851 60 42 50 6 015 36 37 32 1 514 53 16 62 980 10 20 37 3 638 33 56 66 307 401 74 158 24 Chapter 4 General Ledger User Manual Support Schedule
65. Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this re cord If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will ac cess an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Add Mode GL0406 The Set Up Recurring Journal E
66. Recurring Entry Number key Ending Entry Int Accrued on Comm Loan This report will display all of the information set up for each Recurring Entry Field Names Recurring Journal Entry Number Transaction Reference Number Transaction Type Transaction Description Company Number optional Account Number Account Description Account Debit or Credit Total Debits Total Credits Page 4 108 Print Reports Chapter 4 General Ledger User Manual Recurring Entries Report Infinity POWER Sample Company Inc Recurring Entry Maintenance Report Entry Trans Transaction Type Description Co Account 0205 02 8 Accruals Payable Feb 2005 AP Feb 2005 AP 1 ins 69000 Utilities Expense 2 ins 61500 Automobile Expense 3 ins 11400 Inventory Tampa Main Office 4 ins 11400 Inventory Tampa Main Office 5 ins 67000 Telephone Expense 6 ins 11400 Inventory Tampa Main Office 7 ins 61500 Automobile Expense 8 ins 64700 Professional Services 9 ins 11450 Work In Process 10 ins 21200 Accounts Payable Totals 02051 8 Accruals Payable Feb 2005 AP Feb 2005 AP 1 ins 67000 Telephone Expense 2 ins 66000 Supplies Office 3 ins 11400 Inventory Tampa Main Office 4 ins 23800 401K Pension Plan 5 ins 69000 Utilities Expense 6 ins 11400 Inventory Tampa Main Office 7 ins 11400 Inventory Tampa Main Office 8 ins 21200 Accounts Payable Totals 0305 8 Accruals Payable March 2005 AP March 2005 AP
67. Revenue 95 715 23 100 457 35 166 280 31 91 654 41 134 645 97 50 902 88 Revenue Concrete Commercial 50 000 00 0 00 22 600 00 45 000 00 6 500 00 5 000 00 Revenue Concrete Residential 1 300 00 0 00 2 400 00 3 200 00 2 380 75 5 010 00 Revenue Electrical R esidential 0 00 0 00 0 00 0 00 951 32 4 255 00 Revenue Framing Commercial 15 100 00 0 00 21 700 00 6 700 00 3 200 00 8 000 00 Revenue Framing Residential 0 00 0 00 0 00 0 00 8 280 00 1 453 76 Revenue Rooting Residential 24 000 00 0 00 31 106 54 7 700 00 6 500 00 8 453 50 Sales Returns and Allowances 554 12 573 16 1 938 72 146 10 146 10 25 93 Cash Discounts Earned 10 00 63 00 75 57 103 92 36 06 464 11 Cash Discounts Taken 500 00 0 00 0 00 0 00 0 00 0 00 TOTAL INCOME 185 071 11 99 947 19 242 223 70 154 212 23 162 348 00 83 513 32 COST OF GOODS SOLD Cost of Sales 65 336 30 3 054 73 47 921 71 16 488 86 32 491 56 13 173 37 Concrete COS Commercial 0 00 0 00 4 300 00 10 450 00 4 200 00 3 600 00 Concrete COS Residential 775 00 0 00 1 500 00 1 850 00 1 333 15 2 730 00 Electrical COS Residential 0 00 0 00 0 00 0 00 440 21 5 920 00 Framing COS Commercial 8 900 00 0 00 560 54 11 100 00 1 300 00 1 200 00 Framing COS Residential 0 00 0 00 50 00 0 00 2 000 00 901 50 Roofing COS Commercial 0 00 0 00 3 000 00 0 00 0 00 0 00 Rooting COS Residential 16 000 00 0 00 0 00 5 600 00 4 652 33 3 777 25 Commissions Expense 0 00 0 00 6 000 00 3 500 00 0 00 2 500 00 TOTAL COST OF GOODS SOLD 91 01
68. Statement When this option is selected a screen will be displayed prompting you to enter the Support Schedule Format you would like to use when printing this report Since the system provides the ability to setup various choices lt click gt the Down Arrow F2 by default and a search screen will display all of the formats currently available lt Click gt on the Support Schedule format you wish to print and then lt click gt on NN Support Schedules Tools Launch Support Schedule Format Support Schedule Type C Normal BALANCE Balance Sheet C Budget Comparison The summary type lines are defined when you set up your Financial Statement formats Each summary line includes the sum of a particular range of accounts The Support Schedule lists each summary line and each line s appropriate range of accounts and individual balances The format of the Support Schedule is the same as the specified Financial Statement as follows e Normal e Budget Comparison e Comparative Year Once these options have been specified lt Click gt on and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print Page 4 52 Print Reports Chapter 4 General Ledger User Manual Support Schedule Balance Sheet Normal Chapter 4 Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 Support Schedule PREPAID EXPENSES Prepaid Expenses 450
69. Term Liabilities 1 485 00 Total Equity 12 177 19 Ratio 0 10869 Chapter 4 Print Reports Page 4 77 General Ledger User Manual GENERAL LEDGER REPORT GL0207 This option prints the General Ledger Report This report provides a detailed audit trail of journal entry detail listed by account The report may include current month current quarter or Year to Date figures When you select this option you will enter the beginning and ending account number to include on this report lll General Ledger Report Tools Launch Account Range Beginning Account ft 11100 Cash on Hand Using Account key Ending Account 11105 Petty Cash Report Type Account Mask C Current Period d 2 Position 12345678901234567890 C Quarter To Date Mack You may select the range of accounts by number or description which will determine the sorting preference You may also define the account mask if desired You will have the following choices as the Report Type e Current Period e Quarter to Date e Year to Date Please note that if you are using 13 Period processing the Quarter to Date version of this report will not work You will also be prompted if you wish to include Description Only Lines that are part of that entry Whichever op tion you select the report will print the beginning period balance for each account all transactions within the speci fied period and the ending balance for each a
70. Total 2 y 0 TOTAL LONG TERM LIABILITIES 2 Group Heading 0 0 N STOCKHOLDER EQUITY 3 Detailed Accts 1 Y 0 N STOCKHOLDER EQUITY 4 Summary Accts 1 Y 0 N Current Period Profit Loss 5 Group Total 2 Y 0 N TOTAL STOCKHOLDER EQUITY 6 Running Total 4 Y 1 TOTAL LIABILITIES amp STOCKHOLDER EQUITY Page 4 94 Print Reports Beg Account 10000 11700 12000 12900 20000 27000 30000 40000 Page 1 4 04 28 2006 End Account 11699 11999 12820 19999 26999 29999 39999 999999 Chapter 4 Statement Balance2 Description Balance Sheet Bank Copy Report Title Balance Sheet Subtitle 0 Footnotes Unaudited For Internal Use Only Heading Group Heading Detailed Accts Group Total Group Heading Detailed Accts Group Total Group Heading Detailed Accts Group Total Running Total Clear Total Heading Group Heading Detailed Accts Group Total Group Heading Detailed Accts Group Total Group Heading Detailed Accts Summary Accts Group Total Running Total m amp m UO Q M OQ N OO X Q Q M o N Chapter 4 SONSON gt HH Tab Reverse lt lt lt lt Z2 lt lt 2Z lt x lt Z lt Z2Z22Z22Z222222222 Level oe ee cos 000005000005 Center ee a 2 ee W E RES Infinity POWER Sample Company I
71. Up to 20 Journals Mark All 7 Inventory Activity 14 Cancel When you select this report you will be asked for the beginning and ending date range to include on the report You may select any date range within the current year however the defaults are the first and last days of the current month Next you may select which transaction types to include on the report You may include one all or any combination of transaction types These transaction types are the same fields that you may define in the General Ledger Con figuration option Once these options have been specified click on OK and the Output Options screen will appear for any changes click OK to continue and your report will begin to print When the report begins it will print the specified transactions listed in order of date Afterwards a summary page will list all accounts and net balances of the transaction activity included on the report Field Names Transaction Date Journal Entry Number Transaction Reference Number Transaction Type Transaction Description Account Number Account Description Transaction Amount Summarized Account Balances Page 4 82 Print Reports Chapter 4 General Ledger User Manual Transaction Journals Report Infinity POWER Sample Company Inc Page 1 Transaction Journal 4 04 28 2006 Date Trans Ref Ck Transaction Type Account Description Debit Credit 04 01 2006 AP 10422 2 Chec
72. Wages and Salaries General OH Expense Allocation Taxes Sales Dept Taxes Management Taxes General Labor Advertising Expense Automobile Expense Bad Debt Expenses Insurance Insurance Worker s Comp Office Cleaning Expense Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Amort Leasehold Impr Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes Federal Income Taxes State Income Taxes Misc Expenses Suspense Error Account Number of records printed 149 Chapter 4 Infinity POWER Sample Company Inc Chart of Accounts Account Type Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expenses Operating Expense
73. XX XX XXX XXX XXX XX XX XXX XXX XXX XX GXX XXX XXX XXX AX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX 99 999 999 999 99 XX XXX XXX XXX XX XX XXX XXX XXX XX 99 999 999 999 99 XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX HX XX XXX XXX XXX XX XX XXX XXX XXX XX 99 999 999 999 99 11 111 111 111 11 Print Reports Page 4 103 General Ledger User Manual Financial Alignment Report Income Statement Infinity POWER Sample Company Inc Statement of Income INCOME Revenue Revenue Commercial Revenue Residential Revenue Concrete Commercial Revenue Concrete Residential Revenue Electrical Commercial Revenue Electrical Residential Revenue Framing Commercial Revenue Framing Residential Revenue Plumbing Commercial Revenue Plumbing Residential Revenue Roofing Commercial Revenue Roofing Residential Interest Income Sales Returns and Allowances Cash Discounts Earned Service Charges Freight Charged Miscellaneous Income Cash Discounts Taken TOTAL INCOME 04 28 2006 XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX HX XX XXX XXX XXX XX XX XXX XXX XXX XX
74. accounts in your data files For instance numbers 3 200 and 1000 would be listed as follows 1000 200 3 Introduction Chapter 1 General Ledger User Manual To organize these numbers properly in your data files you should enter them as 0003 0200 and 1000 The result would be 0003 0200 1000 MULTI DEPARTMENTAL REPORTING The General Ledger handles Multi Departmental reporting very effectively Two methods are available You should select your method based on the level of reporting requirements as follows 1 Individual and Combined Income Statements This method referred to as the Profit Center method allows you to organize your account numbers so that part of the number indicates the profit center When you print an Income Statement and you are prompted for the ac count mask you may then specify which profit center s to include For instance suppose the following accounts are in your Chart of Accounts 500 00 Sales 500 01 Sales Profit Center 1 500 02 Sales Profit Center 2 600 00 Cost of Sales 600 01 Cost of Sales Profit Center 1 600 02 Cost of Sales Profit Center 2 700 00 General and Administrative Expenses 700 01 General and Administrative Expenses Profit Center 700 02 General and Administrative Expenses Profit Center 2 To receive an Income Statement for profit center 1 or 2 you would specify an account mask of 01 or 02 re spectively If a complete Income Statement for all p
75. amount for each period of the year You will also see the total year Actual Balance and Budget Amount Once this screen is displayed you will have the tool bar navigation options to select from You may choose the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information ei ther text or a line number and lt click gt on OK When you choose to select a specific record in the file by lt clicking gt on the Binocular button you may search for that record by account number or description lt Click gt on either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and click on Save The dollar amounts that are entered here should be the net change in the account during the specific period For the Income Statement accounts the amount should be either the amount of sales or income or the amount of expenses for the period For the Balance Sheet accounts the amount should be the change in the balance of the account during that period Keep in mind that if you are usi
76. and the amount of the salary or wages Depending on which options are turned on in your configuration the cursor will move from left to right across the screen stopping at the next field that is available for edit ing The first field for editing is Department You may enter the department that you wish to allocate time to if this feature is turned on Your departments must be configured in the After The Fact Payroll module prior to utilizing this option You may enter the Department Number or press 2 to Pop Up a scrolling screen to choose departments from Once you have selected the department the cursor will move to the Pay category field This field allows you to enter the type of pay for this line This would include the selection of regular time hours verses overtime vaca tion personal etc You may enter the Pay category or lt click gt the down arrow to Pop Up a scrolling screen to choose pay types from Once you have selected the pay category the cursor will move to the Hours Weeks field This field allows you to enter the amount of hours for this line You can not access this field unless you have turned on the option Allow Payroll Hours Entry in the Batch Entry Configuration of General Ledger The cursor will then move to the WC Code field if you have this option turned on Your Workers Compensation Classes must be configured in the Payroll module prior to utilizing this option You may enter
77. company Processing the company by clicking on the arrow and the available choices will appear is turned on The company number entered must exist on the current data drive Account Number This is the account number that will be either debited or credited Pressing the Down Arrow by default F2 to gain access to the account listing You may choose to search for accounts by account number or description Once the ac count number is chosen the account description will be displayed You may also attach a Description Only field to this journal entry Enter a to des ignate that this is a description only transaction line Enter your description in the next field Transaction Line This is a description which will be assigned to this leg of the journal entry By Description If default it automatically stores the main description entered from the initial turned on screen You may choose to overwrite each description on each transaction leg Page 3 2 Enter Transactions Chapter 3 General Ledger User Manual Debit I Based on the account type or contra the system will position your cursor at ei Amount Credit ther the Debit or Credit position Enter the appropriate dollar amount and press Amount TAB to to the next line of detail Inc Dec To the right of the amount columns you will see either Inc or Dec This is a helpful message to indicate whether you are increasing or decreasing the
78. creates its own data filenames coGL5 dbf and files with the consolidated entity number in place of co in the filename coGL5 mdx Chapter 1 Introduction Page 1 7 General Ledger User Manual Financial Statement File These files contain the overhead information for each financial statement filetype GL06 set up in the system filenames coGL6 dbf and coGL6 mdx This information consists of description titles sub titles footnotes decimal usage and chaining preferences Financial Statement Detail These files contain the detail lines entered for the coding of the financial File statements and are attached to the overhead information in the Financial filetype GL07 Statement File filenames coGL7 dbf and coGL7 mdx Overhead Batch File These files contain overhead information for each batch entry such as filetype GL10 batch number description and default journal number filenames coGLA dbf and coGLA mdx Batch Detail File These files contain each transaction line for all batches filetype GL11 filenames coGLB dbf and coGLB mdx PREPRINTED FORMS The General Ledger module requires no special preprinted forms for any of the reports generated by the system All reports print with all appropriate headings and formats on regular white paper MASKED FIELDS This following field may be Masked when generating reports from the system General Ledger Account Number P
79. data item contains the employee number for the payroll check that is being entered You may enter the employee s number or press the F2 key to scroll through the employee file to make your selection The employee s name will be displayed immediately below this field to verify your selection Reference Number This data item contains the actual check number of the payroll check If the pre vious batch entry line is a Payroll transaction for the same employee this item will default to the previous check number If this transaction is for the next se quential check number you may lt click gt on the Set Ref No button to have the system automatically increment the next check number into this field for you This option will allow you to continue to auto increment the check number regardless of the system you are posting to e g or PR This is useful for those companies who use the same checking account for both their Accounts Payable and Payroll transactions Date This data item contains the date of the payroll check being entered If the previ ous batch entry line is Payroll transaction for the same employee this item will default to the previous check date Override This question determines the level of detail and flexibility you want to use with the Payroll module This question specifies to the system whether or not you wish to assume the default employee pay information set up in each em ployee s master fil
80. files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select files Unselect files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply click on the Start button after selecting the files you wish to manage Click on Next to refresh the screen and make another choice Wil Maintain Files General Ledger Operation Files General Ledger Account File Transaction File Recurring Entry File Consolidation File Financial Staternent File Financial Statement Detail File Overhead Batch File Detail Ratch Fila Status Financial Statement Detail File Completed 114 processec Processing 9 out of 9 files Overhead Batch File Completed 3 processed Detail Batch File Completed 110 processed Processing Completed Department Allocation File Completed 2 processed lt Results P All records in all or specified General Ledger files will be packed or re indexed Page 2 74 Set U
81. for each profit center share specific digits in the account number e g the last 2 digits of each account number represent the profit center then the report may include those accounts only Once these options have been specified Click on OK and the Output Options screen will appear for any changes click to continue and your report will begin to print The Budget Current_YTD report provides the budget for the current Year to Date Chapter 4 Print Reports Page 4 33 General Ledger User Manual Income Statement Report Normal Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 Current Period Year to Date INCOME Revenue 50 902 88 60 95 443 483 57 69 05 Revenue Concrete Commercial 5 000 00 5 99 79 100 00 12 32 Revenue Concrete Residential 5 010 00 6 00 12 990 75 2 02 Revenue Electrical Residential 4 255 00 5 09 5 206 32 0 81 Revenue Framing Commercial 8 000 00 9 58 39 600 00 6 17 Revenue Framing Residential 1 453 76 1 74 9 733 76 1 52 Revenue Roofing Residential 8 453 50 10 12 53 760 04 8 37 Sales Returns and Allowances 25 93 0 03 2 256 85 0 35 Cash Discounts Earned 464 11 0 56 679 66 0 11 TOTAL INCOME 83 513 32 100 00 642 297 25 100 00 COST OF GOODS SOLD Cost of Sales 13 173 37 15 77 110 075 50 17 14 Concrete COS Commercial 3 600 00 4 31 22 550 00 3 51 Concrete COS Residential 2 730 00 3 27 7 413 15 1 15 Electrical COS Residential 5 920 00
82. informa tion from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the cor rect order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 NO 1 YES This field indicates to the import programs whether o
83. ledgers It is highly recommended that you at least copy the Financial Statement Format files These include the Balance Sheet Income Statement and Statement of Cash Flows This will provide a good example to work with when setting up your financial statement formats Chapter 2 Set Up and Maintenance Page 2 5 General Ledger User Manual After selecting this option a screen will appear displaying the following three choices e Chart of Accounts e Financial Statement Formats e Recurring Entry File You may select the individual files to copy or choose to copy all of the data files by lt clicking gt on each one of the three choices Copy Existing Company Tools Launch Files Chart of Accounts Company Iv Financial Statement Formats sys v Processing Status After selecting which files to copy you will be asked for the company number to copy the files from pull down box contains a list of existing companies that you have already set up or SYS to copy the files from the default company NOTE You must have already selected the option Start Up From Scratch before this option can be executed Once the copy procedure is completed the system will send a message back saying that the procedure has been suc cessfully completed Click on the Close button to exit from this screen Page 2 6 Set Up and Maintenance Chapter 2 General Ledger User Manual GENERAL LEDGER CONFIGURATION GL0415
84. necessary values an asterisk as the first character of the description will provide an accumulation of multiple Stat Account types If the first character of the Description field is not an asterisk the Stat Account values will be zeroed first 2 amp 3 Beginning and Ending Account These fields allow you to spec ify the exact range of accounts to be accumulated Set Act Mask This line type will allow you to set an account mask to be used to de fine specific accounts to be grouped together within a range of accounts This will be very helpful for chart of accounts that have been designed to have the department or cost center defined as the prefix of the chart of account number Once an account mask has been defined in the Financial Statement for mat it will continue to be used until another account mask has been specified If a section of your format requires masking set an account mask before you define an account range on a Summary or Detailed Ac count Line Before you start a new section either define a new mask or define a blank mask When the entire report has been set up click on the Save button to save the detail record and return you to the first screen Click on the Save button to save your new record Results coGL6 dbf Financial Statement File coGL7 dbf Financial Statement Detail File New Records added Change Mode GL0426 This mode allows you to make changes
85. of balance This message will appear if the journal entries in this integration file are out of bal ance This will not occur from normal processing with an Infinity POWER accounting module If this has occurred either the file has been corrupted or is being generated by another system that has not trapped this accounting re quirement If this has occurred first try to fix the problem at the source Otherwise the General Ledger option to Allow for Out of Balance Entries may be turned on and allow the batch to post to the General Ledger To correct this prob lem a single sided journal entry will need to be immediately made to offset such a posting WARNING This is not recommended without careful consideration and full understanding of the required proc esses involved Results Chapter 3 Enter Transactions Page 3 29 General Ledger User Manual coGL1dy dbf General Ledger Account File Period Actual updated YTD Actual Updated coGL2dy dbf Journal Entry File Transaction Records added IMPORT TRANSACTIONS GL0602 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import GL Transactions directly into the General Ledger module All journals will be updated as if processed as a normal transaction from within the General Ledg
86. on the days that are designated This would mean that they would not be used more than once a week Therefore if a problem were to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that is better than many months or years worth of input To go a step further we recommend that you next make four addi tional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at the end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next you will want to go further and create a monthly master set of disks or tapes You would mark them accord ingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review informa tion or to print historically dated information Of course the last set of files created should be the yearly set of files done at the end of each fiscal year for archiv ing purposes It is also highly recommended that a
87. option allows for the movement of budget numbers for use in printing the various budget comparison reports Every time a budget is restored using this option the budget amount for each field found in this option in Advanced Security will possibly be changed Therefore consideration should be given to defining the Archive Restore Budgets option as well Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Period Balances and Budget Amounts updated Change Mode GL0402 This mode allows you to change all information for any account After initial set up any changes to the account bal ances should be made through the Transactions option in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Set Up Accounts option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Select Account Account Description Account Description 11100 Cash on Hand 11105 Petty Cash Cash in Bank General 1112 Cash in Bank Payroll 1120 Notes Receivable 11300 Accounts Receivable Customer 11315 Accounts Receivable Other 11320 AR Employee Receivables 11350 AJR Tampa Main Office 1135
88. option brings balances forward from the old fiscal year into the current fiscal year Net income from the previ ous year will be automatically added to the beginning balance of the Retained Earnings account You may execute this option as often as you wish You should execute this option if you have made changes to the prior year s General Ledger files after this year s files have already been created The only data that is affected by executing this option is the beginning year s bal ances for each account The year ending account balances for all Balance Sheet accounts will be brought forward without modification The Net Income calculated from the sum of all Income Statement accounts will be added to the beginning year s balance for your Retained Earnings account established in General Ledger Configuration Make certain before executing this option that the CURRENT SYSTEM DATE IS SET TO NEW YEAR and that both the current year s and prior year s data files are located on the current data path Example Suppose you have already started processing in the new year 2007 and you need to make an adjusting entry in an account for last year 2006 1 Post all integration files in the current year 2007 2 Press F3 and change the system date to the date of last year you need to process in 12 31 2006 3 Post any necessary transactions including all integration files 4 Press F3 again and return to the current year s system date 2007
89. own internal account numbers these default account numbers must be changed to match the account numbers you will be using Chapter 2 Set Up and Maintenance Page 2 7 General Ledger User Manual Master Configuration The Master Configuration screen will display the seven data items necessary for configuring your General Ledger defaults Retained Earnings Default 35000 Account This is the account number which will be used by the system when you close the General Ledger file for the year and start a new year The net in come will be calculated and that value will be posted to this account NOTE If you are utilizing the Fund Accounting operations it is impera tive that the Retained Earnings account number is entered in the Master Configuration as a standard Every Retained Earnings account for each fund must match the format of the account number as it is entered here Suspense Account Default 99900 This account will hopefully never be used by the system However if for some reason one of the other default account numbers cannot be found in the General Ledger Account File during processing the amount will be posted to this account This will enable you to later add the account which was not found and then adjust the accounts correctly through a normal journal entry If this account 99900 is not found in the General Ledger Account File when it is needed the system will create the account with the description ERR
90. portions of the criterion and code that produce the final financial statement Once the format has appeared on the screen you may review the header and detail in formation This information includes the description type of statement title subtitle footnotes signed percent decimal preferences chained to report as well as the detailed lines that accumulate and store totals based on crite rion entered While in Inquiry mode you may choose to view the detail lines by clicking on the Detail button Once this information is displayed on the screen you will have the options to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Close Add Mode GL0425 This mode allows you to set up create financial statement formats for the Balance Sheet Income Statement and Statement of Cash Flows You may create several variations for each type of financial statement There is no limita tion on the number of financial statement formats you may create NOTE To understand the organization of the financial statements it is recommended that you use the option Existing Company s Files
91. same fiscal year Transaction This is the five 5 character alpha numeric transaction number to be included Number in the transaction It could be an internal control number such as a batch number or the data operator s initials This is provided to allow companies that have a unique transaction posting number to include that number with each transaction The default transaction number will be the transaction number of the previous line Reference Check This is the ten 10 character alpha numeric reference number to be included in the transaction This reference number is the primary document number for items such as check number invoice number or any other type of internal con trol number such as Journal Entry numbers The default reference number will be the reference number of the previous line Account This is the account number that will be debited or credited You may enter the account number of your choice or lt click gt on the Down Arrow to Pop Up a window from which you may scroll through the account file to choose the ac count needed If you are entering a Description Only transaction line enter a for the account number Description Only lines are attached to the journal entry They can be seen when printing the Batch Edit Reports and Transaction Journals The system will prompt you whether to include transaction description lines on the General Ledger Report Once the account number is chosen
92. that are attempting to be posted the screen will display one of three warn ings 1 Suspense Account will be used This message is telling you that an account number is found in the integration file that is about to be posted that does not exist in the General Ledger Chart of Accounts As a result if this file is posted any balance will automatically be posted to the Suspense Account Number that has been set up in the General Ledger Configuration Should this occur you will need to first add the necessary account s and then make adjusting journal entries to move these balances out of the suspense account The suspense account balance should always be zero if there are no problems Or once posted the adjusting journal entries should post to other account number s already set up in the chart of accounts If integration to the Infinity POWER General Ledger is turned on in all integrated accounting modules this should not ever occur This option does however allow postings to occur from other sources that may not be able to perform this integrity checking for valid account numbers 2 Transactions out of valid period This message will appear if you are posting in Summary or Detail but you have transactions that cross fiscal years All transactions within the current fiscal year based on the system date F3 will be posted and the others will be saved back to the file for another posting routine at a later time 3 Transactions out
93. that each period s or month s transactions are in balance For example there are three months worth of checks to be posted into this batch During the first month there are five 5 checks totaling 850 six 6 checks for 300 during the second month and four 4 checks for 180 during the third month Each of these checks is to reflect the day of the month in which they were written August 5th 12th 17th etc Chapter 3 Enter Transactions Page 3 7 General Ledger User Manual All fifteen checks may be entered into one batch However the balancing entry to cash must be made through three separate line item entries one for each month This will ensure that each period or month is in balance Do not be misled by the fact that the system will now allow you to validate a batch even though each fiscal period or month or total batch may not be in balance The system will print a warning message on the Batch Edit Report which will inform you that the batch is out of balance and indicate which fiscal periods are involved If these conditions exist you will not be allowed to post this batch to the Gen eral Ledger system unless you have specified that you will Allow Out of Bal ance Journal Entries in the Master Configuration Keep in mind that you are not allowed to cross fiscal years with this option Whether you are using the normal calendar months method or 13 period processing method you must stay within the
94. the Workers Compensa tion Code or press F2 to Pop Up a scrolling screen to choose a Worker s Compen sation Codes from Once you have chosen the Workers Compensation Code the cursor will move to the Amount field The system will now have calculated for you the amount that should be in this field This is based on the number of hours you have entered for this line the Pay Category and the Workers Compensation Code if default rates are set up in this code You have the ability to override this calculated amount and enter the amount you de sire The system is designed to give you the maximum amount of flexibility in your data entry Press ENTER to validate this line and the cursor will move to the next set of lines Continue to enter as many lines as necessary of Hour allocations before proceeding to the next line type If additional lines are needed you may press the in sert key to insert additional new lines to the screen Chapter 3 Enter Transactions Page 3 13 General Ledger User Manual 2 Special Pay This type indicates that you are entering special earnings or deductions through the use of the special pay types The cursor will first move to the Code field where you may enter the Special Pay type that you want to include Make your entry or press F2 to Pop Up a scrolling screen to choose from the avail able Special Pay Types that you have set up in the Payroll module These Special
95. the account description will automatically be displayed in the Description field immediately to the right of the account You may also click on the Auto Balance button to let the system choose the balancing account for you This will be based on the account number set up for the transaction type of this line Amount This data field is the dollar amount that will be posted to the General Ledger account on this transaction line You must enter debit amounts as positive num bers and credit amounts as negative numbers You may also click on the Auto Balance button to let the system calculate the balancing amount for you based on the outstanding debit or credit balance in this batch entry The system will display either Inc or Dec immediately to the right of the amount entered to indicate whether you are increasing or decreasing the ac count s balance Page 3 8 Enter Transactions Chapter 3 General Ledger User Manual ACCOUNTS PAYABLE SYSTEM This option should only be selected if you are interested in keeping track of the historical vendor information This would include tracking total purchases by vendor check registers printing of 1099s etc The use of General Ledger System GL will post directly through the General Ledger input without retaining any history in the Accounts Payable Vendor files This will allow you to utilize one of the transaction registers in General Ledger to keep track o
96. to copy the Finan cial Statement formats to use as an example to work from For a further ex planation of the Balance Sheet Income Statement and Statement of Cash Flows refer to Chapter 1 Account Organization of this manual This mode allows you to add new Financial Statements formats to your General Ledger system The first data screen defines the type of statement titles subtitles footnotes signed percent decimal usage and chaining preferences The second data screen Detail is a scrolling window which is where the actual format of the report is defined Page 2 46 Set Up and Maintenance Chapter 2 General Ledger User Manual ME Maintain Financial Statements Tools Launch Bm al Statement Bal Bank Description Balance Sheet for Bank Type Balance Sheet w Title Balance Sheet Detail Subtitle For the Period Ending BD Footnotes Unaudited For Internal Use Only Dave Cancel Signed Decimals Chain To If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Enter the Financial Statement Number that you wish to assign This number can be up to ten 10 characters alpha numeric The following is an explanation of each of these data items Description This is a thirty 30 character alpha numeric descr
97. to the information on an existing Financial Statement Format First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made All of the fields in a Financial Statement Format can be changed through this option After completing any changes to the first screen click on the Detail button to proceed to the second screen Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Close Page 2 52 Set Up and Maintenance Chapter 2 General Ledger User Manual When you choose to select a specific record in the f
98. using a pop up trial balance window that is created from this export file When you select this option you will be prompted for an export file name This file will be in the format of a dbf file It is important that you do not enter any other extension other than dbf At this point if you wish to place the file in another directory other than the current Infinity POWER program directory you may enter the pathname along with the filename Export Trial Balance to Turbo Tax Tools Launch Export File Name Browse Once the file is exported you may enter the Turbo Tax program and import the file into your Turbo Tax program Page 3 36 Enter Transactions Chapter 3 General Ledger User Manual This page intentionally left blank Chapter 3 Enter Transactions Page 3 37 General Ledger User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the General Ledger module The reports included here reflect sample information input into the sample company and only reflect an example of the way a company may utilize certain features within this module All modules are designed to be extremely flexible in the way you may organize data and print the corresponding re ports accordingly Do not assume that these sample reports reflect the only way in which these reports may be struc tured and or printed These reports may be used as a cross reference to deter
99. 0 Framing COS Commer 14 161 2 20 18 500 2 91 4 340 Framing COS Reside 2 952 0 46 9 512 1 50 6 561 Roofing COS Commer 3 000 0 47 6 000 0 94 3 000 Roofing COS Reside 14 030 2 18 29 600 4 66 15 570 Commissions Expens 12 000 1 87 0 0 00 12 000 TOTAL COST OF GOODS 192 540 29 98 249 144 39 22 56 603 GROSS PROFIT 449 757 70 02 386 171 60 78 63 586 OPERATING EXPENSES Wages and Salaries 0 0 00 325 0 05 325 Salaries Commercia 8 811 1 37 13 019 2 05 4 209 Salaries Residenti 11 733 1 83 7 825 1 23 3 907 Wages and Salaries 14 001 2 18 18 000 2 83 3 999 Wages and Salaries 26 936 4 19 40 518 6 38 13 583 Wages and Salaries 64 663 10 07 68 599 10 80 3 936 OH Expense Allocatio 9 645 1 50 11 296 1 78 1 651 Taxes Sales Dept 1 458 0 23 1 734 0 27 276 Taxes Management 2 249 0 35 3 260 0 51 1 011 Taxes General Labo 5 937 0 92 6 301 0 99 364 Advertsing Expense 1 710 0 27 600 0 09 1 110 Automobile Expense 1 812 0 28 2 540 0 40 729 Insurance 8 724 1 36 7 171 1 13 1 554 Insurance Worker s 1 600 0 25 5 550 0 87 3 950 Office Cleaning Expe 1 502 0 23 1 400 0 22 102 Print Reports Page 4 39 General Ledger User Manual Infinity POWER Sample Company Inc I Current Period 1 This Year Last Year Variance 666 0 80 1 300 0 59 634 3 000 3 59 1 772 0 80 1 228 500 0 60 0 0 00 500 12 547 15 02 250 0 11 12 297 500 0 60 0 0 00 500 360 0 43 620 0 28 260 250 0 30 0 0 00 250 783 0 94 668 0 30 115
100. 0 Accounts Receivable Customer 85 928 14 I I I I I I I I I 1 11310 Accounts Receivable Other 0 00 1 1 I I I I I I I 1 11320 AR Employee Receivables 0 00 I I I I I I I I I 11350 AR Tampa Main Office 0 00 I I I I I I I I I I 11355 A Orlando Warehouse 0 00 1 1 I I 1 I I I I 1 11360 AR Miami Warehouse 650 00 I I I 1 I I I I 1 11400 Inventory Tampa Main Office 323 904 15 I I I I 1 I I I I I 11405 Inv Orlando Warehouse 0 00 1 I I I 1 I I I I 1 11406 Inventory Miami Warehouse 0 00 I I I I 1 I I I I 1 11410 Inventory Supplies Tampa 0 00 I I I I I I I I 1 11420 Inventory Finished Products 0 00 1 I 1 I 1 I I I I 1 11430 Accrued Inventory Receipts 0 00 1 I 1 I I For brevity a portion of the report detail has been omitted Page 4 18 Print Reports Chapter 4 General Ledger User Manual Accountant s Trial Balance Report Year to Date Infinity POWER Sample Company Inc Accountant s Trial Balance Page 4 4 04 28 2006 Income Balance Sheet Credit Debit lt Creda gt Year to Date Account Description Debit Credit 23800 401K Pension Plan 18 467 60 25100 Sales Tax Payable 44 758 98 25200 Accrued Real Estate Taxes 0 00 25300 Accrued Federal Income Taxes 9 500 61 25400 Accrued State Income Taxes 2 937 00 25500 Accrued Interest 1 833 33 26350 AP Tampa Main Office 0 00 26355 AP Orlando Warehouse 1 264 55 26360 A
101. 00 0 00 Work In Process 457 114 50 455 642 67 1 471 83 0 32 Intercompany 0 00 15 553 27 15 553 27 0 00 Prepaid Insurance 800 00 800 00 0 00 0 00 PREPAID EXPENSES 0 00 250 00 250 00 0 00 TOTAL CURRENT ASSETS 2 670 333 37 1 933 222 38 737 110 99 27 60 FIXED ASSETS Land 53 000 00 53 000 00 0 00 0 00 Buildings 224 813 00 224 813 00 0 00 0 00 Buildings Accum Deprec 23 594 05 19 847 17 3 746 88 15 88 Equipment 212 292 10 137 292 10 75 000 00 35 33 Equipment Accum Deprec 19 737 12 2 698 16 17 038 96 86 33 Furniture 27 635 35 27 635 35 0 00 0 00 Furniture Accum Deprec 11 750 82 9 908 50 1 842 32 15 68 Automobiles and Trucks 32 675 42 32 675 42 0 00 0 00 Autos amp Trucks Accum Deprec 21 059 58 16 702 86 4 356 72 20 69 TOTAL FIXED ASSETS 474 274 30 426 259 18 48 015 12 10 12 OTHER ASSETS Treasury Stock 25 000 00 0 00 25 000 00 100 00 Stocks Purchased 10 000 00 0 00 10 000 00 100 00 Bonds 5 000 00 0 00 5 000 00 100 00 TOTAL OTHER ASSETS 40 000 00 0 00 40 000 00 100 00 TOTAL ASSETS 3 184 607 67 2 359 481 56 825 126 11 25 91 Page 4 24 Print Reports Chapter 4 CURRENT LIABILITIES Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest AP Orlando Wareh
102. 000 00 8 925 00 20 700 00 11 775 00 43 12 500 00 1 665 00 0 00 1 665 00 0 00 12 547 00 12 958 55 345 00 12 613 55 3756 10 500 00 1 350 45 0 00 1 350 45 0 00 360 00 620 74 1 311 00 690 26 47 35 250 00 1 225 00 3 105 00 1 880 00 39 45 782 58 582 58 16 560 00 10 977 42 33 71 1 575 40 1 575 40 0 00 1 575 40 0 00 500 00 70 00 690 00 180 00 126 09 2 850 40 3 401 38 2 070 00 1 331 38 164 32 4 335 95 10 567 30 17 947 56 7 380 26 58 88 468 36 3 746 88 6 463 32 2 716 44 57 97 2 129 87 17 038 96 29 392 20 12 353 24 57 97 230 29 1 842 32 3 177 96 1 335 64 57 97 544 59 4 356 72 7 515 36 3 158 64 57 97 2 196 60 16 119 72 30 313 08 14 193 36 53 18 1 459 97 9 110 79 31 875 96 22 765 17 28 58 725 14 4 811 54 11 494 32 6 682 78 41 86 0 00 6 420 81 8 347 44 1 926 63 76 92 61 888 39 255 495 83 728 939 88 473 444 05 35 05 12 177 19 194 260 94 1 504 988 04 1 310 727 10 12 91 12 177 19 194 260 94 1 504 988 04 1 310 727 10 12 91 Chapter 4 General Ledger User Manual Income Statement Report Budget Current YTD NEED REPORT Chapter 4 Print Reports Page 4 51 General Ledger User Manual SUPPORT SCHEDULES GL0204 This option prints Balance Sheet and Income Statement Support Schedules based on the current format of your financials These schedules detail all account balances that are summarized on the Financial Statements This report provides the account detail for each summary type item Type 4 on the Balance Sheet and Income
103. 006 04 2006 250 00 665 66 3 000 00 500 00 12 547 00 500 00 360 00 250 00 782 58 1 575 40 500 00 2 850 40 4 335 95 468 36 2 129 87 230 29 544 59 2 196 60 1 459 97 725 14 0 00 61 888 39 12 177 19 12 177 19 Chapter 4 General Ledger User Manual Income Statement Report Quarterly Statement INCOME Revenue Revenue Concrete Commercial Revenue Concrete Residential Revenue Electrical Residential Revenue Framing Commercial Revenue Framing Residential Revenue Roofing Residential Sales Returns and Allowances Cash Discounts Earned TOTAL INCOME COST OF GOODS SOLD Cost of Sales Concrete COS Commercial Concrete COS Residential Electrical COS Residential Framing COS Commercial Framing COS Residential Roofing COS Commercial Roofing COS Residential Commissions Expense TOTAL COST OF GOODS SOLD GROSS PROFIT OPERATING EXPENSES Salaries Commercial Salaries Residential Wages and Salaries Sales Wages and Salaries Mgmt Wages and Salaries General OH Expense Allocation Taxes Sales Dept Taxes Management Taxes General Labor Advertising Expense Automobile Expense Insurance Insurance Worker s Comp Office Cleaning Expense Unaudited For Internal Use Only Chapter 4 Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 Quarter to Date Year to Date 50 902 88 60 95 443 483 57 69 05 5 000 00
104. 01 2006 10 04 01 2006 11 04 01 2006 12 04 01 2006 13 04 01 2006 14 04 01 2006 15 04 01 2006 16 04 01 2006 17 04 30 2006 18 04 30 2006 19 04 30 2006 20 04 30 2006 21 04 30 2006 22 04 30 2006 23 04 30 2006 Trans 4 1 IM 2 IM 2 IM 2 IM 2 IM 2 PS PS PS IM 6 IM 6 IM 6 IM 6 IM 6 IM 6 IM 6 IM 6 4 1 02 02 02 AR AR General Ledger Report Quarter to Date Account Description Transaction Type AIR Miami Warehouse 1 General Journal Inventory Tampa Main Office 7 Inventory Activity Inventory Activity Inventory Activity Inventory Activity Inventory Activity Sales Journal Sales Journal Sales Journal Inventory Activity Inventory Activity Inventory Activity Inventory Activity Inventory Activity Inventory Activity Inventory Activity Inventory Activity General Journal General Journal Accruals Payable Accruals Payable Accruals Payable Sales Journal o ooo o4 00 oc Sales Journal Number of records printed 2 Page 4 80 Print Reports General Ledger Audit Trail Quarter to Date Transaction Description Post to correct account 1060178511 1060178511 1060185461 1060216522 11APOLE Allens Hardware Shops Inc Cash Sale Thank You Cash Sale Thank You 1060178511 305011670 305011677 305022511 201502241 201513311 201646141 301402200 Post to correct account Post Cost Feb 2005 AP Feb 2005 AP F
105. 04 59 96 901 71 443 483 57 591 218 36 147 734 79 Revenue Concrete Commercial 5 000 00 24 860 00 19 860 00 79 100 00 99 440 00 20 340 00 Revenue Concrete Residential 5 010 00 2 640 00 2 370 00 12 990 75 10 560 00 2430 75 Revenue Electrical R esidential 4 255 00 0 00 4 255 00 5 206 32 0 00 5 206 32 Revenue Framing Commercial 000 00 23 870 00 15 870 00 39 600 00 95 480 00 55 880 00 Revenue Framing Residential 1 453 76 0 00 1 453 76 9 733 76 0 00 9 733 76 Revenue Roofing Residential 8 453 50 34 217 19 25 763 69 53 760 04 136 868 76 83 108 72 Sales Returns and Allowances 25 93 2 132 59 2 106 66 2 256 85 8 530 36 6 273 51 Cash Discounts Earned 464 11 68 01 396 10 679 66 272 04 407 62 TOTAL INCOME 83 513 32 231 327 20 147 813 88 642 297 25 925 308 80 283 011 55 COST OF GOODS SOLD Cost of Sales 13 173 37 27 444 42 14 271 05 110 075 50 109 777 68 297 82 Concrete COS Commercial 3 600 00 4 945 00 1 345 00 22 550 00 19 780 00 2 770 00 Concrete COS Residential 2 730 00 1 725 00 1 005 00 7 413 15 6 900 00 513 15 Electrical COS Residential 920 00 0 00 5 920 00 6 360 21 0 00 6 360 21 Framing COS Commercial 1 200 00 644 62 555 38 14 160 54 2 578 48 11 582 06 Framing COS Residential 901 50 57 50 844 00 2 951 50 230 00 2 721 50 Roofing COS Commercial 0 00 3 450 00 3 450 00 3 000 00 13 800 00 10 800 00 Roofing COS Residential 3 777 25 0 00 3 777 25 14 029 58 0 00 14 029 58 Commiss
106. 0602 MAP A Map file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank Ifno map file exists then go to Transactions import GL transactions and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields you do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as GL0602 MAP Explanation of File Account field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 20 length of field STRING Type of field 1 Starting position of field 20 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPOffsets or Lengths Account 0 20 STRING 1 20 Trans Date 21 6 STRING 21 6 Journal 1 20 29 0 CHAR 27 2 Description 30 30 STRING 29 30 Ref Check 61 10 STRING 59 10 Trans 72 5 STRING 69 5 Amount 78 0 DOUBLE 74 15 LRL 88 R
107. 1 30 3 054 73 63 332 25 48 988 86 46 417 25 33 802 12 GROSS PROFIT 94 059 81 96 892 46 178 891 45 105 223 37 115 930 75 49 711 20 OPERATING EXPENSES Salaries Commercial 3 245 31 2 767 08 3 543 79 1 106 78 1 106 78 3 053 39 Salaries Residential 4 093 53 1 660 25 3 431 45 3 320 42 3 320 42 1 660 23 Wages and Salaries Sales 6 000 00 4 000 00 4 000 16 4 000 16 4 000 16 2 000 10 Wages and Salaries Mgmt 13 467 75 9 093 28 8 978 50 8 978 50 4 489 25 4 489 25 Wages and Salaries General 12 320 06 21 478 78 13 400 00 20 003 00 20 560 00 10 700 00 OH Expense Allocation 3 081 16 3 098 77 2 558 99 2 769 16 2 423 16 1 893 22 Taxes Sales Dept 624 72 416 48 416 48 416 48 416 48 208 24 Taxes Management 1 090 09 676 93 756 02 668 14 334 07 491 19 Taxes General Labor 1 366 35 2 005 36 1 386 49 1 684 54 1 672 61 1 193 79 Advertising Expense 0 00 0 00 500 00 500 00 350 00 360 00 Automobile Expense 34 43 1 398 75 150 00 300 00 295 55 1 066 25 Insurance 2 233 72 987 36 2 987 36 1 362 36 2 187 36 2 187 36 Insurance Worker s Comp 200 00 200 00 500 00 250 00 350 00 500 00 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 43 General Ledger User Manual Office Cleaning Expense Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense D
108. 1 346 78 5 836 03 5 836 03 14 365 62 0 00 2 010 00 4 593 00 5 150 00 4 710 00 3 023 00 0 00 383 85 594 02 248 02 281 92 5943 97 50 00 62 47 62 47 862 47 8270 71 458 12 Page 2 43 General Ledger User Manual ARCHIVE RESTORE BUDGETS GL0424 This option allows you to either archive or restore your current budget amounts for variable budget reporting needs When this option is selected a window will appear displaying two choices Archive Restore Budgets Tools Launch Operation Type Archive C Restore Budget Set Archive Close The first option is designed to allow for the saving of current budgets while the second option is designed to allow for the retrieval of other budgets The use of multiple budgets is quite a powerful tool Each account in the General Ledger s chart of accounts is capa ble of maintaining one current budget amount by fiscal period These budget amounts are used when printing cer tain reports such as the Budget Comparison Report for either the Balance Sheet or Income Statement This option is designed to allow for the convenient establishment of the current budget to be used when printing these types of reports Obviously a company would want to establish its normal operating budgets so that it knows how it is progressing according to plan throughout the year However it may also be very convenient to gen
109. 1 575 1 89 0 0 00 1 575 500 0 60 0 0 00 500 2 850 3 41 0 0 00 2 850 4 336 5 19 1 544 0 70 2 792 468 0 56 468 0 21 0 2 130 2 55 2 130 0 96 0 230 0 28 230 0 10 0 545 0 65 545 0 25 0 2 197 2 63 2 197 0 99 0 1460 1 75 2 340 1 06 880 725 0 87 626 0 28 99 0 0 00 0 0 00 0 61 888 74 11 52 298 23 59 9 590 12 177 14 58 66 988 30 22 79 165 12 177 14 58 66 988 79 165 Unaudited For Internal Use Only Page 4 40 Print Reports 30 22 Statement of Income Page 2 4 04 28 2006 04 28 2006 Year to Date E This Year Last Year Variance Postage Expense 1 816 0 28 2 465 0 39 649 Professional Service 8 925 1 39 6 736 1 06 2 189 Rental Expense 1 665 0 26 664 0 10 1 002 Repairs to Building 12 959 2 02 640 0 10 12 319 Repairs to Equipment 1 350 0 21 650 0 10 700 Supplies Office 621 0 10 3 608 0 57 2 987 Supplies Warehouse 1 225 0 19 500 0 08 725 Telephone Expense 5 583 0 87 3 403 0 54 2 179 Temporary Labor 1 575 0 25 0 0 00 1 575 Tools Expense 70 0 14 500 0 08 370 Travel amp Entertainme 3 401 0 53 670 0 11 2 731 Utilities Expense 10 567 1 65 10 569 1 66 2 Deprec Buildings 3 747 0 58 2 342 0 37 1 405 Deprec Equipment 17 039 2 65 10 649 1 68 6 390 Deprec Furniture 1 842 0 29 1 151 0 18 691 Deprec Autos amp Tru 4 357 0 68 2 723 0 43 1 634 Interest Expense 16 120 2 51 15 376 242 744 FICA Taxes 9 111 142 11 113 1 75 2 002 Unemployment Taxes 4 812 0 75 2457 0 39 2 354 Miscellaneous Taxes 6 421
110. 11 9 159 503 25 1 3 600 4 3 4 945 2 1 2 575 1 2 Concrete COS Comme 22 550 3 5 19 780 2 1 9 901 1 6 2 730 3 3 1 725 0 7 12 500 5 6 Concrete COS Resid 7413 1 2 6 900 0 7 14 927 2 3 5 920 7 1 0 0 0 0 0 0 Electrical COS Res 6 360 1 0 0 0 0 1 200 0 2 1 200 14 645 0 3 5 000 23 Framing COS Commer 14 161 2 2 2 578 0 3 18 500 29 902 1 1 58 0 0 6 000 2 7 Framing COS Reside 2 952 0 5 230 0 0 9 512 15 0 0 0 3 450 15 6 000 27 Roofing COS Commer 3 000 0 5 13 800 1 5 6 000 0 9 3 777 45 0 0 0 10 000 4 5 Roofing COS Reside 14 030 2 2 0 0 0 29 600 47 2 500 3 0 6 900 3 0 0 0 0 Commissions Expens 12 000 1 9 27 600 3 0 0 0 0 33 802 40 5 45 167 19 5 102 397 46 2 TOTAL COST OF GOODS 192 540 30 0 180 666 19 5 249 144 39 2 49 711 59 5 186 161 80 5 119 286 53 8 GROSS PROAT 449 757 70 0 744 643 80 5 386 171 60 8 OPERATING EXPENSES 0 0 0 0 0 0 2 214 1 0 Wages and Salaries 0 0 0 0 0 0 325 0 1 3 053 3 7 4 075 1 8 690 0 3 Salaries Commercia 8 811 4 16 301 1 8 13 019 20 1 660 2 0 3 946 1 7 2 071 0 9 Salaries Residenti 11 733 1 8 15 785 1 7 7 825 12 2 000 24 4 600 20 4 000 1 8 Wages and Salaries 14 001 2 2 18 401 2 0 18 000 2 8 4 489 54 10 325 45 8 979 4 1 Wages and Salaries 26 936 42 41 301 45 40 518 6 4 10 700 12 8 15 410 6 7 13 400 6 0 Wages and Salaries 64 663 10 1 61 640 6 7 68 599 10 8 1893 23 2 175 09 2411 1 1 OH Expense Allocatio 9645 1 5 8 701 0 9 11296 1 8 208 0 2 479 0 2 416 0 2 Taxes Sales Dept 1 458 0 2 1 916 0 2 1 734 0 3 4
111. 13 00 224 813 00 224 813 00 224 813 00 224 813 00 224 813 00 19 847 17 19 847 17 20 783 89 21 720 61 23 125 69 23 594 05 137 292 10 137 292 10 137 292 10 212 292 10 212 292 10 212 292 10 2 698 16 2 698 16 6 957 90 11 217 64 17 607 25 19 737 12 27 635 35 27 635 35 27 635 35 27 635 35 27 635 35 27 635 35 9 908 50 9 908 50 10 369 08 10 829 66 11 520 53 11 750 82 32 675 42 32 675 42 32 675 42 32 675 42 32 675 42 32 675 42 16 702 86 16 702 86 17 792 04 18 881 22 20 514 99 21 059 58 426 259 18 426 259 18 419 512 96 487 766 74 477 647 41 474 274 30 0 00 0 00 25 000 00 25 000 00 25 000 00 25 000 00 0 00 0 00 10 000 00 10 000 00 10 000 00 10 000 00 0 00 0 00 5 000 00 5 000 00 5 000 00 5 000 00 0 00 0 00 40 000 00 40 000 00 40 000 00 40 000 00 2 359 481 56 2 359 481 56 2 529 051 65 2 751 438 91 2 859 684 90 3 184 607 67 Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 2 Balance Sheet 4 04 28 2006 04 28 2006 11 2005 12 2005 01 2006 02 2006 03 2006 04 2006 LIABILITIES amp STOCKHOLDER EQUITY CURRENT LIABILITIES Notes Payable Current Portion 837 660 07 37 660 07 837 077 07 836 494 07 35 911 07 35 328 07 Accounts Payable 137 989 36 137 989 36 165 263 77 257 228 01 297 055 21 624 228 04 Retainage Payable 0 00 0 00 60 00 360 00 360 00 360 00 Deposits Received 135 502 86 135 502 86 135 502 86 135 502 86 135 502 86 135 502 86 FICA Tax Withheld 49 093 70 49 09
112. 2 9 908 50 32 675 42 32 675 42 21 059 58 16 702 86 474 274 30 426 259 18 25 000 00 0 00 10 000 00 0 00 5 000 00 0 00 40 000 00 0 00 3 184 607 67 2 359 481 56 Infinity POWER Sample Company Inc Balance Sheet 04 28 2006 Current Year LIABILITIES amp STOCKHOLDER EQUITY CURRENT LIABILITIES Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest A P Orlando Warehouse A P Miami Warehouse TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Long Term Notes Payable Mortgages Payable TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY Owners Equity Retained Earnings Current Period Profit Loss TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Unaudited For Internal Use Only Chapter 4 835 328 07 624 228 04 360 00 135 502 86 67 315 28 35 256 95 27 027 95 1 495 69 599 84 18 467 60 44 758 98 9 500 61 2 937 00 1 833 33 1 264 55 3 233 83 1 808 390 58 75 000 00 116 010 12 191 010 12 50 000 00 940 946 03 194 260 94 1 185 206 97 3 184 607 67 General Ledger User Manual Page 2 4 04 28 2006 Prior Year 837 660 07 137 989 36 0 00 135 502 86 49 093 70 28 489 88 20 621 55 1 030 41 1 246 42 12 686 43
113. 2 Revenue Framing Residential 1 453 76 9 733 76 0 00 9 733 76 0 00 Revenue Rooting Residential 8 453 50 53 760 04 410 606 28 356 846 24 13 09 Sales Returns and Allowances 25 93 2 256 85 25 591 08 23 334 23 8 92 Cash Discounts Earned 464 11 679 66 16 12 136 46 3 28 TOTAL INCOME 83 513 32 642 297 25 2 775 926 40 2 133 629 15 23 14 COST OF GOODS SOLD Cost of Sales 13 173 37 110 075 50 329 333 04 219 257 54 33 42 Concrete COS Commercial 3 600 00 22 550 00 9 340 00 36 790 00 38 00 Concrete COS Residential 2 730 00 7 413 15 20 700 00 13 286 85 35 81 Electrical COS Residential 5 920 00 6 360 21 0 00 6 360 21 0 00 Framing COS Commercial 1 200 00 14 160 54 7 735 44 6 425 10 183 06 Framing COS Residential 901 50 2 951 50 690 00 2 261 50 42775 Roofing COS Commercial 0 00 3 000 00 41 400 00 38 400 00 7 25 Roofing COS Residential 3 777 25 14 029 58 0 00 14 029 58 0 00 Commissions Expense 2 500 00 12 000 00 2 800 00 70 800 00 14 49 TOTAL COST OF GOODS SOLD 33 802 12 192 540 48 541 998 48 349 458 00 35 52 GROSS PROFIT 49 711 20 449 756 77 2 233 927 92 1 784 171 15 20 13 OPERATING EXPENSES Salaries Commercial 3 053 39 8 810 74 48 904 32 40 093 58 18 02 Salaries Residential 1 660 23 11 732 52 47 354 04 35 621 52 24 78 Wages and Salaries Sales 2 000 10 14 000 58 55 202 16 41 201 58 25 36 Wages and Salaries Mgmt 4 489 25 26 935 50 123 903 36 96 967 86 21 74 Wages and Salaries General 10 700 00
114. 27 800 00 800 00 1 050 00 2 670 333 37 2 342 037 49 1 933 222 38 53 000 00 53 000 00 53 000 00 224 813 00 224 813 00 224 813 00 23 594 05 23 125 69 19 847 17 212 292 10 212 292 10 137 292 10 19 737 12 17 607 25 2 698 16 27 635 35 27 635 35 27 635 35 11 750 82 11 520 53 9 908 50 32 675 42 32 675 42 32 675 42 21 059 58 20 514 99 16 702 86 474 274 30 477 647 41 426 259 18 25 000 00 25 000 00 0 00 10 000 00 10 000 00 0 00 5 000 00 5 000 00 0 00 40 000 00 40 000 00 0 00 2 859 684 90 2 359 481 56 3 184 607 67 Page 4 28 Print Reports 4 04 28 2006 Chapter 4 CURRENT LIABILITIES Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest AJP Orlando Warehouse AIP Miami Warehouse TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Long Term Notes Payable Mortgages Payable TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY Owners Equity Retained Earnings Current Period Profit Loss TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Unaudited For Internal Use Only Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 2 Balance Sheet 4 04 28 2006 04 28 2006 Current Last Last Month Mont
115. 3 70 53 713 40 59 339 54 64 395 34 67 315 28 Federal Income Taxes Withheld 28 489 98 28 489 88 30 544 58 32 633 86 34 147 35 35 256 95 Accrued Insurance 20 621 55 20 621 55 22 492 53 24 388 51 26 079 96 27 027 95 Accrued FUTA 1 030 41 1 030 41 1 171 20 1 267 27 1 343 43 1 495 69 Accrued SUTA 1 246 42 1 246 42 554 29 230 08 26 96 599 84 401K Pension Plan 12 686 43 12 686 43 14 060 93 15 817 63 17 540 35 18 467 60 Sales Tax Payable 22 085 89 22 085 89 30 308 28 35 788 72 41478 10 44 758 98 Accrued Federal Income Taxes 9 500 61 9 500 61 9 500 61 9 500 61 9 500 61 9 500 61 Accrued State Income Taxes 1 506 00 1 506 00 1 757 00 2 184 00 2 686 00 2 937 00 Accrued Interest 12 833 31 12 833 31 9 166 65 5 499 99 0 00 1 833 33 AJP Orlando Warehouse 1 264 55 1 264 55 1 264 55 1 264 55 1 264 55 1 264 55 Miami Warehouse 3 233 83 3 233 83 3 233 83 3 233 83 3 233 83 3 233 83 TOTAL CURRENT LIABILITIES 1 246 585 41 1 246 585 41 1 296 109 67 1408553399 146980562 1 808 390 58 LONG TERM LIABILITIES Long Term Notes Payable 0 00 0 00 0 00 75 000 00 75 000 00 75 000 00 Mortgages Payable 121 950 12 121 950 12 120 465 12 118 980 12 117 495 12 116 010 12 TOTAL LONG TERM LIABILITIES 121 950 12 121 950 12 120 465 12 193 980 12 192 495 12 191 010 12 STOCKHOLDER EQUITY Owners Equity 50 000 00 50 000 00 50 000 00 50 000 00 50 000 00 50 000 00 Retained Earnings 796 538 12 796 538 12 940 946 03 940 946 03 940 946 03 940 946 03 Current Period Profit L
116. 3 ENTER TRANSACTIONS This section discusses the five different ways transactions may be entered into the General Ledger system This in cludes recording journal entries directly into the General Ledger posting the recurring journal entries performing batch processing posting the integration files that have been created from other modules and file import procedures These options should not be performed until after the initial set up of your General Ledger has been completed Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Reports Graphs Set Up and Maintenance Help Record Journal Entries Post Recurring Journal Entries r vi E Setup Batches Import Batches Print Batch Edit Report Der Ther P r Post Batches Dye P Remove Completed Batches Post Integration Files Import GL Transactions L Ji Export Trial Balance to TurboTax J RECORD JOURNAL ENTRIES GL0101 This option allows you to enter journal entries and other transactions such as Checks and Deposits directly into the General Ledger system This option allows you to record up to twenty 20 different transaction types of journal entries into the General Ledger system These transaction types journals are defined in the General Ledger Configuration option These types may include such things as checks deposits sales adjusting entries etc When you select this option the journal entry input scre
117. 449 11 2 130 10 Deprec Equipment 230 0 3 265 0 1 230 0 1 Deprec Furniture 545 0 7 626 0 3 545 0 2 Deprec Autos amp Tru 2 197 2 6 2 526 1 1 2 197 10 Interest Expense 1 460 13 2 656 1 1 2 340 11 FICA Taxes 725 0 9 958 04 626 0 3 Unemployment Taxes 0 0 0 696 0 3 0 0 0 Miscellaneous Taxes 61 888 74 1 60 745 26 3 52 298 23 6 TOTAL OPERATING EXPE 12 177 14 6 125 416 54 2 66 988 30 2 NET INCOME LOSS FR 12 177 14 6 125 416 54 2 66 988 30 2 NET INCOME AFTER TAX Unaudited For Internal Use Only Page 4 42 Print Reports Actual 1 225 5 583 1 575 870 3 401 10 567 3 747 17 039 1 842 4 357 16 120 9 111 4 812 6 421 255 496 194 261 194 261 02 0 9 0 2 0 1 0 5 1 6 0 6 23 0 3 0 7 25 14 0 7 1 0 39 8 30 2 30 2 Year to Date Budget 1 035 0 1 5 520 0 6 0 0 0 230 0 0 690 0 1 5 983 0 6 2 154 0 2 9 797 1 1 1 059 0 1 2 505 0 3 10 104 1 1 10 625 1 1 3 831 0 4 2 782 0 3 242 980 26 3 501 663 54 2 501 663 54 2 2 4 04 28 2006 Last Year 00 3 403 0 500 670 10 569 2 342 10 649 1 151 2 723 15 376 11 113 2 457 0 241 763 144 408 144 408 0 1 05 0 0 0 1 0 1 17 04 13 0 2 04 24 17 04 0 0 38 1 22 7 22 7 Chapter 4 General Ledger User Manual Income Statement Report 6 Period Trend Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 11 2005 12 2005 01 2006 02 2006 03 2006 04 2006 INCOME
118. 5 A R Orlando Warehouse 11370 AR Miami Warehouse 11400 Inventory Tampa Main Office 11405 Inv Orlando Warehouse Search 111300 If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made While in Change mode you may choose to change individual period information by clicking on Periods button This screen is a scrolling window which contains the balance of the account and the budget amount for each month of the year You will also see a message which tells you the total year Actual Balance and Budget Amount Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save Page 2 20 Set Up and Maintenance Chapter 2 General Ledger User Manual When you choose to select a specific record
119. 57 16 Amt 1 66 0 DOUBLE 73 16 Amt 2 74 0 DOUBLE 89 16 Amt 3 82 0 DOUBLE 105 16 Amt 4 90 0 DOUBLE 121 16 Amt 5 98 0 DOUBLE 137 16 Amt 6 106 0 DOUBLE 153 16 Amt 7 114 0 DOUBLE 169 16 Amt 8 122 0 DOUBLE 185 16 Amt 9 130 0 DOUBLE 201 16 Amt 10 138 0 DOUBLE 217 16 Amt 11 146 0 DOUBLE 233 16 Amt 12 154 0 DOUBLE 249 16 Amt 13 162 0 DOUBLE 265 16 LRL 280 Required fields for importing records Field Types CHAR 7 NUMBER NO DECIMALS STRING 7 TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY ACTION TYPES 1 ADD A RECORD 2 CHANGE 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND ACCOUNT TYPES STATUS TYPES 1 CASH 1 NORMAL 2 AR 2 STAT ACCOUNT 3 INVENTORY 3 HEADING ONLY 4 MKT SECURTIES 4 INACTIVE TEMP 5 OTHER 5 INACTIVE PERM 6 FIXED OTHER ASSETS 7 LONG TERM LIAB 8 EQUITY 9 INCOME SALES 10 COST OF SALES 117 OPERATING EXPENSES 12 OP EXP DEPR AMORT 13 OTHER EXPENSES 14 OTHER INCOME Page 2 Page 2 30 Set Up and Maint
120. 6 so 6 Sales Journal Boca Ciega Club 69234 2 436 15 Period 3 Total 32 491 56 26 04 01 2006 PS 6 Sales Journal Allens Hardware Shops Inc 69187 19 37 27 04 01 2006 PS 6 Sales Journal Cash Sale Thank You 69188 20 99 28 04 01 2006 PS 6 Sales Journal Cash Sale Thank You 69189 133 01 29 04 30 2006 1 General Journal Post Cost 13 000 00 Period 4 Total 13 173 37 Total Transactions 110 075 50 Ending Balance 110 075 50 Number of records printed 1 Chapter 4 Print Reports Page 4 81 General Ledger User Manual TRANSACTION JOURNALS GL0208 This option allows you to print a listing of all the transactions within a date range that you specify You may specify any combination of the twenty 20 transaction types to be included in this journal This report allows you to print any or all transactions within the current accounting year for a single or combination of transaction types or jour nals You may select all journals by lt click gt ing on the Mark AIP button or deselect all journals by lt click gt ing on the Un Mark All button BBB Transaction Journals Tools Launch Date Range Beginning Date D1 01 2004 gt Ending Date 04 30 2004 Journals 1 General Journal 3 Deposits General 4 Checking Payroll 5 Deposits Payroll 6 Sales Journal 8 accruals Payable 9 Purchase Accruals 10 JC TB Journal 11 Deprec Amort 12 Closing Entries 13 15 16 17 18 19 20
121. 620 74 1 225 00 5 582 58 1 575 40 870 00 3 401 38 10 567 30 3 746 88 17 038 96 1 942 32 4 356 72 16 119 72 9 110 79 4 811 54 Credit 579 100 00 512 990 75 5 206 32 39 600 00 9 733 76 53 760 04 679 66 9 644 53 General Ledger User Manual Page 2 4 04 28 2006 Print Reports Page 4 9 General Ledger User Manual Account Description 75300 Miscellaneous Taxes Total Debits Total Credits Balance Number of records printed 101 Page 4 10 Print Reports Infinity POWER Sample Company Inc Summary Trial Balance Year to Date Debit 6 420 81 3 803 278 97 Credit 3 803 278 97 Page 3 4 04 28 2006 Chapter 4 General Ledger User Manual WORKING TRIAL BALANCE GL0216 This option allows you to print a Working Trial Balance showing Year to Date Current Quarter or Current Month account balances The Working Trial Balance is a useful report for auditing the account activity of a business All accounts including those with zero balances will appear on these reports Total debits and credits by journal type are represented for each account together with the net effect An adjustments column has been added to provide a place to makes notes and or adjustments to the individual accounts L Working Trial Balance Tools Launch Account Range Beginning Account 11100 Cash on Hand Using Account key Ending Account 29900
122. 81 Credit 512 241 81 General Ledger User Manual Page 2 4 04 28 2006 Print Reports Page 4 7 General Ledger User Manual Account 11100 11105 11110 11120 11200 11300 11310 11350 11355 11360 11400 11430 11440 11450 11600 11700 11800 12000 12100 12120 12400 12420 12600 12620 12800 12820 12900 12910 12920 21100 21200 21210 21220 23100 23200 23450 23500 23600 23800 25100 25300 25400 25500 26355 26360 27100 27200 30000 35000 40000 Page 4 8 Summary Trial Balance Report Year To Date Description Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other AR Tampa Main Office AR Orlando Warehouse AR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process Prepaid Insurance Prepaid Expenses Prepaid Vendor Deposits Land Buildings Buildings Accum Deprec Equipment Equipment Accum Deprec Furniture Furniture Accum D eprec Automobiles and Trucks Autos amp Trucks Accum Deprec Treasury Stock Stocks Purchased Bonds Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State In
123. 81 69 4 356 72 2 505 12 1 851 60 Interest Expense 2 196 60 2 526 09 329 49 16 119 72 10 104 36 6 015 36 FICA Taxes 1 459 97 2 656 33 1 196 36 9 110 79 10 625 32 1 514 53 Unemployment Taxes 725 14 957 86 232 72 4 811 54 3 831 44 980 10 Miscellaneous Taxes 0 00 695 62 695 62 6 420 81 2 782 48 3 638 33 TOTAL OPERATING EXPENSES 61 888 39 60 744 99 1 143 40 255 495 83 242 979 96 12 515 87 NET INCOME LOSS FROM OPERATIONS 12 177 19 125 415 67 137 592 86 194 260 94 501 662 68 307 401 74 NET INCOME AFTER TAX 12 177 19 125 415 67 137 592 86 194 260 94 Unaudited For Internal Use Only Page 4 38 Print Reports 501 662 68 307 401 74 Chapter 4 General Ledger User Manual Income Statement Report Comparative Year Current Period This Year Last Year 50 903 60 95 91 217 41 15 5 000 5 99 0 0 00 5 010 6 00 37 500 16 92 4 255 5 09 0 0 00 8 000 9 58 0 0 00 1 454 1 74 45 000 20 30 8 454 10 12 50 000 22 55 26 0 03 2 061 0 93 464 0 56 28 0 01 0 0 00 0 0 00 83 513 100 00 221 684 100 00 13 173 15 77 60 322 27 21 3 600 4 31 2 575 1 16 2 730 3 27 12 500 5 64 5 920 7 09 0 0 00 1 200 1 44 5 000 2 26 902 1 08 6 000 2 71 0 0 00 6 000 2 71 3 777 4 52 10 000 4 51 2 500 2 99 0 0 00 33 802 40 48 102 397 46 19 49 711 59 52 119 286 53 81 0 0 00 2 214 1 00 3 053 3 66 690 0 31 1 660 1 99 2 071 0 93 2 000 2 39 4 000 1 80 4489 5 38 8 979 4 05 10 700 12 81 13 400 6 04 1 893 2 27 2 411
124. 86 COMPANY Company Number COMPARATIVE ACCOUNT BALANCES ee edes ded ce ete e a eee 5 2 Complete Individual and Combined Reporting essent nennen nne nete tete tne trennen tnter tentes 1 3 Consolidated Entities Report CONSOLIDATION ENTITIES Index Page I 1 General Ledger User Manual Consolidation Entity Number teet ee akse ob e e epe ot b getaggt peo tepido COPY AN EXISTING COMPANY COPY RANGE OF ACCOUNTS nein nOn OD anat nn ete i meer in Ee chee etra ER CTRE 0 Output Options aar uoo e ER ERES ee Current Record x oreet eer vertisse dee voirie tote S dee eot E E R D DATA FILE DESCRIPTIONS REESE E ge ate estes ash ead te ee RERO es mages nea aes 1 7 Data Record Retrieval DEBHISAND CREDHS ss see 1 4 Displayed Report Options tor vena EU T S ehqiinUeRP D ERE Ia EIU vet t 4 3 E ENTER ACCOUNT BUDQGETS 5 edo eden ea i eges eem e dee tei HER ENTER GHANGE BUDGETS L ERI RE SES EEE ENTER TRANSACTIONS EXPORT ACCOUNT DATA TO EXCEL EXPORT FINANCIAL STATEMENTS rrororororerrnvnvrr revenenenevnenarnerenerenesensvennnvvnnsneresneenennsvnsrerenerenessnenesunsrnserererenssennvsneeneneseenner F FINANGIAEALIGNMENT rear ute dept eset ee te EAN 4 100 Financial Alignment Report Income Statement rrnervornornnrvnvrnnrvnernnvnevvrvenv
125. 91 0 6 869 0 4 825 04 Taxes Management 2 249 0 4 3 478 0 4 3 260 0 5 1 194 14 1 594 0 7 1 169 0 5 Taxes General Labo 5 937 0 9 6 378 0 7 6 301 10 360 0 4 575 0 2 0 0 0 Advertising Expense 1710 0 3 2 300 0 2 600 0 1 1 066 1 3 173 0 1 267 0 1 Automobile Expense 1 812 0 3 690 0 1 2 540 0 4 2 187 26 3 435 1 5 987 04 Insurance 8 724 1 4 13 742 1 5 7 171 1 1 500 0 6 575 0 2 4 500 2 0 Insurance Worker s 1 600 0 2 2 300 0 2 5 550 0 9 250 0 3 575 02 500 0 2 Office Cleaning 1 502 0 2 2 300 0 2 1 400 0 2 666 08 345 0 1 1 300 06 Postage Expense 1 816 0 3 1 380 0 1 2 465 0 4 3 000 3 6 1 725 0 7 1 772 0 8 Professional Service 8 925 14 6 900 0 7 6 736 1 1 500 0 6 0 0 0 0 0 0 Rental Expense 1 665 0 3 0 0 0 664 0 1 12 547 15 0 29 0 0 250 0 1 Repairs to Building 12 959 2 0 115 0 0 640 0 1 500 0 6 0 0 0 0 0 0 Repairs to Equipment 1 350 0 2 0 0 0 650 0 1 360 0 4 109 0 0 620 0 3 Supplies Office 621 0 1 437 0 0 3 608 0 6 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 41 General Ledger User Manual Infinity POWER Sample Company Inc Statement of Income 04 28 2006 t Current Period 1 Actual Budget Last Year 250 0 3 259 0 1 0 0 0 Supplies Warehouse 783 0 9 1 380 0 6 668 0 3 Telephone Expense 1 575 1 9 0 0 0 0 0 0 Temporary Labor 500 0 6 58 0 0 0 0 0 Tools Expense 2 850 3 4 173 0 1 0 0 0 Travel amp Entertainme 4 336 5 2 1 496 0 6 1 544 0 7 Utilities Expense 468 0 6 539 0 2 468 0 2 Deprec Buildings 2 130 26 2
126. 942 79 175 305 82 Chapter 4 General Ledger User Manual Statement of Changes Month to Date Infinity POWER Sample Company Inc Page 1 MTD Statement of Changes 4 04 28 2006 in Financial Position As of 04 01 2006 As of 04 28 2006 Increase Decrease Sources of Net Working Capital Net Income 206 438 13 194 260 94 12 177 19 Add Back Depreciation Amortization 23 611 77 26 984 88 3 373 11 Sources of Net Working Capital 230 049 90 221 245 82 8 804 08 Uses of Net Working Capital Buildings Accum Deprec 23 125 69 23 594 05 468 36 Equipment Accum Deprec 17 607 25 19 737 12 2 129 87 Furniture Accum Deprec 11 520 53 11 750 82 230 29 Autos amp Trucks Accum Deprec 20 514 99 21 059 58 544 59 Mortgages Payable 117 495 12 116 010 12 1 485 00 Less Depreciation Amortization 23 611 77 26 984 88 3 373 11 Uses of Net Working Capital 166 651 81 165 166 81 1 485 00 Change in Net Working Capital 396 701 71 386 412 63 10 289 08 Chapter 4 Print Reports Page 4 63 4 64 General Ledger User Manual Current Assets Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other AR Tampa Main Office AJR Orlando Warehouse AJR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process P
127. 99 1 343 43 1 495 69 152 26 26 96 599 84 572 88 17 540 35 18 467 60 927 25 41 478 10 44 758 98 3 280 88 9 500 61 9 500 61 0 00 2 686 00 2 937 00 251 00 0 00 1 833 33 1 833 33 1 264 55 1 264 55 0 00 3 233 83 3 233 83 0 00 1 469 805 62 1 808 390 58 338 584 96 872 231 87 861 942 79 10 289 08 Chapter 4 General Ledger User Manual STATEMENT OF CASH FLOWS GL0215 This option prints the Statement of Cash Flows Financial Statement in the format specified by you in the Set up Financial Statements option This report can display either current or Year to Date figures The Financial Accounting Standards Board FASB requires businesses to include a statement of cash flows rather than a statement of changes in financial position when issuing a complete set of financial statements Statement No 95 Statement of Cash Flows is included in the General Ledger module with the ability to conform to each company s specific chart of accounts Once all information is posted to the General Ledger the data is immediately available for printing financial reports such as the Statement of Cash Flows When this option is selected a screen will be displayed prompting you to enter the Cash Flow Format you would like to use when printing this report Since the system provides the ability to setup various choices lt click gt the Down Arrow F2 by default and a search screen will display all of the formats c
128. Accum Deprec 19 847 17 23 594 05 3 746 88 Equipment 137 292 10 212 292 10 75 000 00 Equipment Accum Deprec 2 698 16 19 737 12 17 038 96 Furniture Accum Deprec 9 908 50 11 750 82 1 842 32 Autos amp Trucks Accum Deprec 16 702 86 21 059 58 4 356 72 Treasury Stock 0 00 25 000 00 25 000 00 Stocks Purchased 0 00 10 000 00 10 000 00 Bonds 0 00 5 000 00 5 000 00 Mortgages Payable 121 950 12 116 010 12 5 940 00 Less Depreciation Amortization 0 00 26 984 88 926 984 88 Uses of Net Working Capital 33 814 71 87 125 29 120 940 00 Change in Net Working Capital 33 814 71 209 120 53 175 305 82 Chapter 4 Print Reports Page 4 61 General Ledger User Manual Infinity POWER Sample Company Inc YTD Statement of Changes in Financial Position Current Assets Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other AR Tampa Main Office AJR Orlando Warehouse AJR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process Intercompany Prepaid Insurance Prepaid Expenses Prepaid Vendor Deposits Current Assets Current Liabilities Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K P
129. Allow Out Of Balance Journal Entries in the General Ledger Configuration to Please note that the description you input for the journal entry will also be the description you may search by when editing or posting these entries You may have up to 10 legs per Recurring Journal Entry Example Suppose that on the 15th of each month your company pays two loan payments and three company car pay ments You could set up your journal entry numbers to be 15 01 15 02 15 03 15 04 15 05 Then on the 15th of every month you would simply select the option to Post Recurring Journal Entries and input 15 01 as the beginning entry number and 15 05 as the ending entry number All five journal entries will be automatically posted Page 2 60 Set Up and Maintenance Chapter 2 General Ledger User Manual Results coGL4 dbf Recurring Entries File New Records added Change Mode GL0407 This mode allows you to make changes to the information on an existing Recurring Journal Entry All the fields in a Recurring Journal Entry can be changed through this option First you must navigate to the record you wish to change You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and
130. BUCKETS FILE Transaction Types 1 20 would be the User Defined types set up in the GL Master Configuration Chapter I Introduction Page 1 13 General Ledger User Manual Post Integration Files Flowchart When Posting Integration Files all other modules are updated to two files the General Ledger Master File and the General Ledger Transaction File PURCHASE ORDER ACCOUNTS PAYABLE ENTRY PO2GL XXX GL2GL XXX AP2GL XXX SO2GL XXX JOB COST TIME PAYROLL PRGL XNK BILLING JC2GL XXX XXXGL1YY DBF XXXGL2YY DBF GENERAL LEDGER GENERAL LEDGER MASTER FILE DETAIL TRANSACTION PERIOD BUCKETS Match on ACCOUNT Field FILE Transaction Types 1 20 would be the User Defined types set up in the GL Master Configuration Page 1 14 Introduction Chapter 1 General Ledger User Manual Importing G L Transaction Flowchart When importing GL Transactions the two files updated are the General Ledger Master File and the General Ledger Transaction File Both files are updated real time IMPORT GL TRANSACTIONS XXXGL1YY DBF XXXGL2YY DBF GENERAL LEDGER Match on ACCOUNT Field GENERAL LEDGER MASTER FILE DETAIL TRANSACTION PERIOD BUCKETS FILE Transaction Types 1 20 would be the User Defined types set up in the GL Master Configuration Chapter I Introduction Page 1 15 General Ledger User Manual This page intentionally left blank
131. Bank Can 1 0 0 0 0 0 0 00 O O 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN text files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CRHLF lt Click gt on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import proc ess It is highly recommended that you lt click gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into th
132. Chapter 2 General Ledger User Manual Wil Export Account Data To Excel Tools Account Range Beginning Account 11100 y Cash on Hand Using Account key Ending Account 99900 Y Suspense Error Account Account Mask Export File i 2 Eile Name tion osition CAPOWERIbudetl xls 12345678901234567890 Browse Mask The data exported will be in titled columns and will be actual and budget information for the current year and the prior year This is based on your system date when you export the information The account number cells when ex ported are treated as text so the numeric account numbers won t be reformatted by Microsoft Excel which is the default behavior of the program Once you have created the xIs file you can then load your Excel program and open this new file In Excel you can make changes to the budget figures as desired and then import those changes using the Import Account Data From Excel IMPORT ACCOUNT DATA FROM EXCEL This option allows you to import budget data into the General Ledger from an Excel Spreadsheet that was originally created from the Export Account Data To Excel option This will give you the option of working with your ac counting data in a spreadsheet format and then importing new budget information from that spreadsheet NOTE This option will only work if you have Microsoft s Excel program Although budget data will be imported to the Gene
133. Commercial Revenue Residential Revenue Concrete Commercial Revenue Concrete Residential Revenue Electrical Commercial Revenue Electrical Residential Revenue Framing Commercial Revenue Framing Residential Revenue Plumbing Commercial Revenue Plumbing Residential Revenue Roofing Commercial Revenue Roofing Residential Interest Income Sales Returns and Allowances Cash Discounts Earned Service Charges Freight Charged Miscellaneous Income Cash Discounts Taken Cost of Sales Cost of Sales Commercial Cost of Sales Residential Cost of Sales Inv Shrinkage Concrete Cost of Sale Concrete COS Commercial Concrete COS Residential Electrical Cost of Sale Electrical COS Commercial Electrical COS Residential Framing Cost of Sale Framing COS Commercial Framing COS Residential Plumbing Cost of Sale Print Reports Infinity POWER Sample Company Inc Chart of Accounts Account Type Current Liab Current Liab Current Liab Current Liab Current Liab Current Liab Current Liab Current Liab Current Liab Current Liab Long Term Liab Long Term Liab Equity Equity Equity Equity Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sales Income Sale
134. Debits and Credits can be very confusing The following rules will provide some guidance on the definition of debits and credits 1 Debits are handled as positive numbers Credits are handled as negatives 2 Debits and Credits are not intrinsic increases or decreases in value The effect of a Debit or Credit depends upon the category of account 3 The following categories are increased by a Debit decreased by a Credit e Asset e Expense 4 The following categories are increased by a Credit decreased by a Debit e Liability e Equity e Income The General Ledger system uses a balanced books method of recording journal entries This means that when ever you enter a journal entry the total amount of debits must equal the total credits before you can validate You may also utilize the Batch Journal Entry updating method from within the General Ledger module or use the normal On Line method If you prefer you may optionally turn off the balanced book method requirements although we do not normally recommend this procedure for daily processing Recognizing that the relationship between debits and credits can sometimes be confusing we have developed an intelligent prompt screen for entering dollar amounts As dollar amounts are entered to an account through Initial Set Up or Journal Entry procedures the system will indicate whether the account balance is being increased or de creased based on the account categ
135. ERE EEE PRINT BATCH EDIT REPORT PRINT BUDGETREPORT tette A REGERE SU ONES RN RR EEUU ade PRINT REPORT Stes eterne te Sie A LLL exi LEE aA tet tuto Mi iode kasa bd clin Jd spi ttes Index Page I 3 General Ledger User Manual Prior Year Annual Sis Sos hio etes case lobes laude ede vede OEE teh rte e ae E eed Prior Year Annual Budgets y Prior Year Period Actuals Ne ENE Prior Year Period x Range of Accounts ss yy annua apa ed RATIOANALYSIS su te ia e pedet eee eed onere ttbi ester bee ee debates Ratio Analysis Report MTD T Ratio Analysis Report CY TD ecce e ae Re Cale B sed on Y TD Actuals u mne Wei v aed TAS RECORD JOURNAL ENTRIES Record Journal Entries Flowchart u u rn endet endete e ee boe epi b 1 9 Recurring Entries Report Recurring Entry eese 2 63 REMOVE COMPLETED BATCHES 3 27 RENAME GL ACCOUNT NUMBER 2 34 Report Print Options rene eb ee HR nere n rera oi gredi b eed negro Ene 4 2 Report Sorting Preference n e WALL ASA 4 3 Retained Earmngs ues dne been obe mer ae Been teen edite mae eran eed 2 9 Reverse sons one Oe E OE e 3 3 SS Social Security ii ere eR ated iain Gin eee Sas 3 14 Sample Import Chartio
136. Earned 8 53 3 11110 Cash in Bank General 1 962 08 Chapter 4 Print Reports Page 4 83 General Ledger User Manual Date Trans Ret Ck Account 04 01 2006 AP 10430 Shell Service Station 1 21200 2 11110 04 01 2006 AP 10431 State of Florida Tax Dept 1 21200 2 11110 04 01 2006 AP 10432 Suncoast Concrete Supplies 1 21200 2 46000 3 11110 04 01 2006 AP 10433 Tampa Electrical Supplies 1 21200 2 11110 04 01 2006 AP 10434 Tampa Electrical Co 1 21200 2 46000 3 11110 04 01 2006 AP 10435 Unified Supply Company 1 21200 2 11110 04 01 2006 AP 10436 Tampa Water amp Sewage Co 1 21200 2 11110 04 01 2006 AP 10437 Work Place 1 21200 2 11110 Number of records printed 42 Transaction Type Description 2 Checking General Accounts Payable Cash in Bank General 2 Checking General Accounts Payable Cash in Bank General 2 Checking General Accounts Payable Cash Discounts Earned Cash in Bank General 2 Checking General Accounts Payable Cash in Bank General 2 Checking General Accounts Payable Cash Discounts Earned Cash in Bank General 2 Checking General Accounts Payable Cash in Bank General 2 Checking General Accounts Payable Cash in Bank General 2 Checking General Accounts Payable Cash in Bank General Page 4 84 Print Reports Infinity POWER Sample Company Inc Transaction Journal Debit 33 099 32
137. Framing Commercial Revenue Framing Residential Revenue Roofing Residential Sales Returns and Allowances Cash Discounts Earned Cost of Sales Concrete COS Commercial Concrete COS Residential Electrical COS Residential Framing COS Commercial Framing COS Residential Roofing COS Commercial Roofing COS Residential Commissions Expense Salaries Commercial Salaries Residential Wages and Salaries Sales Wages and Salaries Mgmt Wages and Salaries General OH Expense Allocation Taxes Sales Dept Taxes Management Taxes General Labor Advertising Expense Automobile Expense Insurance Insurance Worker s Comp Office Cleaning Expense Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Infinity POWER Sample Company Inc Summary Trial Balance Year to Date Debit 2 256 85 110 075 50 22 550 00 7 413 15 6 360 21 14 160 54 2 951 50 3 000 00 14 029 58 12 000 00 8 810 74 11 732 52 14 000 58 26 935 50 64 663 00 1 457 68 2 249 42 5 937 43 1 710 00 1 811 80 8 724 44 1 600 00 1 502 45 1 815 66 8 925 00 1 665 00 12 958 55 1 350 45
138. GL Account STRING 2 20 Description STRING 22 30 Account Type CHAR 52 2 Contra 0 NO 1 YES CHAR 53 1 Budget 1 DOUBLE 55 15 Budget 2 DOUBLE 70 15 Budget 3 DOUBLE 8 5 15 Budget 4 DOUBLE 100 15 Budget 5 DOUBLE 115 15 Budget 6 DOUBLE 130 15 Page 2 24 Set Up and Maintenance Chapter 2 General Ledger User Manual Budget 7 DOUBLE 145 15 Budget 8 DOUBLE 160 15 Budget 9 DOUBLE 175 15 Budget 10 DOUBLE 190 15 Budget 11 DOUBLE 205 15 Budget 12 DOUBLE 220 15 Budget 13 DOUBLE 235 15 If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These text files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that util ize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items
139. GL journal entries and Accounts Payable transactions which can then ultimately generate 1099s at the end of the year it can also post Payroll transactions which may have already been manually calculated and need to be tracked to generate 941 re ports and print W 2s at the end of the year This option is capable of all of these features and designed specifically for these functions For general users who desire the ability to setup batches so that entries may be entered and reviewed before posting this option is ideal Up to 1000 Batches with 500 lines each may be maintained at one time Add Mode GL0104 This mode allows you to add new Journal Entry batches which may be posted after your review These Journal En try batches can be coded through a naming convention to specifically allow special features of recur ring reversing batches This option allows you to add new batches to your General Ledger system Each batch must be assigned a unique five 5 character alpha numeric number This number will be used to sort and retrieve the batches If you start a batch number with RE this will allow you to consider the entries keyed into this batch as recurring reversing type entries The system will only allow reversing entries on batches that strictly contain journal entries If you are adding a new batch navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from th
140. ID or YTD nr ea eies 5 2 Bar Graph or Pie Chanta s u Sun uu at en 5 2 INDEX S au saa t tudo mee up etos unaq sss 1 Page v This page intentionally left blank Page vi General Ledger User Manual CHAPTER 1 INTRODUCTION A simplified definition of a General Ledger is the accumulation of all financial transactions into one consolidated set of books Normally these transactions are summarized by account The Infinity POWER General Ledger system expands on this simple definition to bring you the of your accounting and financial reporting needs This system provides you with your primary financial and managerial accounting reports as well as audit trails in both Journal transaction date order and Ledger account order format Multi departmental and or profit center reporting as well as multi company consolidated reporting is also provided The General Ledger system also provides Fund Accounting procedures Interfund Balancing is used to balance funds portions of the chart of accounts broken down to facilitate a particular fund or department when transac tions are entered and the General Ledger distribution journal entries integrations from subsidiary modules etc crosses between one or more funds The system will automatically make the adjusting entries to balance each fund affected This is accomplished through the structural set up of the Chart of Accounts There are certain accounts that ar
141. Ledger system using the option Create Client Integration Files found in the Batch Processing op tions After choosing either one of the above options you will be asked to select which modules you wish to include in this posting lt Click gt on each of the modules you wish to post or you may use the buttons on the right hand side of the screen that allow you to Select files Unselect files and Invert Selection which selects those files that were not selected in a previous integration file posting It is very important to realize the significance of this question If you post in Summary the General Ledger mod ule will not provide you any detail journals for the transactions that you are posting This information however is still available in the source accounting modules Page 3 28 Enter Transactions Chapter 3 General Ledger User Manual NOTE All items that are posted in summary will appear in Journal Number 10 The default description for this journal is Closing Entries The processing log window shows whether records were found in each of the selected modules The system will first print an audit trail of what will be posted to your selected output device whether summarized or detailed This audit trail also includes batch totals to make sure your General Ledger is still in balance and if there were any errors found when reading the integration file An X will be printed before any acco
142. Madule zi Run Crystal Reports Productivity Tools j n Pf Form Generator P POWER Upgrade Utility Start Up From Scratch Start New Year s Files PELIS iere PILIS fict Before selecting this option you should make several backups of the old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option Page 2 70 Set Up and Maintenance Chapter 2 General Ledger User Manual D Start New Year s Files P xl Tools This option creates new year s data files for each registered system in the company Infinity POWER Sample Company Inc ins Be sure you have backups of your current year s data files before you begin Registered Systems Accounts Payable System not started Accounts Receivable System not started Customer Support Management System not started General Ledger System not started Inventory Management System not started Job Cost System not started Payroll System not started Point of Sale System not started started by AZAR Purchase Order Entry System not started Sales Order Entry System not started Select All Clear All Invert Start If you are in any other period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as the new yea
143. OPERATING ACTIVITIES Net Income Adjustments To Reconcile To Cash Buildings Accum Deprec Equipment Accum Deprec Furniture Accum Deprec Autos amp Trucks Accum Deprec Change In Operating Assets amp Liabilities Accounts Receivable Customer A R Miami Warehouse Inventory Tampa Main Office Work In Process Accounts Payable FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued State Income Taxes Accrued Interest Net Cash Provided By Operating Activity INVESTING ACTIVITIES Purchase Of Property Plant amp Equipment Payments Received On Notes Net Cash Used In Investing Activities FINANCING ACTIVITIES Proceeds From L T amp S T Borrowing Notes Payable Current Portion Mortgages Payable Proceeds From Sale Of Common Stock Dividends Paid Net Cash Provided By Financing Activity Increase Decrease In Cash Equivalents Page 4 66 Print Reports 04 28 2006 Page 1 4 04 28 2006 Current Period 12 177 19 468 36 2 129 87 230 29 544 59 85 928 14 650 00 323 904 15 2 329 92 327 172 83 2 919 94 1 109 60 947 99 152 26 572 88 927 25 3 280 88 251 00 1 833 33 81 148 33 0 00 583 00 1 485 00 2 068 00 83 216 33 Chapter 4 Infinity POWER Sample Company Inc Cash amp Cash Equiv At Beg Of Period Cash amp Cash Equiv At End Of Period Unaudited For I
144. OR ACCOUNT Intercompany Account Default 08100 This account is used during Intercompany processing If you will not be doing any processing between two or more companies this account may be left blank When entering a journal entry you may select different companies with different account numbers to debit or credit if you have turned on the Intercompany processing feature The journal entry itself must balance to zero before validating but the amounts posted to each company may not balance To keep each com pany s Chart of Accounts in balance the Inter company account will be used to post the necessary offsetting debit or credit Allow Intercompany Default OFF Frocessing The General Ledger has the ability to process between companies while posting transactions If this option is turned on while entering a journal entry you will be asked for the company number on each leg of the entry If you only have one company or do not need to post to multiple compa nies at the same time this option should be turned off This will reduce the number of questions you must answer during the posting process Allow Descriptions on Default ON Pach Journal Entry Leg The General Ledger will allow you to enter a separate description for each leg Account Number and Debit or Credit of a journal entry This will provide a more detailed audit trail of transactions that have been entered If this option is turned o
145. Page 4 20 Print Reports Chapter 4 General Ledger User Manual The Budget Comparison report will print a Balance Sheet that will include any budgeted numbers you may have set up in the Set Up Accounts option when setting up your Chart of Accounts or the option to setup or enter change budgets The report will compare the budgeted numbers against the actual and print any variance between the two numbers Any over budget amounts will appear as a positive number under budget as negative The Comparative Year report will print a Balance Sheet with two printed columns of information The first col umn will reflect the current year s information as of the system date This information would be identical to printing the normal Balance Sheet If you are just setting up the system you have the ability to input a prior year s information to use as a comparison against this year s data The second column will reflect the prior year s information you have either set up in the Set up Accounts or the actual prior year s information The Comparative Month Year report will print a Balance Sheet that will compare the current month s actual ac count balances with both the prior month s actual account balances and the prior year s actual account balances for the same month The 6 Period Trend report will print a Balance Sheet that will compare the current month s actual account bal ances with the previous five 5 mont
146. Pay types must be set up prior to utilizing this feature Once you have chosen the special pay type the cursor will move to the Amount field Enter the amount that you want to include for this Special Pay type Remember this could be a code such as an Earnings Bonus or Deduction code Insurance Depending on whether it is an addition to the Employee s pay or a deduction enter the number in the amount field with the appropriate sign This would mean that you need to first enter the sign before the number if it is to be deducted from the Employee s pay Press ENTER to validate this line and the cursor will move to the next set of lines Continue first to enter as many lines as necessary of Special Type lines before pro ceeding to the next line type If additional lines are needed you may press the insert key to insert additional new lines to the screen 3 FIT This type indicates that you are entering the Federal Income Taxes that were withheld on the paycheck The system will use the default FIT Tax Table that has been set up in the Employee s master file After the Fact Payroll does not do any calculations of taxes It is accounting for the tax amounts manually calculated in the actual processing of the check Enter this amount and the cursor will move to the next line type FICA 4 S S Social This type indicates that you are entering the amount of Social Security that was with Security held on the paycheck
147. S NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Unaudited For Internal Use Only Page 4 46 Print Reports Infinity POWER Sample Company Inc Statement of Income 04 28 2006 Quarter to Date 665 66 3 000 00 500 00 12 547 00 500 00 360 00 250 00 782 58 1 575 40 500 00 2 850 40 4 335 95 468 36 2 129 87 230 29 544 59 2 196 60 1 459 97 725 14 0 00 61 888 39 12 177 19 12 177 19 96 0 80 3 59 0 60 15 02 0 60 0 43 0 30 0 94 1 89 0 60 3 41 5 19 0 56 2 55 0 28 0 65 2 63 1 75 0 87 0 00 74 11 14 58 14 58 Page 2 4 04 28 2006 Year to Date 1 815 66 0 28 8 925 00 1 39 1 665 00 0 26 12 958 55 2 02 1 350 45 0 21 620 74 0 10 1 225 00 0 19 5 582 58 0 87 1 575 40 0 25 870 00 0 14 3 401 38 0 53 10 567 30 1 65 3 746 88 0 58 17 038 96 2 65 1 842 32 0 29 4 356 72 0 68 16 119 72 2 51 9 110 79 1 42 4 811 54 0 75 6 420 81 1 00 255 495 83 39 78 194 260 94 30 24 194 260 94 30 24 Chapter 4 General Ledger User Manual Income Statement Report Year to Date INCOME Revenue Revenue Concrete Commercial Revenue Concrete Residential Revenue Electrical Residential Revenue Framing Commercial Revenue Framing Residential Revenue Roofing Residential Sales Returns and Allowances Cash Discounts Earned TOTAL INCOME COST OF GOODS SOLD Cost of Sales Concrete COS Commercial Concrete COS Residential Electrical COS Residential Fr
148. Statement Format nc ome vi Income Statement Income Statement Type Normal C Budget Comparison Comparative Year Budget Year to Year C Period Trend C Quarterly Statement C YearTo Date Only C Annual Budget C Budget Current YTD Account Mask 1 12345678901234567890 Mask Position Cancel lt Click gt on one of the eight 8 reporting methods available for this report Normal Budget Comparison Comparative Year Budget Y ear to Year 6 Period Trend Quarterly Statement Year to Date Only Annual Budget Budget Current YTD Page 4 32 Print Reports Chapter 4 General Ledger User Manual The Normal report will provide you with the standard format Income Statement showing both current period and Year to Date information The exact way the report is presented and printed is controlled entirely by the user when setting up Financial Statement Maintenance If no changes are made the default format will be utilized This would normally display Gross Sales Revenue less Expenses Again the system allows you complete flexibility in the way you may design the output of this report If the default format does not meet your needs simply change the format to your own specifications In addition if you are processing multiple companies with this module you have the flexibility to create different formats for each company you are working with You may instead choose to copy a format
149. There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 A1 100 00 100B 1122 A2 250 00 100C 2211 A3 75 00 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts a specific number of charac ters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 CR LF 100 C 2211 75 00 CRHLF Comma Delimited PRN Files Comma Delimited PRN text Files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on single line of the file Each line or record must be terminated by Carriage Return Line Feed sequence CR LF Chapter 3 Enter Transactions Page 3 19 General Ledger User Manual For exa
150. XX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX HX General Ledger User Manual Page 2 4 04 28 2006 XX XXX XXX XXX XX gg ggg ggg ggg gg 22 222 222 222 22 XX XXX XXX XXX XX GXX XXX XXX XXX XX 22 222 222 222 22 Print Reports Page 4 105 General Ledger User Manual Financial Alignment Report Statement of Cash Flow Infinity POWER Sample Company Inc Statement of Cash Flows Page 1 4 04 28 2006 Page 4 106 Net Cash Provided By Operating Activity Print Reports 04 28 2006 OPERATING ACTIVITIES Net Income XX XXX XXX XXX XX Adjustments To Reconcile N I To Cash Buildings Accum Deprec XX XXX XXX XXX XX Leasehold Impr Amort XX XXX XXX XXX XX Equipment Accum Deprec XX XXX XXX XXX XX Furniture Accum Deprec XX XXX XXX XXX XX Autos amp Trucks Accum Deprec SXX XXX XXX XXX XX Change In Operating Assets amp Liabilities Accounts Receivable Customer XX XXX XXX XXX XX Accounts Receivable Other XX XXX XXX XXX XX A R Employee Receivables XX XXX XXX XXX XX A R Tampa Main Office XX XXX XXX XXX XX A R Orlando Warehouse XX XXX XXX XXX XX A R Miami Warehouse XX XXX XXX XXX XX Inventory Tampa Main Office XX XXX XXX XXX XX Inv Orlando Warehouse XX XXX XXX XXX XX Inventory Miami Warehouse XX XXX XXX XXX XX Inventory Supplies Tampa XX XXX XXX XXX XX Inventory Finished Products XX XXX XXX XXX XX Accrued Inventory Receipts XX XXX XXX XXX XX Acc
151. account based on the account type contra balance and amounts Reverse Button To the right of the Inc Dec column there is a button with the symbols on it This button will reverse the debit and credit entries of the journal entry If you click on the button you will notice that the amount entered will reverse and the Debits Credits and Out of Balance information above will change to reflect the change Notice that on the bottom left side of the screen there is a button that allows you to Auto Balance If there is a default account set up for the transaction type you are using the program will use this account for the necessary debit or credit to balance the journal entry In this case click on the Auto Balance button at the account num ber field If there is no default account set up for this transaction type you must enter the balancing account number Then at the amount filed you may lt click gt on the Auto Balance button to balance the journal entry When you have fin ished your journal entry and you are in balance click on the Save button to save your journal entry Then click on Submit to add this record to the data file NOTE You cannot save a journal entry that is out of balance unless you have set the option Allow Out Of Balance Journal Entries in the General Ledger Configuration turned This is what we will call the Line metho
152. ach account that is printed will be accumulated until a Group Total type is selected The available data fields are the same as those asked for in the Heading line type except for the field Reverse Sign that is not active Detailed Accounts This line type allows you to include all accounts within a particular ac count range on your Financial Statement Each account that has a balance will be printed in detail There are four data fields that are available when this line type is selected The data fields available are as follows 1 Description Placing a P using a capital P within the braces anywhere on the Description line will cause a calculation to determine Percentages based on the stat accounts that are being used in this area of the financial statement and place the percentage on this line This particular feature is available on the Comparative Month Year Statement only Placing a R using a capital R within the braces anywhere on the Description line will cause a calculation to determine Ratios based on the stat accounts that are being used in this area of the financial statement and place the ratio on this line This particular feature is available on the Comparative Month Year Statement only Placing a B using a capital B within the braces anywhere on the Description line of the financial statement setup line which indicates the values to be printed are the ending Balance Sheet balances
153. ag 2 xxm Detail ltem Line Type Description Tab Type Reverse sign Total Level Center Beginning Account Ending Account 2 Heading CURRENT ASSETS r 3 Detailed ccts v CURRENT ASSETS ist col M r Page 2 48 Set Up and Maintenance r po1 1199 Cancel Chapter 2 General Ledger User Manual The following is a list of each of the line types and a description of how to use the type Heading The Heading is a forty 40 character field that may be placed anywhere on the report It is mainly used as a heading for major sections of the re port such as Assets Liabilities etc There are three data fields that are available for this line type The data fields available are as follows 1 Description This is a forty 40 character field where you may enter the heading that you want printed 2 Reverse Sign This field has a special purpose for Heading line types If you wish to force a page break before this heading is printed lt click gt on this field Otherwise leave it unchecked 3 Center This field allows you to center the heading on the report page Simply lt click gt on this field to center or leave unchecked to left justify Group Heading The Group Heading is very similar to the heading but it normally pre cedes a small group of accounts such as Current Assets or Operating Expenses When this type is used the group total is zeroed and then e
154. again until this type is used The only field allowed is the Total Level that is to be cleared A typical place to use this line type is before printing the Liabilities amp Equity portion of the Balance Sheet Normally you would want to zero a running total level to accumulate an amount for Total Liabilities amp Equity Stat Accts There are several Income Statement Report types that calculate and print percentages These percentages are normally calculated as a percent of the total income Each time the Income Statement is printed the system will first accumulate the values in all Income type accounts These values include current period year to date current budget and year to date budget The values for the prior year will also be accumulated if neces sary The Stat Account type provides the ability to override the default per Chapter 2 Set Up and Maintenance Page 2 51 General Ledger User Manual centage calculations and specify the actual accounts to accumulate For example this would enable you to generate an Income Statement that re ports each value as a percentage of gross profit net income or any other statistical value you may have available in your chart of accounts There are three data fields available when this line type is selected 1 Description This field is used as a comment field for the accounts being included However if more than one Stat Account line type is needed to accumulate the
155. age 1 8 Introduction Chapter 1 General Ledger User Manual IMPORTING G L TRANSACTIONS FLOWCHART This section covers the processing flow for the different types of transaction processing in the General Ledger sys tem Record Journal Entries Flowchart When Recording Journal Entries the two files updated are the General Ledger Master File and the General Ledger Transaction File Both files are updated real time RECORD JOURNAL ENTRIES XXXGL1YY DBF XXXGL2YY DBF GENERAL LEDGER Match on ACCOUNT Field GENERAL LEDGER MASTER FILE DETAIL TRANSACTION FILE PERIOD BUCKETS Transaction Types 1 20 would be the User Defined types set up in the GL Master Configuration Chapter 1 Introduction Page 1 9 General Ledger User Manual Set Up Batches Flowchart When setting up batches the two files updated are the Batch Header File and the Batch Detail File No Posting is done at this time Records are held in the following files for posting or removal after posting SET UP BATCHES XXXGLA DBF G L OVERHEAD BATCH FILE XXXGLB DBF G L DETAIL BATCH FILE Match on NUM and BATCHNUM fields Transactinn Tynes 1 20 would be the User Defined types set up inthe G L Master Configuration Page 1 10 Introduction Chapter 1 General Ledger User Manual Importing Batches Flowchart When importing batches the two files updated are the Batch Header File and the Batch
156. al The Group Total is an easy way to print a total or subtotal of account groups Normally a group will consist of one or more Summary and or Detailed line types These groups typically consist of account categories like Current Assets Non Current Assets Current Liabilities Long Term Debt etc The total printed will display the sum of every line printed since the last group heading was printed There are three data fields available when this line type is selected The data fields available are as follows Description This is the description of the total printed on the Financial Statement Tab Type This field specifies the column alignment for dollars The following choices for this field can be reviewed by lt clicking gt on the arrow First Column Second Column Page 2 50 Set Up and Maintenance Chapter 2 General Ledger User Manual First Underline Second Underline The tab setting First Column is about fifteen 15 characters away from the right margin of the report Tab setting Second Column is all the way to the right margin This allows you to offset the totals and subtotals to make the report easier to read The only time these tabs will be used will be on the Normal Balance Sheet Tab settings of First Underline and Second Underline have the same column positions as First Column and Second Column respectively However these settings will print a double underline under the
157. aller range of accounts or a single account may be specified Next the sort by and account number mask may be specified if additional sorting or use of specific groups of accounts such as departments is desired Once this screen is validated a report will be sent to the printer This includes the account number description normal balance type for the account its current budget current actuals and variance for each fiscal period The re port will only show the current and prior fiscal periods The totals of each column will be printed at the bottom of each column reflecting the current Year To Date results This provides a quick mechanism to determine how well an account is performing against its budget amount Page 2 42 Set Up and Maintenance Chapter 2 Account 60100 1 60100 2 60101 60102 60103 60500 60501 Description Salaries Commercial Debit balance normal Salaries Residential Debit balance normal Wages and Salaries Sales Debit balance normal Wages and Salaries Mgmt Debit balance normal Wages and Salaries General Debit balance normal OH Expense Allocation Debit balance normal Taxes Sales Dept Debit balance normal Number of records printed 7 Chapter 2 Budget Report Infinity POWER Sample Company Inc Budget Report Period Current Budget Beg Bal 0 00 01 2006 4 075 36 02 2006 4 075 36 03 2006 4 075 36 04 2006 4 075 36 16 301
158. ame represent the actual name of the Infinity POWER option within the program e g GL0601 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file Chapter 2 Set Up and Maintenance Page 2 27 General Ledger User Manual By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field is not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 2 28 Set Up and Maintenance Chapter 2 General Ledger User Manual Sample Import Chart of Accounts File Data Pro Support Document DATA PRO I ACCOUNTING SOFTWARE INC Advanced Accounting Software EF Sec ure Internet Solutions IMPORT GL ACCOUNT FILES GL0601 MAP DEFAULTS A Map file designates what fields and what the length of those fields tha
159. aming COS Commercial Framing COS Residential Roofing COS Commercial Roofing COS Residential Commissions Expense TOTAL COST OF GOODS SOLD GROSS PROFIT OPERATING EXPENSES Salaries Commercial Salaries Residential Wages and Salaries Sales Wages and Salaries Mgmt Wages and Salaries General OH Expense Allocation Taxes Sales Dept Taxes Management Taxes General Labor Advertising Expense Automobile Expense Insurance Insurance Worker s Comp Office Cleaning Expense Unaudited For Internal Use Only Chapter 4 Infinity POWER Sample Company Inc Statement of Income 04 28 2006 Page 1 4 04 28 2006 Year to Date 443 483 57 69 05 79 100 00 12 32 12 990 75 2 02 5 206 32 0 81 39 600 00 6 17 9 733 76 1 52 53 760 04 8 37 2 256 85 0 35 679 66 0 11 642 297 25 100 00 110 075 50 17 14 22 550 00 3 51 7 413 15 1 15 6 360 21 0 99 14 160 54 2 20 2 951 50 0 46 3 000 00 0 47 14 029 58 2 18 12 000 00 1 87 192 540 48 29 98 449 756 77 70 02 8 810 74 1 37 11 732 52 1 83 14 000 58 2 18 26 935 50 4 19 64 663 00 10 07 9 644 53 1 50 1457 68 0 23 2 249 42 0 35 5 937 43 0 92 1 710 00 0 27 1 811 80 0 28 8 724 44 1 36 1 600 00 0 25 1 502 45 0 23 Print Reports Page 4 47 General Ledger User Manual Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment Supplies Office Supplies Warehouse Telephone Expense Te
160. amp Transportation Miscellaneous Expenses FUND 1 Cash In Bank Interfund Balancing Retained Earnings Income Wages and Salaries Payroll Taxes Supplies Communications Occupancy Costs Purchase amp Maint Equipment Travel amp Transportation Miscellaneous Expenses FUND 2 Cash In Bank Interfund Balancing Retained Earnings Income Wages and Salaries Payroll Taxes Supplies Communications Occupancy Costs Purchase amp Maint Equipment Travel amp Transportation Miscellaneous Expenses Introduction Page 1 5 General Ledger User Manual In this example the Fund Designation is the first character of the Chart of Account number A B C This example also shows that the Main Fund has assets liabilities equity income and expense accounts while the other funds mostly contain income and expense type accounts However this is only an example You may have a full chart including all account types within each fund An ex ample of a check transaction illustrates how this process works The entries that will be created by a transaction and the automatic entries the system creates for interfund balancing are also shown Below are the debits and credits for a Check Entry for supplies entered into the system through the Record Journal Entries option A011001000 Cash in Bank 100 00 B018103000 Supplies 100 00 The General Ledger would make the entry above regardless if you were using the Fund Accounti
161. an Express 66000 Amoco American Express 61500 AP Offset 21200 Totals Batch Total Number of records printed 4 Page 3 24 Transaction Type 2 Checking General Travel amp Entertainment 2 Checking General Supplies Office 2 Checking General Automobile Expense 2 Checking General Accounts Payable Enter Transactions Batch 45 Batch Edit Report Infinity POWER Sample Company Inc Batch 45 Edit Report Debit 7 421 17 344 81 143 64 7 909 62 Page 1 4 04 28 2006 Credit Line System 1 AP AMEX 2 3 AP AMEX 7 909 62 4 GL 7 909 62 Chapter 3 Account 21200 61500 66000 68000 Description Accounts Payable Automobile Expense Supplies Office Travel amp Entertainment Total Debits Total Credits Number of records printed 4 Chapter 3 Infinity POWER Sample Company Inc Batch 45 Edit Report Account Summary Debit Credit 7 909 62 143 64 344 81 7 421 17 7 909 62 7 909 62 General Ledger User Manual Page 1 4 04 28 2006 Enter Transactions Page 3 25 General Ledger User Manual POST BATCHES GL0108 This option allows you to post Journal Entry batches to your live General Ledger files When you select this option you will be asked for the Batch Number to post Enter the number of the batch that you are ready to post You may enter the batch number or lt click gt the D
162. ancial statement format the system will ask you for the name of the export data file to be created You may spec ify any valid data path drive assignment and subdirectory and file name or you may use the Browse button to search for an existing file you wish to overwrite Example C REPORT INCOME FMT If you specify either an improper file name or an invalid data path the system will display a warning Invalid Path Name If you specify a file name which already exists the system will ask if you wish to overwrite the existing file When the new file is created the old file is deleted To be on the safe side don t overwrite a file if you don t know what it is Once you have specified a valid file name the system will perform the export The system will return with a message that lets you know the export was successful Now you may do whatever you like with this self contained financial statement format After the export is complete click on the Cancel button to return to the Menu Bar Results Export File created with specified Financial Statement Format IMPORT FINANCIAL STATEMENTS GL0430 This option allows you to import a financial statement format from a single file which was generated by another In finity POWER General Ledger system or stored on another medium as a backup This option is primarily used to share financial statement formats with other users It allows you to use operational financial statement
163. ansaction activity for the accounts on which you are masking Page 4 4 Print Reports Chapter 4 General Ledger User Manual lil Summary Trial Balance Tools Launch Report Type C Current Period Account Mask Position 1 2 12345678901234567890 Mask can An account s balance will be zero if there has been no activity on the account or if the net amount of debits and cred its that have been posted to the account during the current period month have completely offset one another The Year to Date Trial Balance reflects current perpetual balances of all accounts on the Balance Sheet and the In come Statement Balance Sheet items are on going balances while Income Statement balances are reset at the begin ning of each new fiscal year Only accounts with non zero balances will appear on this report Field Names Account Account Number Description Debit Balances Credit Balances Total Debits Total Credits Balance Should be Zero if in balance Chapter 4 Print Reports Page 4 5 General Ledger User Manual Summary Trial Balance Report Current Period Infinity POWER Sample Company Inc Summary Trial Balance Current Period Account Description Debit 11100 Cash Savings 401 94 11110 Cash in Bank General 11120 Cash in Bank Payroll 11300 Accounts Receivable Customer 85 928 14 11360 AR Miami Warehouse 11400 Inventory Tampa Main Office 323 904 15 11450 Work In Proces
164. ansaction number to be included ber in the transaction It could be an internal control number such as a batch number or the data operator s initials This is provided to allow companies that have a unique transaction posting number to include that number with each transaction Reference Check This is the ten 10 character alpha numeric reference number to be included in the transaction This reference number is the primary document number for items such as check number invoice number or any other type of internal con trol number such as Journal Entry numbers Click on the Journal Line Items button to continue to the detail portion of the journal entry Journal Line Items The Journal Line Items screen allows fifty 50 lines of data containing each company account number amount and description If the Intercompany feature is turned off the program will skip over the company question Also if the option to Allow Descriptions on Each Journal Entry Leg is turned off the program will skip over the description question Please note that if you need to post transactions that require more than 50 legs of a journal entry you should use the option Set Up Batches which allows you to input up to 500 lines in each batch The following describes each of the data fields on the scrolling input screen Company If Inter This is the company number of the company to debit or credit You may change
165. ar to Date column will show actual and budget amounts with percentages for the current and prior year Because the report contains so much information the decimal places and dollar signs have been removed The 6 Period Trend report will print an Income Statement that will compare the current month s Income State ment with the previous five 5 month s Income Statements It will do this even if the previous months occurred in a prior year The Quarterly Statement report provides quarter to date and year to date figures useful for estimating tax liabil ity However if you are using 13 Period processing this report will not print The Year to Date Only report provides year to date only statements beneficial for preparing the IRS statement at year end without showing all of the last month s adjustments and depreciation entries The Annual Budget report provides the current period actual the Year to Date actual the annual budget the por tion of the remaining budget that is left for the year and their respective percentages This is an ideal report for tell ing management where they stand relative to the point in time within a fiscal year Although only half way through the year you may find that you ve used up the entire year s budget This is information vital to managing any firm You may select an account mask which will provide an Income Statement for specific or combined profit cen ters If the accounts
166. at will simply update the client s General Ledger files not overwrite their data files When this option is selected an integration file is automatically created in the format necessary to post directly into the Infinity POWER General Ledger option Post Integration Files When selecting Create Client Integration File you will need to complete the prompt for the Integration File Prefix Page 3 22 Enter Transactions Chapter 3 General Ledger User Manual This is the name of the integration file that will be created by this option If you desire to use the standard file name formatting structure then enter either GL for General Ledger adjustments or the initials of the module s journals in General Ledger that are being affected e g AR for Accounts Receivable AP for Accounts Payable etc Keep in mind that you will not be affecting these module s data files just the General Ledger These initials will simply reflect the module s normal processing journals that may be used For instance if you are making an adjust ment for accounts that would normally use the Sales Journal in Accounts Receivable you may want to use the initials AR Regardless of what you call this file or initial this file name the system will automatically use the Journal Type designated as part of the journal entry when it is posted to the General Ledger Therefore even if you call the file name AR and the journal used within this batch is AP t
167. ated by this transaction line The default value indicates that only General Ledger will be updated You may lt click gt on the pull down box to choose which system you wish to post to The valid choices are GL General Ledger AP Account Payable PR Payroll GENERAL LEDGER SYSTEM Type This data field is the transaction type journal for this transaction line The de fault value will be the overhead transaction type if you are on the first line or the previous transaction type if you are on any other line You may lt click gt on the pull down box choose the appropriate Transaction Type Transaction This data field is a thirty 30 character alpha numeric description for this Description transaction line The default description will be the overhead description if you are on the first line or the previous description if you are on any other line You may also attach a Description Only field to this journal entry Enter your de scription in this field and then on the Account field enter a to designate that this is a description only transaction line Date This data field is the transaction date that will be used to post this transaction line to all journals The default date will be the system date if you are on the first line or the previous date if you are on any other line Keep in mind that this option allows each line to have its own unique posting date You must how ever make sure
168. balance of this account is contrary opposite to this type of account For instance Accu mulated Depreciation is a contra balance to Non Current Assets This means it does not maintain the same type of normal account balance as do other ac counts that would be grouped in this particular category of accounts Account Status This defines the status of this account The following is a list of the five status types Normal Stat Account Heading Only Inactive Temp Inactive Perm All transaction entry options within the Infinity POWER products will not al low transaction posting to an account unless the status is either Normal or a Stat Account status type The Stat Account type can only be posted to if the Allow Out Of Balance journal entries is turned on in the General Ledger Configuration The Heading Only status is used to define a chart of account as a descriptive heading only The Inactive Temp status is used to temporarily inactivate an account so that no journal entries can be posted to that account This may be changed at a later date to a Normal status and entries may then be accepted The Inactive Perm status is used to permanently inactivate an account The Start New Year and Bring Balances Forward options will not bring an account into the new year if the account is set to this status type and the ac count s balance is zero Beginning Balance This data item co
169. ber will be left blank Allow Reference Number Default ON This data item contains a five 5 character reference number of the transaction line If this item is turned off the reference number will be left blank Allow Accounts Payable Default ON This data item specifies to the system that you will be entering after the fact Accounts Payable entries in the Batch Processing Options This default must be turned on if you wish to utilize the Batch Processing feature which allows the entry of Accounts Payable transactions Chapter 2 Set Up and Maintenance Page 2 11 General Ledger User Manual Allow Payroll Default ON This data item specifies to the system that you will be entering after the fact Payroll entries in the Batch Processing Options This default must be turned on if you wish to utilize the Batch Processing feature which allows the entry of Payroll transactions Allow Payroll Hours Entry Default ON This data item can only be accessed if you have turned on the option to Allow Payroll This indicates whether or not you want the system to ask for the quantity of hours during the entry of Payroll These quantities will print on the Batch Edit Report for verification of an employee s hours worked during a Payroll cycle It is important to turn this option on if you wish to use the Personal Time Tracking feature which will automatically deduct the appropriate amount of hours Vacatio
170. c Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Unaudited For Internal Use Only Infinity POWER Sample Company Inc Statement of Income 04 28 2006 Current Period 665 66 3 000 00 500 00 12 547 00 500 00 360 00 250 00 782 58 1 575 40 500 00 2 850 40 4 335 95 468 36 2 129 87 230 29 544 59 2 196 60 1 459 97 725 14 0 00 61 888 39 12 177 19 12 177 19 96 0 80 3 59 0 60 15 02 0 60 0 43 0 30 0 94 1 89 0 60 3 41 5 19 0 56 2 55 0 28 0 65 2 63 1 75 0 87 0 00 74 11 14 58 14 58 General Ledger User Manual Income Statement Report Budget Comparison Chapter 4 Page 2 4 04 28 2006 Year to Date 96 1 815 66 0 28 8 925 00 1 39 1 665 00 0 26 12 958 55 2 02 1 350 45 0 21 620 74 0 10 1 225 00 0 19 5 582 58 0 87 1 575 40 0 25 870 00 0 14 3 401 38 0 53 10 567 30 1 65 3 746 88 0 58 17 038 96 2 65 1 842 32 0 29 4 356 72 0 68 16 119 72 2 51 9 110 79 1 42 4 811 54 0 75 6 420 81 1 00 255 495 83 39 78 194 260 94 30 24 194 260 94 30 24 Print Reports Page 4 35 General Ledger User Manual Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 Current Actual Current Budget Variance YTD Actual YTD Budget Variance INCOME Revenue 50 902 88 147 8
171. cal 2 Mam Int rfand isse 2 14 MAINTAIN GENERAL LEDGER FILES MAKE COMPLETE DATA BACKUPS 2 79 MASKED FEEDS erre grantre ve eee 1 8 M askine OWildeardS i ette ten tr ananasen A EAEE E SEA 4 4 M ster Conti guration ives uge resistent 2 9 Measures of Debt to Equity Leverages iie u ede PE EP UR e RR Re Ue Ente Ege dale 4 70 Measures of Liquidity P Measures of Profitability 5t n SER 4 70 MEG Care aker MTD or YTD MULTI DEPARTMENTAL REPORTING orrornorvorvorvrvveververnerververveveeververnesnesvevvevsevssnesnasvesvevvevsevsenssvaneesvevsensevsensevasvasvesvesvevsensene 1 3 N Navigation Eools 45 dae reete nde e eode ene e d b pde teen edited 2 6 Next RECOTE Sy ntis e tet ARDA AAS 4 3 Operating ACUVIUeS yuka u SAGE 1 2 Override evergreen i t T UC Ee RU ake ieee Grate IU 3 12 P Payroll Systems 3 11 Percentage of Ownership oho ocn ER UTE NS en 2 68 PERFORM CONSOLIDATION verse kake raknet ig nektes 2 69 Period to Report On POST BATCHES dan AN MAN SAA dad POST INTEGRATION FILES renes nette kabinen eR Ote ders Post Integration Files Flowchart POST RECURRING JOURNAL ENTRIES arsenikk epitet Posting G L FlowChart 9 9 ppp bee ned aene nl cene bcr gite pe eee edens Posting Recurring Journal Entries Flowchart PREPRINTED FORMS i e pr RR eter emen NE Previous Record eR ERN ek II ERES EAE RE ERATES
172. categories and summarized them by each group a running total of these three groups should then be created on the report It is called Increase Decrease in Cash Equivalents In the financial state ment maintenance option you will create this amount by using a running total of the three previous groups Next a line should be added to the report for the beginning cash balances for the period This should be labeled as Cash and Cash Equivalents at Beginning of Period This line must include a command in the description field that is entirely unique to this report Without this command your setup of this report will not calculate correctly At the end of the description line you must place a P to tell the system to look at the prior period s ending bal ances for the range of accounts you have specified Then it will reverse the sign plus or minus of this balance so that the report will mathematically calculate correctly Finally a line should be created at the bottom of the report which reflects the ending cash balances for the period This should be labeled as Cash and Cash Equivalents at End of Period If this is set up correctly this amount will reflect the total of the Increase Decrease in Cash Equivalents and Cash and Cash Equivalents at End of Period This ending balance should match the sum total of your cash ac counts found in the Balance Sheet EXPORT FINANCIAL STATEMENTS GL0429 This option al
173. cause the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documen tation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems with out the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software pro grams This may even include updates from Infinity POWER modules running at different loca tions or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the In finity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that t
174. ccount unless the account is flagged as inactive and there are no transactions for the period specified If for some reason the beginning balance plus the total transaction activity does not equal the ending account balance then an X will be printed next to the ending account balance This is an excellent tool for auditing a potential problem Normally this problem will only occur if you have added account balances through the Set Up Accounts option during an accounting period which has had transac tion activity or if you have deleted your transaction file during the same period When you are printing either a Quarter to Date or a Year to Date report the report will have a beginning balance the transaction detail for each fiscal period the subtotal for each fiscal period a grand total for all periods and then the ending balance Once these options have been specified click on and the Output Options screen will appear for any changes click to continue and your report will begin to print Field Names Account Number Transaction Type Transaction Date Account Description Transaction Description Transaction Number Beginning Account Balance Transaction Reference Number Total Transactions for the Account Transaction Amount Ending Account Balance Description Only Lines Page 4 78 Print Reports Chapter 4 General Ledger User Manual General Ledger Report Current Peri
175. come Taxes Accrued Interest AP Orlando Warehouse AP Miami Warehouse Long Term Notes Payable Mortgages Payable Owners Equity Retained Earnings Revenue Print Reports Infinity POWER Sample Company Inc Summary Trial Balance Year to Date Debit Credit 168 426 87 225 00 26 566 21 24 292 85 500 00 1 646 888 30 51 907 80 17 525 00 5 065 81 24 404 26 325 996 10 81 782 04 2 402 71 457 114 50 800 00 450 00 450 00 53 000 00 224 813 00 23 594 05 212 292 10 19 737 12 27 635 35 11 750 82 32 675 42 21 059 58 25 000 00 10 000 00 5 000 00 835 328 07 624 228 04 360 00 135 502 86 67 315 28 35 256 95 27 027 95 1 495 69 599 84 18 467 60 544 758 98 9 500 61 2 937 00 1 833 33 1 264 55 3 233 83 75 000 00 116 010 12 50 000 00 940 946 03 443 483 57 4 04 28 2006 Chapter 4 Account 41100 1 41100 2 41200 2 41300 1 41300 2 41500 2 45000 46000 50000 51100 1 51100 2 51200 2 51300 1 51300 2 51500 1 51500 2 52000 60100 1 60100 2 60101 60102 60103 60500 60501 60502 60503 61000 61500 63000 63500 64000 64500 64700 65000 65400 65500 66000 66500 67000 67300 67600 68000 69000 72100 72400 72600 72800 75000 75100 75200 Chapter 4 Description Revenue Concrete Commercial Revenue Concrete Residential Revenue Electrical Residential Revenue
176. counts that are departmentalized Currently there are five income groups in place and let s assume that we would now like six Select Beginning Account Nearest Match x Account Description Accout Description 41300 2 Revenue Framing Residential 41400 1 Revenue Plumbing Commercial 41400 2 Revenue Plumbing Residential Revenue Roofing Commercial 41500 2 Revenue Roofing Residential 44000 Interest Income 45000 Sales Returns and Allowances 46000 Cash Discounts Earned 47000 Service Charges 47500 Freight Charged 48000 Miscellaneous Income 48500 Cash Discounts Taken Search 41 500 1 Cancel First you must enter Beginning and Ending Range of Account Numbers to copy In this case we specified the two roofing revenue accounts However it could have easily been two hundred accounts in the range You will then need to enter the Mask of the account number range that you are copying and then the Mask of the new range of account numbers In this example the third position is the roofing department s code which is the number five in the third position of the Account Mask field of the General Ledger Account Number In the Change Mask field a six was entered to create the new department lt Click gt on the button to begin the process Page 2 22 Set Up and Maintenance Chapter 2 General Ledger User Manual D Account Range Fle x Tools Launch
177. ct the General Ledger module to continue with the configuration functions to be described from here The General Ledger system allows you the ability to custom configure your Chart of Accounts Budgets Financial Statements and more Careful planning should be given when deciding on how to organize your Chart of Accounts because the account numbers will be used in sorting and retrieving accounts and grouping accounts on the financial statements Chapter 2 Set Up and Maintenance Page 2 3 General Ledger User Manual When the system creates data files from scratch the following data files are created File Name Description filename coGL0 dbf Master Configuration File This file contains your Master Configuration Transaction Types and Default Account Numbers File and coGL1dy mdx General Ledger Account filenames coGL1dy dbf These files contain the main Chart of Accounts for your company the account balances and budgets for each month of the year and the prior year s ending balance Transaction File and coGL2dy mdx filenames coGL2dy dbf These files contain each transaction entered into the General Ledger This file is used when printing the Transaction Journals and the Audit Trails File coGL4 mdx Recurring Journal Entry filenames coGL4 dbf and These files contain the transaction information for the Recurring Journal Entries that may be automatically posted to the Genera
178. ctly into the General Ledger module All journals will be updated as if processed as a normal transaction from within the General Ledger program The chart of accounts will be updated as if processed through the normal Add mode in the Set Up Batches menu option from within the General Ledger system When you select the option to Import Batches from the Set Up and Maintenance section of the Menu Bar a new screen will appear Wi import GL Batches Tools Launch Import Format Import File C Fixed Length ASCII Variable Length ASCII TUE Browse C Comma Delimited PRN Process ImportFile Map File Create At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in The Fixed Length ASCII file logical record length for this transaction import file is 94 bytes Description Type Position Length Cont 0 NO 1 YES CHAR 1 1 Batch Number STRING 2 5 Account Number STRING 7 20 Transaction Date STRING 27 6 Journal 1 20 CHAR 33 2 Description STRING 35 30 Ref Check STRING 65 10 Transaction Number STRING 75 5 Amount DOUBLE 80 15 Page 3 18 Enter Transactions Cha
179. d Supply Company 10435 93 75 16 04 01 2006 AP 2 Checking General Tampa Water amp Sewage Co 10436 748 62 17 04 01 2006 AP 2 Checking General Work Place 10437 492 11 18 04 30 2006 101 P 5 Deposits Payroll Monthly Payroll Transfer 13 000 00 Total Transactions 81 911 12 Ending Balance 26 56621 11120 Cash in Bank Payroll Beginning Balance 26 00000 1 04 01 2006 PR 4 Checking Payroll Conners Charles S 10438 6 321 37 2 04 01 2006 PR 4 Checking Payroll Elliot Frank 10439 680 34 3 04 01 2006 PR 4 Checking Payroll Franklin Albert T 10440 586 11 4 04 01 2006 PR 4 Checking Payroll Jack Friedman 10441 717 42 5 04 01 2006 PR 4 Checking Payroll Gordon Jim 10442 395 79 6 04 01 2006 PR 4 Checking Payroll Harris Susan 10443 1 419 67 7 04 01 2006 PR 4 Checking Payroll Bill Maquire 10444 691 23 8 04 01 2006 PR 4 Checking Payroll Rouse Stan 10445 3 265 89 9 04 01 2006 PR 4 Checking Payroll Wright Ron 10446 629 30 10 04 30 2006 4 Checking Payroll Re Classify 0 03 11 04 30 2006 101 P 5 Deposits Payroll Monthly Payroll Transfer 13 000 00 Total Transactions 1 707 15 Ending Balance 24 292 85 Number of records printed 2 Chapter 4 Print Reports Page 4 79 General Ledger User Manual Account Date 11360 1 04 30 2006 11400 1 04 01 2006 2 04 01 2006 3 04 01 2006 4 04 01 2006 5 04 01 2006 6 04 01 2006 7 04 01 2006 8 04 01 2006 9 04
180. d of posting to the General Ledger Each time you submit a transac tion all General Ledger accounts are immediately updated all journals are updated and an audit trail is printed If you want the ability to reprint all of your entries and make edits before the General Ledger is actually updated you need to leave this option and instead choose the Set Up Batches option When you validate a journal entry each account specified in the entry will be updated by its respective debit or credit amount within the proper fiscal period based on the Transaction Date The Year to Date figures will be automatically updated and the transaction will be saved into the transaction file If the journal entry is posting to accounts in different companies the balancing amount for each company will be posted to the Intercompany account specified for each company in the General Ledger Configuration menu option NOTE If you are using the Intercompany journal entry feature the system expects the chart of accounts to be consistent between companies at least for the ac counts within a single journal entry If you accidentally post a journal en try to an account that is non existent the system will post the transaction to the suspense account that you specify in the General Ledger Configura tion menu option The system will print an audit trail of the information you have just entered and will continue to print until you exit this option and b
181. dollar column 3 Reverse Sign This data field instructs the program whether or not to reverse the sign of the dollar figures being printed This is a valuable tool for displaying credit balance accounts as positive numbers Normally this should be lt clicked gt for the Liability and Equity section of the Balance Sheet the Income Revenue section of the Income Statement and all the accounts on the Statement of Cash Flows Running Total There are nine on going totals that may be used to summarize groups of accounts or other totals or subtotals Each time Detailed or Summary line types are printed the amounts printed are added into all nine running totals This line type allows you to print the values accumulated in these total fields By using this line type in coordination with the Clear Total line type you may add several levels of totaling to your Financial Statements The data fields allowed are the same as the Group Total line type with the excep tion of the Total Level This level is the total level number 1 9 that you wish to print This line type is normally used to print such totals as Total Assets Total Liabilities amp Equity Gross Profit Net Income after Operation Expenses etc Clear Total The Clear Total will enable you to clear a specific total level so that it may be re used as the next subtotal or total The running totals all start at zero at the beginning of the report but are not cleared
182. e This includes information such as their default hours pay rate special pay types number of weeks worked etc If most of your employees are salaried or do not have changes from pay period to pay period then typically you would lt click gt off this check box If you lt click gt on Off the system will then display their default payroll informa tion in the scrolling screen below This would also include their default pay calculation in the Net Check field directly below this question Press TAB to continue At this point the cursor will move directly to the detail lines and allow you to make changes to the dollar amounts for this particular paycheck A line s for hours any default special pay types FIT FICA and Weeks Worked will be displayed If no changes are required or you have made all of your necessary edits lt click gt on the Save Detail button and then Save to save your changes The system will automatically insert each line of this Payroll entry as a line item into the current batch Again each leg of the entry that utilizes a separate General Ledger account number will have its own line in the batch You may then proceed to enter any additional batch information If you decide to make edits to any line con nected to a single Payroll check the system will automatically return to the Pop Up screen where the check in formation was entered You may then make any necessary changes as discussed The system
183. e e g 2006 The CO in the filename represents the company number If the budget number assigned was 1 for the year 2006 for the sample company INS the actual filename would be GLB0106 INS The reason this is significant is the file that is created is a text file It may be imported into a wide range of other applications including spreadsheets such as Microsoft s Excel or Lotus 1 2 3 databases or word processors There fore if more elaborate formulas are required to create the number for each period s budgets other external software tools may be used in conjunction with this option If you select this option and the file already exists a new window appears on the screen It will say Do you wish to delete the existing budget set Click on Yes only if you are sure that you want to overwrite the budget amounts already stored in this file As a reminder this option should be used before entering any new changes to existing budgets Therefore if an error occurs you may recover easily and resume as before The Restore option is used to call up one of the twenty six possible budgets for current use Like the Archive option it will simply prompt for the Budget Set to restore from The valid choices are a number from 1 26 Once the budget set number has been entered click on the Restore button The system will then change all current budgets for each account based on the new bud
184. e Actuals This provides the ability to adjust the current budget s remaining period budgets based on the actual amounts that have been gener ated in all of the prior periods months prior to the current period The benefit of this feature is to allow for changes that may have not been foreseen in the prior fiscal period or year when budgeting was originally done The formula that the system uses for calculating these budget amounts is described here 1 Add the actual amounts for all of the periods so far this year through the prior period based on system date Therefore if the current system date is July 15th the prior period would be June 2 Divide by the number of periods so far 3 Multiply this number by the percentage amount of increase or decrease specified in data item 2 below 4 This replaces the current and remaining period s budgets with this value The Percent Change allows the user to enter a percentage amount that will be used in conjunction with the Budget Basis Type which specifies the basis for this year s budget Once the basis of the budget has been deter mined this option allows automated adjustments to be made on a percentage up or down method Chapter 2 Set Up and Maintenance Page 2 37 General Ledger User Manual For instance if you had decided to use Prior Year Period Budgets as the basis of this new budget you may want to adjust it upward by an additional ten percent To do so simply enter 10
185. e Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any prob lems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are ad ditional files to import you may click on the Next button otherwise click on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER mod
186. e Menu Bar and then Add The first screen will be used to define the new batch number batch description and the transaction type It also displays the total debits and credits and any out of balance amount Enter the new Batch Number for this batch Chapter 3 Enter Transactions Page 3 5 General Ledger User Manual W Maintain Batches Tools Launch W Operation d a gt njaj mj me change Batch 4 Description Payroll Transfer Transaction Type os Deposits Payroll Status Not posted Batch Detail Debits 10 000 00 Credits 10 000 00 Out of Balance By 0 00 Batch Detail The following is an explanation of the other two data items Description This is a thirty 30 character alphanumeric field for the description of the batch entry This will also be the description of the transactions posted if you have turned off the option Allow Description in the General Ledger Con figuration option under Batch Entry Transaction Type This is the default transaction type journal for this batch All transaction en tries in this batch will be posted to this journal if you have turned off the op tion Allow Transaction in the General Ledger Configuration option Batch Entry Otherwise this will only be the default transaction type for the first transaction line entry After entering the above data items c
187. e Printer Settings section lt click gt on the Options button to open the Print window You can select the en tire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right negative value will adjust alignment to the left The vertical offset adjusts the alignment in fractions of an inch Page 4 2 Print Reports Chapter 4 General Ledger User Manual The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or lt click gt the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By lt click gt ing the search toolbar button you can also search for specified text within the displayed report This al lows you to search for any
188. e default balancing account for each of the twenty journals The balancing accounts are used by your system to allow quick balancing of a journal entry by clicking the Auto Balance button during the Record Journal Entries and Set Up Batches op tions The default values include the journal descriptions that are normally used The default account numbers are those from the default company for General Ledger To modify an existing Journal or to name one of the additional journals simply lt click gt on the journal number and then lt click gt on the Modify button Chapter 2 Set Up and Maintenance Page 2 9 General Ledger User Manual W Configuration Tools Launch Master Configuration Transaction Types Batch Entry Fund Accounting Transaction Description Default Account tu General Journal Checking General 11110 Deposits General 11110 Checking Payroll 11121 Deposits Payroll 11121 Sales Journal 40000 Inventory Activity 11400 Modify A screen will appear and prompt you for the Journal Name and the default account number Configure Transaction Type 2 Tools Launch Description Checking General Default Account 11110 ove While your cursor is positioned on the default account number field you may press the Down Arrow F2 by de fault to gain access to the account listing You may choose to search for accounts by account n
189. e files for a new fiscal year three operations occur e New coGLldy dbf coGL1dy mdx coGL2dy dbf and coGL2dy mdx files are created for the new year e Income Statement account balances are cleared in the new year e Net Income is booked into the Retained Earnings account established in the General Ledger Con figuration NOTE If you are utilizing the Fund Accounting operations the option to Start New Fiscal Year will book the Net Income into the Retained Earnings ac count for each individual fund established in your Chart of Account structure After you create the files for the new year you may process in both years si multaneously After you are ready to close the previous year you should se lect the Bring Balances Forward option to update the new year s begin ning account balances To select this option you will go to Systems from the Menu Bar and select System Administrator The fol lowing screen illustrates where to locate this option Infinity POWER for Windows Dynamic Metal Corporation dmc File Systems Help General Ledger Accounts Payable 2 7 Purchase Order Entry P 1t Fi D Accounts Receivable Inventory Management Sales Order Entry P Point of Sale Pr Dy Ji Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation tf T tf F 2 Report Writer Report Writer Run Time Customer Support Management Security Administrator f Tf POWERServer
190. e in regards to the number of characters you can use to distinguish a fund However the fund digits must be defined as the prefix of the Chart of Account number In the General Ledger Master Configuration you can tell the system how many characters to assign as the fund identifier On the following pages you will find a conceptual overview and examples on Infinity POWER s Fund Accounting op erations An example of a Chart of Accounts designed to work with the Fund Accounting operations is shown below A000000000 A011001000 A011009000 A011201010 A012001000 A012101000 A012102000 A012103000 A012109000 A012113000 A013502000 A013503000 A014001000 A017001000 A017200000 A018103000 A018202000 A018400000 A018500000 A018700000 A019400000 B000000000 B011001000 B011009000 B013502000 B014001000 B017001000 B017200000 B018103000 B018202000 B018400000 B018500000 B018700000 B019400000 C000000000 C011001000 C011009000 C013502000 C014001000 C017001000 C017200000 C018103000 C018202000 C018400000 C018500000 C018700000 C019400000 Chapter 1 MAIN FUND Cash In Bank Interfund Balancing Accounts Receivable Accounts Payable FICA Tax Payable Withholding Tax Federal Withholding Tax State State Local Sales Tax Accrued Insurance Retained Earnings Transfers To and From Funds Income Wages and Salaries Payroll Taxes Supplies Communications Occupancy Costs Purchase amp Maint Equipment Travel
191. e mandatory to make the Fund Accounting system function properly Since the General Ledger system acts as the core of your accounting system it provides an interface with all In finity POWER modules Therefore it allows total automation of your entire accounting information flow ACCOUNT ORGANIZATION Information in the General Ledger system is organized by specific accounts These accounts correspond to the General Ledger accounts on the chart of accounts that you use in a manual bookkeeping system These accounts are utilized to organize and summarize all of your company s financial transactions into specific categories Generally speaking the categories are as follows I Balance Sheet Accounts A Assets 1 Current Assets cash accounts receivable etc 2 Non current Assets buildings land machinery etc 3 Other Assets marketable securities intangible assets etc B Liabilities 1 Current Liabilities accounts payable current portion of long term debt accruals etc 2 Long term debt mortgages long term loans etc C Equity 1 Owners equity owner s investment stock etc 2 Retained earnings net profit brought over from Income Statement II Income Statement Accounts A Income sales revenue etc B Expenses 1 Cost of sales expenses directly attributed to manufacture and or sale of goods 2 Expenses other cost of operations Chapter 1 Introduction Page 1 1 General Ledger User Ma
192. easy retrieval of accounts and for reporting purposes Chapter 1 of this manual describes how to organize your account numbers the most efficiently Select the Set up and Maintenance option from the Menu Bar Then select the Set Up Accounts option A screen will appear with several processing options From this screen you may choose to navigate either through the Menu Bar or by lt clicking gt on the first set of buttons You will have the choice of going to the first record in the file the next record the previous record the last record or a specific record in the file which can be based on a search routine You are automatically in Inquiry mode when you select this option You may add notes to any General Ledger Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes Chapter 2 Set Up and Maintenance Page 2 13 General Ledger User Manual L Maintain Notes Mode Add Account 11101 UserID SYSADM Description Cash on Hand Date Time 05 11 2003 11 05 Title Need to Reconcile this account to Bank Note New employees have made errors and it must done before the auditors get here Cancel If you are adding a new record navigat
193. eb 2005 AP Tony Swiss Construction Boca Ciega Club Infinity POWER Sample Company Inc Reference Beginning Balance Period Total Transactions Ending Balance Beginning Balance Receipt Receipt Receipt Receipt Receipt 69187 69188 69189 Transfer Transfer Transfer Transfer Transfer Transfer Transfer Transfer 69237 69238 Period Total Transactions Ending Balance 4 Total 4 Total 4 Page 1 04 28 2006 Beg End Balance Transaction Amount 650 00 650 00 650 00 82 944 00 82 944 00 2 094 00 30 720 00 148 000 00 19 37 20 99 133 01 432 00 154 00 16 40 122 50 15 83 16 88 3 12 97 00 650 00 13 000 00 785 00 1 896 00 1 231 00 9 551 50 3 777 25 323 904 15 323 904 15 25 054 26 24 404 26 2 091 95 325 996 10 Chapter 4 General Ledger User Manual General Ledger Report Year to Date Infinity POWER Sample Company Inc Page 1 General Ledger Audit Trail 4 04 28 2006 Year to Date Account Account Description Beg End Balance Date Trans Transaction Type Transaction Description Reference Transaction Amount 50000 Cost of Sales Beginning Balance 000 1 01 01 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69198 3 75 2 01 01 2006 so 6 Sales Journal University of Tampa 69215 1 922 72 3 01 31 2006 AR 6 Sales Journal Allens Hardware Shops Inc 69182 1 718 00 4 01 31
194. ed in display output this is the font that will be applied when the re port is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity POWER system may not support all of the same fonts After selecting font attributes for either the Printer Settings or Display Set tings lt click gt ing the corresponding Save button will make those current se lections the default settings If you select different attributes between display ing printing reports you must lt click gt the Apply button for the new font at tributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Report Print Options In th
195. eg Yr 0 00 0 00 Normal 01 2006 1 089 18 626 28 02 2006 1 089 18 626 28 03 2006 1 633 77 626 28 04 2006 544 59 626 28 05 2006 0 00 626 28 06 2006 0 00 626 28 07 2006 0 00 626 28 08 2006 0 00 626 28 09 2006 0 00 626 28 10 2006 0 00 626 28 11 2006 0 00 626 28 12 2006 0 00 626 28 Totals 4 356 72 7 515 36 75000 Interest Expense Other Expenses N BegYr 0 00 0 00 Normal 01 2006 4 029 93 2 526 09 02 2006 4 029 93 2 526 09 03 2006 5 963 26 2 526 09 04 2006 2 196 60 2 526 09 05 2006 0 00 2 526 09 06 2006 0 00 2 526 09 07 2006 0 00 2 526 09 08 2006 0 00 2 526 09 09 2006 0 00 2 526 09 10 2006 0 00 2 526 09 11 2006 0 00 2 526 09 12 2006 0 00 2 526 09 Totals 16 119 72 30 313 08 75100 FICA Taxes Other Expenses N BegYr 0 00 0 00 Normal 01 2006 2 309 85 2 656 33 02 2006 2 813 07 2 656 33 03 2006 2 527 90 2 656 33 04 2006 1 459 97 2 656 33 05 2006 0 00 2 656 33 06 2006 0 00 2 656 33 07 2006 0 00 2 656 33 08 2006 0 00 2 656 33 09 2006 0 00 2 656 33 10 2006 0 00 2 656 33 11 2006 0 00 2 656 33 12 2006 0 00 2 656 33 Totals 9 110 79 31 875 96 Number of records printed 3 Chapter 4 Print Reports Page 4 91 General Ledger User Manual FINANCIAL MAINTENANCE GL0211 This report provides the detailed format of the Balance Sheet Income Statement and Statement of Cash Flows Be fore making any changes to the Financial Statement formats we recommend you print
196. egative numbers You may also lt click gt on the Auto Balance button to let the system calculate the balancing amount for you based on the outstanding debit or credit balance in this batch entry The system will display either Inc or Dec im mediately to the right of the amount entered to indicate whether you are increasing or decreasing the account s balance It is possible that one check may need to be distrib uted to several account numbers If this is the case each account number is distributed to as a separate batch entry line with the same Vendor Date and Check number Please note that this is true for all transactions regardless of the system that you are posting to For every item that utilizes a separate General Ledger account number there should be a separate line in the batch It is very important however that the credit entry to cash be entered using GL for the data item SYSTEM Cash is always the offset to the General Ledger type entries The net amount of the check that will be posted to the vendor s historical information and the Accounts Payable check register is the sum of all batch entries to the same ven dor with the same check number and date in sequence Page 3 10 Enter Transactions Chapter 3 General Ledger User Manual PAYROLL SYSTEM If you select PR Payroll the system will provide you with the data items that are needed to enter the payroll transaction information All informati
197. egin another option or exit the system entirely Results Chapter 3 Enter Transactions Page 3 3 General Ledger User Manual coGL1dy dbf General Ledger Account File Period actual updated YTD actual updated coGL2dy dbf Journal Entry File Transaction Records added POST RECURRING JOURNAL ENTRIES GL0102 This option allows you to post your recurring journal entries into your General Ledger You may specify which en tries to post NOTE All transactions will be posted with the transaction date equal to the current system date This option posts the Recurring Entries that you select into the General Ledger updates all the files and prints an audit trail transaction register You will be asked for a beginning and ending range of Recurring Entry numbers to post lt Click gt on the Beginning Entry field and press the Down Arrow F2 by default to gain access to the recur ring entry listing You may choose to search for entries by number or description Then lt click gt on the Ending En try field and choose your ending entry in the same manner You may also choose to post the reversals of a recurring journal entry If so lt click gt the Post Reversal Entries box li Post Recurring Entries Tools Launch Entry Range Beginning Entry DEPR1 Deprec 2003 Ford Pickup Truck Using Recurring Entry Number key Ending Entry of Equip _Off Furn Post Reversal Entries Click
198. en will be displayed and you will be prompted to input the following information Wil Record Journal Transactions Tools Launch Transaction Type 01 General Journal v Description adjustment to Bank Date 04 30 2004 Transaction 1544 Bef Check 42992 Journal Line Items Debits 27 00 Credits 27 00 Sum Out of Balance By 0 00 Close Journal Line Items Chapter 3 Enter Transactions Page 3 1 General Ledger User Manual Transaction Type lt Click gt on the arrow and a list of the twenty 20 journals will appear highlight and lt click gt on the transaction type which defines the type of the Journal Entry you are recording These transaction types are those you have set up in the Change Master Configuration option The default journal type will be General Journal Description This is the thirty 30 character description of the transaction This may be a simple description of the entry the pay to on a check or whatever you would like to see on your journal reports and audit trails for auditing purposes Date This is the posting date of the transaction being entered This date may be any date in the current accounting year The date will automatically default to the system date unless you enter a date in this field The program will automatically update the correct period balances and Year to Date amounts Transaction Num This is the five 5 character alpha numeric tr
199. enance Chapter 2 Chapter 2 General Ledger User Manual Data Pro Support Document Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 Map file descriptions that contain A adds a value to an existing value instead of replacing it 3 file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a status of a General Ledger number the line would look as follows 1 Status 54 0 INT 1 1 1 being the length of the status NOTE The DP OS DP LEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted Page 3 Set Up and Maintenance Page 2 31 General Ledger User Manual Data Pro Support Document If you are importing from Excel using a space delimited file If you are importing from Excel and using a space delimited file Windows has a limit of 215 for the length Therefore you must import twice Use an Action 4 for both imports Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field
200. ence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 CR LF 100 C 2211 75 00 Comma Delimited PRN Files Comma Delimited PRN text files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF Chapter 3 Enter Transactions Page 3 31 General Ledger User Manual For example an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CRHLF 100 1122 A2 250 00 CRHLF 100 2211 A3 75 00 CR LF lt Click gt on one of the three choices to define the type of file you will be using Enter the name of the file to be im ported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import proc ess It is highly recommended that you lt click gt on thi
201. ension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest AJP Orlando Warehouse AJP Miami Warehouse Current Liabilities Net Working Capital Page 4 62 Print Reports Page 2 4 04 28 2006 As of 01 01 2006 As of 04 28 2006 Increase Decrease 210 451 76 168 426 87 42 024 89 225 00 225 00 0 00 48 180 19 26 566 21 21 613 98 0 00 24 292 85 24 292 85 500 00 500 00 0 00 1 240 042 36 1 646 888 30 406 845 94 31 907 80 51 907 80 20 000 00 14 125 00 17 525 00 3 400 00 1 115 81 5 065 81 3 950 00 17 646 15 24 404 26 6 758 11 47 731 76 325 996 10 373 727 86 26 782 04 81 782 04 55 000 00 2 402 71 2 402 71 0 00 455 642 67 457 114 50 1 471 83 15 553 27 0 00 15 553 27 800 00 800 00 0 00 450 00 450 00 0 00 200 00 450 00 250 00 1 933 222 38 2 670 333 37 737 110 99 837 660 07 835 328 07 2 332 00 137 989 36 624 228 04 486 238 68 0 00 360 00 360 00 135 502 86 135 502 86 0 00 49 093 70 67 315 28 18 221 58 28 489 88 35 256 95 6 767 07 20 621 55 27 027 95 6 406 40 1 030 41 1 495 69 465 28 1 246 42 599 84 1 846 26 12 686 43 18 467 60 5 781 17 22 085 89 44 758 98 22 673 09 9 500 61 9 500 61 0 00 1 506 00 2 937 00 1 431 00 12 833 31 1 833 33 14 666 64 1 264 55 1 264 55 0 00 3 233 83 3 233 83 0 00 1 246 585 41 1 808 390 58 561 805 17 686 636 97 861
202. eprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Unaudited For Internal Use Only Page 4 44 Print Reports Infinity POWER Sample Company Inc Statement of Income 04 28 2006 11 2005 12 2005 475 00 125 00 275 00 350 00 164 04 4 500 00 0 00 450 00 0 00 325 00 0 00 0 00 200 00 798 00 0 00 500 00 167 35 2 215 00 0 00 0 00 0 00 250 00 0 00 320 00 45 04 1 180 00 468 36 468 36 2 129 87 2 129 87 230 29 230 29 544 59 544 59 4 393 20 2 196 60 2 917 83 2 934 75 980 12 628 21 0 00 0 00 54 250 79 61 731 17 39 809 02 35 161 29 39 809 02 35 161 29 01 2006 500 00 300 00 1 500 00 0 00 25 00 0 00 95 00 225 00 1 200 00 0 00 50 00 150 00 1 300 55 936 72 4 259 74 460 58 1 089 18 4 029 93 2 309 85 832 92 604 89 57 360 62 121 530 83 121 530 83 02 2006 152 45 250 00 1 225 00 900 00 250 00 0 00 165 74 500 00 2 850 00 0 00 0 00 135 87 2 100 00 936 72 4 259 74 460 58 1 089 18 4 029 93 2 813 07 2 920 28 3 935 05 68 794 83 36 428 54 36 428 54 03 2006 600 00 600 00 3 200 00 265 00 136 55 85045 0 00 250 00 750 00 0 00 320 00 265 11 2 830 80 1 405 08 6 389 61 690 87 1 633 77 5 863 26 2 527 90 333 20 1 880 87 67 451 99 48 478 76 48 478 76 Page 2 4 04 28 2
203. equired fields for importing records CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Fieid Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 file descriptions that contain A adds a value to an existing value instead of replacing it 3 file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a Description the line would look as follows JE Description 30 30 STRING 1 2 2 being the length of the description JE NOTE The OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted Page 1 Page 3 34 Enter Transactions Chapter 3 General Ledger User Manual Data Pro Support Document If you are im
204. er program When you select the option to Import Transactions you may create a map or print the map This will print out the format in which this option is looking for information to be organized in Wil Import GL Transactions Tools Launch Import Format Import File C Fixed Length ASCII C Variable Length ASCII Browse C Comma Delimited PRN Process Import File Map File Create The Fixed Length ASCII file logical record length for this transaction import file is 88 bytes Description Type Position Length Account Number STRING 1 20 Transaction Date STRING 21 6 Journal 1 20 CHAR 27 2 Description STRING 29 30 Ref Check STRING 59 10 Transaction Number STRING 69 5 Amount DOUBLE 74 15 Page 3 30 Enter Transactions Chapter 3 General Ledger User Manual If it is not in this format then you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Ad dresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These text files may be created by a wide range of sources which may include word processors
205. eral Ledger User Manual STATEMENT OF CHANGES GL0205 This option prints the Statement of Changes in Financial Position based on current month or YTD changes in the sources and uses of Net Working Capital The second part of this report shows the net change in Working Capital The Statement of Changes in Financial Position measures the change in account balances for specific economic in dicators on the chart of accounts for your company on a Month To Date or Year to Date basis When the screen appears lt click gt on either Month to Date or Year to Date lil Statement Of Changes Tools Launch Report Type C Month To Date Once these options have been specified lt click gt and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print This report is divided into two parts 1 Statement of Sources and Used of Net Working Capital This displays the net change in all accounts that contribute to the Net Working Capital of a business entity or which deplete its balance These categories are as follows a Sources This includes current period income with depreciation expense added back increases in Long Term Debt increases in Equity and decreases in Non Current Assets b Uses This includes increases in Non Current Assets with depreciation expense added back decreases in Long Term Debt and decreases in Equity 2 Statement o
206. erate future budgets or projections based on current and past ac tivities These what if type of changes would normally impact the current budgets and make it confusing for the company s management to determine where they really stand at a given point in time That s why these options are very useful The General Ledger module will allow for the creation of up to twenty six 26 different budgets per company per fiscal year Once a new budget has been created it may be Archived and assigned a budget number so that it may be Restored at a future time and used for analysis purposes Therefore once you have created your original budget that you want to keep make sure to archive it using this op tion immediately so that it may be referred to or called up again should someone make unwanted or accidental changes When you are ready to archive the current budget select Archive You will then need to define the Budget Set in the space provided The valid choices will be a number from 1 26 Once a valid number has been specified click on the Archive button When this is done the system will send all of the current budget amounts to a text file using the following naming structure Page 2 44 Set Up and Maintenance Chapter 2 General Ledger User Manual GLB YY CO The in this filename represents the budget number that has been specified The YY in this filename repre sents the fiscal year of the fil
207. eriod 12 This option creates data files and configures initial settings for each registered system in the company Infinity Registered Systems Accounts Payable Accounts Receivable Check Reconciliation Customer Service Management w General Ledger Inventory Job Cost Payroll v Point of Sale v Productivity Tools Purchase Order Entry Sales Order Entry Time Sheet Entry Select All System not started System not started System not started System not started System not started System not started System not started System not started System not startup will be started by System not started System not started System not started System not started Clear All Invert Set Up and Maintenance Close Chapter 2 General Ledger User Manual This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reverse the order of all current selections Additionally you may use your mouse to manually click on each module to click it on or off to be included in the startup process Remember modules such as Purchase Order
208. ernervernervevernernesvesvesvevsevsenesnesvesvevsensenasvesvevsevsensenesee 4 103 FINANCIAL 4 91 Financial Maintenance Report Detailed 4 93 Financial Maintenance Report Non Detailed 4 92 Fmanems A Ct Vities MIT 1 2 First Record voe UE RR un RV 4 3 FIT Ree 3 14 Font Attributes a oie be feed aee ker e rege de perde ere ie ed eere d bn e ed p ee etes 4 2 Furic Accounting ete ee eee UM ed EIS 2 13 FUND ACCOUNTING WITH AUTOMATIC INTERFUND BALANCING a enne rennen 1 4 G GENERAL EEDGER CONFIGURATION oit ennt tere RH as gb etd oie gere ete eee ettet 2 8 GENERAL LEDGER REPORT 4 77 General Ledger Report Current Period tee t S uuu aaa suu E 4 78 General Ledger Report Quarter to Date erret eter ennt tr tenter Lt fetten ete apes nte e eoe e retro EiS eo nE s 4 79 General Ledger Report Year to Date P General Ledger System tn Rer CIR TRU T Dew DRE REI mU vide GENERAL LEDGER SYSTEM INTEGRATION sv ier seeni o asr EREA ERRE RE E EE A SEEE ASE EREE 1 6 GENERAL a ee e OR KE er N EEEE EANA E EE EE ANE EA R EE 2 1 H HOUES o et sis totais nese a E DCO ON Rae A A 3 13 I IMPORT ACCOUNT DATA FROM EXCGBL rp ERE RR EEKE E E ERR ENAN E e re SE NARR 2 42 IMPORT ACCOUN TS Q nha u S e EUR EO ean arkene 2 25 IMPORT FINANCIAL STATEMENTS
209. es click to continue and your report will begin to print W Ratio Analysis Tools Launch Type C Month To Date This report is divided into three parts as described on the following pages 1 Measures of Liquidity These ratios display several aspects of a company s liquidity These formulas are as follows a Quick Assets Dollars Cash Marketable Securities Net Receivables b Quick Ratio Quick Assets divided by Current Liabilities c Current Ratio Current Assets divided by Current Liabilities d Net Working Capital Dollars Current Assets Current Liabilities e Net Working Capital Turnover Times Sales divided by Net Working Capital f Accounts Receivable Turnover Times Sales divided by Net Receivable g Inventory Turnover Times Cost of Sales divided by Inventory Page 4 70 Print Reports Chapter 4 General Ledger User Manual 2 Measures of Profitability These ratios display several aspects of a company s profitability These formulas are as follows a Return on Invested Assets Net Income divided by Total Assets b Return on Invested Equity Net Income divided by Total Equity c Gross Margin Sales Cost of Sales divided by Total Sales d Operating Income Sales Cost of Sales Operating Expenses divided by Total Sales 3 Measures of Debt to Equity Leverage These ratios display several aspects of a company s debt to equity mixture or leverage These formulas are as fo
210. escription This is the description of the Consolidated Entity which may optionally be used to select this Entity Company Number This is the company number of each of the companies to be included in the consolidation Percentage of Ownership This is each company s consolidation percent into the new Consolidation Entity Ranging from 999 to 001 If you wish to consolidate all of the company s information into this consolidation entity you define the percentage to be 100 NOTE The system allows you to specify a percentage above 100 specifically for conversions to other currencies This allows you to process your general ledger and all other modules in one currency and then consolidate one com pany into another based on a percentage that reflects the current exchange rate After you have entered the above information you may validate the new Consolidation Entity by clicking Save When you have finished entering the information defining your Consolidating Entity click on the Save button to save your record Results SysGL5 dbf Consolidation File New Consolidation Entity created Change Mode GL0411 This mode allows you to change information on any existing Consolidation Entity First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation op tion on the Menu Bar and then the appropriate navigation option
211. esting Activities Zero Running Total Number 1 FINANCING ACTIVITIES Proceeds From L T amp S T Borrowing Notes Payable Current Portion Long Term Notes Payable Mortgages Payable Proceeds From Sale Of Common Stock Owners Equity Common Stock Dividends Paid Retained Earnings Net Cash Provided By Financing Activity Increase Decrease In Cash Equivalents Zero Running Total Number 1 Cash amp Cash Equiv At Beg Of Period P Cash amp Cash Equiv At End Of Period Unaudited For Internal Use Only Chapter 4 General Ledger User Manual XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX 11 111 111 111 11 XX XXX XXX XXX XX XX XXX XXX XXX XX XX XXX XXX XXX XX SXX XXX XXX XXX XX SXX XXX XXX XXX XX XX XXX XXX XXX XX 11 111 111 111 11 22 222 222 222 22 XX XXX XXX XXX XX Page 2 4 04 28 2006 22 222 222 222 22 Print Reports Page 4 107 General Ledger User Manual RECURRING ENTRIES GL0213 This report contains all of the information set up for each Recurring Journal Entry This report is an excellent audit ing tool for insuring that your entries are set up correctly When you select this report you may specify the range of Recurring Journal Entries to include by entity or description Recurring Entries Tools Launch Entry Range Beginning Entry DEPR3 Deprec of Building Using
212. eturned to the original screen and continue to en ter the transaction detail Type This data field is the transaction type journal for this transaction line The default value will be the overhead transaction type if you are on the first line or the previous transaction type if you are on any other line You may lt click gt on the pull down box to choose the appropriate Transaction Type Transaction This data field is a thirty 30 character alpha numeric description for this transaction Description line The default description will be the Vendor Name for the vendor number that has been chosen Date This data field is the transaction date that will be used to post this transaction line to all journals The default date will be the system date if you are on the first line or the pre vious date if you are on any other line Keep in mind that this option allows each line to have its own unique posting date You must however make sure that each period s or month s transactions are in balance For example there are three months worth of checks to be posted into this batch Dur ing the first month there are five 5 checks totaling 850 six 6 checks for 300 dur ing the second month and four 4 checks for 180 during the third month Each of these checks is to reflect the day of the month in which they were written August Sth Chapter 3 Enter Transactions Page 3 9 General Ledger User Manual 12th 17t
213. even post journal entries or specify a new financial statement format for this new com pany NOTE Each time the consolidation process is performed for this new company the accounts will be cleared and then re created from the companies defined as its entities If adjusting journal entries must be made these must be done after all consolidations have been performed for the fiscal year Each Consolidation Entity may consist of 20 companies which may even be other consolidation created companies Each company may be brought into the Entity at various percentages of ownership This allows you to specify what percent of the account balances should be included in the consolidation For instance a 60 40 Joint Venture could be reported with one Entity specifying 60 ownership and another Entity specifying 40 Remember that all companies should be operating under the same fiscal year In other words the Last Month for each company should be the same Otherwise you will be combining information into fiscal periods that may look the same but aren t This would be particularly inaccurate if one company were using the normal 12 month period processing method while another company was set up using the 13 period processing method You would not be seeing accurate comparisons of dollar amounts and time periods If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the O
214. ex that data file Pack is a utility that physically removes any deleted records from that data file These procedures display a Percentage of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure Before you execute the Pack option check the file size of your General Ledger files at the operating system level The system will sort the current out of index file into a new indexed file before deleting the old file If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files are 2MB in combined size you will need at least 2 2MB in additional free space before proceeding with this option Chapter 2 Set Up and Maintenance Page 2 73 General Ledger User Manual NOTE This option will only re organize undamaged data within your files There fore you should carefully audit all information after executing this option and make any necessary adjustments to your data The following files are available for maintenance General Ledger Account File Transaction File Recurring Entry File Consolidation File Financial Statement File Financial Statement Detail File Overhead Batch File Detail Batch File You may select individual
215. f Accounts File 2 U aa K R KA EA AEEA EEEE Eae A NIRE ANE IE Sep UST 2 30 Sample Import Transactions u m ep te e e DENS eire eii me I E EPA HD RO ARE ER non 3 35 Scroll View SET UP ACCOUNT BUDGETS Set Up ve I RE SET UP AND MAINTENANCE SET UP BATCGHESHL AN Aden Set Up Batches Flowchart ueteri mme UR RR EU REGERE ERE FH PH ee t Pe t n HE ERE RUE RE SET UP CONSOLIDATION ENTITIES a SET UP DEPARTMENT ALLOCATIONS 2 chsh cy Eon e aere RD DI eher e GERE Neu Neg ttt eb eme Prep eim SET UP FINANCIAL STATEMENTS 5 dio ied ree bere n unan SET UP RECURRING JOURNAL ENTRIES SPECIAL CONSIDERATIONS FOR FINANCIAL STATEMENT SETUP eee ethernet 2 57 Special Pay c Standard Features for Reports START NEW YEAR U eet tier tet ep tede tt ped eiie tete iip UALS NEM EHE EE ELM State 2 cse eere tees Statement of Cash Flows Statement of Cash Flows Current Period Statement of Cash Flows Year to Date STATEMENT OF CHANGES Statement of Changes Month to Date Statementof Changes Year to Date lae e dedi bee erdt ee i ii etr epe eae ttes diede eene Statement of Net Working Capital ebbe e t eee ee DR Pp eb D tento Statement of Sources and Uses of Net Working Capital is SUMMARY TRIAL BALANCE GLE0201 5 fete eR UE UE GIU DER RU E e P REFER Summary Trial Balance Report Current Per
216. f Net Working Capital This displays the net change in working capital Net Working Capital is defined as Total Current Assets minus Total Current Liabilities This is a good measure of a business entity s ability to meet its short term financial commitments The classification of accounts within the categories described above is automati cally handled by the Account Type established for each account during the Set Up Accounts options When you select this option you simply select whether you want to review the account balance changes for the current month or Year to Date Chapter 4 Print Reports Page 4 59 General Ledger User Manual Field Names Sources Of Net Working Capital Month or Year Beginning Account Balance Uses of Net Working Capital Month End or Year to Date Balance Current Assets Net Change Current Liabilities Net Working Capital Description Page 4 60 Print Reports Chapter 4 General Ledger User Manual Statement of Changes Year to Date Infinity POWER Sample Company Inc Page 1 YTD Statement of Changes 4 04 28 2006 in Financial Position As of 01 01 2006 As of 04 28 2006 Increase Decrease Sources of Net Working Capital Net Income 0 00 194 260 94 194 260 94 Add Back Depreciation Amortization 0 00 26 984 88 26 984 88 Long Term Notes Payable 0 00 75 000 00 75 000 00 Sources of Net Working Capital 0 00 296 245 82 296 245 82 Uses of Net Working Capital Buildings
217. f the affected account s budgets This includes the account number descrip tion the normal balance type for the account its current new and change budget amounts for each fiscal period Therefore the results of all adjustments may be reviewed before continuing to the next account This option is different than the previous option in that it allows for the entering of each account s change budget amount and will automatically calculate the new budget The previous option works in a reverse manner it allows for the entry of the new budget amount and re calculates what the net change amount will be EXPORT ACCOUNT DATA TO EXCEL This option allows you to export actual and budget data from the General Ledger to an Excel Spreadsheet and save it in an xls format This will give you the option of working with your accounting data in a spreadsheet format You may manipulate the budget data as you wish within Excel but you must maintain the cell column structure NOTE This option will only work if you have Microsoft s Excel program When this option is selected the beginning and ending account number range will be prompted for The Account Number Mask may be specified if the use of specific groups of accounts such as departments is desired The Export File is the name you wish to give to this report It will have the file extension of xls as it is creating a formatted Excel Spreadsheet file Page 2 40 Set Up and Maintenance
218. f your Accounts Payable audit trail If the integration to the Accounts Payable and Payroll system is turned off in the Master Configuration the System dropdown selection is disabled and the default system is set to GL The following screen illustrates how a screen would be completed with vendor transaction information L Journal Entry Batch Detail Transaction Type 8 Accruals Payable Tools Launch Edit Navigation Options e Debits Haa vr b b H 2 7i P B Credits Out of Balance Detail new item 3 in progress tem System Entity ID Trans Type Entry Description Date Trans No Ref Number Account No Account Description Payroll Subtypes Debit Amount Credit Amount Inc Dec 1 M suni Jos Accruals Payable vi Suncoast Concrete Supplies 04 21 2004 550113 11400 Inventory Tampa Main Office 515 36 Inc 2 ar gt scot 08 accruals Payable Scotty s Building Supplies 04 30 2004 7501115 11400 Inventory Tampa Main Office 917 85 Inc JET Save Cancel System If you select AP Accounts Payable the Entity ID field will allow you to enter the vendor number for this transaction line or you may press the F2 key to get a scroll ing list of vendors If the previous transaction line is also an Accounts Payable transac tion the vendor number will default to the previous vendor number selected After you have selected the vendor you will be r
219. ff the program will skip over the description question on each leg of the entry which will speed up the entry process Page 2 8 Set Up and Maintenance Chapter 2 General Ledger User Manual Allow Out Of Balance Default OFF Journal The General Ledger will normally not allow you to validate a journal en try until it is in balance e g Debits equal Credits However there may be instances in which an out of balance transaction might be useful To post a one sided entry you would turn this option record a journal entry and turn this option off If this option is turned off the program will not allow an out of balance journal entry If this option is turned on the program will not check the entry to verify that it is in balance Automatically Post Inte Default ON The General Ledger will allow direct posting of all journal entries from the various subsidiary modules i e Accounts Payable Job Cost Main Module Payroll etc as each transaction is entered into the system when this option is lt clicked gt to ON This is for real time posting to the General Ledger If users would prefer to have their entries post to an Integration File which may be reviewed before the integration is posted to the General Ledger this option should be lt clicked gt OFF NOTE It is strongly recommended that you leave the option turned to Allow Out of Balance Journal E
220. ger Configuration option such as Check Register or General Journal Description This is a thirty 30 character alpha numeric description of the journal entry This will be printed on all transaction journals and audit trails Transaction Number This is the actual transaction number that will be assigned to the journal entry It can be up to five characters alpha numeric lt Click gt on the Recurring Transactions button to enter the detail information for this journal entry Mill Record Journal Line Items Transaction Type 11 Deprec Amort 10 Tools Launch Edit Navigation Mal He Haa Debits 50 00 Out of Balance 0 00 Credits 1 50 00 Detail Company Account Number Account Description Entry Description Debit Amount Credit Amount Inc Dec Reverse 1 fins 73000 gt Misc Expenses F 50 00 Inc t 2 has 11110 Cash in Bank General 50 00 Dec Auto Balance Save Cancel The transaction screen allows up to ten 10 lines of data containing the company account number description and amount If the Intercompany feature is not turned in the General Ledger Configuration the program will skip over the company question Also if the option to Allow Descriptions on Each Journal Entry Leg is turned off the program will skip over the description field Within the Record Journal Line Items opt
221. get set All Budget Comparison Reports will now use these current budget amounts in their reports for comparison SET UP FINANCIAL STATEMENTS This option allows you to set up create change and export import unlimited formats of the Balance Sheet Income Statement and Statement of Cash Flows reports The formats of these financial statements are user definable The system will allow you to define such things as titles subtitles footnotes decimal rounding chaining preferences account groupings and if required an account mask may be defined by specific section as well as where to place totals and subtotals W Maintain Financial Statements Tools Launch Navigation Operation 4 q h M A D S E Inquiry Statement Description Title Subtitle Footnotes Signed Decimals Chain To Chapter 2 Set Up and Maintenance Page 2 45 General Ledger User Manual You may add notes to any Financial Statement that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copy ing an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option fro
222. h s actual account balances It will do this even if the previous months oc curred in a prior year To run this version of the report you must have data files in the prior year if the date range selected crosses back into a prior year Otherwise you will receive a warning and the report will not run If you do not desire to create prior year s data files simply run the report with the system date set to the sixth fiscal period of the year or higher You may select an account mask which will provide a Balance Sheet for specific or combined profit centers If the accounts for each profit center share specific digits in the account number e g the last 2 digits of each account number represent the profit center then the report may include those accounts only Once these options have been specified lt Click gt on and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print Chapter 4 Print Reports Page 4 21 General Ledger User Manual Balance Sheet Report Normal Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 04 28 2006 ASSETS CURRENT ASSETS Cash Savings 168 426 87 Petty Cash 225 00 Cash in Bank General 26 566 21 Cash in Bank Payroll 24 292 85 Notes Receivable 500 00 Accounts Receivable Customer 1 646 888 30 Accounts Receivable Other 51 907 80 A R Tampa Main Office 17 525 00 A R Orlando Ware
223. h etc All fifteen checks may be entered into one batch However the bal ancing entry to cash must be made through three separate line item entries one for each month This will ensure that each period or month is in balance Do not be misled by the fact that the system will now allow you to validate a batch even though each fiscal period or month or total batch may not be in balance The system will print a warning message on the Batch Edit Report that will inform you that the batch is out of balance and indicate which fiscal periods are involved If these condi tions exist you will not be allowed to post this batch to the General Ledger system unless you have specified that you will Allow Out of Balance Journal Entries in the Master Configuration Keep in mind that you are not allowed to cross fiscal years with this option Whether you are using the normal calendar months method or 13 period processing method you must stay within the same fiscal year Transaction This is the five 5 character alpha numeric transaction number to be included in the Number transaction It could be an internal control number such as a batch number or the data operator s initials This is provided to allow companies that have a unique transaction posting number to include that number with each transaction The default transaction number will be the transaction number of the previous line Refer This is the ten 10 character alpha nu
224. h Consolidation Entity Field Names Consolidation Entity Number Consolidation Entity Name Company Number Company Percent of Consolidation Company Name Page 4 110 Print Reports Chapter 4 General Ledger User Manual Consolidated Entities Report Infinity Real Estate Investments Inc Page 1 Consolidation Entity Report 4 04 28 2006 Entity Description Company Percentage Company Name 100 Consolidated Company 100 INS 100 000 Infinity POWER Sample Company Inc IN1 95 000 Infinity Retail Services Company IN2 85 000 Infinity Marketing Company INS 34 000 Infinity Distribution Company IN4 16 000 Infinity Exports International INS 27 000 Infinity Wholesale Supply ING 82 000 Infinity Manufacturing Inc IN7 76 000 Infinity Services Corporation IN8 100 000 Infinity Delivery Services IN9 100 000 Infinity Construction Corporation 110 50 000 Infinity Real Estate Investments Inc 101 Consolidated Company 101 INS 100 000 Infinity POWER Sample Company Inc IN1 95 000 Infinity Retail Services Company INS 27 000 Infinity Wholesale Supply IN9 100 000 Infinity Construction Corporation 102 Consolidated Company 102 INS 100 000 Infinity POWER Sample Company Inc IN8 100 000 Infinity Delivery Services IN3 34 000 Infinity Distribution Company IN2 85 000 Infinity Marketing Company IN7 76 000 Infinity Services Corporation Number of records printed 3 Chapter 4 Print Reports Page 4 111 General Ledger User Manual This page intentiona
225. h Year Actual Actual This Month LIABILITIES amp STOCKHOLDER EQUITY 835 328 07 835 911 07 837 660 07 624 228 04 297 055 21 137 989 36 360 00 360 00 0 00 135 502 86 135 502 86 135 502 86 67 315 28 64 395 34 49 093 70 35 256 95 34 147 35 28 489 88 27 027 95 26 079 96 20 621 55 1 495 69 1 343 43 1 030 41 599 84 26 96 1 246 42 18 467 60 17 540 35 12 686 43 44 758 98 41478 10 22 085 89 9 500 61 9 500 61 9 500 61 2 937 00 2 686 00 1 506 00 1 833 33 0 00 12 833 31 1 264 55 1 264 55 1 264 55 3 233 83 3 233 83 3 233 83 1 808 390 58 1 469 805 62 1 246 585 41 75 000 00 75 000 00 0 00 116 010 12 117 495 12 121 950 12 191 010 12 192 495 12 121 950 12 50 000 00 50 000 00 50 000 00 940 946 03 940 946 03 796 538 12 194 260 94 206 438 13 144 407 91 1 185 206 97 1 197 384 16 990 946 03 3 184 607 67 2 859 684 90 2 359 481 56 Print Reports Page 4 29 General Ledger User Manual CURRENT ASSETS Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other AR Tampa Main Office AJR Orlando Warehouse AR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process Intercompany Prepaid Insurance PREPAID EXPENSES TOTAL CURRENT ASSETS FIXED ASSETS Land Buildings Buildings Accum D eprec Equipment Equipment Accum Deprec Furniture Furniture Accum Deprec Automob
226. h the source entry originated You may add notes to any Department Allocation that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a department allocation changing an existing depart ment allocation or copying a department allocation By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this re cord If you have set up User Definable Fields in either the Window
227. he AP journal will get posted to accordingly You may enter up to five 5 characters for the file name of this batch Any combination is acceptable However if you do not use just the initials of one of the standard files names e g GL AP AR IM SO PO PR JC then you must use the External Programs when selecting the Post Integration Files menu option Otherwise the sys tem will not be able to recognize the file name structure if the Standard Accounting Modules option is selected When this option is selected based on your file name entry if the integration file already exists a new window will appear on the screen prompting you to select from one of three choices e Append to the existing file or e Overwrite the existing file or e Cancel the operation Make your selection accordingly The file that is created by this option will be placed in the YpowerWdataV or data file directory specified in your Configuration for System Paths Field Names Date Account Transaction Number Account Description Reference Check Number Debit Transaction Type Credit Transaction Description Batch Line Company System Totals Chapter 3 Enter Transactions Page 3 23 General Ledger User Manual Date 04 11 2006 1 ins 04 11 2006 1 ins 04 17 2006 1 ins 04 26 2006 1 ins Trans Account Trade Show American Express 68000 Staples Americ
228. he File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize informa tion from the various Infinity POWER programs into the formats required by the File Import options Page 3 32 Enter Transactions Chapter 3 General Ledger User Manual The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the cor rect order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file
229. he time period specified e g current quarter or year to date but if you wish to include them lt click gt this option lil Accountant s Trial Balance Tools Launch Report Type C Quarter To Date C Year To Date Include zero balance accounts Print 1 blank lines before reporttotals An account s balance will be zero if there has been no activity on the account or if the net amount of debits and cred its that have been posted to the account during the current period month have completely offset one another Another option you will have is to allow you to place additional blank lines before the system prints the totals at the bottom of the report This exists so that if additional accounts should be added to the chart of accounts room is available on the page to make these manual adjustments Once these options have been specified Click on and the Output Options screen will appear for any changes click OK to continue and your report will begin to print Field Names Account Account Number ncome Credit Description Balance Sheet Debit Credit Column Debits Balances Totals Credits Balances Ending Balance Adjustments Debit Credit Columns Expense Debit Page 4 16 Print Reports Chapter 4 Account 72100 72200 72400 72600 72800 75000 75100 75200 75300 75400 75500 79000 99900 Description Deprec Buildings Amort
230. house 5 065 81 A R Miami Warehouse 24 404 26 Inventory Tampa Main Office 325 996 10 Accrued Inventory Receipts 81 782 04 Accrued Inventory COS 2 402 71 Work In Process 457 114 50 Prepaid Insurance 800 00 TOTAL CURRENT ASSETS 2 670 333 37 FIXED ASSETS Land 53 000 00 Buildings 224 813 00 Buildings Accum Deprec 23 594 05 Equipment 212 292 10 Equipment Accum Deprec 19 737 12 Furniture 27 635 35 Furniture Accum Deprec 11 750 82 Automobiles and Trucks 32 675 42 Autos amp Trucks Accum Deprec 21 059 58 TOTAL FIXED ASSETS 474 274 30 OTHER ASSETS Treasury Stock 25 000 00 Stocks Purchased 10 000 00 Bonds 5 000 00 TOTAL OTHER ASSETS 40 000 00 TOTAL ASSETS 3 184 607 67 Unaudited For Internal Use Only Page 4 22 Print Reports Infinity POWER Sample Company Inc Balance Sheet 04 28 2006 LIABILITIES amp STOCKHOLDER EQUITY CURRENT LIABILITIES Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest A P Orlando Warehouse A P Miami Warehouse TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Long Term Notes Payable Mortgages Payable TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY Owners Equity Retained Earnings Current Period Profit Loss
231. ies 0 00 0 00 0 00 20 Upto 20 Journals 0 00 0 00 0 00 Total 13 000 00 14 707 15 1 707 15 Ending Balance 24 292 85 Number of records printed 2 Chapter 4 Print Reports Page 4 13 General Ledger User Manual Account Journal 11110 1 General Journal 2 Checking General 3 Deposits General 4 Checking Payroll 5 Deposits Payroll 6 Sales Journal 7 Inventory Activity 8 Accruals Payable 9 Purchase Accruals 10 JC TB Journal 11 Deprec Amort 12 Closing Entries 20 Upto 20 Journals Total 11120 Working Trial Balance Report Year to Date Account Description Debits Cash in Bank General 92 553 27 0 00 0 00 0 00 0 00 164 250 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 256 803 27 Cash in Bank Payroll 1 General Journal 51 038 75 2 Checking General 0 00 3 Deposits General 0 00 4 Checking Payroll 0 00 5 Deposits Payroll 65 000 00 6 Sales Journal 0 00 7 Inventory Activity 0 00 8 Accruals Payable 0 00 9 Purchase Accruals 0 00 10 JC TB Journal 0 00 11 Deprec Amort 0 00 12 Closing Entries 0 00 20 Upto 20 Journals 0 00 Total 116 038 75 Number of records printed 2 Page 4 14 Print Reports Infinity POWER Sample Company Inc Working Trial Balance Credits Beginning Balance 125 611 92 87 805 33 0 00 0 00 65 000 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 278 417 25 E
232. igned solely to document and exemplify the use of Data Pro Accounting Software Inc s products Pagei This page intentionally left blank Page ii TABLE OF CONTENTS Description Page CHAPTER TINTRODUOCTION 1 1 ACCOUNT ORGANIZATION e seeseesvsevveveesnnnnvennennenevennennevsennneenevnnnnenennennennnnnnennevsnnnneensennnnenennennenenses 1 1 MULTI DEPARTMENTAL REPORTING 1 3 1 Individual and Combined Income Statements eese nennen nennen nennen nennen 1 3 2 Complete Individual and Combined Reporting esee eene 1 3 DEBITS AND EOU H0 V c sasa 1 4 FUND ACCOUNTING WITH AUTOMATIC INTERFUND BALANCING 1 4 GENERAL LEDGER SYSTEM INTEGRATION 1 6 DATA FILE DESCRIPTIONS seta seasons tastes sone 1 7 PREPRINTED FORMS H EIE 1 8 MASKED FIELDS ieies L I 1 8 IMPORTING G L TRANSACTIONS FLOWCHART 1 9 CHAPTER 2 SET UP AND MAINTENANCE 2 1 GENERAL OVERVIEW ceseesvsenvenevsnnnnnennennenenennennenenennennensennneeneenennnnennennenenennennen
233. ile you may search for that record by financial statement number or description lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on OK Chapter 2 Set Up and Maintenance Page 2 53 General Ledger User Manual Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record Results coGL6 dbf Financial Statement File coGL7 dbf Financial Statement Detail File Changes to Financial Statements saved Delete Mode GL0427 This option allows you to delete any Financial Statement Format To delete a Financial Statement Format you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar a
234. iled Accts Detailed Accts Detailed Accts Detailed Accts Group Heading Detailed Accts Running Total Clear Total Heading Group Heading Detailed Accts Detailed Accts Group Heading Detailed Accts Group Heading Detailed Accts Running Total Change In Operating Assets amp Liabilities Net Cash Provided By Operating Activity INVESTING ACTIVITIES Purchase Of Property Plant amp Equipment Payments Received On Notes Net Cash Used In Investing Activities FINANCING ACTIVITIES Proceeds From L T amp S T Borrowing Proceeds From Sale Of Common Stock Dividends Paid Net Cash Provided By Financing Activity Running Total Increase Decrease In Cash Equivalents Clear Total Summary Accts Running Total Cash amp Cash Equiv At Beg Of Period P Cash amp Cash Equiv At End Of Period x lt lt z lt lt lt 2z2 lt 2z2 lt lt 2z222 lt lt 2 lt lt lt lt lt lt x2z222 lt lt 2z2 lt lt lt x lt 2z2 lt z b lt 000000005575 005000 09000904 0000000050057 o o wo uum E K z s Ex z K ZZK s E z s s CQ N Q M AN O t OQ G N O 9 Q9 N Q Q Q N ANONN lt gt M lt lt lt s lt M lt Page 4 96 Print Reports Beg Account 40000 12120 12220 12420 12620 12820 11300 21200 12000 12100 12200 12400 12600 12800
235. iles and Trucks Autos amp Trucks Accum Deprec TOTAL FIXED ASSETS OTHER ASSETS Treasury Stock Stocks Purchased Bonds TOTAL OTHER ASSETS TOTAL ASSETS Page 4 30 Print Reports Balance Sheet Report 6 Month Trend Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 04 28 2006 11 2005 12 2005 01 2006 02 2006 03 2006 04 2006 ASSETS 210 451 76 210 451 76 183 451 76 168 024 93 168 024 93 168 426 87 225 00 225 00 225 00 225 00 225 00 225 00 48 180 19 48 180 19 91 420 16 124 315 58 108 477 33 26 566 21 0 00 0 00 0 00 13 000 00 26 000 00 24 292 85 500 00 500 00 500 00 500 00 500 00 500 00 1 240 042 36 1 240 042 36 1 389 306 34 1 444 145 09 1 560 960 16 1 646 888 30 31 907 80 31 907 80 31 907 80 51 907 80 51 907 80 51 907 80 14 125 00 14 125 00 14 125 00 17 525 00 17 525 00 17 525 00 1 115 81 1 115 81 1 115 81 5 065 81 5 065 81 5 065 81 17 646 15 17 646 15 17 646 15 17 646 15 25 054 26 24 404 26 47 731 76 47 731 76 32 012 13 7 714 01 2 091 95 325 996 10 26 782 04 26 782 04 81 782 04 81 782 04 81 782 04 81 782 04 2402 71 2402 71 2 402 71 2402 71 2402 71 2 402 71 455 642 67 455 642 67 450 432 13 452 182 13 454 784 58 457 114 50 15 553 27 15 553 27 0 00 0 00 0 00 0 00 800 00 00 00 800 00 00 00 00 00 00 00 250 00 250 00 0 00 0 00 0 00 0 00 1 933 222 38 1 933 222 38 2 069 538 69 2 223 672 17 2 342 037 49 2 670 333 37 53 000 00 53 000 00 53 000 00 53 000 00 53 000 00 53 000 00 224 8
236. import complete copy the GLO601 map to GLO601 old Change the GLO601 map to the 2 format to import the balance of the information Page 4 Set Up and Maintenance Chapter 2 General Ledger User Manual RENAME GL ACCOUNT NUMBER This option was designed to allow a user to modify existing General Ledger Account Numbers in all applicable fields The following pages will describe the changes that will take place during normal processing when this menu option is executed NOTE Although this option will perform a series of record locks as necessary as it goes through all of the integrated files as it renames all of the appropriate transactions records and notes attached to the master records this function is not designed to be run by multiple users at one time More importantly be fore you proceed to use this option make sure that all other accounting users are logged out of the entire accounting system before you proceed Other wise users may receive record locked error messages during the process ing of this function or during their normal transaction processing If they do not read the screen and follow proper instructions incomplete updates may occur and invalidate your intended efforts and jeopardize new accounting transactions ALWAYS MAKE SURE TO HAVE A COMPLETE DATA BACKUP PRIOR TO RUNNING THIS OPTION For instance many users may desire to rename a single account number which has a great deal of histo
237. in the file you may search for that record by account number or de scription lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on you have navigated to the correct detail line you may make changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record Results coGL1dy dbf General Ledger Account File Account Information updated Beginning Year Balance updated Period Balances and Budget Amounts updated Delete Mode GL0403 This mode allows you to delete an account You cannot however delete an account which has a balance in any of the twelve or thirteen periods or a beginning year balance Even though all balances are zero you should not delete any account that has had any transactions posted to it during the curren
238. inistrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial General Ledger and any other integrated accounting mod data files for particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the General Ledger option Maintain General Ledger Files Chapter 2 Set Up and Maintenance Page 2 1 General Ledger User Manual Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set Up and Maintenance Help General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order Entry te Point of Sale Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report Writer Run Time Customer Support Management Jiu Pro Security Administrator POWERServer Module Run Crystal Reports Productivity Tools Form Generator Up Fron Start New Year s Files POWER Upgrade Utility Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system Page 2 2 lll Start Up From Scratch Tools ID xl Sample Company 1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is p
239. iod eese Support Schedule Balance Sheet Budget Comparison Support Schedule Balance Sheet Comparative Year sese enne etre enne Support Schedule Balance Sheet Normal nasua adnan na eene nne entente SUPPORT SCHEDULES js SUSpense ACCOUTIE oinnia P RE I EE TREIBER ORENSE ea Page I 4 Index General Ledger User Manual TRANSACTIONJOURNALS Lists rasere e te a u epi Fit vest does tee Suenos ae EE REIR EE PEERS ENDS 4 81 Transaction Journals Reports u kes as UP ere kept 4 82 Transaction Line D scription u nn tauna niaaa asti ann RU RE ERR 3 3 Transaction Number 2 63 Transaction Type 2 63 3 2 Transaction Types dd net edd RD dre o neget edi nnn ears 2 10 Transanction Line Description 2 64 dekret 3 12 W Weeks Workedunsss see 3 15 WORKING TRIAL 4 11 Working Trial Balance Report Current Period 4 12 Working Trial Balance Report Quarter to Date 4 13 Working Trial Balance Report Year to Date eerie etort re a OTRA AE EED EA EEA EAE E 4 14 Index Page I 5
240. ion is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current data and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this re cord If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will ac cess an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User
241. ion there is a button to easily reverse the debit and credit entries of the journal entry Users get immediate feedback on the impact on which direction an account s entry will be taking dur ing the posting of a Journal Entry This feedback allows users to know whether they are increasing an account s balance or decreasing an account s balance without having to have extensive knowledge of Debits and Credits It automatically recognizes the normal sign on the accounts You can easily switch from debit to credit side by select ing the plus minus button Chapter 2 Set Up and Maintenance Page 2 59 General Ledger User Manual The following describes each of the data fields on the scrolling input screen Company If Intercompany This is the company number of the company to debit or credit You may Processing is turned on change the company by lt clickine gt on the arrow and the available choices will appear The company number entered must exist on the cur rent data drive Account This is the account number that will be either debited or credited Press the Down Arrow by default F2 to gain access to the account listing You may choose to search for accounts by account number or descrip tion Transaction Line Descrip This is a description which will be assigned to this leg of the recurring tion If option is turned on journal entry By default it automatically stores the main description en tered from the initial screen Yo
242. ions B Investing Activities Investing Activities include making and collecting loans acquiring and diposing of debt or equity instru ments and property plant and equipment and other productive assets That is assets held for or used in the production of goods or services by the company other than materials that are part of the company s inven tory C Financing Activities Financing Activities include obtaining resources from owners and providing them a return on and a return of their investment borrowing money and repaying amounts borrowed or otherwise settling the obliga tion and obtaining and paying for other resources obtained from creditors on long term credit When the company has a cash flow into the business relative to a specific account or category it will be reflected on this report as a positive number Accounts or categories that have used cash and created a cash outflow during this period will reflect negative amounts Normally your accounts should be organized numerically within the above categories The General Ledger system allows you unlimited accounts per company with a twenty 20 character alpha numeric account number for each account You may use from one to all twenty characters in the account number 3 to 10 characters is normal Whatever account number length you choose be certain to use that length consistently throughout a single company s chart of accounts to ensure the proper order of
243. ions Expense 2 500 00 6 900 00 4 400 00 12 000 00 27 600 00 15 600 00 TOTAL COST OF GOODS SOLD 33 802 12 45 166 54 11 364 42 192 54048 180 666 16 11 874 32 Page 4 36 Print Reports Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 2 Statement of Income 4 04 28 2006 04 28 2006 Current Actual Current Budget Variance YTD Actual YTD Budget Variance GROSS PROFIT 49 711 20 186 160 66 136 449 46 449 756 77 744 642 64 294 385 87 OPERATING EXPENSES Salaries Commercial 3 053 39 4 075 36 1 021 97 8 810 74 16 301 44 7 490 70 Salaries Residential 1 660 23 3 946 17 2 285 94 11 732 52 15 784 68 4 052 16 Wages and Salaries Sales 2 000 10 4 600 18 2 600 08 14 000 58 18 400 72 4 400 14 Wages and Salaries Mgmt 4 489 25 10 325 28 5 836 03 26 935 50 41 301 12 14 365 62 Wages and Salaries General 10 700 00 15 410 00 4 710 00 64 663 00 61 640 00 3 023 00 OH Expense Allocation 1 893 22 2 175 14 281 92 9 644 53 8 700 56 943 97 Taxes Sales Dept 208 24 478 95 270 71 1 457 68 1 915 80 458 12 Taxes Management 491 19 969 42 378 23 2 249 42 3 477 68 1 228 26 Taxes General Labor 1 193 79 1 594 46 400 67 5 937 43 6 377 84 440 41 Advertising Expense 360 00 575 00 215 00 1 710 00 2 300 00 590 00 Automobile Expense 1 066 25 172 50 893 75 1 811 80 690 00 1 121 80 Insurance 2 187 36 3 435 46 1 248 10 8 724 44 13 741 84 5 017 40 Insurance Worke
244. iption on this Finan cial Statement format Type This defines the statement type Balance Sheet Income Statement Statement of Cash Flows Title The title of the report may be anything you want up to forty 40 charac ters Subtitle The subtitle is a forty 40 character title that will print immediately un der the title Footnotes The two lines of footnotes fifty 50 characters will print on the bottom of each page of the financial statement The subtitles and footnotes may contain special codes to tell the system to print certain dates Using these codes enable you to set up the financial statements one time and not have to re edit the format every time the fiscal period or year changes Below are a list of the special codes and what the system will print in its place D Current System Date OF First Day of Current Year M First Day of Current Month DL Corresponding Date Last Year OFL First Day of Last Year ML First Day of Month Last Year MASK Specified Account Number Mask Chapter 2 Set Up and Maintenance Page 2 47 General Ledger User Manual This shows you which profit center or division you have masked on when printing a report No mask indicates that the report reflects the en tire company AllowSigned lt Click gt on this item to allow negative percentages to print on the finan cial statements Decimals This is a number 1 through 5 which defines the nu
245. is account to correct the entries not only in the General Ledger but all affected subsidiary modules DATA FILE DESCRIPTIONS The General Ledger module utilizes the following nine 9 data files 1 Master Configuration File 2 General Ledger Account File 3 Transaction File 4 Recurring Journal Entry File 5 Consolidation Entity File 6 Financial Statement File 7 Financial Statement Detail File 8 Overhead Batch File 9 Detail Batch File The following is a brief description of each of these files File Name Description Master Configuration File This file contains configuration information such as default accounts and filetype GL00 journal descriptions filename coGLO dbf where co is the company number en Ledger Account These files contain the chart of accounts ile filetype GL01 filenames coGL1dy dbf and coGL1dy mdx where is the year Transaction File These files contain the information pertinent to all journal entries that filetype GL02 have been posted filenames coGL2dy dbf and coGL2dy mdx where is the year oo Journal Entry These files contain complete information for all recurring Journal En tries filetype GL04 filenames coGL4 dbf and coGL4 mdx Consolidation Entity File These files contain all information pertinent to each consolidation entity filetype GL05 However once an entity has been consolidated it
246. is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select specific detail record based on text or select specific detail record based on line number When you select by either record based on text or record based on line number enter the appropriate information either text or a line number and lt click gt on OK When you choose to select a specific record in the file you may search for that record by account number or de scription lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line You may add additional lines by tabbing to the next line following the last entry of the batch Proceed to enter as many addi
247. is to receive a change in its budget Wil Enter Account Budgets Tools Launch Edit Navigation SEES Beg Balance 288 935 49 4 4 2 gt gt b St B 21 AIK Current Budget 573 935 49 New Budget 606 935 49 Account Cash in Bank General Normal balance debit Detail ltem Period Current Budget New Budget Change Budget 01 2003 65 000 00 GE 3 000 00 02 2003 73 000 00 74 500 00 1 500 00 03 2003 78 000 00 92 300 00 14 300 00 pr Enter the account number or press the down arrow F2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once the account has been specified the description of the account will appear at the top of the screen Once this has been done the account s current budget amounts will be automatically displayed The existing budgets for each fis cal period will be displayed in a scrolling screen The navigation tool bar will allow the user to move to future or prior periods as desired Chapter 2 Set Up and Maintenance Page 2 39 General Ledger User Manual The New Budget amount will automatically be the Current Budget amount The system will not change these amounts since it may only be a specific period s budget that should be adjusted and not the rest of the year The cur sor will default to the middle column Change Budget and will prompt for the amount of dol
248. ived On Notes Net Cash Used In Investing Activities FINANCING ACTIVITIES Proceeds From L T amp S T Borrowing Notes Payable Current Portion Unaudited For Internal Use Only Page 4 68 Print Reports 8 925 98 75 000 00 75 000 00 2 332 00 Chapter 4 Infinity POWER Sample Company Inc Statement of Cash Flows 04 28 2006 General Ledger User Manual Page 2 4 04 28 2006 Year to Date Long Term Notes Payable 75 000 00 Mortgages Payable 5 940 00 Proceeds From Sale Of Common Stock Dividends Paid Net Cash Provided By Financing Activity 66 728 00 Increase Decrease In Cash Equivalents 653 98 Cash amp Cash Equiv At Beg Of Period 258 856 95 Cash amp Cash Equiv At End Of Period 259 510 93 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 69 General Ledger User Manual RATIO ANALYSIS GL0206 This option prints the most often used Ratio Analysis formulas for measuring 1 Liquidity 2 Profitability 3 Debt to Equity Leverage The Ratio Analysis formulas examine the relationship between various accounts to provide certain economic indica tors for different aspects of your company These ratios may be calculated on Month to Date or Year to Date ba 515 When the screen appears lt click gt on either Month to Date or Year to Date Once this option has been specified click on and the Output Options screen will appear for any chang
249. king General Bower s Roofing Supplies 1 21200 Accounts Payable 1 561 37 2 46000 Cash Discounts Earned 43 85 3 11110 Cash in Bank General 1 517 52 04 01 2006 AP 10423 2 Checking General Clark Financial Services LLC 1 21200 Accounts Payable 3 495 71 2 11110 Cash in Bank General 3 495 71 04 01 2006 AP 10424 2 Checking General Florida Lumber Inc 1 21200 Accounts Payable 3 538 05 2 46000 Cash Discounts Earned 153 81 3 11110 Cash in Bank General 3 384 24 04 01 2006 AP 10425 2 Checking General General Telphone Company 1 21200 Accounts Payable 2 757 00 2 11110 Cash in Bank General 2 757 00 04 01 2006 AP 10426 2 Checking General NCNB National Bank 1 21200 Accounts Payable 7 417 46 2 11110 Cash in Bank General 7 417 46 04 01 2006 AP 10427 2 Checking General Power Insurance Company of FL 1 21200 Accounts Payable 3 276 97 2 46000 Cash Discounts Earned 163 85 3 11110 Cash in Bank General 3 113 12 04 01 2006 AP EFT5225 2 Checking General Pitts Repair 1 21200 Accounts Payable 254 88 2 46000 Cash Discounts Earned 5 09 3 11110 Cash in Bank General 249 79 04 01 2006 AP 10428 2 Checking General S amp S Sub Contractors 1 21200 Accounts Payable 231 33 2 46000 Cash Discounts Earned 11 57 3 11110 Cash in Bank General 219 76 04 01 2006 AP 10429 2 Checking General Scotty s Building Supplies 1 21200 Accounts Payable 1 970 61 2 46000 Cash Discounts
250. l Type Tab Reverse Statement Income Description Income Statement Report Title Statement of Income Subtitle 0D Level Footnotes Unaudited For Internal Use Only 2 Group Heading 3 Detailed Accts 5 Group Total 2 Group Heading 3 Detailed Accts 5 Group Total 6 Running Total 2 Group Heading 3 Detailed Accts 3 Detailed Accts 5 Group Total 6 Running Total 3 Detailed Accts 6 Running Total Fenner sea lt Z lt z zz A Page 4 98 Print Reports NONooo0oa403005000 Center xu ue V z VW rv 2 s Infinity POWER Sample Company Inc Financial Statement Maintenance Report Description INCOME TOTAL INCOME COST OF GOODS SOLD COGS ACCTS TOTAL COST OF GOODS SOLD GROSS PROHT OPERATING EXPENSES OPERATING EXPENSES TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Beg Account 40000 50000 60000 79000 75400 Page 5 4 04 28 2006 End Account 49999 99 59999 99 75300 99 99999 99 75500 Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 6 Financial Statement Maintenance Report 4 04 28 2006 Type Tab Reverse Level Center Description Beg Account End Account Statement Income2 Description Income Statement Whole Dollars Report Title Statement of Income Subtitle 0D Footnotes Unaudited For Internal Use Only 1 Heading 0 N
251. l Ledger User Manual Infinity POWER Sample Company Inc Page 2 YTD Ratio Analysis 4 04 28 2006 Measures of Profitability Return on Invested Assets Net Income Total Assets Return on Invested Equity Net Income Total Equity Gross Margin 194 260 94 3 184 607 67 Percent 6 10 194 260 94 1 185 206 97 Percent 16 39 Sales 642 297 25 Cost of Sales 192 540 48 Total Sales 642 297 25 Operating Income Percent 70 02 Sales 642 297 25 Cost of Sales 192 540 48 Operating Expenses 219 032 97 Total Sales 642 297 25 Chapter 4 Percent 35 92 Print Reports Page 4 73 General Ledger User Manual Infinity POWER Sample Company Inc Measures of Debt to Equity Debt to Equity Ratio Total Liabilities Total Equity Long Term Debt to Equity Ratio Long Term Liabilities Long Term Liabilities Total Equity Page 4 74 Print Reports YTD Ratio Analysis 1 999 400 70 1 185 206 97 Ratio 1 68696 191 010 12 191 010 12 1 185 206 97 Ratio 0 13879 g 4 04 28 2006 Chapter 4 General Ledger User Manual Ratio Analysis Report MTD Infinity POWER Sample Company Inc Page 1 YTD Ratio Analysis 4 04 28 2006 Measures of Liquidity Quick Assets Cash 219 510 93 Marketable Securities 0 00 Net Receivables Quick Ratio Quick Assets Current Liabilities Current Ratio Current Assets Current Liabilities Net Working Capital Curren
252. l Ledger on a pe riodic basis coGL5 mdx Consolidation Entity File filenames coGL5 dbf and These files contain the company numbers and percentages that can be consolidated by the General Ledger to produce a consolidation company from which financial statements may be printed and coGL6 mdx Financial Statement File filenames coGL6 dbf These files contain the overhead information for each financial statement set up in the system This information consists of description titles sub titles footnotes decimal usage and chaining preferences Financial Statement Detail These files contain the detail lines entered for the coding of the financial and coGLA mdx filenames coGLA dbf File statements and is attached to the overhead information in the Financial filenames coGL7 dbf Statement File and coGL7 mdx Overhead Batch File This file contains the batch numbers description and default journal number for all batches in your system Detail Batch File and coGLB mdx filenames coGLB dbf This file contains all of the transaction entries for each batch in your sys tem NOTE Attempting to execute this option after these files have already been set up will result in a warning message that will not permit you to execute this option again This option does not add any records to these files it simply creates the data files In the following options you will have the choice
253. l entry This will return you to the first screen Click on the Save button to save your record To exit this option click on the Close button NOTE After entering the Batch Detail data if you click the Esc key or click the Cancel button a warning displays allowing the user to confirm they wish to cancel the transaction detail edits Results coGLA dbf Overhead Batch File Batch Entry added coGLB dbf Detail Batch File Batch Detail Records added Chapter 3 Enter Transactions Page 3 15 General Ledger User Manual Change Mode GL0105 This mode allows you to change existing Journal Entry batches If you have made any mistakes during the entry of a batch or wish to add new transaction lines to an existing batch you may choose this option First you must navigate to the batch you wish to change You may find a batch using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are chang ing a batch lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made When the batch has been selected click on the Batch Detail button to access the detail line items of this batch Once this screen
254. l line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record Results coGL4 dbf Recurring Entries File Changes to Recurring Journal Entry saved Delete Mode GL0408 This mode allows you to delete any Recurring Journal Entry First you must navigate to the record you wish to de lete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Results coGL4 dbf Recurring Entries File Specified Recurring Journal Entry deleted Chapter 2 Set Up and Maintenance Page 2 61 General Ledger User Manual Copy Mode GL0409 This option allows you to set up new Recurring Journal Entries by copying existing ones The ability to copy Recur ring Jo
255. lar Entities quick and accurate First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information will be copied to a new record The system will prompt you to enter the new consolidation entity number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results SysGL5 dbf Consolidation Entity File New Consolidation Entity created PERFORM CONSOLIDATION GL0414 This option allows you to combine several companies at varying percentages of ownership into one Consolidation Entity NOTE The Consolidation Entity must already be set up to perform this option When you select this option you will be prompted to select the Consolidation Entity to process You can press the Down Arrow F2 by default to gain access to the consolidation entity listing You may choose to search for enti ties by number or description To begin the process click on the Start button Chapter 2 Set Up and Maintenance Page 2 65 General Ledger User Manual E Perform Consolidation Tools Launch Entity B x
256. lar change to be added or subtracted from the Current Budget amount It is extremely important to note the default type of balance at the top right of the screen under the budget balances The system will display the format that is normal for each account by stating one of two choices Normal Balance Debit Normal Balance Credit If the system is stating that the current account selected has a Normal Balance Credit then any budget amount should be entered with a minus sign in front of the amount entered to increase the budget amount A positive number will subtract from the Current Budget amount If an account has Normal Balance Debit then the op posite is true When a number is entered into the Change Budget field the New Budget field will automatically display the recalculated budget amount of the change Verify this amount is the final budget amount you expect as you en ter these numbers into the system If it does not look proper it may be that the appropriate sign was not entered as part of the budget amount Continue to enter these change amounts until you reach the end of the screen or you may click on the Save but ton to the save any changes and store the adjustments as the new Current Budget for the specified account Ad ditionally an audit trail report will be sent to the selected output device called the Change Budgets Register which will display the current status o
257. le You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a va riety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference The order in which items will print on reports This is handled through the method in which you choose the begin ning and ending account range For example you will be given two choices when you select your beginning and ending account number when lt click gt ing the Down Arrow F2 by default Account Number Description Chapter 4 Print Reports Page 4 3 General Ledger User Manual Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The account number mask is a field which gives you the ability to set up a specific search and have the system only retrieve items defined within the parameters of that search This is very beneficial if you want to print all reports for a particular department or location Your account number is the key to how specific information may be searched on The account number length will be reflected i
258. le GLACC PO04 xxxP04 dbf Batch Purchase Order File GLACCT ACCOUNTS RECEIVABLE AR00 xxxAR0 dbf Accounts Receivable Configuration GLAR File xxxAR7dy dbf Accounts Receivable Sales Code GLASSET File GLCOS GLSALES CHECK RECONCILIATION CRO1 xxxCRI dbf Bank Account File GLAP GLCASH GLDISC SET UP ACCOUNT BUDGETS GL0420 This section discusses the ways to set up or create change or archive restore budgets It also covers how to print the Budget Report which is used to verify all information input into this option against the current actual figures for each account All accounts in the General Ledger Chart of Accounts have the ability to keep a budget amount by each fiscal period month for each fiscal year These budget fields normally may be set up or changed through the options to Set Up Accounts found under the Set Up and Maintenance area of the system The primary benefits of the following options are to allow changes to these budget amounts without requiring access to sensitive options such as Set Up Accounts where other information such as actual account balances are stored Additionally options such as Set Up Account Budgets provide automated tools designed to allow forecasting and projection budgets based on historical and actual figures Combined with the ability to maintain multiple budgets for various forecasting reasons these tools make for greater system security a
259. lick on the Batch Detail button to go to the detail entry screen This screen allows the entry of up to 500 lines of transaction detail Each of the data fields on this screen may be turned off in the General Ledger Configuration option Batch Entry except for the Account Number and Amount This allows you to simplify your input screen to meet your specific needs Page 3 6 Enter Transactions Chapter 3 General Ledger User Manual NOTE After entering the Batch Detail data if you click the Esc key or click the Cancel button a warning displays allowing the user to confirm they wish to cancel the transaction detail edits Wil Journal Entry Batch Detail Transaction Type 5 Deposits Payroll Tools Launch Edit Navigation Options Debits 10 000 00 Hea vb MU i x m B Credits 10 000 00 Out of Balance 0 00 Detail ltem System Entity ID Trans Type Entry Description Date Trans No Ref Number Account No Account Description Payroll Subtypes Debit Amount Credit Amount Inc Dec 1 OS Deposits Payroll Payroll Transfer 04 30 2003 11121 Cash in Bank Payroll 10 000 00 Inc 2 GL v OS Deposits Payroll v Payroll Transfer 04 30 2003 11110 p Cash in Bank General 10 000 00 Dec Auto Balance Cancel The following is an explanation of each of these data fields System This indicates to the system which module will be upd
260. ll key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it is still highly recommended that floppy disk backups be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but consider the investment involved Depending on your business you may have anywhere from one to several hundred people working on your account ing processing The largest true cost of a hardware failure or loss of information is not the loss of programs disks or even com puters The largest cost is that of labor and management s time inputting your accounting information This can liter ally represent thousands of man hours over time This is a large investment that should be safeguarded at all times These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is entirely up to you the user and manager to protect your invest ment Chapter 2 Set Up and Maintenance Page 2 75 General Ledger User Manual This page intentionally left blank Page 2 76 Set Up and Maintenance Chapter 2 General Ledger User Manual CHAPTER
261. llows a Debt to Equity Ratio Total Liabilities divided by Total Equity b Long Term Debt to Equity Ratio Long Term Liabilities divided by Long Term Liabilities Total Equity The Account Type established for each account during the Set Up Accounts options automatically handles the classification of accounts within the categories used in the formulas described above When you select this option you simply select whether you want to review the account balance changes for the current month or year to date Chapter 4 Print Reports Page 4 71 General Ledger User Manual Ratio Analysis Report YTD Infinity POWER Sample Company Inc Page 1 YTD Ratio Analysis 4 04 28 2006 Measures of Liquidity Quick Assets Cash 219 510 93 Marketable Securities 0 00 Net Receivables Quick Ratio Quick Assets Current Liabilities Current Ratio Current Assets Current Liabilities Net Working Capital Current Assets Current Liabilities Net Working Capital Turnover Sales Net Working Capital Accounts Receivable Turnover Sales Net Receivables Inventory Turnover Cost of Sales Inventory Page 4 72 Print Reports 1 746 291 17 1 965 802 10 1 965 802 10 1 808 390 58 Ratio 1 08705 2 670 333 37 1 808 390 58 Ratio 1 47664 2 670 333 37 1 808 390 58 861 942 79 642 297 25 861 942 79 Times 0 74517 642 297 25 1 746 291 17 Times 0 36781 192 540 48 703 731 27 Times 0 27360 Genera
262. lly left blank Page 4 112 Print Reports Chapter 4 General Ledger User Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS This section discusses both types of Analytical Graphs utilized by the Windows GUI version of the General Ledger module These graphs are designed to give you an instant visualization of your general ledger information No other programs are required to execute this option The system performs all graphics functions from within its own programs Check the hardware requirements section in your System Administrator manual to verify that you have all of the necessary equipment to perform this function After the graph has been displayed to your screen printing is one simple step Press ALT Print Screen and paste into a WORD document You may also paste this image into a document or an Excel spreadsheet for presentation purposes ACCOUNT BALANCES BY MONTH GL0301 This option allows you to display a line graph comparing Each Month s Balances for up to four different ac counts simultaneously This is an excellent tool for reviewing annual trends between accounts Once you have selected this option you will be asked to specify the accounts you wish to graph Simply input the appropriate account numbers or if you are unsure of the account number press TAB and a listing of your account numbers and their descriptions will be displayed Simply highlight the account you wish to use and highlight it and click OK Once you have i
263. low Statement of Cash Flows Statement of Cash Flows deptlinc Income Statement Statement of Income for Department 1 Income Income Statement Statement of Income Income2 Income Statement Whole Dollars Statement of Income incomedepi Income Statement Statement of Income for Shipping Chapter 4 Print Reports Page 4 93 General Ledger User Manual Financial Maintenance Report Detailed Infinity POWER Sample Company Inc Financial Statement Maintenance Report Type Tab Reverse Level Center Description Statement Balance Description Balance Sheet Report Title Balance Sheet Subtitle 3D Footnotes Unaudited For Internal Use Only 1 Heading 0 N 0 Y ASSETS 2 Group Heading 0 N 0 N CURRENT ASSETS 3 Detailed Accts 1 N 0 N CURRENT ASSETS 4 Summary Aces 1 N 0 N PREPAID EXPENSES 5 Group Total 2 N 0 N TOTAL CURRENT ASSETS 2 Group Heading 0 N 0 FIXED ASSETS 3 Detailed Accts 1 N 0 N FIXED ASSETS 5 Group Total 2 N 0 N TOTAL FIXED ASSETS 2 Group Heading 0 N 0 N OTHER ASSETS 3 Detailed Accts 1 N 0 OTHER ASSETS 5 Group Total 2 N 0 TOTAL OTHER ASSETS 6 Running Total 4 N 1 TOTAL ASSETS 7 Clear Total 0 N 1 N 1 Heading 0 N 0 Y LIABILITIES amp STOCKHOLDER EQUITY 2 Group Heading 0 0 N CURRENT LIABILITIES 3 Detailed Accts 2 Y 0 N 5 Group Total 2 Y 0 N TOTAL CURRENT LIABILITIES 2 Group Heading 0 N 0 N LONG TERM LIABILITIES 3 Detailed Accts 1 Y 0 N LONG TERM LIABILITIES 5 Group
264. lows you to export a financial statement format to a single file which may be imported into another system It also allows you to export your financial statement formats to another directory or another medium for safe individual backup of each format NOTE Keep in mind that under normal data backup execution these financial statement format files may not be included Therefore take special precau tions to include these files in your daily backup procedure This option is used to share financial statement formats including Balance Sheets Income Statements and State ments of Cash Flow with other users with the same chart of accounts structure This option creates a file which contains all of the specified financial statement format information Chapter 2 Set Up and Maintenance Page 2 55 General Ledger User Manual This file is in a format which is recognizable to the Import Financial Statements option described later in this chapter When you select this option you will be asked to enter the Financial Statement number that you wish to export W Export Financial Statements Tools Launch Financial Statement BALANCE Balance Sheet Export File CArepartib alsheet fmt Browse Click on the Financial Statement field and then press the Down Arrow F2 by default to gain access to the state ment listing You may choose to search for statement formats by number or description Once you have selected the fin
265. lt to gain access to the account listing You may choose to search for accounts by account number or description Once the account has been specified the description of the account will appear at the top of the screen The existing budgets for each fiscal period will be displayed in a scrolling screen The navigation tool bar will allow the user to move to future or prior periods as desired The New Budget amount will automatically be the Current Budget amount The system will not change these amounts since it may only be a specific period s budget that should be ad justed and not the rest of the year It is extremely important to note the default type of balance at the top right of the screen under the budget balances The system will display the format that is normal for each account by stating one of two choices Normal Balance Debit Normal Balance Credit Page 2 38 Set Up and Maintenance Chapter 2 General Ledger User Manual If the system is stating that the current account selected has a Normal Balance Credit then any budget amount should be entered with a minus sign in front of the amount entered Otherwise you will not receive the correct result When a number is entered into the New Budget field that is different than the Current Budget the Change Budget field will automatically display the net change in budget amounts Verify this amount is the amount of change that you expect as you ente
266. m the Menu Bar and then Add A screen will appear with the current data and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this re cord If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will ac cess an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode GL0425 The Inquiry mode provides a quick look at the summary and detail
267. mally this should be lt clicked gt for the Liability and Equity section of the Balance Sheet the Income Revenue section of the Income Statement and all the accounts on the Statement of Cash Flows 4 Beginning Account and These two fields are the beginning and ending accounts which specify Ending Accounts the range of accounts to include for this line type These accounts do not have to be actual account numbers It is recommended that whenever possible you enter a beginning account lower than your actual beginning account and an ending account higher than your actual ending account for this range This will enable you to add future accounts without having to change the format of the financial statement Summary Accounts The Summary Account type is very similar to the Detailed Account type for the Tab Type Reverse Sign and Beginning and Ending Ac count fields The Summary Account type will print a one line summary of all the accounts specified in the range and print the data entered in the Description on the Financial Statement If you would like to summarize multiple account ranges into one line you may specify several Summary line types with a description field starting with an asterisk The last Summary line type should have a description without an asterisk This last line description will print on the Financial Statement and include the sum of all preceding Summary line type account ranges Group Tot
268. mber of decimal places you wish to print for dollar amounts on this financial statement format By using a 1 the system will utilize the default decimal rounding for the printed variation of the financial statement selected This is usually two decimal places except for the Comparative Year versions of the Balance Sheet and Income Statement Due to spacing considerations on the width of the page the system automatically formats these versions of the reports with zero decimal places Chain To This is the number of the Financial Statement format that will automati cally follow the current statement format when you select the option to Print Balance Sheet or Print Income Statement This feature is particularly useful when you have several financial statement formats that you wish to have printed all together such as income statements by department Click on the Detail button to access the detail portion of the financial statement set up A scrolling screen will appear with the detail lines of the financial statement Line types give you the ability to define which account bal ances are grouped where totals are placed and many other report formatting features For each line of data that is entered there are several data items These items will be turned off or on depending on the line type that is entered ll Financial Statement Detail Statement Balance Tools Launch Edit Navigation M virnum
269. meric reference number to be included in the ence Check transaction This reference number is the primary document number for items such as check number invoice number or any other type of internal control number such as Journal Entry numbers The default reference number will be the reference number of the previous line Account This is the account number that will be debited or credited You may enter the account number of your choice or lt click gt on the Down Arrow to Pop Up a window from which you may scroll through the account file to choose the account needed If you are entering a Description Only transaction line enter a for the account number Description Only lines are attached to the journal entry They can be seen when print ing the Batch Edit Reports and Transaction Journals The system will prompt you whether to include them on the General Ledger Report Once the account number is chosen the account description will automatically be displayed in the Description field immediately to the right of the account You may also lt click gt on the Auto Bal ance button to let the system choose the balancing account for you This will be based on the account number set up for the transaction type of this line Amount This data field is the dollar amount that will be posted to the General Ledger account on this transaction line You must enter debit amounts as positive numbers and credit amounts as n
270. mine which reports you should be using in your daily activities or when trying to locate specific types of information The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system are discussed here Reports illustrate the results of transactions from the op tions within this module or from another integrated module Reports do not update the actual files STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized with all reports CTRL O Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL O Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by lt click gt ing on the
271. mort Closing Entries Up to 20 Journals General Journal Checking General Deposits General Checking Payroll Deposits Payroll Sales Journal Inventory Activity Accruals Payable Purchase Accruals JC TB Journal Deprec Amort Closing Entries Up to 20 Journals Current Period Account Description Debits Credits Net Adjustments Cash in Bank General Beginning Balance 108 477 33 0 00 0 00 0 00 I 0 00 68 911 12 68 911 12 0 00 0 00 0 00 0 00 0 00 0 00 0 00 13 000 00 13 000 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 cime cm 0 00 0 00 0 00 0 00 0 00 0 00 _ 0 00 0 00 BUM s 0 00 0 00 0 00 i H Total 0 00 81 911 12 81 911 12 Ending Balance 26 566 21 Cash in Bank Payroll Beginning Balance 26 000 00 0 00 0 00 0 00 50 00 0 00 O o 0 00 0 00 0 00 14 707 15 CO Loa 13 000 00 0 00 13 000 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 000 ____ 0 00 0 00 0 00 0 00 0 00 0 00 x 0 00 0 00 060 0 00 0 00 s s 0 00 0 00 000 1 E Ve Total 13 000 00 14 707 15 1 707 15 Ending Balance 24 292 85 Number of records printed 2 Page 4 12 Print Reports Chapter 4 General Ledger User Manual Working Trial Balance Report Q
272. mple an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CR LF 100 1122 A2 250 00 CR LF 100C 2211 A3 75 00 CRHLF lt Click gt on one of the three choices to define the type of file you will be using and you will then be prompted to en ter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any net work you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import proc ess It is highly recommended that you lt click gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any prob lems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first o
273. mporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes TOTAL OPERATING EXPENSES NET INCOME LOSS FROM OPERATIONS NET INCOME AFTER TAX Unaudited For Internal Use Only Page 4 48 Print Reports Infinity POWER Sample Company Inc Statement of Income 04 28 2006 Page 2 4 04 28 2006 Year to Date 1 815 66 0 28 8 925 00 1 39 1 665 00 0 26 12 958 55 2 02 1 350 45 0 21 620 74 0 10 1 225 00 0 19 5 582 58 0 87 1 575 40 0 25 870 00 0 14 3 401 38 0 53 10 567 30 1 65 3 746 88 0 58 17 038 96 2 65 1 842 32 0 29 4 356 72 0 68 16 119 72 2 51 9 110 79 1 42 4 811 54 0 75 6 420 81 1 00 255 495 83 39 78 194 260 94 30 24 194 260 94 30 24 Chapter 4 General Ledger User Manual Income Statement Report Annual Budget Infinity POWER Sample Company Inc Page 1 Statement of Income 4 04 28 2006 04 28 2006 Current Actual YTD Actual Annual Budget Remaining Budget INCOME Revenue 50 902 88 443 483 57 1 773 655 08 1 330 171 51 25 00 Revenue Concrete Commercial 5 000 00 79 100 00 298 320 00 219 220 00 26 52 Revenue Concrete Residential 5 010 00 12 990 75 31 680 00 18 689 25 41 01 Revenue Electrical Residential 4 255 00 5 206 32 0 00 5 206 32 0 00 Revenue Framing Commercial 8 000 00 39 600 00 286 440 00 246 840 00 13 8
274. n which maintains the account balance and budget amount for each month of the year The following is an explanation of each of these data items Account This is a twenty 20 character alpha numeric number Description This is a thirty 30 character description of the account which will be displayed on all reports and financial statements Account Type This type is used by the system to determine whether it is normally a debit or credit balance account where it belongs on the financial statements and how the accounts should be grouped when printing the Statement of Changes and Ratio Analysis reports The following is a list of the fifteen predefined types CA Cash CA A R CA Inventory CA Mkt Securities CA Other Fixed Other Assets Current Liabilities Long Term Liab Equity Income Sales Cost of Sales Operating Expenses OpExp Depr Amort Other Expenses Other Income CA and OpExp are abbreviations for Current Assets and Operating Ex penses respectively This account type along with the Contra Balance will be used by the system whenever an amount needs to be posted to an account The system will determine whether a debit balance or credit balance is normal or whether you are increasing or decreasing the account balance Chapter 2 Set Up and Maintenance Page 2 17 General Ledger User Manual Contra Balance lt Clicking gt on this field lets the system know whether the normal
275. n Once you have selected the Batch Number you will need to define the type of report that you want to print You may select from the following choices e Batch Entries e Batch Entries With Summary e Create Client Integration File e After the fact Accounts Payable e After the fact Payroll By clicking on All Batch Entries After the fact Accounts Payable and After the fact Payroll the system will print a detailed report showing all transaction information for this batch By clicking on AII Batch Entries with Summary the report includes summary information an account summary will then print at the end of the report displaying all of the accounts that would be affected if this batch were to be posted The Client Integration File option is designed for those firms desiring to make adjusting journal entries for their clients who are perform ing their own processing on a daily basis with an Infinity POWER product This option allows you to use the Batch Processing option found in the General Ledger to create a General Ledger Integration File that may be provided to clients to post into their existing General Ledger data files This means that you can create adjustments for the clients General Ledger without them having to stop their normal proc essing They can retain their General Ledger data files and wait to receive any necessary adjustments through this option This option creates a file th
276. n Sick Personal etc from an Employee s master file These hours will also be updated in a Department s Historical Master File if you are running a departmentalized payroll system As you proceed to select each option enter all required changes by simply positioning the cursor where the change is required or assume the default values and click on the or the Apply button to save your changes Fund Accounting The Fund Accounting Configuration screen will display two data items necessary for configuring your General Ledger to operate with Fund Accounting principles W Configuration Tools Launch Master Configuration Transaction Types Batch Entry Fund Accounting Main Interfund Account of Digits Designating Fund 3 Page 2 12 Set Up and Maintenance Chapter 2 General Ledger User Manual Main Interfund Account This is the account number which will be used by the system to create balancing entries These entries are made by transactions which are en tered and the entries cross funds Each fund must contain this chart of account number in respect to that fund s designation character For example if you have configured the system to use a one 1 character fund designator and you have three 3 funds A B C you must have an Interfund account number assigned to each fund The format of that chart of account number must be consistent There fore you may have I
277. n the mask field on your screen The account number mask field would appear on your screen as 1235678901234567890 Assuming that you were utilizing a five digit account number with the last two digits representing the department or location number e g 03 to print a report that would mask for a department or location you would enter the fol lowing 03 12345678901234567890 The areas not being masked can either be spaces or question marks Question marks are the standard wildcard for mat Period to Report On If a report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period re porting as well as current period reporting Cancel the Print Job lt Click gt ing on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation SUMMARY TRIAL BALANCE GL0201 This option allows you to print a Summary Trial Balance showing either Year to Date or Current Period account balances and will allow you to mask on specific accounts The Current Period Trial Balance reflects the net transac tion activity to each account within the Chart of Accounts for the current period month if no items were selected for masking or the net tr
278. nc Financial Statement Maintenance Report Description ASSETS CURRENT ASSETS CURRENT ASSETS TOTAL CURRENT ASSETS FIXED ASSETS FIXED ASSETS TOTAL FIXED ASSETS OTHER ASSETS OTHER ASSETS TOTAL OTHER ASSETS TOTAL ASSETS LIABILITIES amp STOCKHOLDER EQUITY CURRENT LIABILITIES CURRENT LIABILITIES TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES LONG TERM LIABILITIES TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY STOCKHOLDER EQUITY Current Period Profit Loss TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Beg Account 10000 12000 12900 20000 27000 30000 40000 General Ledger User Manual Page 2 4 04 28 2006 End Account 11999 12820 19999 26999 29999 39999 999999 Print Reports Page 4 95 General Ledger User Manual Infinity POWER Sample Company Inc Financial Statement Maintenance Report Type Tab Reverse Level Center Description Statement Cashflow Description Statement of Cash Flows Report Title Statement of Cash Flows Subtitle 0D Footnotes Unaudited For Internal Use Only OPERATING ACTIVITIES Net Income Adjustments To Reconcile N I To Cash Heading Summary Accts Group Heading Detailed Accts Detailed Accts Detailed Accts Detailed Accts Detailed Accts Group Heading Detailed Accts Detailed Accts Running Total Clear Total Heading Group Heading Detailed Accts Detailed Accts Deta
279. nd better capability in budgeting a company s performance Chapter 2 Set Up and Maintenance Page 2 35 General Ledger User Manual NOTE Before attempting to use any of these options you should proceed to the op tion to Archive Restore Budgets This option is designed to allow you to save the current budget should you make any accidental or unwanted changes If you do not archive the current budget once changes are implemented you will have to manually enter all corrections to restore the files to their original status This option allows you to set up the account budgets for a range of accounts This includes the ability to create new budgets based on prior year s period or annual budgets or based on a prior year s period or annual actual amounts It is necessary to have prior year s files available to access this option The use of this option provides the user with the ability to create new budgets using a wide range of formulas and prior history as tools to create these new budgets This provides excellent capabilities in using accurate historical data in providing a better look at future projections When this option is selected the beginning and ending account number range will be prompted for Set Up Account Budgets Tools Launch Account Range Beginning Account Using Account key Ending Account Budget Basis Type Percent Change Account Mask amp Prior Year Period Budgets 2 1 2 C
280. nd then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Results coGL6 dbf Financial Statement File coGL7 dbf Financial Statement Detail File Specified Financial Statement Format deleted Copy Mode GL0428 This option allows you to set up a new Financial Statement by copying from an existing financial statement format The ability to copy Financial Statement Formats makes setting up similar Financial Statements quick and accurate First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information will be copied to a new record The system will prompt you to enter the financial statement number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coGL6 dbf
281. nding Balance Beginning Balance 0 00 0 00 0 00 91 745 90 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 91 745 90 Ending Balance Year to Date 48 180 19 33 058 65 87 805 33 0 00 0 00 65 000 00 164 250 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 21 613 98 26 566 21 0 00 51 038 75 0 00 0 00 91 745 90 65 000 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 24 292 85 24 292 85 Adjustments Page 1 4 04 28 2006 Chapter 4 General Ledger User Manual Chapter 4 Print Reports Page 4 15 General Ledger User Manual ACCOUNTANT S TRIAL BALANCE GL0217 This option allows you to print an Accountant s Trial Balance showing Year to Date Current Quarter or Current Month account balances The Accountant s Trial Balance is a useful report for auditing the account activity of a business It is specifically designed as a working tool for those in the accounting trade to use as manual adjustments to the General Ledger are figured When this option is selected the system will prompt you for the Report Type Your choices will be e Current Period Trial Balance e Quarter to Date Trial Balance e Year to Date Trial Balance You will also have the option to Include Zero Balance Accounts As the default the report will not include any account that has a zero dollar amount based on t
282. ng operations However in addition to the entries above the entries shown below are produced automatically by the system to handle the interfund balancing Account Description Debit Credit A011009000 Interfund Balance 100 00 B011009000 Interfund Balance 100 00 Whenever an entry is made that crosses a fund one leg of the transaction is from one fund and the other leg of the transaction is from a different fund the system will automatically produce entries using the Interfund Balancing ac count to balance that fund These Interfund Balancing entries can be seen and printed on the Transaction Journal Reports and the General Ledger Report GENERAL LEDGER SYSTEM INTEGRATION The General Ledger system integrates with all Infinity POWER modules The integration is provided in either summarized or detailed form Depending on how the Master Configuration is defined transactions may be posted directly to the General Ledger automatically or may be performed by you on demand daily weekly or monthly by using the Post Integration File Option The following outlines the integration e Each Infinity POWER module will create a General Ledger integration file assuming the module is specified as interactive with General Ledger and the Automatically Post Integration Files op tion is not turned on in the Master Configuration e This file will be updated as transactions are entered within the module e At any time you ma
283. ng the 13 Period Processing method the period numbers listed on the right of the scrolling screen are normally representative of the month of the year When using the 13 Period method these numbers now represent the fiscal period numbers of the year Periods I through 13 The General Ledger includes an additional set of options designed to allow the entry of budgets from a separate set of options There are several advantages to using these various options but most importantly they provide a mecha nism that allows for budget set up and changes without having other users in an option where account balances are maintained Therefore if security is a concern the options to set up and change accounts should be defined in the Advanced Se curity module and other users should only be allowed to make budgeting changes through the options to Set Up Account Budgets The Set Up Account Budgets options will directly affect the dollar amounts in the budget fields found in this option As they are changed in the Set Up Account Budgets option they will automatically be changed here The dollar amounts found in the budget fields by period will be used in budget comparison reports for the Balance Sheet and Income Statement Therefore whatever number is currently found in these fields will be used in the print ing of these reports Chapter 2 Set Up and Maintenance Page 2 19 General Ledger User Manual The Archive Restore Budgets
284. nnnnnennensnnnnseneenennnneneen 2 1 Navigation TOONS Dt 2 6 COPY AN EXISTING COMPANY GL0503 2 6 GENERAL LEDGER CONFIGURATION GL0415 2 8 Master Configuration a sha e I Tere re PET UR Re ESES 2 9 Transaction Lyp s austero nO ete pp e eU e OR bar DU UD t e RP RERO Peg 2 10 Batch Entry Configuration acea ee edet eie eene i eto deep Le E 2 12 Fund Accouhtifig db eee Hor bm aae cederet mta POE ete R 2 13 SET ACCOUNTS M 2 14 Inquiry Mode GL0400 eee eee e RO eerie eet tpe ree Heer edere 2 15 Add Mode GE0401 us atn Pr p Do B Deco ep c P eda DER P d Der 2 17 Change Mode GE0402 ert echt b ee RE en kresen 2 21 Delet Mode GLE0403 3 2 220 2 REP DU p DERE eb ER E DUE mese 2 22 Copy Mode GL0404 Pte ipt ete e Dt ett e rd pep et p DERE 2 22 COPY RANGE OF ACCOUNTS sesevensesvenevsnnennenennneenevnennnnennennenenennennennennnennevnnnnnnennenennenennennenensnneen 2 23 IMPORT ACCOUNTS GL0601 eseeseesvvenvenevsvnnnvennennenensnnennensennneenevnennnnennennenensnnennenseneneeneenennnnensen 2 25 FEix d Eength ASCIL EIS ceti pter en qe erem i ie RO Ee eeclesie Hes 2 26 Variable ASCILFIGS eee iet erret ete Hei rey HEU pe D Bree EUR et ai ass 2 27 Comma Delimited PRN Files U isnende
285. nput all of the account numbers to be graphed click on the GRAPH button and the line graph will be plotted MTD Account Balances 320000 00 E 40000 1 240000 00 Bl 41100 1 160000 00 Bl 41200 1 80000 00 E 41300 1 Chapter 5 Perform Analytical Graphs Page 5 1 General Ledger User Manual COMPARATIVE ACCOUNT BALANCES GL0302 This option allows you to display a bar or a pie chart comparing the Current Month or YTD Balances for up to twelve 12 different accounts simultaneously This is an excellent tool for comparing account balances To specify the accounts you wish to graph you simply input the appropriate account numbers If you are unsure of the account number press TAB and a listing of your account numbers and their descriptions will be displayed Sim ply highlight the account you wish to use and lt click gt OK Once you have input all of the account numbers you wish to graph you will be asked MTD or YTD The default setting will be based on YTD balances lt Click gt on the MTD radio button if you would prefer a MTD balance comparison You will then select the type of graph desired Bar Graph or Pie Chart Upon selecting the graph type and lt click gt ing on the GRAPH button the graph will automatically be plotted YTD Account Balances Page 5 2 Analytical Graphs Chapter 5 General Ledger User Manual YTD Account Balances lt Click gt OK to enter a new group of accounts to g
286. nt Reports Page 4 25 General Ledger User Manual Balance Sheet Report Comparative Year CURRENT ASSETS Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other AR Tampa Main Office AJR Orlando Warehouse AR Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Accrued Inventory COS Work In Process Intercompany Prepaid Insurance PREPAID EXPENSES TOTAL CURRENT ASSETS FIXED ASSETS Land Buildings Buildings Accum Deprec Equipment Equipment Accum Deprec Furniture Furniture Accum Deprec Automobiles and Trucks Autos amp Trucks Accum Deprec TOTAL FIXED ASSETS OTHER ASSETS Treasury Stock Stocks Purchased Bonds TOTAL OTHER ASSETS TOTAL ASSETS Page 4 26 Print Reports Infinity POWER Sample Company Inc Page 1 Balance Sheet 4 04 28 2006 04 28 2006 Current Year Prior Year ASSETS 168 426 87 210 451 76 225 00 225 00 26 566 21 48 180 19 24 292 85 0 00 500 00 500 00 1 646 888 30 1 240 042 36 51 907 80 31 907 80 17 525 00 14 125 00 5 065 81 1 115 81 24 404 26 17 646 15 325 996 10 47 731 76 81 782 04 26 782 04 2 402 71 2 402 71 457 114 50 455 642 67 0 00 15 553 27 800 00 800 00 0 00 250 00 2 670 333 37 1 933 222 38 53 000 00 53 000 00 224 813 00 224 813 00 23 594 05 19 847 17 212 292 10 137 292 10 19 737 12 2 698 16 27 635 35 27 635 35 11 750 8
287. ntains the balance of the account at the beginning of the fiscal year Make sure that all Income Statement accounts have a zero balance at the beginning of the year Before entering the Beginning Balance notice the dis play field in parenthesis that is either reading Debit balance normal or Credit balance normal This is a reference that the system creates from the account type that you have defined for this account NOTE If you are entering beginning balances for accounts that normally have a debit balance Asset Liability the amount entered should be positive If you are entering beginning balances for accounts that normally have a credit balance Equity Liability the amount entered here should be preceded with a minus to make the amount negative Click on the Save button to validate the first screen of information While in Add mode you may choose to add individual period information by clicking on the Periods button Page 2 18 Set Up and Maintenance Chapter 2 General Ledger User Manual Values by Period Tools Launch Edit Navigation Harp dW Ae SKA Total Year Actual 0 00 Total Year Budget Detail Item Period Actual Amount Inc Dec Budget Amount Inc Dec a 01 2003 p oo 02 2003 03 2003 04 2003 Cancel This screen is a scrolling window which contains the balance of the account and the budget
288. nterfund accounts set up like A011009000 B011009000 C011009000 Where the A fund is your Main Fund it is the account number that should be defined in this field of Digits Designating This data item defines how many characters in the Chart of Account Fund number are to be assigned as the Fund Designator The Chart of Ac count number may be up to twenty 20 characters alpha numeric The Fund Designation must be left justified in the account number Therefore you are assigning the first so many characters for the Fund Designator For more information on Fund Accounting please refer to the Fund Accounting with Automatic Inter fund Balancing in Chapter 1 As you proceed to select each option enter all required changes by sim ply positioning the cursor where the change is required or assume the de fault values and lt click gt on the OK or the Apply button to save your changes When you are done making your Master Configuration selections select the button and you will return to the Menu Bar SET UP ACCOUNTS This section discusses the ways to set up or create modify delete and copy General Ledger account numbers Each of the accounts in your Chart of Accounts has a number assigned to it This number can be up to twenty 20 characters alpha numeric It is normally three to ten 10 characters The numbering sequence is user definable but should be well planned to insure
289. nternal Use Only Chapter 4 Statement of Cash Flows 04 28 2006 General Ledger User Manual Page 2 4 04 28 2006 Current Period 302 727 26 219 510 93 Print Reports Page 4 67 General Ledger User Manual Statement of Cash Flows Year to Date Infinity POWER Sample Company Inc Statement of Cash Flows OPERATING ACTIVITIES Net Income Adjustments To Reconcile To Cash Buildings Accum Deprec Equipment Accum Deprec Furniture Accum Deprec Autos amp Trucks Accum Deprec Change In Operating Assets amp Liabilities Accounts Receivable Customer Accounts Receivable Other A R Tampa Main Office A R Orlando Warehouse A R Miami Warehouse Inventory Tampa Main Office Accrued Inventory Receipts Work In Process Intercompany Prepaid Vendor Deposits Accounts Payable Retainage Payable FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Acerued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued State Income Taxes Accrued Interest Net Cash Provided By Operating Activity 04 28 2006 Page 1 4 04 28 2006 Year to Date 194 260 94 3 746 88 17 038 96 1 842 32 4 356 72 406 845 94 55 000 00 1 471 83 15 553 27 250 00 486 238 68 360 00 18 221 58 6 767 07 6 406 40 465 28 1 846 26 5 781 17 22 673 09 1 431 00 14 666 64 INVESTING ACTIVITIES Purchase Of Property Plant amp Equipment Equipment Payments Rece
290. ntries to OFF As you proceed to select each option enter all required changes by simply positioning the cursor where the change is required or assume the default values and click on the button or the Apply button to save your changes Transaction Types The General Ledger system can track up to twenty different transaction types or journals These may include Checks Deposits Sales etc Instead of limiting you to three or four Catch All types of journals such as General Journal or Check Register the system allows you to create up to twenty 20 different journals and describe them as you see fit Therefore if Cash Disbursements Journal sounds better to you than Check Register then you have the flexibility to change it When entering a journal entry the system will ask you for a transaction type which must be one of the types defined in this option There is no requirement that all twenty transaction types be defined The sys tem does however require that at least one transaction type be set up to post all transactions through The other accounting modules include an option to define the General Ledger Journal Number transaction type for any transactions posted to General Ledger from that module The number used in the other modules should corre spond to the appropriate journal you designate in this option This option will allow you to define or change the transaction type description and th
291. ntries option allows you to set up journal entries which remain constant over time and require posting periodically Recurring Entries are entries such as rent depreciation loan payments etc If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add This mode allows you to add new Recurring Journal Entries into your General Ledger system The first screen will be used to define the type of transaction its description and transaction number The following is an explanation of each of these data items Page 2 58 Set Up and Maintenance Chapter 2 General Ledger User Manual NOTE Before setting up your Recurring Journal Entries we suggest that you organ ize them in such a way that you can simply input ranges of entry numbers when posting In other words entries you wish to post at the same time should be grouped together numerically For example if you have ranges of journal entries which are posted on a specific day each month you may want to set up the first 2 characters in the Entry number to be the day of the month you will be using it on Recurring Entry Enter the journal entry number that you wish to assign It may be up to five 5 characters alpha numeric Transaction Type This defines the transaction type of the journal entry These transaction types are those you have set up in the General Led
292. nual III Page 1 2 Statement of Cash Flows Accounts This report requires that your cash be reconciled into three broad categories e Operating Activities e Investing Activities e Financing Activities A Operating Activities Operating Activities include all transactions and other events that are not defined as investing or financing activities Operating Activities generally involve producing and delivering goods and providing services Cash flows from operating activities are generally the cash affects of transactions and other events that en ter into the determination of net income This category includes a summarization of the net income derived from your current period profit loss non cash outlays and changes in operating assets and liabilities Net Income is the current period profit and or loss from operations Summarizing all of the accounts that are set up in your Income Statement de rives this amount Non cash outlays are expenses in which the business has not paid out cash but have reduced profitability of the company An example of this would be depreciation which reduces profits without any money being spent Changes in Operating Assets and Liabilities mostly include Balance Sheet accounts that are used in the day to day operations of the company Generally this would include most of your short term assets and liabilities Typically these are accounts that will be affected most by day to day operat
293. o ei et reet erri reote Dei ati egent 4 3 Range of ACCOUDIS u al sasan be o e BER II RE ERE TER au Ee te eur E REGERE 4 3 Dat Record o orden eoe aio aia ah etre beret 4 3 Report S rtine Preference u ana eo ee es Papa usa aus 4 3 Masking Wildc rds s uiii astaun ee E er ERE REED ONERE ur d eR ERI OE R pee 4 4 Penod to Report On 21 bee bad T R ve Bet e ede e RUP OD de bert 4 4 C ncel the Print Jobs 4 4 SUMMARY TRIAL BALANCE GL0201 4 4 WORKING TRIAL BALANCE GL0216 4 11 ACCOUNTANT S TRIAL BALANCE GL0217 4 15 BALANCE SHEET GL202 eere 4 19 INCOME STATEMENT GL 0203 4 31 NEED REPORTSUPPORT SCHEDULES GL0204 4 50 SUPPORT SCHEDULES GL0204 esesveevesevenneenersvnnneenevsennnnennennenenennennensennneenensnnnnnensennenenennenneneneen 4 51 STATEMENT OF CHANGES GL0205 eeeveeseevevsvvnneenevsnnnnnennennenevennennennennnenevnnnnnnennennenenennennenenees 4 58 STATEMENT OF CASH FLOWS GL0215
294. o make changes to the format in the Set Up Financial Statements option or add the corresponding account numbers in the Set Up Accounts option Results coGL6 dbf Financial Statement File coGL7 dbf Financial Statement Detail File New Financial Statement Format added SET UP RECURRING JOURNAL ENTRIES This section discusses the ways to add change delete and copy recurring journal entries Each of the recurring en tries needs to be assigned a number It is recommended that the numbers be assigned in such a way that allows grouping the entries that are normally posted at the same interval monthly quarterly annually together Chapter 2 Set Up and Maintenance Page 2 57 General Ledger User Manual lil Maintain Recurring Entries Tools Launch Navigation Operation 4 4 b bi K i a Mode Inquiry Recurring Entry Transaction Type E Description Transaction Recurring Transactions Debits 544 59 Credits 544 59 Out of Balance By 0 00 You may add notes to any Recurring Journal Entry that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copy ing an account By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New
295. o send reports to a text file for a myriad of uses You may do the same in Windows however you must set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows The principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printer Font Attributes Within the Output Options window you can modify font attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In the Display Settings section of the screen lt click gt on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is select
296. o the Delete mode then click on Save to validate your deletion of this record Results coGLC dbf Department Allocation File Specified Department Allocation deleted Copy Mode GL0434 This option allows you to set up new Department Allocations by copying existing ones The ability to copy Depart ment Allocations makes setting up similar allocations quick and accurate First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information will be copied to a new record The system will prompt you to enter the new Department Allocation number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coGLC dbf Department Allocation File New Department Allocation created Chapter 2 Set Up and Maintenance Page 2 69 General Ledger User Manual START NEW FISCAL YEAR GL0418 This option starts up the General Ledger files for each new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes When you start th
297. od Page 1 4 04 28 2006 Infinity POWER Sample Company Inc General Ledger Audit Trail Current Period Account Account Description Beg End Balance Date Trans Transaction Type Transaction Description Reference Transaction Amount 11110 Cash in Bank General Beginning Balance 108 477 33 1 04 01 2006 AP 2 Checking General Bower s Roofing Supplies 10422 1 517 52 2 04 01 2006 AP 2 Checking General Clark Financial Services LLC 10423 3 495 71 3 04 01 2006 AP 2 Checking General Florida Lumber Inc 10424 3 384 24 4 04 01 2006 AP 2 Checking General General Telphone Company 10425 2 757 00 5 04 01 2006 AP 2 Checking General NCNB National Bank 10426 7 417 46 6 04 01 2006 AP 2 Checking General Power Insurance Company of FL 10427 3 113 12 7 04 01 2006 AP 2 Checking General Pitts Repair EFT5225 249 79 8 04 01 2006 AP 2 Checking General S amp S Sub Contractors 10428 219 76 9 04 01 2006 AP 2 Checking General Scotty s Building Supplies 10429 1 962 08 10 04 01 2006 AP 2 Checking General Shell Service Station 10430 33 099 32 11 04 01 2006 AP 2 Checking General State of Florida Tax Dept 10431 2 500 00 12 04 01 2006 AP 2 Checking General Suncoast Concrete Supplies 10432 966 87 13 04 01 2006 AP 2 Checking General Tampa Electrical Supplies 10433 71 91 14 04 01 2006 AP 2 Checking General Tampa Electrical Co 10434 6 821 86 15 04 01 2006 AP 2 Checking General Unifie
298. om the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 3 Enter Transactions Page 3 21 General Ledger User Manual PRINT BATCH EDIT REPORT GL0107 This option allows you to print an Edit Report of all selected Journal Entry batches This report should be printed for each batch entry before you select the option Post Batches You will then be able to verify the accuracy of the transactions that will be posted This report provides complete audit trail of what will be posted and flags any entries that have invalid account numbers or are not in the current fiscal year It also indicates if the batch is out of balance in total or by any fiscal period or month When you select this option the system will ask you to select the batch number to print You may enter the batch number or lt click gt on the Down Arrow F2 by default to gain access to the batch listing Wil Batch Edit Report Tools Launch Batch Number Report Type amp All Batch Entries 2902 gt Net Effect J E for February All Batch Entries With Summary C Create Client Integration File Afterthe fact Accounts Payable C Afterthe fact Payroll Integration File Prefix You may choose to search for batches by batch number or descriptio
299. on 9 644 53 11 295 76 Taxes Sales Dept 1 457 68 1 734 16 Taxes Management 2 249 42 3 260 42 Taxes General Labor 5 937 43 6 301 18 Advertising Expense 1 710 00 600 00 Automobile Expense 1 811 80 2 540 32 Insurance 8 724 44 7 170 52 Insurance Worker s Comp 1 600 00 5 550 00 Office Cleaning Expense 1 502 45 1 400 00 Postage Expense 1 815 66 2 465 00 Professional Services 8 925 00 6 735 96 Rental Expense 1 665 00 663 50 Repairs to Building 12 958 55 640 00 Repairs to Equipment 1 350 45 650 00 Supplies Office 620 74 3 608 00 Supplies Warehouse 1 225 00 500 00 Chapter 4 Print Reports Page 4 57 General Ledger User Manual Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Deprec Buildings Deprec Equipment Deprec Furniture Deprec Autos amp Trucks Interest Expense FICA Taxes Unemployment Taxes Miscellaneous Taxes Totals Page 4 58 Print Reports Infinity POWER Sample Company Inc Balance Sheet Support Schedule Current Year 5 582 58 1 575 40 870 00 3 401 38 10 567 30 3 746 88 17 038 96 1 842 32 4 356 72 16 119 72 9 110 79 4 811 54 6 420 81 194 260 94 Page 2 4 04 28 2006 Prior Year 3 403 35 0 00 500 00 670 00 10 568 96 2 341 80 10 649 35 1 151 45 2 722 95 15 376 20 11 112 97 2 457 17 0 00 144 407 91 Chapter 4 Gen
300. on entered will be placed in the data items on the main batch entry screen for this transaction line BB Maintain Batches Tools Launch Navigation Operation I4 b Dil a Batch PRIS Description Payroll Batch 15 Transaction Type 04 Checking Payroll Status Batch Detail Debits Credits Out of Balance By 760 00 186 01 573 99 Batch Detail You will not be allowed to post the previous screen until all items completely balance unless the Master Configura tion option Allow out of Balance Journal Entries is lt clicked gt Obviously that is not highly recommended But the key to batch processing is that you may return to this batch and continue to make adjustments until the transaction is satisfactory and ready for posting The following screen illustrates the detail lines shown when Payroll System item is used W Journal Entry Batch Detail Transaction Type 4 Checking Payroll Tools Launch Edit Navigation Options bh m B dm 5 E Detail Debits Credits Out of Balance 760 00 186 01 573 99 Items System Entity ID Date Trans No Payroll Subtypes Trans Type Ref Number Account No Debit Amount Subtypes Credit Amount Entry Description Account Description Inc Dec Save Cancel Chapter 3 Enter Transactions Page 3 11 General Ledger User Manual Entity ID This
301. on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for account number will be copied to a new record Enter the new ac count number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Chapter 2 Set Up and Maintenance Page 2 21 General Ledger User Manual Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Period Balances and Budget Amounts updated COPY RANGE OF ACCOUNTS This option allows you to set up a range of new accounts by copying existing ones This option is very useful when setting up similar accounts for different departments profit centers or renumbering accounts When using this op tion the system provides a quick method of setting up accounts that are very similar Many companies use depart mental or profit center reporting and need for example similar expense accounts for each department Using this option a range of accounts can be set up and then copied to each department Particularly when there are dozens if not hundreds of accounts involved this option can be a real time saver for the user In the following screen shots follow the sequence as we look at the first shot which illustrates a scrolling screen showing the current listing of ac
302. ory of the selected account The system will guide you as to whether a particu lar account should be debited or credited The General Ledger system also provides you with the ability to process either normal twelve 12 month periods or thirteen 13 user definable periods whichever method suits your business better FUND ACCOUNTING WITH AUTOMATIC INTERFUND BALANCING The General Ledger system provides the capability of Fund Accounting This method of accounting is normally used in Non Profit Organization types of businesses Fund Accounting is established by having a chart of ac counts to represent each function a company may have Although this chart of accounts is only a portion of the en tire Chart of Accounts it is separated in that each section has its own Retained Earnings and Interfund Balancing accounts Therefore there must be a strict consistency on the structure of your Chart of Accounts Retained Earnings ac count numbers must be exact except for the prefix or Fund Designation characters This is also true with the Inter fund Balancing accounts Each section of the chart of accounts operates as a unique function When transactions oc cur either directly in the General Ledger or through posting integration files from subsidiary modules the system will automatically create entries to balance all funds involved Page 1 4 Introduction Chapter 1 General Ledger User Manual The General Ledger system is very flexibl
303. oss 144 407 91 144 407 91 121 530 83 157 959 37 206 438 13 194 260 94 TOTAL STOCKHOLDER EQUITY 990 946 03 990 946 03 1 112 476 86 1 148 905 40 1 197 384 16 1 185 206 97 TOTAL LIABILITIES amp STOCKHOLDER EQUITY 2 359 481 56 2 359 481 56 2 529 051 65 2 751 438 91 2 859 684 90 3 184 607 67 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 31 General Ledger User Manual INCO ME STATEMENT GL0203 This option prints an Income Statement in the format specified by you in the Set up Financial Statements option This report can display either current comparative year or budget comparison figures The Income Statement is one of the key financial reports utilized by business It is designed to reflect the financial performance of company during a specific period in time Once all information is posted to the General Ledger the data is immediately avail able for printing financial reports such as the Income Statement When this option is selected a window will be displayed prompting you to enter the Financial Statement Format you would like to use when printing this report Since the system provides the ability to setup various choices lt click gt the Down Arrow F2 by default and a search screen will display all of the formats currently available lt Click gt on the Income Statement format you wish to print and then lt click gt on Income Statement Tools Launch I x Income
304. ount number NN Values by Period Account 11300 Tools Launch Edit Navigation aa maa zi d 21416 Total Year Actual 549 599 80 Total Year Budget 568 000 00 Detail Items Period Actual Amount Inc Dec Budget Amount Inc Dec 01 2003 30 063 03 Inc 35 000 00 Inc 02 2003 108 437 89 Inc 75 000 00 Inc 03 2003 109 783 42 Inc 95 00 00 Inc 04 2003 5301 315 46 Inc 115 000 00 Inc The View Details button will allow you to view the detail year to date journal entries for this specific account number Chapter 2 Set Up and Maintenance Page 2 15 General Ledger User Manual Wil GL Transaction Detail for 11300 Tools Launch Edit Navigation Hav nama Detail Item Date Trans Type Trans Reef Description 01 31 2003 1 General Journal 960131 23 950 85 Net Effect J E for January 01 31 2003 6 Sales Journal 6 102 18 Ted s Sheds Inc 02 28 2003 1 General Journal 108 437 89 Net Effect J E for February 03 31 2003 1 General Journal 109 783 42 Net Effect J E for March 5 04 13 2003 6 Sales Journal 45 974 64 Home Depot Inc While in Inquiry mode you may choose to view the individual periods by lt clicking gt on the Periods button Once this information is displayed on the screen you will have the option to view the first detail record page up the detail list page down the detail list view
305. ouse AP Miami Warehouse TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Long Term Notes Payable Mortgages Payable TOTAL LONG TERM LIABILITIES STOCKHOLDER EQUITY Owners Equity Retained Earnings Current Period Profit Loss TOTAL STOCKHOLDER EQUITY TOTAL LIABILITIES amp STOCKHOLDER EQUITY Unaudited For Internal Use Only Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 2 Balance Sheet 4 04 28 2006 04 28 2006 Actual Budget Variance Var LIABILITIES amp STOCKHOLDER EQUITY 835 328 07 837 660 07 2 332 00 0 28 624 228 04 137 989 36 486 238 68 77 89 360 00 0 00 360 00 100 00 135 502 86 135 502 86 0 00 0 00 67 315 28 49 093 70 18 221 58 27 07 35 256 95 28 489 88 6 767 07 19 19 27 027 95 20 621 55 6 406 40 23 70 1 495 69 1 030 41 465 28 31 11 599 84 1 246 42 1 846 26 307 79 18 467 60 12 686 43 5 781 17 31 30 44 758 98 22 085 89 22 673 09 50 66 9 500 61 9 500 61 0 00 0 00 2 937 00 1 506 00 1 431 00 48 72 1 833 33 12 833 31 14 666 64 800 00 1 264 55 1 264 55 0 00 0 00 3 233 83 3 233 83 0 00 0 00 1 808 390 58 1 246 585 41 561 805 17 31 07 75 000 00 0 00 75 000 00 100 00 116 010 12 121 950 12 5 940 00 5 12 191 010 12 121 950 12 69 060 00 36 16 50 000 00 50 000 00 0 00 0 00 940 946 03 940 946 03 0 00 0 00 194 260 94 501 662 68 307 401 74 158 24 1 185 206 97 1 492 608 71 307 401 74 25 94 3 184 607 67 2 861 144 24 323 463 43 10 16 Pri
306. own Arrow F2 by default to gain access to the batch listing You may choose to search for batches by batch number or description The system will then display the number and name of the batch that will be posted If this batch number starts with RE the system will display the Last Posted Date of this journal entry batch It will also prompt the user if they require the Reversal posting of this batch if the batch only contains GL system journal entries If you need to post the reversals of this batch click Yes to the question Post Reversal of this batch to begin the posting process E Post Batches Tools Launch WARNING Make sure that you have a current backup of your data files before you execute this option Batch Number poso Payroll Transfer Status Notposted ov Click Start to post the batch NOTE Make sure that you have adequate disk and transaction file space available to accommodate the batch transactions Page 3 26 Enter Transactions Chapter 3 General Ledger User Manual Results coGL1dy dbf General Ledger Account File Period Actual updated YTD Actual updated coGL2dy dbf Journal Entry File Transaction Records added coGLA dbf Overhead Batch File Batch Entry marked as posted coGLB dbf Detail Batch File Batch Detail Records marked as posted REMOVE COMPLETED BATCHES GL0109 This option allows you to remove all Journal Entry Batch
307. p and Maintenance Chapter 2 General Ledger User Manual MAKE COMPLETE DATA BACKUPS Make sure that as you are adding more and more information to your system that you are making complete data backups as you go The file naming structure is designed to allow you to copy data files only very quickly and eas ily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible problems Experience has shown that careless disregard for making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information e Hardware Failure of any kind such as a hard disk failure e Power Failure or Fluctuations e Improper Execution of certain operating system commands It is recommended that you make a backup of your data files on a daily basis This does not mean for you to con tinue copying over the same backup that you may have made the previous day Instead you should consider the fol lowing structure Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set 1 may read Monday disk set 42 may read Tuesday etc Only use these specific sets of disks or tapes
308. pecified press ENTER and the cursor will move immediately to the field Hours Weeks so that you may enter the appropriate amount of weeks worked This field will allow you to enter partial number of weeks as well as whole numbers Press TAB to validate this line and continue to make any necessary changes to this particular check If changes are not required or you have made all of your necessary edits click on the Save Detail button and then the Save button to save your changes Once you have clicked on Save Detail the system will first cal culate all pay information entered and automatically insert each line of this Payroll entry as a line item into the cur rent batch Again each leg of the entry that utilizes a separate General Ledger account number will have its own line in the batch The last line item for this pay check will reference Wages and Salaries for zero 0 00 dollars This line item is im portant in updating the Weeks Worked field in the employee historical information If this line is deleted from the batch the Weeks Worked field will not be updated when the batch is posted The system will display either Inc or Dec immediately to the right of the amount entered to indicate whether you are increasing or decreasing the account s balance To go to the next detail line press the key When you have finished your batch entry click on the Save button to save your journa
309. peration option from the Menu Bar and then Add This mode allows you to add new Consolidation Entity into your General Ledger system Wil Maintain Consolidation Entities Tools Launch t Entity 100 Description Data Pro Consolidated Company Companies Co Per Cent Co Per Cent Co Per Cent Co Per Cent ins 100 000 ins 12 000 i 10 000 il 77 000 ini 85 000 in6 90 000 i 17 000 116 100 000 in2 35 000 75 000 i 31 000 84 000 Cancel in3 46 000 ins 100 000 i 44 000 i 11 000 in4 22 000 ing 100 000 i 57 000 0 000 Chapter 2 Set Up and Maintenance Page 2 63 General Ledger User Manual The following is an explanation of each of these data items Consolidation Entity This is the new company number associated with this Consolidation En Number tity This is also the number of the company that will be used at the time of consolidation NOTE DO NOT set up a Consolidation Entity with the same number as an active company a company that you actually post daily transac tions to When you execute the Perform Consolidation option the system deletes the chart of account information in the consolidated entity company and recreates it with the new consolidation figures Likewise do not start any of your companies with the letters co since they are used by the system when performing the consolidation function Firms not using the consolidated feature may do so at their discretion D
310. porting from Excel using a space delimited file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create file This is the file you will import Page2 Chapter 3 Enter Transactions Page 3 35 General Ledger User Manual EXPORT TRIAL BALANCE TO TURBOTAX GL0120 This option allows you to export your General Ledger Trial Balance information to a file to be imported into the TurboTax ProSeries program This operation will give you the seamless integration from your accounting data to the TurboTax programs You can link your Trial Balance amounts to tax return lines within the TurboTax ProSer ies
311. pter 3 General Ledger User Manual If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Ad dresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These text files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that util ize different operating systems and functions such as mainframes minicomputers or various types of PCs This screen has three sections that will prompt you for three 3 data items 1 Import Format 2 Import File Name 3 Process Import File The Import Format is prompting you to enter the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described in the following section Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record
312. r the old year is 2006 and your date should be set to day in the last fiscal period of 2006 If you are pre pared to begin data files for the new fiscal year you may choose the Select button which will highlight all Registered Systems Or you may choose the Clear AII button to undo your choices The Invert button re verses the choices currently selected on the screen You may also take your mouse and lt click gt on each accounting module one by one to specify which module s to select for this function It is not uncommon for many users to be prepared to begin certain data files for the new fis cal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Or der Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year Once this file is started only outstanding orders will be transferred to the new fiscal year General Ledger however is one module whereby users may create new data files for the new fiscal year and con tinue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and click on the Start
313. r go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process you may click on the Next button Otherwise click on the Close button to return you to the Menu Bar File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documen tation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems with out the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software pro grams This may even include updates from Infinity POWER modules running a
314. r not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the va lidity of the information being imported These fields are marked in the field definition section with a asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom MAP file created This will allow you for example to only update the retail price in Inven tory without affecting or requiring any other fields You may obtain or create custom import MAP files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce a XXXXXX map file in the program directory The Xs in this file n
315. r s Comp 500 00 575 00 75 00 1 600 00 2 300 00 700 00 Office Cleaning Expense 250 00 575 00 325 00 1 502 45 2 300 00 797 55 Postage Expense 665 66 345 00 320 66 1 815 66 1 380 00 435 66 Professional Services 3 000 00 1 725 00 1 275 00 8 925 00 6 900 00 2 025 00 Rental Expense 500 00 0 00 500 00 1 665 00 0 00 1 665 00 Repairs to Building 12 547 00 28 75 12 518 25 12 958 55 115 00 12 843 55 Repairs to Equipment 500 00 0 00 500 00 1 350 45 0 00 1 350 45 Supplies Office 360 00 109 25 250 75 620 74 437 00 183 74 Unaudited For Internal Use Only Chapter 4 Print Reports Page 4 37 General Ledger User Manual Infinity POWER Sample Company Inc Statement of Income Page 3 4 04 28 2006 04 28 2006 Current Actual Current Budget Variance YTD Actual YTD Budget Variance Supplies Warehouse 250 00 258 75 8 75 1 225 00 1 035 00 190 00 Telephone Expense 782 58 1 380 00 597 42 5 582 58 5 520 00 62 58 Temporary Labor 1 575 40 0 00 1 575 40 1 575 40 0 00 1 575 40 Tools Expense 500 00 57 50 442 50 870 00 230 00 640 00 Travel amp Entertainment 2 850 40 172 50 2 677 90 3 401 38 690 00 2 711 38 Utilities Expense 4 335 95 1 495 63 2 840 32 10 567 30 5 982 52 4 584 78 Deprec Buildings 468 36 538 61 70 25 3 746 88 2 154 44 1 592 44 Deprec Equipment 2 129 87 2 449 35 319 48 17 038 96 9 797 40 7 241 56 Deprec Furniture 230 29 264 83 34 54 1 842 32 1 059 32 783 00 Deprec Autos amp Trucks 544 59 626 28
316. r these numbers into the system If it does not look proper it may be that the ap propriate sign was not entered as part of the budget amount Continue to change these amounts until you reach the end of the screen or you may click on the Save button to store the adjustments as the new Current Budget for the specified account Additionally an audit trail report will be sent to the selected output device called the Enter Account Budget Regis ter which will display the current status of the affected account s budgets This includes the account number de scription the normal balance type for the account its current new and change budget amounts for each fiscal pe riod Therefore the results of all adjustments may be reviewed before continuing to the next account This option is different than the Enter Change Budgets option in that it allows for the entering of each account s period budget amount and will automatically calculate the net change The following option works in a reverse manner it allows for the entry of the amount of change and re calculates what the new budget amount will be ENTER CHANGE BUDGETS GL0423 This option allows you to enter the budget changes of a specified account It is designed to allow the entry of the amount to be changed and will re calculate the new budget amount automatically When this option is selected a new screen will appear prompting for the entry of the single account number that
317. ral Ledger all actual information will be preserved When this option is selected the system will prompt you for an Import File name You may click on the Browse button to search for this file The system is looking for a file with an xls file extension Chapter 2 Set Up and Maintenance Page 2 41 General Ledger User Manual ME Import Budget Data From Excel Tools Import File C POWER budet xls Browse The Import File is the name you gave to the Excel Spreadsheet file It will have the file extension of xlIs as it was created as a formatted Excel Spreadsheet file The data imported into the Infinity POWER General Ledger will be any budget information changed for the cur rent year and the prior year This is based on your system date when you import the information Because the Infin ity POWER General Ledger allows for you to have up to 26 budgets this operation will update the current budget that is active at the time this procedure is executed PRINT BUDGET REPORT GL0422 This option prints a report of the budget amounts for a range of accounts It is also designed to include the Current Actual amounts by period and shows the variance of budget verses actual amounts When this option is selected the beginning and ending account number range will be prompted for All accounts in the chart of accounts may be selected by pressing HOME for the first record and END for the last Otherwise a sm
318. raph lt Click gt on 1 to exit the option Chapter 5 Perform Analytical Graphs Page 5 3 General Ledger User Manual This page intentionally left blank Page 5 4 Analytical Graphs Chapter 5 General Ledger User Manual Hof Digits Designating Bund e eb eer eai rei eret titan ette e ene sd 2 14 DIDI MSN EIE 2 64 ACCOUNT BALANGES BY MONTH 5 o n ER eee eres en au i c Ao OUS 5 1 Account Maintenance e REEL RH Up quyu EUR BERGE EO OR TO Neate eet aus 4 89 Account Number ACCOUNT ORGANIZATION 6253555 ed erectis u ER NER NR EH tee ERI NERO IEEE Accountant s Trial Balance Report Current Period esrerneonrrvrnenrernnenrrennensernnenrenreenserreenssnrnensessnenssnreensenseenssvrsensennssnesnssensenseene Accountant s Trial Balance Report Quarter to Date Accountant s Trial Balance Report n Accounts Payable System l etd edere p ae Ure ea ote e qr t repe teen depot ven edere Allow Accounts Payable Allow D SCEIptiOR 5 ete e m tn eie e pe erede ir e ekko Eo dre Allow Descriptions on Each Journal Entry Leg sees enne enne etre aus usu tete tne teen tne Allow Intercompany Processing Allow Out Of Balance Journal Entries Allow Payroll Allow Payroll Hours Entry Allow Reference Number
319. re is the system name of the other module and the is the company number For example IM2GL INS would indicate the Manufacturing Inventory Management module for the Sample Com pany INS This option will allow you to post these integration files into the General Ledger in detail or summarized form by account The detail format will create a transaction for every entry in the integration file The summary form will summarize the integration file entries by account and then post only the summary You may execute this option to post the integration files as often as desired daily weekly monthly etc Post Integration Files Tools Launch Type Standard Accounting Modules C External Programs Accounting Modules External Programs Select Modules iv General Ledger Inventory Accounts Payable Sales Order Entry Purchase Order Entry iv Payroll Acc Rec Point of Sale Iv Job Cost Time Billing Invert Selection Post Summary The Type box will prompt you to either post from Standard Accounting Modules or from External Programs Choosing the Standard Accounting Modules option will display all the accounting modules and an option to post in Summary Choosing the External Programs enables you to post either from some other system that is not currently a part of the Infinity POWER programs This could include a custom program or files that may have been created by the General
320. repaid Insurance Prepaid Expenses Prepaid Vendor Deposits Current Assets Current Liabilities Notes Payable Current Portion Accounts Payable Retainage Payable Deposits Received FICA Tax Withheld Federal Income Taxes Withheld Accrued Insurance Accrued FUTA Accrued SUTA 401K Pension Plan Sales Tax Payable Accrued Federal Income Taxes Accrued State Income Taxes Accrued Interest AP Orlando Warehouse AJP Miami Warehouse Current Liabilities Net Working Capital Print Reports Infinity POWER Sample Company Inc MTD Statement of Changes in Financial Position As of 04 01 2006 As of 04 28 2006 Page 2 4 04 28 2006 Increase Decrease 168 024 93 168 426 87 401 94 225 00 225 00 0 00 108 477 33 26 566 21 81 911 12 26 000 00 24 292 85 1 707 15 500 00 500 00 0 00 1 560 960 16 1 646 888 30 85 928 14 51 907 80 51 907 80 0 00 17 525 00 17 525 00 0 00 5 065 81 5 065 81 0 00 25 054 26 24 404 26 650 00 2 091 95 325 996 10 323 904 15 81 782 04 81 782 04 0 00 2 402 71 2 402 71 0 00 454 784 58 457 114 50 2 329 92 800 00 800 00 0 00 450 00 450 00 0 00 450 00 450 00 0 00 2 342 037 49 2 670 333 37 328 295 88 835 911 07 835 328 07 583 00 297 055 21 624 228 04 327 172 83 360 00 360 00 0 00 135 502 86 135 502 86 0 00 64 395 34 67 315 28 2 919 94 34 147 35 35 256 95 1 109 60 26 079 96 27 027 95 947
321. require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Ac counts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin click on the Start button The following screen illustrates how the screen will change when the process is completed lll Start Up From Scratch 5 xl Tools This option creates data files and configures initial settings for each registered system in the company Infinity Sample Company 1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is period 12 Registered Systems Accounts Payable System already started Accounts Receivable System already started Check Reconciliation System already started Customer Service Management System not started General Ledger System already started Inventory System already started Job Cost System not started Payroll System already started Point of Sale System already started Productivity Tools System already started Purchase Order Entry System not started Sales Order Entry System already started Time Sheet Entry System not started Select All Clear All Invert Processing completed Start Click on the Close button when done and then return to Systems and sele
322. rformed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of record was not per formed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require field called 0 NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the va lidity of the information being imported These fields are marked in the field definition section with a asterisk For each type of import that you wish to perform the import text file mu
323. rofit centers is needed the account mask will be blank 2 Complete Individual and Combined Reporting This method referred to as the Separate Entity method allows you to set up each department as a separate company with its individual chart of accounts This allows for individual reporting Transactions that require dis tributions across departments or between departments may be handled through the special Intercompany Trans action option when recording journal entries Your combined departmental reporting needs may be handled through the special consolidation feature which con solidates several charts of accounts and balances into one new entity You may then print any or all financial re ports on the new entity Chapter 1 Introduction Page 1 3 General Ledger User Manual DEBITS AND CREDITS Since the invention of that common denomination of exchange called money man has tried to accurately track the uses of that money and value of his belongings based on money Through the years of evolution in the accounting profession a very important principle was noticed When transferring monetary increments between different finan cial classifications accounts some kind of system of checks and balances was necessary to reduce human error The invention of Debit and Credits used in balanced books was one of the primary tools created to provide these checks and balances Unfortunately for the non accountant these
324. rom the Menu Bar and then Add A screen will appear with the current data and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this re cord If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will ac cess an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Add Mode GL0410 This mode allows you to set up create new Consolidation Entities Con
325. rued Inventory COS XX XXX XXX XXX XX Work In Process XX XXX XXX XXX XX Intercompany XX XXX XXX XXX XX Prepaid Insurance XX XXX XXX XXX XX Prepaid Expenses XX XXX XXX XXX XX Prepaid Vendor Deposits XX XXX XXX XXX XX Accounts Payable XX XXX XXX XXX XX Retainage Payable XX XXX XXX XXX XX Deposits Received XX XXX XXX XXX XX Advanced Billings XX XXX XXX XXX XX Draws Payable XX XXX XXX XXX XX FICA Tax Withheld XX XXX XXX XXX XX Federal Income Taxes Withheld XX XXX XXX XXX XX State Income Taxes Withheld XX XXX XXX XXX XX Accrued Wages amp Salaries XX XXX XXX XXX XX Accrued Insurance XX XXX XXX XXX XX Accrued FUTA XX XXX XXX XXX XX Accrued SUTA XX XXX XXX XXX XX Accrued Payroll Deductions XX XXX XXX XXX XX 401K Pension Plan XX XXX XXX XXX XX Sales Tax Payable XX XXX XXX XXX XX Accrued Real Estate Taxes XX XXX XXX XXX XX Accrued Federal Income Taxes XX XXX XXX XXX XX Accrued State Income Taxes XX XXX XXX XXX XX Accrued Interest XX XXX XXX XXX XX A P Tampa Main Office XX XXX XXX XXX XX A P Orlando Warehouse XX XXX XXX XXX XX A P Miami Warehouse XX XXX XXX XXX XX 11 111 111 111 11 Chapter 4 Infinity POWER Sample Company Inc Statement of Cash Flows Zero Running Total Number 1 INVESTING ACTIVITIES Purchase Of Property Plant amp Equipment Land Buildings Leasehold Improvements Equipment Furniture Automobiles and Trucks Payments Received On Notes Notes Receivable Net Cash Used In Inv
326. ry or transac tions posted to it over time This would only be possible with a special function like this with a unique capability to update all of the files where the General Ledger number has been updated The following section provides a listing of the files that will be updated once this menu option has been selected and the account numbers defined NOTE You MUST perform the Rename function for each fiscal year you want the rename to be applied When you choose this menu option and enter the Old Account and New Account the following screen will appear Notice that the Old Account field allows users to lt click gt on the down arrow to select from the existing Chart of Accounts Once selected you may then enter the new account number in which you want to convert The section of the screen below will display a Processing Log of the various files in all of the related accounting modules and the number of records in each file that have been affected by the change Chapter 2 Set Up and Maintenance Page 2 33 General Ledger User Manual Rename GL Account Number Tools Launch Account Numbers Old Account 11100 vi Using Account key New Account 11 031 Processing Log insgl4 0 records updated insgl 1 records updated insglb 2 records updated insglc 0 records updated 0 0 records updated insap104 0 records updated insap2 0 records updated insap304 records updated insap
327. s 2 329 92 12120 Buildings Accum Deprec 12420 Equipment Accum Deprec 12620 Furniture Accum Deprec 12820 Autos amp Trucks Accum Deprec 21100 Notes Payable Current Portion 583 00 21200 Accounts Payable 23100 FICA Tax Withheld 23200 Federal Income Taxes Withheld 23450 Accrued Insurance 23500 Accrued FUTA 23600 Accrued SUTA 23800 401K Pension Plan 25100 Sales Tax Payable 25400 Accrued State Income Taxes 25500 Accrued Interest 27200 Mortgages Payable 1 485 00 40000 Revenue 41100 1 Revenue Concrete Commercial 41100 2 Revenue Concrete Residential 41200 2 Revenue Electrical Residential 41300 1 Revenue Framing Commercial 41300 2 Revenue Framing Residential 41500 2 Revenue Roofing Residential 45000 Sales Returns and Allowances 25 93 46000 Cash Discounts Earned 50000 Cost of Sales 13 173 37 51100 1 Concrete COS Commercial 3 600 00 51100 2 Concrete COS Residential 2 730 00 51200 2 Electrical COS Residential 5 920 00 51300 1 Framing COS Commercial 1 200 00 51300 2 Framing COS Residential 901 50 51500 2 Rooling COS Residential 3 777 25 52000 Commissions Expense 2 500 00 60100 1 Salaries Commercial 3 053 39 60100 2 Salaries Residential 1 660 23 60101 Wages and Salaries Sales 2 000 10 60102 Wages and Salaries Mgmt 4 489 25 60103 Wages and Salaries General 10 700 00 60500 OH Expense Allocation 60501 Taxes Sales Dept 208 24 60502 Taxes Management 491 19 60503 Taxes General Labor
328. s Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Cost of Sales Contra Account 2 Wo s uE E E E uGmEN Ew E 2 z EREEREER Status Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Page 2 4 04 28 2006 Chapter 4 Account Number 51400 1 51400 2 51500 51500 1 51500 2 52000 53000 60000 60100 60100 1 60100 2 60101 60102 60103 60500 60501 60502 60503 61000 61500 62000 63000 63500 64000 64500 64700 65000 65400 65500 66000 66500 67000 67300 67600 68000 69000 72100 72200 72400 72600 72800 75000 75100 75200 75300 75400 75500 79000 99900 Account Description Plumbing COS Commercail Plumbing COS Residential Rooting Cost of Sale Rooting COS Commercial Roofing COS Residential Commissions Expense Freight on Purchases Inter Dept Payroll Transfers Wages and Salaries Salaries Commercial Salaries Residential Wages and Salaries Sales Wages and Salaries Mgmt
329. s Operating Expenses Operating Expenses Operating Expenses Operating Expenses OpExp Depr Amort OpExp Depr Amort OpExp Depr Amort OpExp Depr Amort OpExp Depr Amort Other Expenses Other Expenses Other Expenses Other Expenses Other Expenses Other Expenses Other Expenses Other Expenses Contra Account 2 Z E ZF ZE sz 2 z Z r z Z zz z zz z Z z Status Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal Normal General Ledger User Manual Page 3 4 04 28 2006 Print Reports Page 4 89 General Ledger User Manual ACCOUNT MAINTENANCE REPORT This report contains all of the information set up for each account This report is an excellent auditing tool for insur ing that the account information is set up correctly when you initially start up This report provides a complete refer ence listing of all of your accounts with all information that can be set up for each account This would include all account balances When you select this option you will enter the beginning and ending account number to include on this report ll Account
330. s Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will ac cess an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields NOTE This option requires new file to be created to store the Department Allocation information If you have upgraded from previous Infinity POWER version please be sure to run the POWER Upgrade Utility before attempting to use this option Add Mode GL0431 This option allows you to set up allocations which remain constant over time and will automatically be taken into effect when posting to the General Ledger occurs and these departments are utilized You may define up to ninety nine 99 allocations per General Ledger account This mode allows you to add new Department Allocations into your General Ledger system The first screen will be used to define the Department Allocation main account Chapter 2 Set Up and Maintenance Page 2 67 General Ledger User Manual ME Maintain Department Allocations Tools Launch Ni al al Mode Add Account 60100 1 Description Salary Expense Allocations Allocation Detail Total Percent Alloca
331. s a number between 1 and 9 This indicates the printing of a run ning total numbers 1 through 9 3 XXX XXX XXX XXX XX This indicates a normal account summary or detail range 4 Sum Below This indicates a summary account range which is to be added to the next summary account type 5 Zero Running Total where is a number from 1 through 9 This indicates a place where a run ning total field is zeroed After the Alignment Report is complete an error check will take place and the Error Warning Report will print if any of the following conditions are true 1 A Balance Sheet account is not used on the Balance Sheet 2 An Income Statement Account is used on the Balance Sheet should only be summarized once into Current Period Profit or Loss 3 An Account is used more than once 4 An Income Statement Account is not used on the Income Statement 5 A Balance Sheet Account is used on the Income Statement Field Names Financial Statement Formats Special Dollar Indicators Error Warning List Chapter 4 Print Reports Page 4 101 General Ledger User Manual Financial Alignment Report Balance Sheet Infinity POWER Sample Company Inc CURRENT ASSETS Cash Savings Petty Cash Cash in Bank General Cash in Bank Payroll Notes Receivable Accounts Receivable Customer Accounts Receivable Other A R Employee Receivables A R Tampa Main Office A R Orlando Warehouse A R Miami Warehouse Inventory
332. s option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any prob lems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are ad ditional files to import you may click on the Next button otherwise click on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Be
333. s that were created by other users or created on another Infinity POWER General Ledger system This option imports a data file which contains all of the specified financial statement format information This file must be in a format which was created by the Export Financial Statements option described earlier in this chapter When you select this option the system will ask you for the name of the data file to be imported Page 2 56 Set Up and Maintenance Chapter 2 General Ledger User Manual You may specify any valid data path drive assignment and subdirectory and a filename or lt click gt on the Browse button to browse for the file Example C REPORT INCOME FMT lil Import Financial Statements Tools Launch Import File c reportincome fmt Browse If you specify either an improper filename or invalid data path the system will display a warning Import File Not Found If you specify a filename that contains a financial statement format which already exists the system will alert you that this format exists and will allow you to replace it if you so desire After the import is complete the system will prompt you for the next financial statement format to import To exit this option lt click gt on the Can cel button NOTE All financial statement formats contain General Ledger Chart of Account Numbers If your chart of accounts differ from the originating source of the import file it may be necessary t
334. solidation Entities represent the accumu lated financial information from one or more companies combined for financial reporting Consolidation Entities are an optional feature of this system Consolidated financial reporting can be very valuable tool to companies that have various percentages of owner ship such as partnerships joint ventures or investments In addition this consolidation feature can be valuable tool for summarizing the total financial position of parent company by the consolidation of its subsidiaries In essence the consolidation process takes the trial balance information for each company specified within Con solidation Entity and accumulates this information into a new company To access this new company you must have created all of the data files as part of the normal start up process This new company must be created in the same fashion as a standard company would be set up You must initiate the files with the Start up from Scratch option and Set Up Financial Statements before you can process a consolidation Page 2 62 Set Up and Maintenance Chapter 2 General Ledger User Manual Normally the easiest way to handle this is to simply import an existing company s Financial Statements and modify the new company with any necessary changes This new company is treated just like any other company within your General Ledger System Therefore you may print all financial reports and
335. spreadsheets databases or other types of accounting programs These sources may also include other computer systems that util ize different operating systems and functions such as mainframes minicomputers or various types of PCs The import window has three boxes 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 1 100 00 100 1122 2 250 00 100 2211 75 00 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequ
336. st click on the Create Map button at the point in the program when you have selected the import option The result is to produce a XXXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AR0601 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS or notepad under Windows you may create a customized im port record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field is not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 3 Enter Transactions Page 3 33 General Ledger User Manual Sample Import Transactions Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting Software Secure Internet Solutions IMPORT GL TRANSACTIONS GL
337. st contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom MAP file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first press the F9 key at the point in the program when you have selected the import option The result is to produce a XXXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AR0603 MA P The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field is not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted fr
338. t Assets Current Liabilities Net Working Capital Turnover Sales Net Working Capital Accounts Receivable Turnover Sales Net Receivables Inventory Turnover Cost of Sales Inventory Chapter 4 1 746 291 17 1 965 802 10 1 965 802 10 1 808 390 58 Ratio 1 08705 2 670 333 37 1 808 390 58 Ratio 1 47664 2 670 333 37 1 808 390 58 861 942 79 642 297 25 861 942 79 Times 0 74517 642 297 25 1 746 291 17 Times 0 36781 192 540 48 703 731 27 Times 0 27360 General Ledger User Manual Infinity POWER Sample Company Inc Measures of Profitability Return on Invested Assets Net Income Total Assets Return on Invested Equity Net Income Total Equity Gross Margin Sales Cost of Sales Total Sales Operating Income Sales Cost of Sales Operating Expenses Total Sales Page 4 76 Print Reports YTD Ratio Analysis 194 260 94 3 184 607 67 Percent 6 10 194 260 94 1 185 206 97 Percent 16 39 642 297 25 192 540 48 642 297 25 Percent 70 02 642 297 25 192 540 48 219 032 97 642 297 25 Percent 35 92 g 4 04 28 2006 Chapter 4 General Ledger User Manual Infinity POWER Sample Company Inc Page 3 MTD Ratio Analysis 4 04 28 2006 Measures of Debt to Equity Debt to Equity Ratio Total Liabilities 337 099 96 Total Equity 12 177 19 Ratio 27 68290 Long Term Debt to Equity Ratio Long Term Liabilities 1 485 00 Long
339. t different loca tions or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the In finity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize informa tion from the various Infinity POWER programs into the formats required by the File Import options Page 3 20 Enter Transactions Chapter 3 General Ledger User Manual The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the cor rect order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print transaction journal as the import is being pe
340. t period First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Results coGL1dy dbf General Ledger Account File Account Information marked for deletion Copy Mode GL0404 This mode allows you to set up new accounts by copying existing ones This option is very useful when setting up similar accounts for different departments profit centers or renumbering accounts When using this option the sys tem provides a quick method of setting up accounts that are very similar Many companies use departmental or profit center reporting and need for example similar expense accounts for each department Using this option the accounts can be set up once and then copied to each department First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based
341. t will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to set up and maintenance import vendors and create the default map file that you can edit You can change the default map file import file by If you delete or add fields you would then need to adjust the starting position in the map file and the length Remember the bringing up the file in notepad or wordpad and deleting or adding fields you wish to import action is not included in the length of the records Always save the file GL0601 MAP Explanation of File GL Account field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 20 length of field STRING of field 2 Starting position of field 20 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You can add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record Action 1 0 CHAR 1 1 GL Account 0 20 STRING 2 20 Description 21 30 STRING 22 30 Account 52 0 52 2 Contra 0 NO 1 YES 56 0 CHAR 54 1 Budget 1
342. taining the records of this sub sidiary as well as your parent company In order to give a complete financial picture to your Board of Direc tors the subsidiary s financial statements must be combined with the parent company s Simply set up a con solidation entity that will consolidate 100 of the parent company s financial statements with 35 of the sub sidiary s Again keep in mind that all companies that are being consolidated must have the same Month of Year End Otherwise this could cause information to be distorted or be inaccurate Results ceGL 1dy dbf General Ledger Account File where ce is the company number specified by the Consolida tion Entity Consolidation Entity contains newly calculated consolidated trial balance amounts Page 2 66 Set Up and Maintenance Chapter 2 General Ledger User Manual SET UP DEPARTMENT ALLOCATIONS This section discusses the ways to add change delete and copy department allocations Each of the allocations de fined are based on a General Ledger account number When entries are posted to this account number from any source or subsidiary accounting module the General Ledger system will look to this file and verify if that account number has been defined as having an allocation If the system finds a department allocation it will post detailed journal entries to the accounts defined under that department s allocation The journal that will show these entries is the journal from whic
343. te modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import GL Accounts directly into the General Ledger module The Chart of Accounts will be updated as if processed through the normal Add mode in the Set Up Accounts menu option from within the General Ledger system When you select the option to Import Accounts from the Set Up and Maintenance section of the Menu Bar a new screen will appear Wi Import GL Account Files Tools Launch Import Format Import File C Fixed Length ASCII Variable Length ASCII 2 Browse C Comma Delimited PN Process Import File Map File Create At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized If the import file is a comma delimited file the data can be variable length but must be in the specified order If the import file is a fixed length ASCII file it must have a logical record length of 249 bytes and have the following field lengths Description Type Position Length Action CHAR 1 1
344. ted 100 000 Allocations Next click on the Allocations button and the detail screen will appear Wil Department Allocations 60100 1 Tools Launch Edit Navigation M vir numa sae xxm Detail Total PercentAllocated 100 000 tem Department Description Percent Allocation 1 60100 1 Salaries Commercial 65 000 2 s0100 2 Salaries Residential 35 000 Cancel The following is an explanation of each of these data items on the allocation screen Department Enter a valid General Ledger account number or press the F2 key to pop up a scrolling list of available account numbers This account number specifies the automatic distribution of journal entries based on a percent age that affects the main account Description This field is automatically filled with the description of the General Ledger account number selected as the Department Allocation This field requires a percentage amount to be defined that will be used in calculating the correct amount when distributing this Department Alloca tion Each time an account is added to the allocation list the Total 96 Allocation amount is updated at the top of the screen The Total Al location cannot exceed 100 Page 2 68 Set Up and Maintenance Chapter 2 General Ledger User Manual After you have entered the above information you may validate the new Department Allocation by lt clicking gt the
345. text amounts dates etc contained within the report Range of Accounts When asked to define the range of account numbers to report on place your cursor on the Beginning Account field and lt click gt the Down Arrow F2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once you have selected the Beginning Account Number lt click gt on the Ending Account Number field and then lt click gt the Down Arrow F2 by default to gain access to the account listing to choose your ending number Data Record Retrieval This function can be done on any indexed field in the currently active system or a field the current system is inte grated with When the right mouse button is lt click gt ed in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the accessed fi
346. the check Enter this amount and the cursor will move to the next line type If no state taxes are calculated skip this option Page 3 14 Enter Transactions Chapter 3 General Ledger User Manual 8 Local 1 This type indicates that you are entering the first level of Local Income Taxes that were withheld on the paycheck The system will use the default LIT 1 Tax Table that has been set up in the Employee s master file After the Fact Payroll does not do any calculations of taxes It is accounting for the tax amounts manually calculated in the actual processing of the check Enter this amount and the cursor will move to the next line type If no local taxes are calculated skip this option 9 Local 2 This type indicates that you are entering the second level of Local Income Taxes that were withheld on the paycheck The system will use the default LIT 2 Tax Table that has been set up in the Employee s master file After the Fact Payroll does not do any calculations of taxes It is accounting for the tax amounts manually calculated in the actual processing of the check Enter this amount and the cursor will move to the next line type If no state taxes are calculated skip this option 10 Weeks This type allows you to enter the number of weeks worked that this paycheck covers Worked Since employees may be paid on different pay cycles the number of weeks worked cannot automatically be assumed If this type is s
347. the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Close The system will highlight the nearest match to your input Add Mode GL0401 This option allows you to set up new accounts in your General Ledger Account File After initial set up any changes to the account balances should be made through the Transactions option in order to maintain an audit trail If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Page 2 16 Set Up and Maintenance Chapter 2 Wil Maintain Accounts Tools Launch Account 10101 Description casn Bank of America Type Status Cash a R Inventory Mkt Securities Other Fixed Other Assets Current Liab General Ledger User Manual Mode Add Current Period Summary Actual Budget Variance Year To Date Summary Actual Budget Variance The first screen will be used to define the account description the account type whether or not it normally maintains a contra balance status and the balance at the beginning of the year The Periods screen is a scrolling scree
348. then Change Make the changes re quired and click on the Save button to save your changes or click on the Cancel button to cancel the changes made After completing any changes to the first screen lt click gt on the Recurring Transactions button to proceed to the detail lines Once this screen is displayed you will have the tool bar navigation options to select the first detail re cord select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate informa tion either text or a line number and click on OK When you choose to select a specific record in the file you may search for that record by account number or description lt Click gt on either of the choices and enter the informa tion you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on Once you have navigated to the correct detail line you may make the changes necessary You may use the opera tion tool bar options to clear data in current field insert a detail line before the current detail line delete the current detai
349. this report to review the cur rent format available When you select this option you will enter the beginning and ending financial statement number to include on this report You may select the range of formats by number or description which will determine the sorting preference You may also define the whether to print in detail or non detailed Wil Financial Statement Maintenance Tools Launch Financial Statement Range Listing Type Beginning Statement BALANCE Balance Sheet C Non Detailed Using Number key Ending Statement INCOME2 Income Statement Whole Dollars Once these options have been specified lt click gt on and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print Field Names Statement Number Description Financial Report Title Financial Report Sub Title Footnotes Format Lines Type Tab Position 0 4 Reverse the Dollar Sign Yes or No Running Total Level 0 9 Center Description Yes or No Description Beginning Account Number in Range Ending Account Number in Range Page 4 92 Print Reports Chapter 4 General Ledger User Manual Financial Maintenance Report Non Detailed Infinity POWER Sample Company Inc Page 1 Financial Statement Listing 4 04 28 2006 Number Description Title Balance Balance Sheet Balance Sheet Balance2 Balance Sheet Bank Copy Balance Sheet Casht
350. tional lines as you desire up to 500 maximum When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record NOTE You will not be allowed to change a batch entry that has already been posted Results coGLA dbf Overhead Batch File Batch Entry updated coGLB dbf Detail Batch File Batch Detail Records updated Delete Mode GL0106 This mode allows you to delete existing Journal Entry batches It allows you to delete Batch Entries that you may have entered by mistake First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation op tion This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a batch is deleted it cannot be retrieved This option should NOT be used to delete batches that have already been posted To remove batch entries that have been posted select the option Remove Completed Batches
351. to either set up your General Ledger entirely from scratch or copy either the Sample Company file formats or another company s format as they already exist Once the files are created click on the Close button to return to the Menu Bar Page 2 4 Set Up and Maintenance Chapter 2 General Ledger User Manual NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter gt Dic 21 Navigation Button Function Selects the first record Selects the previous record Selects the next record I l Iz T Selects the last record Scroll view Selects a specific record from a list Creates a record o z Modifies the current record Deletes the current record Creates a record based on the current record Maintains notes for this record Displays record timestamp information e E E Im COPY AN EXISTING COMPANY GL0503 From the Set Up and Maintance Menu Bar the last choice at the bottom is an option that will allow you to copy the information from another company s data files or from the default company SYS that is included with the General Ledger system This is an optional feature but it is very useful when several companies files must be set up or when you have had little experience in setting up general
352. u may choose to overwrite each descrip tion on each transaction leg Amount The cursor will now be placed in the amount column Enter the appropri ate dollar amount and press TAB to go to the next line of detail Please note that to the right of the amount column you will see either Inc or Dec This is a helpful message to indicate whether you are increasing or decreasing the account based on the account type and contra bal ance You will notice that the amount entered is also summarized below the tool bar into Total Debits and Total Credits and the amount needed to balance the journal entry Notice that on the bottom left side of the screen there is a button that allows you to Auto Balance If there is a default account set up for the transaction type you are using the program will use this account for the necessary debit or credit to balance the journal entry In this case click on the Auto Balance button at the account num ber field If there is no default account set up for this transaction type you must enter the balancing account number Then at the amount filed you may lt click gt on the Auto Balance button to balance the journal entry When you have fin ished your recurring journal entry and you are in balance click on the Save button to save your journal entry NOTE You cannot save a recurring journal entry that is out of balance unless you have set the option
353. uarter to Date Intinity POWER Sample Company Inc Page 1 Working Trial Balance 4 04 28 2006 Quarter to Date Account Account Description Journal Debits Credits Net Adjustments 11110 Cash in Bank General Beginning Balance 108 477 33 1 General Journal 0 00 0 00 0 00 2 Checking General 0 00 68 911 12 6891112 3 Deposits General 0 00 0 00 0 00 4 Checking Payroll 0 00 0 00 o EE EE ill S A 5 Deposits Payroll 0 00 13 000 00 13 000 00 6 Sales Journal 0 00 0 00 0 00 7 Inventory Activity 0 00 0 00 0 00 8 Accruals Payable 0 00 0 00 0 00 9 Purchase Accruals 0 00 0 00 0 00 10 JC TB Journal 0 00 0 00 0 00 11 Deprec Amort 0 00 0 00 0 00 12 Closing Entries 0 00 0 00 0 00 20 Upto 20 Journals 0 00 0 00 0 00 Total 0 00 81 911 12 81 911 12 Ending Balance 26 566 21 11120 Cash in Bank Payroll Beginning Balance 26 000 00 1 General Journal 0 00 0 00 0 00 2 Checking General 0 00 0 00 0 00 3 Deposits General 0 00 0 00 0 00 4 Checking Payroll 0 00 14 707 15 14 707 15 5 Deposits Payroll 13 000 00 0 00 CIOM n O 6 Sales Journal 0 00 0 00 000 7 Inventory Activity 0 00 0 00 8 Accruals Payable 0 00 0 00 000 EE O 9 Purchase Accruals 0 00 0 00 000 ___ 10 JC TB Journal 0 00 0 00 000 _ 11 Deprec Amort 0 00 0 00 0 00 12 Closing Entr
354. ules this documen tation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs Page 2 26 Set Up and Maintenance Chapter 2 General Ledger User Manual The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems with out the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software pro grams This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the In finity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize
355. umber or descrip tion Page 2 10 Set Up and Maintenance Chapter 2 General Ledger User Manual Batch Entry Configuration The entry screen for Batch Processing can be configured to your preference by turning each of these data items off or on Configuration Tools Launch Master Configuration Transaction Types Batch Entry Fund Accounting Allow Payroll ow Description Allow Payroll Hours Entry low Transaction Date ow Transaction Number ow Reference Number ow Accounts Payable The following describes the effect each of these items has on the batch entry screen Allow Transaction Type Default ON This data item defines the transaction type or number that the transaction line will be posted to If this item is turned off the line will be posted to the default transaction type of the batch Allow Description Default ON This data item contains a thirty 30 character description of the transac tion line If this item is turned off the description will default to the description of the batch Allow Transaction Date Default ON This data item contains the transaction date of the transaction line If this item is turned off the date will default to the current system date Allow Transaction Default ON Number This data item contains a ten 10 character transaction number of the transaction line If this item is turned off the transaction num
356. unt Range Beginning Account 11100 Cash Using Account key Ending Account 99900 Suspense Error Account Include Accounts With Status Account Mask iv Normal Inactive Temp 1 2 Position 12345678901234567890 I Stet Account Inactive Perm Mask Heading Only You will have the following choices as the Account Status to Include e Normal e Stat Account e Heading Only e Inactive Temp e Inactive Perm Once these options have been specified lt click gt on and the Output Options screen will appear for any changes lt click gt to continue and your report will begin to print Field Names Account Number Account Description Account Type Contra Account Yes or No Status Page 4 86 Print Reports Chapter 4 General Ledger User Manual Chart of Accounts Listing Report Infinity POWER Sample Company Inc Page 1 Chart of Accounts 4 04 28 2006 Account Account Description Account Contra Status Number Type Account 11100 Cash Savings CA Cash N Normal 11105 Petty Cash CA Cash N Normal 11110 Cash in Bank General CA Cash N Normal 11120 Cash in Bank Payroll CA Cash N Normal 11200 Notes Receivable CA ARR N Normal 11300 Accounts Receivable Customer CA A R N Normal 11310 Accounts Receivable Other CA AR N Normal 11320 AIR Employee Receivables AR N Normal 11350 AR Tampa Main Office CA AR N Normal 11355 AR Orlando Warehouse CA AR
357. unt which cannot be found in the GL account file If you elect to continue the posting process these amounts will be posted to the Suspense account set up in your master configuration An adjusting journal entry will be needed to correct this through the Record Journal Entries option A P will be printed before any transaction line which cannot be posted to the current accounting year or period If you are posting in detail any date outside of the current accounting year will not be posted during this posting pro cedure However the system will post the entries in the file that correspond with the current accounting year based on the system date F3 and will save all other entries back to the file for another posting procedure with the previous year s date for a later time Once the audit trail has been printed a window comes up and asks you if you are ready to post the entries The screen will display the message No Errors Found if there are no errors in the posting process If you are ready to post the entries lt click gt on Yes and the system will post the transactions to the General Ledger files and then clear the integration file All files are updated as they were in the Record Journal Entries option This is a very important option and great care should be taken to make sure that you have ample disk space and file space available before using this op tion If errors do exist in the integration files
358. urnal Entries makes setting up similar Recurring Entries quick and accurate First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information will be copied to a new record The system will prompt you to enter the new journal entry number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coGL4 dbf Recurring Entries File New Recurring Entry added SET UP CONSOLIDATION ENTITIES This section discusses the ways to set up create change delete and copy General Ledger Consolidation Entities You may add notes to any Consolidation Entity that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copy ing an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option f
359. urrently available lt Click gt on the format you wish to print and then lt click gt on OK L Statement of Cash Flows Tools Launch Cash Flow Format Cashflow M Statement of Cash Flows Cash Flow Type Account Mask i 2 12345678901234567890 Mask C Current Period Position lt Click gt on one of the two 2 reporting methods available for this report e Current Period e Year to Date The Current Period report provides will provide you with a report based on the information for the current sys tem date month It will produce a report based on the Year to Date information up to the current system date This report will reconcile your cash into the categories of Operating Activities Investing Activities and Financ ing Activities You may select an account mask which will provide an Income Statement for specific or combined profit centers If the accounts for each profit center share specific digits in the account number e g the last 2 digits of each account number represent the profit center then the report may include those accounts only Once these options have been specified click on and the Output Options screen will appear for any changes click to continue and your report will begin to print Chapter 4 Print Reports Page 4 65 General Ledger User Manual Statement of Cash Flows Current Period Infinity POWER Sample Company Inc Statement of Cash Flows
360. when creating the new companies from scratch and modify each company s format to individual specifications The Budget Comparison report will print an Income Statement that will include any budgeted numbers you may have set up in the Set Up Accounts option when setting up your Chart of Accounts or the option to setup or enter change budgets The report will compare the budgeted numbers against the actual and print any variance between the two numbers Any over budget amounts will appear as a positive number Any under budget amounts will ap pear as a negative number The Comparative Year report will print an Income Statement with two groups of information The left side will reflect the current year s information as of the system date This information would be identical to printing the nor mal Income Statement If you are just setting up the system you have the ability to input a prior year s information to use as a comparison against the current year s data The right side will reflect the prior year s information you have either set up in the Set Up Accounts option or the actual prior year s information The Budget Year to Year report will print an Income Statement with twelve columns of information The left side of the report will contain Current Period information In the center of the report will be the descriptions The right side of the report will contain Year to Date information Both Current Period and Ye
361. will then insert all lines into the batch when you are completed This process verifies that you will view all detail lines for a check and that the Net Check amount matches what you should be posting If you clicked Override option the system will now allow you to edit the entire pay check information for this employee You may add additional lines of detail allocate to different departments if you have this feature turned on charge different Worker s Compensation Classes if turned on or change the net amounts of any line Once you have specified Y es to this question the cursor will move to the top of the scrolling window below The following section describes each data item that may be edited for each Payroll check Type This data item contains the type of the payroll entry being made You may choose from the valid types are 1 Hours 2 Special Pay 3 FIT Page 3 12 Enter Transactions Chapter 3 General Ledger User Manual 4 FICA 5 State 1 6 State 2 7 Local1 8 Local 2 9 Weeks Worked They are described in the following section 1 Hours This type indicates that you are entering the actual salary or wages for the employee and the number of hours worked You will be allowed to allocate to a specific depart ment if departmentalization is turned on enter the Day category and number of hours if hours are turned on specify the worker s compensation class if worker s compensation is turned on
362. y select the option to update General Ledger from your other modules Based on your choice the General Ledger system will either summarize all transactions by General Ledger account and post the summarized journal entry or post all journal entries in detail from the integration file After the update the General Ledger system clears the integration file and pre pares for new transactions e f you are utilizing the Fund Accounting operations the system will automatically create entries to balance all funds involved in the transaction process These entries can be seen by printing the Transaction Journals or the General Ledger Report Page 1 6 Introduction Chapter 1 General Ledger User Manual e Ifthe Automatically Post Integration Files option is turned on in the Master Configuration all journal entries being created from each subsidiary module such as Accounts Payable Job Cost Main Module Payroll and others will be posted immediately to the General Ledger as each trans action is completed e Ifa subsidiary module such as Accounts Receivable utilizes a Sales Code that has an incomplete setup whereby there is no offsetting General Ledger account number to be used in the direct post ing option the offset will automatically be posted to the Suspense Account Users should rou tinely print the Summarized Trial Balance YTD to insure there is no balance in the Suspense ac count If there is auditing should begin immediately on th
363. y selecting this option the system will look at the prior year s General Ledger data files and use the total budget from the prior year and divide by the number of fiscal periods in a year 12 or 13 to create a flat allocation amount to be used in the new budget for each period When this option is selected and validated it will print an audit trail report showing previous budget prior year budget and the new budget information 3 Prior Year Period Actuals Using this option will look at the prior year s General Ledger data files and use the actual amounts from each period to be used as the budget amount for each new period in the new budget This provides an excellent means to create new budgets based on accurate historical numbers on a period by period basis When this option is selected and validated it will print an audit trail report showing previous budget prior year actual and the new budget informa tion 4 Prior Year Annual Actuals This option will look at the prior year s General Ledger data files and use the annual amounts for each account and divide by the number of fiscal periods in a year 12 or 13 to create the amounts to be used in the new budget When this option is selected and validated it will print an audit trail report showing previous budget prior year actual and the new budget information 5 Re Calc Based on YTD Actuals This option will allow the user to re calculate the current budget based on the Year To Dat

General Ledger - Data Pro Accounting Software, Inc.

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