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CCC Solomon 4.5 user manual

1. It defines the allowed length of the responsibility centre segments individually and in total Itis made up of the two or more parts of the responsibility centre structure The names of the responsibility centres in the FRx reports come from the flexkey table not your General ledger sub account table Besides responsibility centres there are other flexkey definitions such as vendors customers inventory items etc but in most CCC ministries the responsibility centres are the only relevant ones Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 3 Defining the flexkey structure and at least a couple of flexkey names is the first step in the General ledger set up process point 16 1 before the program allows you to continue with the set up process 10 4 Flexkey definition From the Solomon menu bar Module Shared information select Flexkey definition This screen will determine the number and length of the segments in the responsibility centre number Flexkey Definition 21 320 00 OF x Field Type SUBACCOUNT Number of Segments 2 Caption F fC IV Valid Combos Required Seg Description Length Alignment Fill Char Edit Type Validate Separator 1 RC type 1 JLeft Zens Numeric si 2 Individual RC 3 Left Zeros X Numeric 3 U Left gt Blant lphanumeri Total L
2. Screen Report Type Module View Update Insert Delete Initialization Number Mode SYSADMIN 15 11 2000 Defining access rights for a selected group Type Select Group as you will be setting up access rights by group not by individual user Group User ID Press F3 and select one of the Groups you designed at point 15 2 above Company ID Press F3 to access a list of companies databases Select the company that this group should have access to Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 3 If you have more than one group of users and more than one company you would want to limit the data entry personnel s access to the ministry database s they should be using The supervisor group should have access to all databases for their access check the box All companies Click on Preload The following window will appear JF Preload Screens 95 270 01 General Ledger Accounts Payable Accounts Receivable Cash Manager OK Financial Statement Translation Inventory Order Management Purchasing Payrall Shared Information Multi Company v Selecting modules for access Select General ledger Shared information and System manager hold down the Control key and click on the items to select them Press OK Screen options will appear When you are done with the Access right options see 15 3 2
3. gt Distribute Spreadsheet Current Year Estimated Proposed Budget amp Personnel expenses SYSADMIN 10 1 2003 Account Extended budget maintenance To start working on a budget complete the header section of this screen Account types to view Select which account types will have a budget This will most likely be AII or Income Expense since those are the accounts we budget for Year Budget version Enter the fiscal year the budget is for and the budget version press F3 for available options If no other Budget ledgers point 8 2 3 have been set up this will be BUDGET Budget set This is the responsibility centre the budget is for Press F3 for existing budget sets If you would like to enter a new budget set simply type the responsibility centre number in the budget set field or press New set This allows you to determine how the budget is preloaded if such an option is desired The following screen will appear Create Budget Set 01 330 02 EG RC type 4 Campus Individual RC 400 Campus general m Budget Account Subaccount Source Budget Amount Source Do Not Set Proposed Basis Ledger C Basis Basis Ledger C Basis C Do Not Preload Accounts Change By p x Cancel Load Budget New budget set preloading options If you find any interesting and feasible options select them Campus C
4. From the Solomon General ledger menu Screen select Post transactions Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 11 47 Post Transactions 01 520 00 Select Module Select kompami C Specific Module zj Specific Eompany Il ccc Campus Crusade for tf All c All BRetresh E4 for gridformn wiew Selected Batch Humber Company CEC I All Clear 4ll Begin Processing CCC SrSADMIN i 5 11 2000 Post transactions screen All batches with the status U nposted are shown if their Period to post is the current period or a prior period Batches to be posted in future periods periods after the current open period will not be shown and are not available for posting Select the batches to be posted by checking the Selected box for each batch You can select all batches by pressing the Select all button The Clear all button will set all selections to not selected After selecting the batches to be posted press Begin processing Each batch will be posted into the period indicated on its batch header 2 9 Transaction descriptions The length of the transaction description field in the Journal transactions screen is 30 characters If the transaction descriptions are consistent they can be used in searches and selections when reports are generated from Solomon See Select and search criteria
5. Xd 103 PA BA se fre x leh Totes tox gaoa Print preview toolbar The print preview toolbar gives you the following options VCR buttons allow you to quickly move to the next page last page previous page or first page or exit the report red X furthest to the left Page number shows where you are on the report and how many pages there are in total Printer buttons Press the button with the printer to send the report to the printer This button allows you to select which pages to print Press the button with the printer and the yellow wrench to set up the printer e g to select a different printer Envelope The icon with an envelope allows you to export the report to another application such as Excel See Printing into Excel point 6 3 Report tree The button with the Explorer tree opens and closes the tree window with report levels on the left of the screen You can quickly move to a desired branch in the tree by clicking it in this window Zoom Press the down arrow next to the percentage to zoom in or out to see the whole page or a desired width 81 or Page width is the default value Search You can search for text and numbers both accounts and amounts Enter the search criteria in the window and press the binoculars repeatedly if you would like to find all instances of the criteria in sequence Record count The remainder of the preview toolbar shows you how many records your selection inclu
6. Active Internal expense transfers Campus general Generate Combinations CEC HELENA 28 1 1 2000 Account sub account maintenance typical ministry centre combinations The above is a typical list of accounts for a ministry responsibility centre Note Advances should always be attached to a person therefore there is no departmental advance account Note The fund balance 3000 and net income loss 3999 accounts have to be set up to work with each centre 11 2 2 Accounts with no responsibility centre 0 000 Accounts with typically no responsibility centre such as bank accounts depreciation and liabilities have to be set up as combinations as well This includes the undesignated fund balance account 3000 0 000 Access the Account sub account maintenance screen and type in the accounts in the same way as you did for the responsibility centres point 11 2 1 above The Sub field should be set to 0 000 Edit the description where necessary you would want to delete the responsibility centre title from most descriptions Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 4 LF Account Subaccount Maintenance 01 320 00 Selection Criteria Company IL eee Account o Po Display E4 for grid form wiew Account Subaccount Combination Description Status CEC Active Petty cash CCC Active Ca
7. Company Account Sub Ref Nbr Date Debit Amount Credit Amount IBA ccc 1030 0000 10414 25 4 2000 0 00 700 00 Ck126 A EI oD i 0414 25 4 2000 3 0 00 Ck126 April 2000 payrol CCC 7000 1 102 0414 25 4 20 201 0 00 Ck126 April 2000 payrol an 7000 7 700 0414 5 ZU U UU LK126 2000 pay ol 7000 5 600 0414 25 4 2000 200 00 0 00 Ck126 April 2000 payrol ALLOLLI k R nn 2 1 HELENA 20 11 2000 Individual transactions in the batch selected The batch that contains the transaction selected for view The original Journal transactions screen where the selected transaction was entered is shown with all the transactions in the batch Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Crystal reports preview and print 5 1 5 CRYSTAL REPORTS PREVIEW AND PRINT 5 1 Available reports The information available under General ledger Reports consists of reports that are available both for preview on the screen and on paper The reports can be customized to display desired information The reporting tool is Crystal Reports and the runtime version comes with the Solomon program The following reports are available Section Menu selection Description Use this report for in this manual Review of current balances such as outstanding advances Ending balances by account Trial balance responsibility centre combination Detail of transactions in an accoun
8. With your cursor on the Template ID field press F3 and select the template to be deleted Move off the Template ID field the template Description will display and press the Delete button When asked confirm the deletion and close the screen Note Private templates are practically impossible to be deleted by anybody 5 6 Basic financial information reports 5 6 1 Trial balance 5 6 1 1 Format The formal definition of a trial balance is that it is a tool that is used to ensure that the General ledger is in balance If the report is selected to include the full General ledger the total of the debit and credit balances will equal and thus show that the General ledger is in balance In essence it is a report that lists the beginning balance total debits total credits or the net total of debits and credits and ending balance in each account responsibility centre combination in the General ledger at the end of a selected period Because of the nature of the report a report on ending balances the Trial balance is selected and generated for one period only the last closed period usually 5 6 1 2 Suggested uses and definitions Use the Trial balance each month to obtain information on ending balances in accounts where balances need to be monitored such as advances and liabilities First in the Report tab of the report definition determine whether you would like Combined totals net total of debits and credits f
9. to Posted and select the period month or months to be reported on In the Select tab of the report definition enter the following Field gltran sub Operator not equal to Value 0000 i e accounts with no responsibility centre such as the bank accounts will not be included In the Sort tab of the report set the report to group and sort by sub account and to insert a page break between sub accounts which it does automatically GL Transactions 01 680 00 Pie Es Template Report Sort Select Option Cover Page Company Selection gltran sub Group Field x x x gltran acct Sort Field Field Sort Sort Page Total Type Ascending Break Break Up Down x O O 0 o Oj OO gt Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_Q_IFM HP4000N SYSADMIN 6 1 2003 GL transactions Sort by sub account Save your selections as a template to be able to quickly run the same report each month See Report templates point 5 5 5 6 3 3 GL transactions by responsibility centre only For various reasons you may simply want to print your transactions by responsibility centre without regard to the accounts No changes are needed in the Select tab but you can change the Sort GL Transactions 01 680 00 ii Es Field Sort Sort Page Total 4 Type Ascending Break Break Ue 1 gltran cpnyid Group Field ea gltran ledgerid Group
10. 1 5 4 CCC sample S t UD cccccsccccsesccsssccssssensnsessesesseseeseusessusesssessnneees 1 9 1 6 Sequence of daily and monthly tasks in SOIOMON 0cccceeeeeeeeeeeees 1 9 2 Daily transaction processing c ccscceseesseeeeeeeseeeeeeeeneees 2 1 2 1 Summary of data entry procesS ccccseeeeeeeeeeeseeeeeeeeeeeeeeeeeeeseeeeeseeeeeeas 2 1 2 2 I NCS odie se se Sooners nee anneesensadwenadensiesedasacniatebedwssastenne wiedsastesadsanwiadeaededsactenv 2 1 2 3 Ye 6 ALA Si 6 an ne oe ee nee enna ne eee ee eee eee eee 2 1 2 4 Enter WaAMSACHONS isisisi cosets iaso idia oerodd 2 3 LT ENT 0 a Ree re eee Ort me eT Oe ee ae eee 2 3 2 4 2 Edit WANSACUONS scccoscnccviahensscescnaseebbsiorsecevecebonsepieredsenenenssepeeielszereceess 2 5 2 9 Complete the batch Batch handling cccccccseeeeeseeeeeeaeeeeeaeeeeeaeees 2 5 291 Save e DAON carta as cesses ne sca eae wee essen wean aes T 2 5 2 5 2 Balance the Dat ch cceccccccscccseccceeccseecsuecseesseessseeeseessuesseessnsesseesaues 2 6 2 5 3 Determine batch handling ccccccseeccsseeecneeecseseesnessaeeesseeesansessaeeees 2 6 ZIA BACI SUS orsa eee ee eee eee 2 2 6 Edit transactions and review batChes cccccecceseeeeneeeeeeeeeseeeeeeeeeaeeens 2 2 6 1 What to rOViQW cccccccsseccsueccesccsscnauecesensuecsusessensusssuscausessasausesaess 2 2 6 2 Review and edit at the same time
11. Cover Page Company Selection Field Operator Value Boolean 1 subacct sub Begins With Mn SS hue i gt Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_0_IFM HP400 CEC SYSADMIN 7 1 2003 Selection where account criteria field begins with operator number 11 value The result will be all staff accounts responsibility centres 1 100 to 1 199 Date November 28 2000 H Page 1 of 1 Time 01 02PM Campus Crusade for Christ Report 01660 rpt User HELENA Subaccounts Standard Company CCC Responsibility center Description Consolidation Sub Status 1 100 Staff general 1100 1 101 Kim 1101 1 102 Fernandez 1102 Report resulting from above selection all staff centres 10 8 2 Flexkey segments To print a list of the flexkey segments select Flexkey tables from the Shared information Reports menu If you would like a full list of the segments simply press Print preview to first view the list on the screen To print the report on paper press the Print button amp in the preview screen toolbar If you would like a limited list of accounts go to the Select tab With your cursor in the Field field press F3 for available selection options The following list will appear Field List Mel Record Fieldname segdet active segdet description segdet feldclass segdet feldclassname segdef id segdef segqnumber segdetheader hel
12. For installation of Solomon see the separate Installation manual When the program has been successfully installed the General ledger GL has to be set up This process consists of the following steps in this order 1 Completion of the Flexkey definition point 10 4 2 Set up of segment 1 and at least a couple if not all of the centres in segment 2 of the Flexkey table point 10 5 3 Set up of Account classes if desired point 9 3 This can be done later 4 Initial or complete set up of the Chart of accounts The minimum for the set up process is the fund balance account 3000 and the net income loss account 3999 See point 9 4 You have the option of using Sample CCC data to set up the chart of accounts 5 Initial or complete set up of sub accounts Responsibility centres both in Shared information Flexkey and in the General ledger sub accounts chapter 10 6 Ledger maintenance chapter 12 7 General ledger set up point 16 2 and onwards below 8 Completion of the chart of accounts if not completed at point 4 above 9 Set up of the remainder of Responsibility centres and flexkey chapter 10 10 Set up of valid Account responsibility centre combinations chapter 11 11 Set up of Password protection chapter 15 12 Printer set up if not done with the installation point 16 8 below 13 FRx set up See FRx manual In most cases when you exit the GL set up screen you will receive the following message
13. O m p wie BUDGET Budget udge USD HELENA 116 11 2000 Ledger maintenance screen Ledger ID an alphanumeric identification code for the set of records The above ACTUAL and BUDGET is recommended these two ledgers must be set up for all databases Description Describe the ledger so as to know what it is Balance type The following are allowed A ctual B udget S tatistical Base currency the currency of your records Balancing required Indicate whether the ledger needs to be balanced before it is released and posted Balancing should be required for a ledger that contains actual information the Actual ledger If this is not checked the journals posted into the ledger will not need to be balanced see point 2 5 2 12 3 Ledger uses 12 3 1 Transactions To enter transactions into the ledgers Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Ledgers 12 2 ACTUAL use the normal Transaction processing described in chapter 2 budget ledgers use the Extended budget maintenance process described at point 8 3 statistical ledgers use the normal Transaction processing described in chapter 2 however with the exception that the ledger does not need to be balanced In the Batch header point 2 3 change the ledger to your desired statistical ledger Press F3 to get a list of available ledgers All ledgers with balancing type A ctual or
14. Solomon can help you automate No 3 under prepaid expenses and No 2 under accrued expenses 3 4 2 Generate auto reversing entries Prepare a regular batch in Journal transactions for entries that you would like automatically reversed in the following period In the batch header check the box Auto reversing Ga Journal Transactions 01 010 00 Batch Module Ic ADI Status OnHod ais Current Cycle Number fo Handing Release Later v Number of Cycles fas Ledger ID ACTUAL Orig BatNbr Nonrecuring Control 10 2000 V Auto Reversing Debit Total Credit Total Detail F4 for grid form view Company Account Sub Ref Nbr Date Debit Amount Credit Amount Description 2100 0 000 12345 30 4 2000 0 00 500 00fApri 2000 payroll earned 7000 7 700 12345 30 4 2000 500 00 0 00 April 2000 payroll earned on aj SYSADMIN 15 11 2000 Preparing auto reversing entries The Auto reversing box is checked Enter release and post the batch as normal The reversing batch will be the mirror image of this journal be created and released automatically No separate posting is required or allowed have a transaction date of the first day of the next open period have the number of the original batch in the Orig BatNbr Original batch number field in the batch header and on the batch list The reversing batch will be created either by the closing of the current month Month
15. Standard entries are transactions transfers where the accounts and responsibility centres remain the same from month to month but the amounts may change See point 3 2 below Examples payroll contribution assessments The standard entries can be posted as often as you would like even more than once a month 3 1 2 Recurring entries Recurring transactions are entries transfers where the amounts accounts and responsibility centres remain the same for several months See point 3 3 below Examples contribution transfers made from one staff account to another distribution of staff subsidies to staff accounts distribution of office rent to various departments The cycle of the recurring entries can be any length of time measured in months you can have entries that recur every two months or every quarter etc The minimum cycle is one month Tip If you have only a small number of such entries or your recurring entries have a small life cycle a couple of months only you can use the standard entry option template for your recurring entries 3 1 3 Auto reversing entries Auto reversing entries are transactions that are entered in one month and automatically reversed in the following month or next open period See point 3 4 below Examples accruals and prepaid expenses at year end 3 2 Template for standard entries See point 6 2 2 on using Excel in creating Standard entries This chapter explains how to use Solomon for th
16. Summary only batch totals will be shown Under the Select tab set the batch number by clicking on batch batnbr as the field value to be Greater than or equal to the first batch number in the current period including all leading zeros meL Batch Register 01 800 00 Template Report Sort Select Options Cover Page Company Selection Field Operator Value Boolean batch batnbr Greater than or equal to 000005 And 1 a 3 Ki Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Coci IM_O_IFM HP40 ccc SYSADMIN 31 12 2002 Under the Template tab save your report definition Note that each month when you run the report the Value in the Select option has to be manually changed Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 4 Note that Solomon allows a period to be closed even if there are unreleased or unposted batches for the period to be closed However it gives you the following warning if there are such batches and you attempt to close the period System Message 6657 Ea a 1 Warming unreleased andor unposted batches currently exist within GL Click OK to accept the message Decide whether you want to release and post the remaining batches or whether you want to proceed with the closing anyway Note there is no warning if Recurring journa
17. System Message 6358 Warning Fiscal year covers 2 calendar years Make sure you have identified your fiscal pear correctly i e does your fiscal year reflect the beginning or ending calendar year Fiscal year does not equal calendar year Since the fiscal year in CCC does not equal the calendar year the response to the above message should be OK Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 2 16 2 General ledger options The GL set up option allows you to determine some base features for your General ledger operations Once these are set up you should not change them without a very good reason some options cannot be changed later From the General ledger Screen menu select GL set up The Options tab is displayed IIF GL Setup 01 950 00 Options Master Company Info Fiscal Info Currency Info Chart of Acct Order Budget Info r Account Information Auto Reference YTD Net Income 3999 C Automatic Reference Increment Net income loss No Automatic Increment Retained Earnings 3000 Optional On Each Batch Beginning fund balance m Batch Information r Retention Last Batch Number 000010 Periods to Retain Module Trans Post Batches On Release Dis abled X Periods to Retain GL Trans Automatic Batch Reports Years to Retain GL Balances V Edit only in Init Mode m Automatic R
18. the latest period that will be deleted detail for this period and all prior periods will be deleted Delete history from the latest fiscal year when the history will be deleted history for this fiscal year and all prior years will be deleted Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 6 If the information on the screen is in accordance with what you want to delete press Begin processing If it is not go to the Retention option point 16 2 6 in the General ledger set up screen and change the retention periods Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 1 8 BUDGETS 8 1 Solomon budget process The process of entering budgets into Solomon consists of the following steps 1 Complete the Budget information screen point 8 2 1 below This should have been done during the initial General ledger set up see point 16 7 but it may require editing Complete the Extended budgeting set up point 8 2 2 below Set up additional Budget versions ledgers if desired point 8 2 3 below Set up Budget group access if desired point 8 2 4 below Set up additional Budget distribution types if desired point 8 2 5 below Enter budgets point 8 3 You have the option of entering them either by responsibility centre or by the account responsibility centre combination S E a 7 If neede
19. HELENA 21 11 2000 Budget maintenance screen Change the total annual budget in the top right corner or make manual changes to the distribution If the total annual budget is changed the following window appears 7 Budget Distribution 01 ES Change Distribution Method f Equally f Percentage Cancel Budget change options Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 10 Manually will allow you to manually distribute the equivalent of the change to the periods Equally will distribute an equal amount of the change to the periods Percentage will distribute the change to the periods in proportion to the original budget in the period the higher the original amount the more will be added subtracted etc Save your work 8 5 2 Revise entire budget When the whole budget is revised fully or significantly and or if there is a need to retain more versions of the budget create another budget ledger See Budget versions point 8 2 3 8 5 3 Delete To delete the budget for an account call up the budget maintenance screen for that account Place your cursor on the account field and press Delete on the Solomon toolbar 8 6 Reports with budgets Budgets are useful only if they are included in management reports and used in decision making The responsibility centre reports in FRx should include budget information In the Solom
20. If you choose this option which is recommended if you intend to work with the data any further you will be asked if you would like to include the column headings but not the report headings and titles Format Options Cancel Export from Crystal include column headings Excel extended if available this report will show data in columnar format and the same sub totals as the original Crystal report If you choose this option you will see the following screen with options W Column Headings M Use worksheet functions to represent subtotal fields in report Set column width Constant column width i 0 Column width based on objects in area Details Format Non Tabular format ie Tabular format Arrange all objects in one area into one row Cancel Export from Crystal format options Select column headings and the tabular format The Use worksheet functions to represent subtotal fields in report option does not seem to make a difference whether checked or unchecked As destination choose Disk Next you will need to select the location of the file and the file name The default file name is the number of the Crystal report and the default location is your Windows Temp directory You will want to save this report in your normal financial work folder where you can easily find it Savein GJ My Documents AA A l ES 25 5 2000 12 04 24 5 2000 19 15 17 12 2002 18 41 5 11 2002 17
21. Selected box for each batch You can select all batches by pressing the Select all button The Clear all button will set all batches to not selected After selecting the batches to be released press Begin processing 2 7 2 Reports 2 7 2 1 Automatic reports When the batches have been released two audit trail reports are printed if the Automatic batch reports option was checked in the General ledger set up Batch information point 16 2 2 Journal transactions batch control report shows all transactions in the order in which they were entered Account distribution shows the total released for posting in each account responsibility centre combination 2 7 2 2 Reprint batch reports If the above reports are not automatically printed but they are desired or if you had printer problems select Reprint GL batch control reports from the General ledger Screen menu Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 10 7 Reprint GL Batch Control Reports 01 410 00 Iof x Select Batch Select Company BatchRange From Batch o00009 Specific Company IL Thru Batch C All 000010 C Al Display Refresh Screen Journal Batch Number Status Type Control 11010 1 sa CCC 2 N 10 PCC 7010 a a E4 for grid form view Batch Selected Terie Company Ki Cl
22. System database The system database is what runs the program Typically you only need to choose this once and it will default to the database you need for your Solomon application database company Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 2 If you press the System database button you will see the server name you are attached to This is the SQL server the engine of the program The system databases are attached to the server s Your system database should always be of type CCCSYSTEM i e your company ID and the word system as set up during the installation Click OK or press lt Enter gt When you are attached to the program the menu bar turns dark At this point the program may tell you that a new event log exists and ask you whether you want to view it System Message 6085 2 New Event Log files exists Do you want to view them Answer Yes if you would like to view it and No if you would not See point 14 3 Review and manage the event log 1 1 2 Log into the General ledger module The Solomon toolbar will appear on top of your screen and remain there as long as the program is open SI Solomon File Edit Module Option Utility Customize Help Ere a Solomon toolbar This toolbar will remain on your screen as long as Solomon is open Click on Module General ledger The Solomon IV General ledge
23. certain aspects of the report format in GL transactions posted unposted transactions in Trial balance whether debits and credits are shown separately in GL batch register whether batches are shown in summary or in detail etc Note This aspect of the report has to be defined first before proceeding to define any Select or Sort options This is especially relevant in GL transactions where the default value of the report format is Unposted rather than Posted 5 3 2 Select tab Select and search criteria If you would like to limit your selection to certain accounts or responsibility centres for instance go to the Select tab Trial Balance 01 610 00 Template Report Sort Select Options Cover Page Company Selectio Field Operator an lt None gt And Print Print Previews Printer Options HP LaserJet 4000 Series PCL 6 on Coci IM_G_IFM HP4000N im HELENA 21 11 2000 General ledger report Select tab The tab will allow you to limit your selection or search for certain items based on the criteria you choose You will need to enter three items Field the field on which the criteria will be applied e g account sub account date amount description Operator how the data in the field will be limited or searched e g be greater than or begin with or contain a certain piece of information Value what criteria the operator should apply to the selected field Campus Cr
24. ie t_01620 gltran_batnbr Sort Field a vr _01620 gltran_linenbr Sort Field 10 ki Print Print Preview Printer Options HP Lasewet 4000 Series PCL 6 on Cecit IM_Q_IFM HP400 HEE SYSADMIN 6 1 2003 Down ile O Bel Gl Ge Gel el Bel Gel Ge Bel 000 0 000 mo amp 000 00 amp amp amp amp amp Remove the period_post field altogether this will remove the period totals and move the accthist_sub field higher than the accthist_acct field Check Page break for the accthist sub field if you would like a page break after each responsibility centre Sj Detail General Ledger 01 620 00 Oe x Template Report Sort Select Options Cover Page Company Selection Field Operator Value Boolean q Wvr_01620 accthist_acct Not between 3000 3999 And 2 vt_01620 accthist_ledgerid Equal ACTUAL And xj of Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Cecis IM_Q_IFM HP400 ECE SYSADMIN 6 1 2003 These field selections will eliminate any budget figures and the fund balance related accounts from the report The report will be summarized by responsibility centre however note that it is arranged by account type i e the assets are shown first then liabilities then fund balance then income amp expenses This may be a useful feature if you would like to show advances and other responsibil
25. please make sure that the option Save settings on exit is unchecked For an explanation of the options see point 17 1 4 description of the Option menu on the Solomon menu bar 1 4 7 Dynamic links Screens are not automatically refreshed when changes that affect them are made elsewhere Example Ifthe Release GL batches screen is open when you are in Journal transactions and save a batch with the instructions to Release later the Release GL batches screen will not show the new batch Close the open screen and reopen it the changes will now be shown In some cases you may have to exit Solomon before you will see the changes This can be the case when you request a change for instance in appearance or default values 1 4 8 Working with Excel You can paste the chart of accounts flexkey sub accounts journals and budgets from an Excel spreadsheet into Solomon and you can print various reports into Excel See Working with Excel chapter 6 below 1 4 9 Trouble shooting Some screens may freeze up or appear to not be functioning properly Before determining that you have a serious problem try the following Ignore the error message You may be able to continue normally However first take note of the error message and save your work Close the window This may solve your problem Close the menu option fully Close the company Exit Solomon This often works if the screens were not fro
26. point 5 3 2 To make the most of the limited description space consider the following 2 9 1 General principles 2 9 1 1 Documentation vs descriptions The documentation should be complete before the information is entered into the computer No new information is added at the time of the data entry This means that the date accounts all debit and credit entries responsibility centre s amounts in local currency with exchange rate indicated etc are included on the document On the other hand the transaction descriptions should adequately explain the transaction without it being necessary to look up the related documentation to understand it Adjustment of wrong entry is obviously an incomplete description It should rather include the word ADJ ustment as much as possible of the original description and reference to the original document 2 9 1 2 Principles The general principles of the contents of the description are donor vendor person paying submitting a reimbursement etc purpose donation description of item designation references month period and or foreign currency amount cheque number receipt number Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 12 2 9 1 3 Standardize and abbreviate As much as possible use standardized descriptions to allow for easier tracking Try to include the information in
27. 12 other than the Actual ledger the ledger with your real General ledger transactions the batch does not need to be balanced 2 5 3 Determine batch handling Batch handling is the processing instructions you give Solomon when you save the batch they determine the batch status These instruction are not saved when the batch is called back on the screen the Batch handling field will again say No action At the end of the data entry you have four options for handling the batch These appear in the middle column of the batch header Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 7 Current Cycle Number of Cycles Orig BatNbr imelease Later i 9 ing elease No Control o Action R 11 2000 uto Reversin Debit Total Credit Total Sub Ref Nbr Date Debio Credit Amount 0 000 14 11 2000 0 00 0 00 SYSADMIN 14 11 2000 Hold Use this when you know that the batch is out of balance incomplete or incorrect The batch will be saved but it will not be available for releasing or posting Release later This should be your normal way of releasing a completed batch for posting This can be used only if the batch is balanced and the batch control total agrees with the total debits credits The Batch status becomes B alanced point 2 5 4 below and as far as data entry goes the batch is ready to be reviewed by the su
28. 3 4 Recurring journals in the batch list The original recurring journal batch will always have the status B alanced Its Period to post date in the batch list shows when it will be posted the next time The batch list does not specifically tell you that a particular batch is a recurring journal but if you call it up on the screen you can see its type as Recurring When a recurring journal batch has been generated the new transaction batch will show the original batch number farthest to the right on the batch list The batch type on the batch header of the posted recurring journal is non recurring but the fact that the field Original batch number is filled out indicates that this is a recurring batch or an auto reversing batch Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 5 IF Batch List Iof x Batch Nbr Screen Status Period to Post Period Entered Control Total Ledger ID Orig Batch Nbr 000009 01010 B 11 2000 11 20 1o00 00 ACTUAL 000008 000008 21010 f 12 2000 11 2000 100 ACTUA 000006 11010 11 2000 11 0 BE Se 000005 000004 000003 000002 000001 01010 F 07 2000 17 2000 7300 OOIACTUA a Cancel Edit sent Batch list Batch No 8 is a recurring journal although you cannot tell that from the information on this sc
29. 4 2 2 Account history screen You can also access balance information through the Account history screen on the Solomon General ledger Screen menu This has the advantage of showing both period and year to date balances during the whole fiscal year You must enter the full account responsibility centre combination for the information to be displayed Press lt Enter gt after typing in the desired combination Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the screen 4 5 F Account History 01 300 00 Account 1030 Period PTD Balance YTD Balance Cash checking Subaccount 0 000 Ledger ID Fiscal Year Balance Type Currency ACTUAL 2000 o Beginning Balance Details SYSADMIN 17 11 2000 Account history screen with beginning period and year to date balances in the selected account Enter account responsibility centre sub account and fiscal year to be viewed The Ledger ID defaults to ACTUAL Any account responsibility centre combination will be initially accepted on this screen If the combination is not valid the error message will simply say No account history found for the entered account sub account fiscal year combination The screen shows the beginning and year to date balances in the selected account responsibility centre combination in the selected fiscal year as well as the net activi
30. A E E E EE A E E E AE E re A fe E E 17 2 UIT Modu p r OER 17 2 EEE I 0 a E AAN A E ON ann eRe an en es OR Ae eee re ae 17 3 DT YS OHI AIILY orishas ete oe shied earache Ea A 1 4 tL OCUNI ZE recast ta sos ea Ste ace adie hea a ae herent ks 17 5 TTD AON Ostet cere eat ae E are de A Pee eet ee 17 5 17 2 General ledger Men nnerrnnoni ae eal aioe 17 6 Ai EE E E E 3 Reet one eee CENT A MCR a Ene EE tere ne TPT EAT 17 6 T722 ROPO ene ree eee Rm EC fe ee ren er ee ne ee er cee 17 8 17 3 Shared information MENU cccccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeesaeeeesaeeees 17 9 17 4 PIR Me NU tick a ete ne ane ca ams A asuneemaanods 17 10 General ledger features not covered in this manual allocation groups consolidation For these features and all modules other than the General ledger please see the Solomon manuals from the vendor Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Table of contents vi Important related material covered in other CCC in house manuals installation see Installation manual back up see Installation manual service packs see Installation manual financial statements Balance sheet Income amp Expense report see FRx manual The chapters in this manual are arranged so that the more often used topics are in the beginning and the set up related topics which will be needed more seldom or only once are
31. AOA office Step Steps 1 5 can and should be completed several times each month Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 1 2 DAILY TRANSACTION PROCESSING 2 1 Summary of data entry process Section in this manual 1 Arrange completed documentation in batches 2 2 2 Open General ledger screen Journal transactions 2 3 Make sure the period is the current period or the period when the transactions 1 4 2 7 2 should be entered Post batches supervisor 2 7 4 Repeat the sequence as many times as necessary 2 2 Batches Transactions are processed in batches A batch is data that can be logically grouped together such as a deposit payroll monthly standard entries transmittal from the AOA office the day s payments etc Step COV NI O oO A The length of the batch is not limited However all entries in a batch have to be in the same accounting period i e month Several batches can be in process at the same time The first step in data entry is therefore the process of arranging the data into logical batches The batches will be 1 entered 2 released and 3 posted 2 3 Batch header From the Solomon IV menu General ledger Screen select Journal transactions Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 2 el Scree
32. Active Campus general 4400 Active Community general FOO Active Jesus Film general BOO Active Literature 6610 Active Administration prani Active Other ol Active Sub account maintenance responsibility centre set up grid view You can press F4 to see the screen in form view one sub account at a time GF Subaccount Maintenance 01 270 00 ioj xi E4 for gridform view Subaccount 1 100 Description Staff general Consol Subaccount 1100 Subaccount Status Active v ol HELENA 28 11 2000 Sub account maintenance form view 10 6 1 Set up from scratch Enter each valid flexkey segment combination from the Flexkey table point 10 5 above Sub account a combination of valid sub account segment values as defined in Flexkey definition Description description title for this specific responsibility centre combination of flexkey segments It should typically be the same as the title of the second flexkey segment Consolidation sub account If consolidation is used this is the sub account in the parent company that this particular responsibility centre will consolidate into The default value is the same as this responsibility centre Sub account status Select Active or Inactive from the drop down menu The status can be used as a selection criterion in reports To Inactivate responsibility centres see point 10 7 3 below Note You can look up valid segment val
33. Field gltran sub Group Field Py gltran acct Sort Field ren gltran batnbr Sort Field 6 gltran refnbr Sort Field 7 gltran linenbr Sort Field 8 K Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_Q_IFM HP4000N Eke SYSADMIN 6 1 2003 Remove the acctsub line entirely Move the gltran sub field in its place and change it to a Group field Move the gitran acct field to be the first Sort field information will be sorted by account within the responsibility centre This report will now show all transactions in a responsibility centre for the selected period range arranged by account and totalled only by responsibility centre Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 14 9 6 4 Transactions by batch To review transactions arranged by batch select GL edit from General ledger Reports Under the Reports tab select the period to be reported on This is the Period to post of each batch regardless of the Period entered All batches with the selected Period to post will be shown regardless of their Batch status point 2 5 4 You can use the Select tab to limit your selection to certain batches only Field extension yields information by batch_autorev whether the batch is Auto reversing point 3 4 3 batch_batnbr batch number bat
34. January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 1 11 ACCOUNT RESPONSIBILITY CENTRE COMBINATIONS 11 1 Introduction 11 1 1 Principle In principle Solomon would allow any account to be combined with any responsibility centre It would therefore be possible to attach responsibility centres to bank accounts or leave income and expense accounts without a responsibility centre which is not desired and may result in meaningless reports and extra work You would further want to limit the accounts that can be used with staff centres to only those that are relevant for them as well as prevent typical staff related accounts 40xx 50xx or 60xx for instance from being used with ministry centres It is therefore highly recommended that each CCC ministry uses the option of limiting the account responsibility centre combinations to those desired 11 1 2 Process The process of setting up the combinations consists of the following 1 During the General ledger set up process set up the option to require valid combinations See General ledger options Account validation point 16 2 8 2 Complete the Chart of accounts set up point 9 4 for the account s 3 Set up the responsibility centres They must exist in both the Flexkey table point 10 5 and the Sub account maintenance table Responsibility centre set up point 10 6 before you can successfully set up the combinations 4 Set up one responsi
35. January 2003 International Financial Management Solomon 4 5 Table of contents iv De Ow AOC ACCOUMUS aee E 9 4 JOZ EON ACCOUN S oiea aE E a 9 5 9o Dolle ACCOUINS a a a 9 5 9 5 4 Nactivat ACCOUN S ore a Ea EEA EEEE TEE EEEE 9 5 9 6 Chait OracCOuUnts USE siea a EE 9 5 10 Responsibility centres and flexkey ccesseeseeeeeees 10 1 10 1 SEF SIEDS ae ee eee ee ae eed ee ene SO ee eee en eno eee eee ae 10 1 10 1 1 Responsibility centres IN Solomon cccccsseccceeeeeeneeeeeneeseneneseanes 10 1 101 2 S t Up DIOCESS oren e E E REE 10 1 10 2 Responsibility centre structure cccccccsseccseececssseceeceseesessesenseeensaees 10 2 10 3 What IS MOXK CY keneren e a e eE 10 2 10 4 Flexkey definition ccccccccccssecccceeeeeceececceeseesceueesseseeessaseesseeeeesseeeeeeas 10 3 10 5 Flexkey table nar E E A 10 4 1029 1 Setup rom Scrateh osere ee pan von dues E E E EERE AE 10 4 10 52 Faste TOM EXCO rision eer N 10 5 10 6 Responsibility centre set up ccccccceccceeceeeeeceeeeeeeeaeeeeeeeaeeeseeetaeeeaeeess 10 6 10 6 TSet p MON SCIAICN eraen A A A E 10 6 10 6 2 Faste FOM EXC araa a A EA 10 7 10 7 Maintenance Changess cccccccssececceseecceeseeceuseecseuseesauseessaueeeseueeesaaes 10 7 10 7 1 Add responsibility centres cccccccccccsssscnssescnssensnsccusesensusensesensass 10 7 10 7 2 Edit responsibility centres cicccsescseeecneeecenseee
36. Journal transactions screen grid view Several transactions can be seen at a time one per line See also point 6 2 below on entering Journal transactions with Excel 2 4 1 1 Data entry fields Company This defaults to the company database you have open Account the chart of accounts number to be used Solomon validates this number accounts that are not included in the chart of accounts list will not be accepted The title of the account will not appear to enable you to confirm that it is correct You can use F3 or double right click to look up account numbers Sub the sub account i e the responsibility centre This has to exist in the sub account list in Solomon to be accepted The responsibility centre name will not appear to enable you to confirm that it is correct You can use F3 or double right click to look up responsibility centre numbers If you have opted to validate account responsibility centre combinations in the account set up Account responsibility centre combinations chapter 11 only the valid responsibility centre numbers for the chosen account will be displayed Note 0 000 all zeros must be entered fully as O s pressing the lt Enter gt key will not generate the desired string of 0 s but allows you to skip to the next field leaving this field blank Solomon will not let you move on from this line if there is no valid entry in the sub field If the account number responsibility centre numb
37. LOG 14 1 What is an event log The event log is a list of activities processes or other significant events in the program that may or may not need attention A period closing is an example of such an event The event log therefore is not the same as an error log although it will also keep a log of errors or failures The log should not be ignored it should be reviewed by the supervisor 14 2 Access the event log To access the event log select Utility Event log viewer from the Solomon menu bar You can also see the Event log when you access Solomon The event log dialog box will keep appearing at log in as long as there are new unviewed items on the list System Message 6085 7 New Event Log files exists Do you want to view them Press No the program will continue Data entry personnel should always press No Press Yes The event log viewer will open if your password allows you to view the log and allows you to view the significant events listed 14 3 Review and manage the event log The supervisor should periodically press Yes view the events take note and delete them When you access the event log the following screen will appear 7 Event Log Viewer 95 290 00 o x m F4 for grid form view Process ID Delete User ID Execution Date vez MIRi eS SADMIN ZUUL 1 1F iis SYSADMIN 26 09 2000 ii 2 I u p ISEN 5 am Vi Event log viewer Proce
38. Report Flexkey Entry Validation Flexkey Table Maintenance 21 330 00 Flexkey Tables 21 930 00 Report Income Sub Liability Sub 29 Topics Found All words Begin Auto Pause Display Erin Cancel Solomon manual search and find Project series overview Project series data fields help files that are not part of the normal installation About Solomon IV technical and registration information on the your Solomon program It contains information that you may need when contacting your AOA office for technical support including your Customer ID license number 17 2 General ledger menu 17 2 1 Screen Select Module General ledger from the Solomon menu bar Click on Screen Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 7 3 Solomon I Menu mis E3 General Ledger e Screen Reports o Journal Transactions Budget Maintenance Chart of Accounts Maintenance Subaccount Maintenance Allocation Group Maintenance Account History Account Summary Inquiry Account Subaccount Summary Inquiry Account Subaccount Detail Inquiry Ledger Maintenance Account Subaccount Maintenance Extended Budget Maintenance Budget Distribution Budget Group Access Budget Distribution Types Budget Version Maintenance Account Class Maintenance Release GL Batches Reprint GL Batch Control Reports Generate Consolidation Read Consolidation Post Tr
39. _ review batches in preparation for the period closing see GL batch register point 7 3 1 5 3 2 2 Operator and value Click on the down arrow and select the option you would like to be applied to the field You can also press the first letter of your desired operator to go straight to it If more than one operator starts with the same letter toggle between them by pressing the same letter repeatedly e g press B twice to go first to Begin with and then to Between The most common available operators are Begins with When this operator is selected the value will be the first few digits of the selected field e g an account number or responsibility centre number All values that meet the criteria will be displayed Example Begins with 10 for all accounts beginning with 10 i e all cash accounts Between Select a range With this operator the value field should contain the first account you want comma the last account with no spaces in between Both indicated values will be included in the range The first and last values do not need to exist Example Between 1000 2999 for all Balance sheet accounts that are not fund balance or net income 1000 represents the first possible account number whether or not it is in use and 2999 represents the last possible account number although not in use before the fund balance accounts 3xxx Equal With this operator the value shoul
40. and the last 12 regardless of which month it is Example The fiscal year 2003 in CCC is the year that starts in July 2002 and ends June 30 2003 July 2002 is therefore 1 2003 and February 2003 is 8 2003 7 1 2 Date format The individual date format e g in the Journal transactions screen or in reports is based on the Windows format of your workstation In other words it is set outside of the Solomon program The date fields are dynamic fields if you change your Windows date format the display of the dates both new and past in Solomon will be changed as well 7 1 3 Fiscal year and period definition The fiscal year is set up when the Solomon General ledger is set up See Fiscal period information point 16 4 7 1 4 Current open period The fastest way to find out the current period is to open the Journal transactions screen see Batch header point 2 3 and find the period indicated in the Period field It defaults to the current open period 7 2 Period and date in data entry 7 2 1 Transaction and posting dates Transactions are posted in batches The whole batch is posted into the period indicated in the Batch header point 2 3 An individual date is entered for each transaction in the batch see Data entry fields point 2 4 1 1 This date should be meaningful to the user and report recipient such as a deposit date cheque date transfer date However regardless of this date the batch will be posted and re
41. another in the credit column the amount in the first debit column will automatically change back to 0 Description a description of the transaction to identify this particular line item in this batch Ideally it should explain the transaction so well that the supporting documentation needs to be looked up only in exceptional cases Length 30 characters See point 2 9 below on guidelines for Transaction descriptions Other fields There are other fields on the screen Project Task Employee ID Labor class Billable Quantity Reconciliation status and Clear date These are not available and the cursor will not land on them with the exception of Billable when it does press Tab or lt Enter gt to move to the next available field These fields may have been hidden during the installation in which case you will not see them at all When you have completed an entry line move the cursor to the next line The previous line will be copied on to the next line except for the account number responsibility centre sub account and amount Save the batch periodically by pressing the Save button 2 4 1 2 Debit and credit totals Running totals of the debit and credit columns appear in the batch header to allow you to determine whether the batch is in balance after each transaction 2 4 2 Edit transactions To edit a field in the transaction entry form place the cursor on the field you want to edit and start typing the co
42. as Solomon or to paste the long fields lines individually Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 6 6 7 Working with transaction data in Excel You can use Excel to reconcile data either by responsibility centre or account to view data by account by responsibility centre or by batch to build reports schedules and itemizations e g an itemization of outstanding advances to verify the accuracy of an FRx report e g responsibility centre balances To make this possible you will need to do the following 1 Export data from Solomon to Excel See point 6 3 above 2 In Excel create additional debit credit columns and absolute values if the report is used in reconciliation point 6 7 2 1 below 3 Make additional copies of the worksheet Leave one worksheet tab as original data point 6 7 1 4 Sort and sub total data on each worksheet according to desired criteria account responsibility centre batch point 6 7 1 1 5 Review reconcile and report as desired See points 6 7 1 4 and 6 7 2 6 7 1 Using Excel to view transactions Export a GL transactions report from General ledger Reports to Excel The resulting data can be reviewed by account responsibility centre or batch It can be arranged by account responsibility centre batch date period or amount or alphabetically The worksheet created by the exp
43. batch handling instructions The transactions in a recurring journal can be modified later since the status is B alanced in the same way as non recurring batches are edited See point 2 4 2 Edit transactions 3 4 Auto reversing entries 3 4 1 Principle Auto reversing entries are transactions that are entered in one month with the intention of them being reversed in the next month Typical examples are prepaid or accrued expenses and deferred income at year end Example Prepaid expenses 1 An invoice is paid debit to expense and credit to cash 2 At year end the portion of the invoice that belongs to the following year is debited to Prepaid expense on the Balance sheet and credited to expense Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 6 3 At the beginning of the new year the above entry is reversed the Prepaid expense account is cleared by moving the expenses back to expense accounts Example Accrued expenses 1 At year end certain expenses have been accrued but there is no invoice yet These items are estimated and recorded debit expense credit accrued expenses liabilities 2 At the beginning of the new year the accrued expenses account is cleared by debiting the liability account and crediting expense 3 When the actual invoice is received and paid it is debited to the expense account offsetting No 2 above
44. below press Save Repeat the process for each group of users you set up In setting access rights for groups ignore the group Everyone that the program came with delete the group as described above at point 15 2 2 15 3 2 Access right options The preloaded options come in two types Screens and Reports which correspond to the menu options in the Solomon module menus 15 3 2 1 Screens On the screen options you can choose whether a person can View Update Insert or Delete items on the screens These are cumulative options from left to right e g a person who can delete can do all the other options too View allows the user to view the information but not make any changes to the default values displayed on the screen Update allows changing certain default display values to desired values e g to request a screen report for a different period Insert allows addition of new items e g batches Delete allows deletion of information e g unreleased batches or the option of deleting default information from certain fields in the screen reports Initialization mode Do not allow access to Initialization mode for any user group Note Allowing users access to Update or Delete items such as journal transactions or account history does not allow them to perform functions that are protected elsewhere For instance since posted batches or transactions cannot be changed or accounts with transactions or bala
45. columns where you would like a sub total to appear debit and credit columns The accounts are now sub totalled Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 7 In the left margin of the screen you will see signs Pressing will allow you to compress the data for better viewing and easier working To expand the compressed data press 6 7 1 2 Transactions by batch In the by batch worksheet follow the same process as with accounts except that you will now sort by batch and you will sub total at each change in batch Use the signs on the left to compress the worksheet Then when you come to this worksheet you can quickly select the batch number you are looking for and expand it alone by pressing the sign next to it 6 7 1 3 Transactions by responsibility centre To view transactions by responsibility centre you will not need most of your Balance sheet accounts Before formatting the by RC worksheet remove the bank accounts fixed and other assets liabilities and any other Balance sheet accounts without significance for a specific responsibility centre Since advances and income expense accounts are fundamentally different it is also recommended that you sort these accounts separately The by COA worksheet can serve as a starting point to view advances Therefore remove the advance lines as well For the remainder of
46. digits The ID is alphanumeric all capitals The account classes can be added changed and deleted at any time Many of the above selections can also be accomplished with the Sort Select features in the General ledger Reports see point 5 3 above 9 3 2 Report on classes You can get a list of the existing classes from General ledger Reports Account classes 9 4 Chart of accounts set up From the General ledger Screen menu select Chart of accounts maintenance Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 3 O en of Accounts Maintenance 01 260 00 iof x m E4 for grid form view 7 71010 Petty cash 3 1040 Cash savings 4 1050 Cash savings 5 1080 Cash in transit 40 1500 Land Account Description Type COA Order Class ID Account Status GRESE 2 1030 Cash checking Asset CASH Active 1030 lg 1200 Advances staff Asset AR Active 1200 7 1210 Advances other Asset AR Active 1210 Eu 1300 Materials inventory Asset Active 1300 me 1400 Deposits and prepayments Asset Active 1400 1600 Buildings amp improvements Asset Active 1600 v 4 gt Asset CASH Active 1010 A Asset CASH Active 1040 Asset CASH Active 1050 Asset 1 CASH Active 1080 Asset Active 1500 F Chart of accounts m You can press F4 SYSADMIN 7 1 2003 aintenance grid view to see the accounts in f
47. end closing point 7 3 or the releasing of the original batch Which process triggers the reversing batch is determined in the General ledger set up see point 16 2 Automatic reversing entries Note If the first original entry is back posted to a past period with the auto reversing option checked the reversal will not be posted in the period immediately following but the open period after the next closing It is therefore recommended never to back post entries that should be auto reversed 3 4 3 Checking for auto reversing entries The reversing entry is automatic and there is no warning about it being done The batch list does not indicate whether a batch is about to be automatically reversed It is therefore important to be careful that the Auto reversing option in the batch header is not accidentally checked Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 7 To find out whether batches will be reversed in the future you can open each batch in Journal transactions to see whether the Auto reversing option is checked Place your cursor in the Batch number field and press Next twice most likely in the Solomon toolbar to review subsequent batches You can also run a report that will list entries that will be auto reversed Go to General ledger Reports and select GL batch register The Report tab will be shown G
48. for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 8 Enter the ending balances in all accounts including income and expenses from your old General ledger records into period 12 of the previous year using the normal method of Entering transactions point 2 4 Close the year See Year end closing point 7 4 Start entering transactions into the new year as usual See Daily transaction processing chapter 2 16 9 2 Starting in mid year If you want to start your Solomon records during a fiscal year do the following Set your fiscal period and year to the current year the year during which you would like to start The Fiscal year set up is part of the GL set up see point 16 4 above The period is set up by doing a Month end closing see point 7 3 2 until the current period is the period before the period when you would like to start entering transactions Enter year to date balances for all accounts and responsibility centres including the beginning fund balance accounts 3000 in the current period i e the month before the month when you would like to start Close the month Start entering transactions into the new month as usual See Daily transaction processing chapter 2 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 1 17 SUMMARY OF MENU SELECTIONS 17 1 S
49. form view Selected Batch Number Company Status Journal Type Ledger ID Batch Control x WU CLL Balanced GJ ACTUAL 1000 01 O 1 bee De oil 4 gt E Release and Post Select All Clear Selections Begin Processing SYSADMIN 14 11 2000 Generate recurring transactions All batches with the status type Recurring are shown if they are due to be generated and posted Select the recurring batches to be generated by checking the Selected box for each batch You can select all batches by pressing the Select all button The Clear all button will set all selections to not selected You have two options to proceed The selected journals can be released and posted immediately without being reviewed unfortunately this is the default option the box Release and post is checked when the screen comes up the U nposted status will be bypassed Press Begin processing to post the selected recurring journals or Uncheck the Release and post option Press Begin processing The journal must now be released and posted separately in the same way as you process regular journals Only those recurring journals will be generated that are due in the current or a past month For instance quarterly recurring journals will only be shown once a quarter even if you run this process on a monthly basis Release and Post the recurring journal batch as normal 3
50. ledgerid X Transacuons tor a speciied vr_01620 accthist_ledgerid xf ledger see chapter 12 vr_01620 accthistledgerid X gltran ledgerid X To learn more about the fields try various combinations of fields operators and values to see what your selections yield Desired information Field code x lt x lt x lt x lt x lt x lt Transactions by amount x lt x lt x lt Choose the field you would like to use in your search place the cursor on it and press lt Enter gt or OK or double left click Do not simply type the field code in the space provided it will not yield the same results To quickly search the field code list for the selection you would like type the first letter of the desired code and press the down arrow The cursor will go to the first field that starts with the letter s Note You would want to limit the Ledger see chapter 12 to the correct source of information on your report e g if you do not want to see the budget activities generated on a report you would limit your report selection to Actual etc To use the fields to generate a Chart of accounts list see point 9 6 generate a Responsibility centre list see point 10 8 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 5 Check for auto reversing entries see point 3 4 3 view Transactions by batch see 5 6 4
51. only distribute only see point 8 2 5 below no access Defining the budget access rights is optional You may want or need to enter your budgets first before defining the access 8 2 5 Budget distribution types Budget distribution types are options that allow you to distribute an annual budget across the 12 periods in different ways These methods and the option to add new ones relate to the Extended budget maintenance option Budgets by responsibility centre point 8 3 There are four existing distribution types for the selected account responsibility centre combination Actual The annual budget total will be distributed based on current year actuals Even The budget total will be distributed evenly over the 12 months Last 12 The budget total will be distributed based on actuals from the previous fiscal year Manual sie you to seasonalize the budget distribute it judgmentally over the 12 periods To set up other distribution types such as the ability to automatically distribute a certain percentage in a certain period select Budget distribution types from the General ledger Screen menu 7 Budget Distribution Types 01 360 00 O x m F4 for grid form view Dist Type Description Period 1 Period 2 4 ACTUAL Based on YTD Actual EVEN Even Distribution LAST12 Based on Last 12 Months MANUAL Manual Distribution Fa HELENA 21 11 2000 Budget distribution types Place the cur
52. or of the debits and credits in the same column This can be done by creating an IF statement in the column IF xxx gt 0 xxx yyy where xxx stands for the reference to the Original debit column and yyy for the Original credit column Copy the statement to all the lines with data on them After completing the above continue with the copying sorting and sub totalling steps as described under point 6 7 1 6 7 2 2 Reconciling matching items Matching items are transactions which match one another exactly i e a debit equals a credit This can be true in advances _ responsibility centres where funds are received and forwarded e g an AOA office receives contributions or subsidies for a national ministry then forwards them on clearing accounts Go to the by COA worksheet if reconciling within an account or to the by RC worksheet if reconciling within a responsibility centre Highlight all lines in one account or responsibility centre to be reconciled do not include the sub total line Select Data Sort There will be no header row so you will need to know the letter of the column with the absolute value point 6 7 2 1 above as you will be sorting by this descending You can further select the data to be sorted by other columns e g date Your data is now arranged so that similar numbers are close to one another When you find matching amounts blank the debit and de
53. the list on the screen To print the report on paper press the Print button amp in the preview screen toolbar If you would like a limited list of accounts go to the Select tab With your cursor in the Field field press F3 for available selection options The following list will appear Field List Iof x El Record Fieldname ubacct active subacct consolsub subacct descr sUbacct nobeid subacch sub subacct useri subacct user Select field options for sub accounts The abbreviation to the right of the period full stop allows you to limit your selection by certain criteria such as Field extension yields information by active Responsibility centre status active inactive descr description responsibility centre title sub sub account responsibility centre number In the Operator field determine how the reported value should relate to the criteria equal begin with be greater than etc Press the down arrow to get a list of available operators In the Value field indicate the criteria to be applied by the Operator to the selected Field Note that the sub account number in the Value field has to be indicated without the separator hyphen Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 9 Example Subaccounts 01 660 00 Bm x Template Report Sort Select Options
54. the same format and same order each time This allows you to locate sort and search transactions by description See more under Select and search criteria point 5 3 2 Abbreviate but cautiously do it if it is necessary for space or if the abbreviation is of standard nature e g Sept for September Use standard abbreviations e g omit vowels rather than dropping the end of the word e g exps for expenses not expen For staff members in your office ministry use initials 2 3 letters 2 9 2 What to include 2 9 2 1 Names of people Include names of staff initials donors and payees in the descriptions This serves as a tool to verify that the contribution or payment is in the correct account enable you to use the description to sort or search transactions and in some advance accounts accounts payable etc allow you to itemize and reconcile the balance in the account 2 9 2 2 Purpose The short purpose or description should explain the transaction as fully as possible Example BF campus conf reimb 9 00 In principle this part of the description should explain the reason for this transaction as fully as possible Quantities of materials purchased could be part of the purpose description 2 9 2 3 Date period It is helpful to include the date or the period for certain types of transactions such as rent utilities travel conferences Dates can be shortened by using numbers for the months Se
55. to the Report tab to confirm that the report will be generated for the period desired The default period is the current period Or Press Print preview immediately to generate the report immediately The report will be generated for the current period You can make changes to the report definitions before generating it These will not be saved in the template See point 5 5 4 below Edit template on making permanent changes to an existing template Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 10 5 5 4 Edit a report template You can make changes to an existing template Call the template on the screen in the same way you would when you want to Use a report template point 5 5 3 above Make the desired changes to the Report definitions point 5 3 above Select the Template tab and click Save template The template naming dialog box appears with the name and description of the original template Press OK 5 5 9 Delete a report template To delete an existing template open the General ledger report that has the template but do not load the template Select Edit Template from the Solomon menu bar Template 98 230 00 X Screen Roro Template ID RCTRANS Save Description Delete Visibility Private F Close Application Field Selection Section Al J iged lower levels Edit Template screen
56. whole batch is deleted if its status allows deletion If the cursor is on a transaction detail line only that line is deleted First previous next last goes to the first previous next last record in the sequence i e it moves you through the information on the screen What is considered a record in this sense depends on where the cursor is If in the Journal transactions screen the cursor is in the Batch number field each separate batch is a record If the cursor is in the data entry part of the screen a record refers to a line in that batch only Close or X in the top right corner of the window closes the current window and exits the menu option If the record has not been saved the program will ask you whether you want to save your outstanding changes Help or F1 displays context sensitive help Company closes the current company and opens the log in window The two grayed out buttons Select currency and Change currency view are for the Currency manager a separate Solomon module 1 2 5 Solomon menu bar For description of the Solomon menu bar options see point 17 1 1 2 6 Searching and sorting lists To sort a list click one left click on the title of the column you want to sort by The items will be sorted alphabetically or numerically according to the column you selected In some number or date columns the sort is ascending in some descending The sorting option is available on look u
57. you could access through the menu option Account sub account summary inquiry WF Account Subaccount Summary Inquiry 01 302 00 of x Company ID fc cr Campus Crusade for Period 10 2000 Account 7000 Personnel expenses Actual Ledger ACTUAL Subaccount Budget Ledger BUDGET Display Refresh E4 for grid form view Account Subaccount Balance 7000 1 101 4 E amp l Details HELENA 17 11 2000 Account summary inquiry screen second level same as the Account sub account summary inquiry screen year to date balances of Personnel expenses 7000 in all responsibility centres The screen displays the account balances in various responsibility centres You can change the selected account on this screen limit your selection to a responsibility centre or change the desired period After making your selection press Display Refresh When entering a specific responsibility centre sub account omit the separator hyphen i e use 4400 for 4 400 etc Wildcards can again be used in selecting the account so as to display information in a range of accounts Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the screen 4 4 WF Account Subaccount Summary Inquiry 01 302 00 Iof xi Company IDS ccc Campus Crusade for Period 10 2000 Account 7272 Actual Ledger ACT UAL Subaccount 4400 Budg
58. 0 11 2000 1000 o0 lACTUAL 11 2000 11 2000 11 201 Batch list To arrange the batches according to their status click on the title of the Status column You will see all the batches of the same type together All batches are listed including batches that are P osted U nposted B alanced or on H old The most recent batches are on top Place the cursor on the one you want to edit or view and double click it or press OK Any one of the listed batches can be called up on to the screen but the U nposted released or P osted batches cannot be edited as indicated by the grayed out transaction fields or the grayed out save button Note you may appear to be able to edit an unposted batch but the changes cannot be saved 2 6 3 Review on paper 2 6 3 1 Quick print To review the batch in print select Quick print bottom right hand corner in the Journal transactions window A list of all transactions entered in that batch will be printed This will allow you to review the account and responsibility centre numbers and the transaction descriptions Note Quick print will generate a printed report of the batch only on paper preview on the screen is not possible and only if the Period to post for the batch is the current accounting period in the program and only if the batch has been saved Campus Crusade for Christ Interna
59. 00 7100 7700 0 00 0 00 0 00 2 500 00 500 00 1400 00 400 00 7200 7700 0 00 0 00 0 00 2 000 00 2 000 00 0 00 0 00 7400 7700 0 00 0 00 0 00 3 000 00 0 00 1000 00 1300 00 4 000 00 4 000 00 Budget exported into Excel The file will be saved in the directory chosen at GL set up Budget info point 16 7 Work with the file in Excel It is unfortunately a little unclear as to how the budget can be imported back into Solomon 8 3 5 Load a pre proposal You can load a proposed budget automatically assuming that the options given are realistic for the budget year From the Extended budget maintenance screen point 8 3 2 above press Proposed Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 8 C Set Proposed Budget 01 330 04 Set Proposed Budget Column Based Un Basis Ledger Change By 0a 75 Cancel Load Proposed The difference between the two options given is unclear except that the second option allows you to determine the percentage change 8 4 Budgets by account responsibility centre combination old method In this method budgets are entered by account responsibility centre and period month Budgets are entered in a Budget ledger point 8 2 3 above and they can be entered for the current fiscal year or a future year This method is more cumbersome than the Budgets by responsibility centre method point 8 3 From the G
60. 000 Typical GL report definition screen 17 3 Shared information menu From the Solomon menu bar select Module Shared information Select Screen Shared information is information used by more than just one module in Solomon such as sub accounts Flexkey vendors addresses vd Solomon I Menu of xi Shared Information Screen Reports Address Maintenance State Province Maintenance Country Maintenance Ship Via Maintenance Terms Maintenance Carriers Maintenance FOB Maintenance Tax Category Maintenance Tax Maintenance Tax Group Maintenance Apply Tax Changes Buyer Maintenance Authority Level Maintenance Material Type Maintenance Flexkey Definition Flexkey Table Maintenance Shared information drop down menu Screen On this menu the only two items needed in daily CCC accounting are Flexkey definition point 10 4 and Flexkey table maintenance point 10 5 The Reports screen is used to generate reports for the items on the Screen menu It has one more option Messages which is a list of the error messages that you can encounter when using Solomon Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 10 17 4 FRx menu FRx is the main report writer used to generate financial reports from Solomon Select Module FRx Desktop from the Solomon menu bar or the Solomon IV module menu then select Design
61. 10 4 are shown Select the one s you will be using in budgeting For most meaningful budget processing chapter 8 check both boxes if you have a two segment sub account number Spreadsheet file directory Determine the directory and folder where you would like Solomon to send budget related spreadsheets from Extended budget maintenance chapter 8 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 7 and point 6 4 The default directory is not recommended as it should be reserved for program related not work related files 16 8 Printer set up Note Before defining the Solomon printer connection a default printer connection must first be installed To set up printers select File Printer set up from the Solomon menu bar This printer set up is specific for Solomon ia Printer Options 98 220 00 Destination Ok HP LaserJet 4000 Series PCL 6 on CeciIM_O_IFM HP4000N im whg cceci c Cance Font qpe Font Print to File Default Save As Default os M Use Printer Orientation Use Windows Default Printer Solomon printer set up screen Setup If you have not checked Print to file this allows you to change your printer selection The Portrait landscape under this selection does not have any effect unless you also check Use printer orientation above Rather Solomon prints reports the way they fit best on th
62. 11 My Pictures 21 5 2000 01 03 a 26 5 2000 13 05 Fa gt File name Jor 6104 xls Save as type Excel 5 0 xls 7 Cancel Export from Crystal select file location and name After saving the report you can open it in Excel and work with it Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 5 6 4 Budgets and Excel Budgets can be imported from Excel or they can be worked on in Solomon exported in Excel and re imported into Solomon See point 8 3 4 under Budgets Work with Excel 6 5 COA R C s Flexkey and Excel You can design your chart of accounts responsibility centres both flexkey and sub account strings and account responsibility centre combinations in Excel and paste them into Solomon See point 10 5 2 below for using Excel to set up the Flexkey point 9 4 2 below for Chart of accounts point 10 6 2 for Responsibility centres and point 11 2 3 for Account responsibility centre combinations The sample CCC accounts and centres and their descriptions are available in an Excel spreadsheet format for you to use in your initial set up 6 6 Troubleshooting pasted data 6 6 1 Journal transactions data overwritten You may encounter an error when you paste data from Excel into the Journal transactions screen When you press Save the last line of the pasted data may disappear or overwrite the first line of transaction data and the de
63. 11 2000 Reversed entries from Excel with amended transaction description Note Because of the steps involved you would normally do this only if there is a relatively large number of transactions included 6 3 Exporting or printing to Excel You can print to Excel from Crystal very easily Define and generate a report in Solomon General ledger Reports or Shared information Reports as described at point 5 4 Print Print preview In the Crystal toolbar on the Preview screen press the icon with an envelope S The exact steps to actually print to Excel depend on your version of Crystal and whether or not your computer has the full version of Crystal installed besides the runtime version that comes with Solomon The following window will appear Destination Disk file v Export from Crystal Select the format of the report Excel this report will look like the Crystal report with the report headings dates sub totals section breaks etc exactly as on the preview screen You will not be given any formatting options if this report format is chosen Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 4 Excel tabular if available as an option this report will show only the data in a columnar format no report headings totals or other such information that would show on the preview screen or printed report
64. 2 International Financial Management Solomon 4 5 Transaction processing 2 13 2 9 2 6 Adjustments and corrections On the account with the original incorrect entry start the description with ADJ adjust REV reverse or CORR correct depending on the type of correction made Do not include this on the account where the correct entry is recorded as a result Do not use these words ADJ CORR or REV in other contexts as the first part of the description so that you can again more easily use the descriptions to sort and search transactions Always include a cross reference to the original documentation 2 9 3 What not to include Avoid using periods full stops Use slashes e g DL MH to London 8 00 or if they are misleading dashes e g Kenya 9 02 transmittal If part of the information is already in the account title it does not need to be repeated in the description if there is too little space However the description is somewhat out of context in the General ledger therefore include as much information as possible so that it will not be necessary to go back to the documentation to understand the transaction Example 74 Travel John Fernandez Sept 00 In this description the word Travel is taking up valuable space the word 1s already in the account title Instead the destination could be mentioned It is however helpful to repeat designations and the name of the donor s
65. 2000 0 CORR 041 Cleared 30 4 2000 417 30 4 2000 1000 R207 Garci Cleared 30 4 2000 Journal transactions in Excel Columns L and M represent the debit and credit columns Swap these columns to create the offsetting entries to the original journal You should also change the description and the reference documentation number for these entries This can be done either in Excel or in Solomon Highlight the transactions on the spreadsheet Go back to Solomon Journal transactions Open a new batch Paste the entries from Excel into the transaction detail section Note Make sure that you place your cursor in the top left field that corresponds to the top left field in Excel should be the Account column GF Journal Transactions 01 010 00 Batch Module lc g ol Status On Ho Current Cycle o Number o Handling No ction Number of Cycles o Journal fas Ledger ID ACTUAL Orig BatNbr Type Nonrecuring J Auto Reference Nbr Control Period 11 2000 I Auto Reversing Debit Total Credit Total m Detail F4 for grid form view Company Account Sub Ref Nbr Date Debi Anant Credit Amount Description CCE 0 000 417 30 4 2000 1600 00 0 00 Cor 0417 CORR 0410 dep R206 CEE 1030 0 000 417 30 4 2000 0 00 1100 00 Cor 0417 CORR 0410 dep R206 CCC 4100 7 700 47 30 4 2000 0 00 1500 00 Cor 0417 CORR 0410 dep R206 CEE 4100 7 700 7 30 4 2000 1000 00 0 00 Cor 047 R207 Garcia contrib o aj HELENA 16
66. 3 with the cursor in the batch number field With the batches arranged by their number determine the first batch where the Period entered is the current period including all leading zeros f Eatch Lit O ME 1 Batch List f Eatch Lit O ME x Batch Nbr Screen Status Period to Post Period Entered Contral Total l 000014 maid ju 11 2000 11 2000 100 00 OOOO 6 01010 11 2000 100 0 000015 01010 11 2000 100 0 oo0012 noo 11 2000 000011 0010 10 2000 11 2000 000010 01010 10 2000 11 2000 o1o10 10 2000 11 2000 OOOO 01010 10 2000 oo0003 01010 oooo002 noo OOOO 01010 TT 0 UD DU UD De Ue oO 07 2000 EE OF Cancel Edit heen Batch list The first number in period 11 current open period is 5 Therefore you will want to review all batches with batch number 5 or higher Reviewing the batch list for any batches where the Period entered is not the same as the Period to post or where batches have a status other than P osted can be adequate especially with a relatively small number of batches However you may want to review the batches in more detail Open General ledger Reports GL batch register Under the Report tab set the Beg end period to include both past and future months ideally any month into which transactions could possibly have been posted if entered in the current month You can select the report to print in Detail each account will be shown in the batch or
67. Campus Crusade for Christ International Financial Management Solomon 4 5 General Ledger Manual written for use by CCC ministries worldwide International Financial Management 100 Lake Hart Dr 2800 Orlando FL 32832 0100 U S A IFM ccci org for internal use by Campus Crusade for Christ only International Financial Management Solomon 4 5 Table of contents i CCC SOLOMON 4 5 USER MANUAL Table of contents 1 UG TACO ood sdace tae E EEE 1 1 1 1 LOTI e bseubaeeanneener baka oataebencgan deaeitidandeamradairens 1 1 11 17 Open OO OI accesses sac aches eE E IEEE 1 1 1 1 2 Log into the General ledger MOAUIE cccsseceeenseeeceeeeeeneeeseaneees 1 2 1 2 Navigating screens ices icossseuancuiana ver cusanseean eaten cusunkueanidebedveunseaveusvestvacscoxaes 1 3 1 2 1 Drop down IMO NUS 1ccsscccceecsescnuecsusccescnsuecsusessuensussausessnesaussaenanes 1 3 1 22 PURCHOM F ROY S erinnern iaiia RANTAA K N 1 3 k2 3 KOVSVOKO S oped r EE O E A 1 3 1 2 4 Solomon tOOIDAN cccccsccccsecccsesecceeeceseeesseesseeessseeseseeesseeesseeessneceaes 1 3 1 2 5 Solomon MENU DAL cccccscccssecccseecccseccsescssueesusessaeeessusessusessnsessneesaes 1 4 1 2 6 Searching and sorting liStS cccecccsseeeceneeeeccneeeeeaeeesseeesaneneesanases 1 4 1 2 7 Grid view VS form VIQW ccccccccsecccsesccseccsescesesesseeessaeecssesesssessneeees 1 5 1 3 E e ce ae eas atc es ge ec ee tos cargo st e
68. L Batch Register 01 800 00 Iof x Template Report Sort Select Options Cover Page Company Selection Report Format Detail X I Print Notes Report Date 15 11 2000 Beg End Period 10 2000 12 2006 Beg End Page Nbr o a f 9999 Copies a If you are looking at current auto reversing entries change the beginning ending period to include the last closed period and at least one future period On the Select tab place your cursor in the Field column and press F3 Find the option batch_autorev auto reversing batches and select it You are looking for transactions in batches where the auto reversing field is greater than zero GL Edit 01 810 00 Template Report Sort Select Options Cover Page Company Selection Field Operator vr _01810 batch_autorew Greater than Greaterthan O o Greater than or equal to In Is NULL 5 Less than E Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ccci IM_G_IFM HP4000N im wt ccc SYSADMIN 6 1 2003 Find auto reversing batches Press the Report tab again and click on Print preview ana Navem ber 15 2000 Campus Crusade for Christ SYSADMIN GL Batch Register Detail Periods 01 00 Through 12 00 As of 11 15 2000 Ledger IL ACTUAL Company CEC Batch Nbr 000010 Statut P Jrni Type amp Per Ent 11 00 Per Post 100 Entry Sereen 01010 atch Control 300 00 Company Account Subaccount Ac
69. Labor Class Cash checking Billable Project Quantity 0 00 as Debit Amount 0 00 Credit Amount 30 00 Description Ref Nbr 0401 Reconcile Status Date f 4 2000 Clear Date SYSADMIN 15 11 2000 Journal transactions form view To move from one line transaction to the next use the Next key in the Solomon toolbar Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 6 1 3 Exit 1 3 1 Exit a screen or function To exit a screen or function save your work where necessary by pressing the Save button or CtrI S and close the window by pressing OK if such a button is available or by clicking on the X in its top right corner or press the Close button on the Solomon toolbar If you had not saved your work before pressing the Close button you will always be asked whether you want to save your changes where applicable System Message 6001 Do vou want to save your outstanding changes Attempting to close before saving Answer Yes if you would like your changes saved and No if you would like them discarded Note Any time a window has an OK button use that rather than the Close button The OK will just close the current screen Close may take you further back 1 3 2 Change companies or users If you work with more than one company database and want to continue working in anot
70. Principle A password prevents unauthorized users from accessing your computer or a program on your computer But it is also designed to protect you so that you will not accidentally access a function that you did not want to use Further it is not a good idea for any regular Solomon user to access the program as SYSADMIN This user name gives the person full access to features that you would not want to be accessing on a daily basis Even if you are the only person using Solomon you should set up password security and not use SYSADMIN as your normal way of accessing the program The Solomon access rights are defined by screen window rather than individual functions or fields within the window 15 1 2 Process Setting up passwords consists of the following steps 1 Define groups of users point 15 2 2 Define access rights for each group point 15 3 3 Determine authorized users and assign them to the groups point 15 4 4 Set up Password protection for Sysadmin point 15 6 Each user can change the password that is initially set up for them see point 15 5 15 2 Define groups of users The passwords are best defined by groups of people rather than specifically for individuals This will allow you to assign people to specific groups with already defined access rights without having to design their access individually 15 2 1 Set up groups Go to Utility Group maintenance from the Solomon menu bar Campus Cr
71. S tatistical will be shown You can have several budget and statistical ledgers but you would want to have only one actual ledger 12 3 2 Reports To include or exclude certain ledgers from your Crystal reports see point 5 3 2 1 If not specifically mentioned the reports will include all ledgers with any transactions actual budget and statistical 12 3 3 Statistical ledgers salary levels Statistical ledgers do not have to be balanced and the transactions are kept separate from your real actual transactions The statistical information can be monetary but it does not have to be You can create a statistical ledger for Salary levels As transactions enter the salary expense amounts for each staff member the total gross expense of a monthly salary i e the amount of money needed in the staff member s responsibility centre in order to pay them the full Salary You can then create an FRx report See separate manual with four columns staff name responsibility centre number staff account balance from Actual ledger gross salary expense from statistical Salary levels ledger difference calculated column If this amount is positive there is enough money to pay the full salary if negative it shows the amount by which the salary expense must be reduced due to lack of funds This assumes of course that your accounts are up to date 12 4 Ledger list To print a list of the existing ledgers select Ledgers
72. Set up the fund balance account 3000 and the net income loss account 3999 This must be done before the General ledger set up process See point 16 2 1 Account information You may set up the whole chart of accounts at this point as well 3 Complete the General ledger set up process chapter 16 As part of the set up you will have to determine the Chart of accounts order point 16 6 4 After the GL set up is complete complete the remainder of your Chart of accounts set up if not done already See point 9 4 below 5 Determine the valid Account responsibility centre combinations for each account See chapter 11 See point 9 5 below on regular Account maintenance add delete inactivate accounts 9 2 Account number length The natural account can be up to ten digits long The recommended most common length in CCC is four digits Note There is no way in Solomon to set the length of an account number unfortunately the same ministry can inadvertently have account numbers of varying lengths This may cause severe reporting errors in FRx therefore please make sure that all accounts are of the same length It is also essential that your chart of accounts structure is logical i e that the different digits are consistently defined and have the same meaning For example if you have several bank accounts in more than one bank you can use the third digit in the bank account number to indicate the bank e g 1030 1031 and 1032 ar
73. T Segment Humber 1 Description 9 e type Table F4 for gridyforrmn view Segment ID Description Community Coverages JF Administration Other CEC HELENA 28 1 1 2000 Flexkey table maintenance segment 1 10 5 1 Set up from scratch If the Field type field is blank or shows something other than Sub account place the cursor in the field press F3 and select Sub account Place the cursor in the Number field and select 1 The description of the first segment as set up in Flexkey definition point 10 4 above will appear Segment ID the numbers you would like to have in this segment of the responsibility centre number In a typical CCC national ministry Responsibility centre structure point 10 2 above the segment ID s for segment 1 should be 0 1 3 4 5 6 7 and 8 only The program will know that you defined the field length as one character and will not allow longer ID s Description the description of the segment In a typical CCC national ministry the titles in the above screen their equivalents in your language should be used as they are the standard CCC definitions for the 7 column Income amp Expense report These will be used in FRx report definition Save your work and continue to define segment 2 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 5 LiF Flexkey Table M
74. This determines whether the fiscal year shown in the period format is the year when the fiscal year begins or ends i e whether 1 2002 is July 2001 or July 2002 Ending calendar year is the CCC standard Fiscal period ending dates Determine the ending date for each period Usually this would be 7 31 8 31 9 30 etc The ending dates have to be entered in American format month day but they are not used elsewhere in the program The Solomon date format in data entry and reporting depends on your individual Windows set up 16 5 Currency information Select the Currency info tab on the General ledger set up screen 7 GL Setup 01 950 00 Joj x Options Master Company Info Fiscallnfo Currency Info Chart of Acct Order Budget Info Currency ID uso Currency Caption US dolar Currency Symbol fs o Description U S dolj Decimal Places 28 Base currency information screen Fill out the information although it is meaningful only if you have the Solomon Currency manager module Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 6 16 6 Chart of accounts order Select the Chart of accounts order tab on the General ledger set up screen 7 GL Setup 01 950 00 el Budget Into feo Assets 2 abilities 2 Income and Enpenges f 1 Sesets 2 liabilities 3 ncome M Benernses foi heone 2 Expenses S Sesete A Liabilities fl heo
75. WS cenno a aa a ag eee ie 4 1 4 2 VIEW ACCOUNT DAlANCSS iii ac ihe ia a teec altel gee aan 4 2 4 2 1 ACCOUNT summary inquiry Screen cccccsecccseseceneeseeeeaesessuseseneesens 4 2 A 22 ACCOUNE NISIOIY SCICON renia eara e a EA 4 4 4 3 View responsibility centre balances cccccccccseceeeeeeceeeeseeeeeaeeeeeeeesaaees 4 5 4 4 View transaction history sawi csicctecdisnvasstavecssiesbatnaatisatiemeacenenead asia 4 5 4 4 1 Account sub account detail inquiry ccccseseccsseeeseneeceeneeeseanenessanees 4 6 4 4 2 Account history SCICCN siecsirrc eieiei ia E aaa 4 6 5 Crystal reports preview and print ccccseeseeeeeeeeeees 5 1 5 1 PA VAIS COIS orainne a ete a hat ce tele 5 1 5 2 Reports to print distribute and file eee ccecccceecceeeeeeseeeeeeeeeeeesaneeeas 5 2 ZT MOU cessi a er R A a 5 2 D2 2 ACV CAI CNO ea a a A e tevealsandlea ts 5 2 5 3 Report definitions ares tees oo soe res tienes aad aia ed sec seat oaabedeeeaeeueat nab oeceenawea sta 5 2 LL FRODOMN NGO soi tasndgaperasas tee a T E laes 5 2 5 3 2 Select tab Select and search Crit sria ccccccsecccsseeeseneeeeeeeeessanees 5 3 D910 OOM TAD E EAE E SEE R EE A A E E A E 5 6 5 9 4 COVEl page laD rarae E S S 5 7 39 0 ODONS TaD oa a a a a a E a inetd acess 5 7 92970 Template a0 sse tay ence ets a a E eee 5 7 5 4 PUNU PUG RE VIW mecrea e E E lcatcomemaunseciraald 5 7 59 Repon template S cennin a
76. aintenance 21 33000 Field Type SUBACCOLUNT Segment Number 2 Description ndividual AC Table F4 for gridyforrn wiew Segment ID Description 7 fe Staff general Fred amp Sue Kim John Fernandez GCTCT raining Campus general Community general Jesus Film Literature Administration Other ECE HELENA 28 1 1 2000 Flexkey table maintenance segment 2 example The segment ID for segment 2 is the actual individual responsibility centre number Ina typical national ministry the first digit of this number should be the same as segment 1 As explained at Responsibility centre structure point 10 2 above you may also use 200 s for additional staff account numbers and 900 s for additional Other responsibility centres however 2 and 9 should not be listed as segment 1 ID s The above responsibility centre names are the minimum for each national ministry with the exception of the two named staff accounts 101 and 102 each ministry would set up an individual staff account for each one of their staff members 0 segment 1 and 000 segment 2 have to be defined as valid values so as to allow you to have accounts that are not tied to a responsibility centre Save your definitions by pressing Save 10 5 2 Paste from Excel Instead of setting up the flexkey from scratch you can paste the segments from Excel 10 5 2 1 Design your own Type your flexkey segments into Excel in two columns
77. an sub Sort Field x oOo oO Lg altran linenbr Sort Field x Oo o Ey Oo o o 10 0 aoa 1 goJo e Print Print Preview Printer Options HP Lasewet 4000 Series PCL 6 on XCcciS IM_Q_IFM HP Coo SYSADMIN 6 1 2003 General ledger report Sort tab Field The criteria by which the information is grouped and sorted You can place your cursor in the Field column and press F3 to select further criteria These criteria do not need to be the same as in the Select screen Sort type The sort type can be Group or Sort Group will always appear first The information will be grouped using these criteria Grouping allows page breaks and total breaks i e totals by group Sort shows how the information is arranged within the group Sort ascending Will arrange the information with the smallest number first Uncheck to have the information sorted in descending order instead Page break You can choose to have a page break after a group of information Total break This is basically the same as total by this group The information e g debits and credits will be totaled and a net total shown where applicable The reports come with a preset list of sort fields entered It is totally safe to play around with the group and sort features so as to arrive at a report that best meets your needs To go back to the original group sort order press the Reset button The default sort values and sort order w
78. ansactions Generate Recurring Closing Delete GL Detail Generate Allocations GL Setup Extended Budgeting Setup GL Integrity Check Solomon General ledger Screen menu Menu selection Main use Seren ile manual Journal transactions Enter transactions 2 Budget maintenance Enter and maintain budgets 8 4 Chart of accounts maintenance Set up and maintain chart of accounts 9 Sub account maintenance Set up and maintain responsibility centres 10 Allocation group maintenance Set up automatic allocation groups Account history View period balances by account 4 2 2 and 4 4 2 Account summary inquiry View balances in accounts 4 2 1 Account sub account Summary inquiry oo ACCOUN HY respon my 4 3 Account sub account detail inquiry view Panes oOne AEE OUN An 4 4 1 responsibility centres Ledger maintenance Set up and maintain ledgers 12 2 Account sub account maintenance Set up and maintain valig account 11 responsibility centre combinations Extended budget maintenance Budgets by responsibility centre 8 3 eee Distribution of budgets by period access this PUCE AISI BUNON through Extended budget maintenance oe Budget group access Set up seers rights to budgets by 8 2 4 responsibility centre Budget distribution types Period distribution options for budgets 8 2 5 Budget version maintenance Set up and copy budget versions ledgers 8 2 3 Account class maintenance Set up classes of accounts 9 3 Release GL batches Release batches into the GL 2 1 Reprint GL batch contr
79. are available if you have purchased installed and set them up Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 3 Module Option Utility Customize General Ledger Accounts Payable Accounts Receivable Cash Manager Financial Statement Translation Inventory Bill of Material Wark Order Beta Order Management Purchasing Payroll Advanced Payroll Shared Information Multi Comparny Currency Manager Application Server Project Controller Allocator Time and Expense for Projects Employee Utilization Analyzer Communicator Flexible Billings Project Budgeting Contract Management Service Dispatch Service Contracts Equipment Maintenance Flat Rate Pricing FRAs Desktop FRAs Professional Edition Solomon menu bar with Module drop down menu These are the same options as will be available on top of the General ledger module menu once opened Account History Account Summary Inquiry Account Subaccount Summary Inquiry Account Subaccount Detail Inquiry Ledger Maintenance Account Subaccount Maintenance General ledger module menu with the module options shown and Shared information about to be selected 17 1 4 Option Option Utility Customize Initialize Mode Enter key Tab key Save Settings on Exit Show Grid Lines Show Grid Row Numbers Cancel Prornpt Options Save Solomon menu bar with Option drop do
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83. asitesuduiteeshtacmul suet thearsancinterusetosdbnesteeees 8 5 932 Fme DUO OCI g re S arns A iso a he eters 8 6 8 3 3 Distribute enter casShflOW isrener a a TEE aA a 8 6 83 FA VVOLK WIT EXCO ar I O 8 T 8 3 5 Load a pr e propo Sah oiii np ianiai an RE a ar aiai 8 T 8 4 Budgets by account responsibility centre combination old method 8 8 8 5 Edit revise budgets h 5ec5 tangas veactase ceded aetaeen darts asedzulonnsceasietaateaes sancgenwanestanes 8 9 8 5 1 Revise individual amounts ccccseeceneeceneeecaeeeeeneseneessaesesaeessneeees 8 9 8 5 2 Revise entire DUC GCL vivivssccessnnis cet sasnvoeks lacenesanttasazed mine nts sateebaeeondass 8 10 DI COCO ieciies nulecine sd bres tae seca daviea oie a O 8 10 8 6 Reports with budgets ccccccesceceececssceseseeseeeeeeseeecsuseseuteneesenseeensaees 8 10 9 Chart of accounts COA iiia 9 1 9 1 SOUP SEPS aini ete a ual 9 1 9 2 ACCOUNT NUIMDER IGNOUN esera a e 9 1 9 3 ACCOUNT CASSE Sraa A E aad aut edad ia dees 9 2 D531 SCWMUP ClASSCS e a cancels hog euewie ah eadeewcsacnest ete 9 2 9 352 ODOM ON ClASSOS ear a EE EANAIR A REA 9 2 9 4 Chart of accoumns set UDs eier n e aa S 9 2 9 4 1 Set up from SCLALCH mienon a e e a ae SE OA AEE R 9 3 DAZ Paste TOM EX CCI merias a a dad solani ct a 9 4 9 5 Maintenance Changess ccccccccssececceseecceeseeceuseccseueeeseueeecseneeeseeeessaaeees 9 4 Campus Crusade for Christ International
84. assid account consolacct account cripdate Select field options for accounts The abbreviation to the right of the period full stop allows you to limit your selection by certain criteria such as Field extension yields information by acct account number accttype account type asset liability income expense Note that this selection seems to produce a blank report active account status active inactive classid account class descry description account title In the Operator field determine how the reported value should relate to the criteria equal begin with be greater than etc Press the down arrow to get a list of available operators In the Value field indicate the criteria to be applied by the Operator to the selected Field Example fe Chart of Accounts 01 650 00 Template Report Sort Select Options Cover Page Company Selection Operator Value Boolean e Bears with Ard 2 a b Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Cecis IM_O_IFM HP400 CEE SYSADMIN 7 1 2003 Selection where accoun criteria field begins with operator number 1 value The result will be all asset accounts Date November 16 2000 H Page 1 of 1 Time 08 20PM Campus Crusade for Christ Report 01650 rpt User HELENA Chart of Accounts Standard Company CCC Account Acct Ratio Consol Summary Uni
85. at can be used for staff Press Save and Close the screen Access the screen again and this time set it up as a typical ministry centre Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 3 Ey Account Subaccount Maintenance 01 320_00 Selection Criteria Company ID CEC Account Sub Pe Display S E4 for grid forr wiew Combination ai Status Description Active Beginning fund balance Campus general Account Subaccount Active Het income loss Campus general Active Local ministry contributions Campus general Active Maternal sales Campus general Active Conference income Campus general Active Other income Campus general Active CCE contributions for ministry Campus Active Designated subsidies Campus general Active Allocation staff subsidies Campus general Active Canadian subsidies Campus general Active Contribution transters Campus general Active Personnel expenses Campus general Active Conferences amp meetings Campus general Active Office supplies amp equipment Campus general Active Equipment purchases Campus general Active Media Campus general Active Travel amp transportation Campus general Active Communication tele amp post Campus general Active Repairs amp maintenance Campus general Active Facility expenses Campus general Active Miscellaneous expenses Campus general Active Internal income transfers Campus general
86. ational COA R C maintenance worksheet The screen shows you which combinations will be created You can edit the description delete an individual combination or add individual combinations at this point When you are done editing press OK January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 6 If you are about to create a duplicate you will be warned but allowed to continue System Message 6885 The following combination is already in the AcctSub Table Company CCC Account 3999 SubAccount 1102 Do you wish to continue being alerted of duplicates Repeat the process for each staff centre and after that similarly for each ministry centre 11 4 Maintenance changes 11 4 1 New account If you set up a new account you will need to define which responsibility centres or 0 000 this account can be used with before the account is available in data entry After the account has been set up go to Account sub account maintenance Press Generate combinations twice to get to the Generate account sub account combinations screen You should be on the Copy accounts tab Gi Generate Acct Sub Combinations 01 320 02 Copy Companies Copy Accounts Copy Subaccounts Build Combinations From To Account 4400 Account 4450 Other income Company ccc Company Subaccount Subaccount Generate Cancel Generate COA R C combinations Copy accounts This tab all
87. batches 0 0 cccccccscsesccnseeccsscsenusensesensusensusessnsseneass 6 2 6 3 Exporting OF printing To EXC erosoena EE E war 6 3 6 4 Budgets and EXGCON ect mis acacviaienetvcbr seat A 6 5 6 5 COA RIC s Flexkey and Excel i2 cscscvsresccenssedensvacesosviussgutidicem eptadenesdeweteie 6 5 6 6 Troubleshooting pasted data cccececcccseeecseeeseeeeseeeeeeeeeeeeeeseeeeseeeesaaees 6 5 6 6 1 Journal transactions data OVErwiitteNn ccsccccseeeceeeeeseeeeaesesseees 6 5 6 6 2 Journal transaction wrong transaction Aate c ccssscseeeeseeeeeeees 6 5 6 6 3 Importing lists fields are too IONG ccccccseseeeeneeeceeeeseaeeessnenesanes 6 5 6 7 Working with transaction data in Excel cccccceseeeeceeeeeeeeeeeeeeseeeenaaees 6 6 6 7 1 Using Excel to view tranS CtiOns ccccsccccseccseeceseeeesnsesseeseaesesanaes 6 6 6 7 2 Using Excel IN reCOnciliation narrare aina N EATER 6 8 T Periods and dates casera rere rie cee eer et ee 1 1 7 1 Penods VSVCALGS rrari a Genel eh ese nebo aebuaneinenekons 1 DVD POM OO TONTIAN iara e e e a a de heed doers 7 1 F2 DAE Oma emer eerie eee eaten eee ree en ee eee Eten nem ene oe eee 1 7 1 3 Fiscal year ANd period definition ccccseeecesneeeceaeeeeeeeeesaeseseneeees 1 7 1 4 Current open period ssealon lash ci aren i tick weeaaie ea welneepiere een 7 1 7 2 Period and date in data entry ccccccceccceseeeeeeeeeeeeeeeeeeeseees
88. bility centre for staff with all the accounts relevant to staff and one ministry responsibility centre with all the accounts relevant to ministry non staff centres See point 11 2 below 5 Use the one staff responsibility centre you set up to copy the accounts to all the other staff centres and the one ministry centre to copy the accounts to all non staff centres See point 11 3 below 6 Set up the combinations of accounts with no responsibility centre 0 000 such as the remainder of the Balance sheet accounts and the control accounts in the income and expense accounts i e the fixed assets purchase control account and the depreciation expense Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 2 7 Setup any remaining combinations for responsibility centres that are not typical and cannot be copied from or to other centres 11 1 3 Result As a result of requiring combinations no invalid account responsibility centre combinations will be allowed in data entry or in viewing data Each combination has to exist in the Account sub account maintenance table before it can be used Note that the use of 0 000 as a responsibility centre with a particular account is also considered to be a combination and therefore needs to be set up 11 2 Set up one centre Select Account sub account maintenance from the General ledger Screen menu 11 2 1 Staff and minist
89. bit credit total will be changed resulting in a batch that is out of balance To prevent this error do one of the following before you press Save place the cursor on the last line of the transaction data place the cursor in the batch header 6 6 2 Journal transaction wrong transaction date The date field in Solomon defaults to the Windows setting on your computer You may encounter trouble with the transaction date field in the Journal transaction screen where it will insist of being today s date or some other date that you did not type in The solution is to change the Regional settings on the workstation to be English U S Fortunately this does not mean that you will need to use the U S date format in Regional settings go to the Date tab and change your date format to be what you would like it to be with the separator that you would prefer The Journal transactions date field will now work properly 6 6 3 Importing lists fields are too long When pasting lists from Excel into Solomon e g chart of accounts sub accounts flexkey you may get an error message that mentions memory array and the window will close The reason is that one or more of the fields in the Excel spreadsheet were longer than the cells in Solomon If you were to paste the lines individually the long field would be pasted but truncated successfully without the error message The solution is either to shorten the fields to the same length
90. bit fields in the Debit and Credit columns The Original debit and Original credit columns will allow you to start over if you make a mistake Once you have matched all entries that can be matched the remaining amounts are either outstanding or their match is in a period not included in your original data selection If you have a lot of lines in the account or responsibility centre to be reconciled you can keep rearranging the data for easier view Select all lines within the account or centre including the blank ones sort them by Debit first then by Credit The blank lines are now on the bottom Then select only the lines with amounts and sort them again by the absolute value or date or any other desired feature 6 7 2 3 Reconciling multiple items To reconcile items that are not matching one to one you will most likely want to arrange the data by date rather than the absolute value within each account or responsibility centre to be reconciled This works for items where the clearing appears immediately or soon after the initial entry such as payroll clearing Payroll items payable may come in one amount but payments are made to several entities One credit will therefore match many debits or vice versa but it is often likely that they follow one another systematically If the above is not true you can try arranging the data by description assuming that your descriptions are meaningful a
91. by segment flexkey number segment description Note maximum 30 spaces Highlight and copy the Excel columns with the above information open Shared information Flexkey table maintenance place the cursor in an empty cell in the segment ID column and press paste The information will be entered into Solomon You can edit the table this point if desired 10 5 2 2 CCC standard Flexkey segments A spreadsheet with the common CCC structure of the first and second segment for a national ministry has been designed for your use In Excel change add delete numbers and descriptions as necessary Then paste into Solomon using the procedure described above 10 5 2 1 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 6 10 6 Responsibility centre set up From the General ledger Screen menu select Sub account maintenance This step will determine the valid combinations of segment values for your responsibility centre numbers A responsibility centre number has to be in this table to be accepted in data entry assuming that as recommended valid combinations of the Flexkey segments are required see point 10 4 LaF Subaccount Maintenance 01 270 00 E4 for gridfornn wiew Subaccount Description Consol Subaccount Subaccount Status L main ooog Active Staff general 1100 Active Kim 1101 Active Femandez 1102 Active GCTCStaff training 3300
92. c access rights for each group 15 3 above you can assign users to the groups Select Utility User maintenance from the Solomon menu bar Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 6 IF User Maintenance 95 260 00 x Hear ID HELENA Name Helena zava Details Groups T Enable Integrated Logon Telephone 407 826 2800 Location World Headquarters at Lake Hart EMail Address PO SYSADMIN 15 11 2000 Set up users User ID the name by which Solomon will know this person usually the person s first name or nickname rather than the full name It can be but does not have to be the same as their user ID to log into their workstation Name full name for this user Details Include information about this person if desired Password Set an initial password for this user He she can later change it see Change passwords point 15 5 below Groups Press the Groups tab and indicate the groups this person will belong to usually only one You can press F3 to look up the groups Assigning the person to a group will automatically give them the rights that were defined for this group point 15 3 above Enable integrated log on Do not check this box If checked in Windows NT it would allow the person to automatically log into Solomon without the initial Solomon log in screen as long as their Windows log in use
93. cal year set up The month is indicated by a sequential number where the first period of the fiscal year is 1 and the last 12 regardless of which month it is Example The fiscal year 2003 in CCC is the year that starts in July 2002 and ends June 30 2003 July 2002 is therefore 1 2003 and February 2003 is 8 2003 1 4 2 2 Transaction and posting dates Batches can be posted into the current period as well as into any prior period open or closed An individual date can be entered for each transaction but the determining factor is the batch period the batch will be posted and reported in the period indicated in the Batch header point 2 3 1 4 2 3 Check the current period The fastest way to find out the current period open the Journal transactions screen see Batch header point 2 3 and find the period indicated in the Period field It defaults to the current open period 1 4 3 Posted unposted When transactions are sent to the General ledger they are being posted There is a Batch status point 2 5 4 called unposted This does not mean that the batch used to be posted and is now un posted It is a term that Solomon uses for batches that can no longer be changed but have been committed to the General ledger 1 4 4 Chart of accounts and responsibility centres in data entry Special care needs to be taken in data entry due to these factors in Solomon 1 Any combination of the natural account number and
94. cccsecccseeccneeeeeeeeaeeessseseneesees 2 8 2 6 3 Review ON P POl ccccccccecccseecseccceeecseeesuecseessuessaeesseesseeseeseesseesanes 2 8 VAR OM SD 2 5 O eet ne eee een eee ene eee nee ree re nee eee ee 2 9 2 Release batches ccccccecccsccceccceeecseeceueeceecsuecsucecseecueseueeseeseueeseeesanss 2 9 ZF E PROVO SC IEE A E OE ETE 2 9 27 PROPON ria i a saeco hionseece neat eras eotendesintuaeaieesatennees 2 9 2 7 3 Difference between releasing and posting ccsseseeeseeeeseeeeees 2 10 2 7 4 Process completed message DOX cccccsssscnssscnssssscusenensessneseneass 2 10 2 8 POsSttansacthoNnS siareiros AEE ARE EEE EA ESE aE 2 10 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Table of contents ii 2 9 TRANSACTION GESCIIDUONS gt sectii e lee ncaa eben 2 11 2 9 1 General principles 0 cccccccccssecccsesccseeccseeccseecssesessnecesaecssnsesssessneeees 2 11 29 2 WPat LO AGHIOS nnan n Mee eo eu 2 12 29 3 What NOt TO includa aicen aie ees E A eeeheneee es es 2 13 2 9 4 Different descriptions for same transaction 1 ccccccseeceeecseeeeneees 2 13 3 Standard recurring tranSactiOns ccccceseeeeeeeeeeeeeeeees 3 1 3 1 DEMOR Sneen dated dtt ae ake aaelse tele Maat eRe acse eles 3 1 sL 1 SATO AIG CITI CS sese alt E AN 3 1 3 1 2 Recuning entie Scenei aa Ea E E EEA ETA 3 1 3 1 3 Auto reversing CHINCS
95. ccess the actual related report or vice versa 5 3 5 Options tab The Options tab will allow you to determine whether accounts with zero balance will be printed The tab is not available for all reports d Trial Balance 01 610 00 Template Report Sort Select Options Cover Page Company Selectior Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on SCocis IM_Q_IFM HP4000N im HELENA 21 11 2000 General ledger report Options tab 5 3 6 Template tab You can save the Sort and Select options for reports that you use often They are saved as Report templates see point 5 5 below 5 4 Print Print preview When you are done with your other Report definitions point 5 3 above you can choose whether to preview the report on the screen or print it on paper It is recommended that you always preview the report on the screen first to determine whether it contains the information you desired Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 8 You can select Print preview from any screen after making your selections The report can be sent to a printer directly from the Preview screen without first returning to any of the report definition tabs When you have chosen the Print preview option Crystal reports will print the report onto the screen What you see on the screen is what would be on paper
96. ce see 12 2 screen appears id Ledger Maintenance 01 310 00 E4 for grid form view Ledger ID BUDGET2 Description Approved budgets Balance Type Budget Base Currency usp Balenciaga Heaured g ccc HELENA 21 11 2000 Ledger maintenance Add a new budget ledger Enter the information on the new budget Save and Close 8 2 4 Budget group access The budget group access menu option allows you to limit the access to the budgets by responsibility centre Access is defined by the Groups of users point 15 2 as set up under Password protection Budget Group Access 01 350_00 Mi Company ID cce F Budget ear 2000 Versione BUDGET Budget Set 7 700 Description Administration Administration F for griddfan wiew Grp ID Access Level DATA ENTRY Read Only 2 SUPERYWISOR Full Access gl EER STSADMIN i 0 1 2003 Budget access groups example The budget set is the responsibility centre combination that has a budget It appears that you can press F3 to see a list of centres but you will have to type them in rather than pick them from the list With the cursor in the Group ID field press F3 for existing groups of users Select a group then define their access The following access options are available full access Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 4 read only create new
97. ce your cursor on the particular transaction you would like to view and press F4 Account History Detail 01 300 01 Account 7000 Description Ledger ID ACTUAL Subaccount 1 101 Description Fiscal Year 2000 Fiscal Period Es m E4 for grid form view Tran Currency ID 55 Date External Ref Nbr Journal Type g Entity ID Period Entered 410 2000 Module fel Reference Nbr jons Description Ck126 April 2000 payroll Tran Type E L Original Company fi Ci m Transaction Currency Amounts Original Account Debit Credit 0 00 Diiginel Sule Di m Base Currency Amounts Debit Credit f 00 E Detais Account history detail in form view Press Details to view the batch that the transaction is part of To view the transactions posted in the same batch as an individual transaction in the account history screen place the cursor on the transaction you would like to view and click Details Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the screen 4 8 Gi Journal Transactions 01 010 00 Batch Module G F I Status Current Cycle Number 000004 Handling No Actior Number of Cycles Journal G Ledger ID ACTUAL Orig BatNbr Type onrecurring J Auto Reference Nbr Control Period 10 2000 P Auto Reversina Debit Total Credit Total m Detail F4 for grid form view
98. centres are all numbers select Numeric Validate Check this box It tells Solomon to reject any responsibility centre numbers that have not been set up in the Flexkey table point 10 5 below Separator the character to be put between the segments usually hyphen The separator is entered automatically in data entry thus it does not need to be separately typed at that time Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 4 Save your work press Save on the toolbar or Ctrl S 10 5 Flexkey table From the Solomon menu bar Module Shared information select Flexkey table maintenance This table determines the valid values for each of the segments in the responsibility centre number Note Although it may appear that the sub account table in the General ledger can be set up independently without also setting up the same names in the flexkey table there are other functions that are dependent on the flexkey table such as the Valid Account responsibility centre combinations feature chapter 11 and FRx It is therefore important to set up each centre also in the flexkey table Also if validation of the segments is set up as recommended see point 10 4 above the segments must exist in the Flexkey table first before they can exist in the Sub account maintenance table Liv Flexkey Table Maintenance 21 330 00 Field Type SUBACCOLUN
99. ch_ctritot Control total point 2 5 2 batch_crtot batch_drtot total of debits credits see point 2 5 2 Balance the batch batch_jrnitype journal type see description of Batch header options at point 2 3 batch_origbatnbr original batch number Recurring transactions and Auto reversing entries points 3 3 and 3 4 batch_perent period entered Note this criterion does not seem to produce any results batch_perpost period to post Note this criterion does not seem to produce any results batch_status Batch status point 2 5 4 See point 5 3 Report definitions on how to use these field options to define a report 9 6 5 Check responsibility centre balances You may want to generate a report on the responsibility centre balances for instance to ensure that the corresponding FRx report list of responsibility centre balances is correct and complete See Trial balance by responsibility centre point 5 6 1 3 To View responsibility centre balances individually on the screen see also point 4 3 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 1 6 WORKING WITH EXCEL 6 1 Principle Solomon allows you to export certain information into Excel or to paste information from Excel into Solomon You can for instance paste journal entries from Excel into the Journal transactions screen or vice versa Budget information can be prepared in Excel and then past
100. columns with the above information open the Account sub account maintenance screen place the cursor in an empty cell in the account column and press paste The information will be entered into Solomon the other fields on the screen will be automatically filled out by the default or required value You can edit the list at this point if desired 11 3 Copy centres Since all staff centres and ministry centres respectively have similar transactions the account responsibility centre combinations can be copied from one centre to another Open the Account sub account maintenance screen Press Generate combinations Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 5 EJ Account Subaccount Maintenance Worksheet 01 320 01 E4 for grid form view Company ID Account Subaccount CCC Description Generate Combos Clear Combos COA R C maintenance worksheet Press Generate combos again Gi Generate Acct Sub Combinations 01 320 02 Copy Companies Copy Accounts Copy Subaccounts Build Combinations From To Account Account Company Company CCC Subaccount Subaccount Generate Cancel COA R C maintenance Copy accounts See under New account point 11 4 1 below Change to the Copy sub accounts tab Gi Generate Acct Sub Combinations 01 320 02 Copy Compan
101. count Description Debits Credits ece 2100 0 000 Payrall dems payable ono 00 00 COE 7000 7 700 Persannel aa pene 30 00 oo Batch Total 300 00 300 00 GL batch register with entries to be automatically reversed The report does not specifically state that the entries will be auto reversed you will only know that from your Select definition and the transaction descriptions are not included It also does not tell you in which month the transactions will be auto reversed Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the screen 4 1 4 VIEW INFORMATION ON THE SCREEN 4 1 Available views Balance and transaction information can be quickly viewed on the screen You can access this information from the General ledger Screen menu selection Section Menu selection Description Use this report to in this manual Year to date balances by account Drill down to get to balance detail Account Determine balances in sub account summary inquiry and bank accounts 4 2 1 transaction detail Account sub account advance accounts etc detail inquiry by responsibility centre Account summary inquiry Period ending balances by account and Account sub responsibility centre Drill down to get to B Determine balances in 2 account transaction level Account sub account ck 4 2 1 ee tep responsibility centres summary inquiry detail inqu
102. creen that you are not using but that have to be there for the pasting Note It is possible that these columns were hidden at the time of the Solomon installation in which case you should not unhide the columns in Excel highlight columns A to M from row 10 downwards Copy Ctrl C open Solomon Journal transactions new batch Place the cursor on the first line in the account column and press Paste Ctrl complete the batch header and Save the batch is now ready for review release and posting To hide these instructions press the minus sign at the left edge of this worksheet To redisplay press the sign Excel to Solomon journal entry form Date Doc No Reference Account RIC 10 spaces Date Explanation beyond description Journal entry form with instructions 6 2 2 Standard entries You may use the Solomon processes to enter your Standard entries point 3 2 or you may use an Excel spreadsheet Type your entries into an Excel spreadsheet using the correct Solomon friendly format see 6 2 1 above and save the spreadsheet with the entries Next time you would like to enter these transactions open the file make any necessary changes and paste them into Solomon The CCC Excel file with the standard chart of accounts and the Excel journal entry form has as separate worksheet for your standard entries 6 2 3 Reversing entire batches Assume for instance that you have a full journal that should be r
103. d and applicable make sure that the budget fields columns are turned on in related FRx reports 8 2 Preparatory steps 8 2 1 Budget information GL set up The Budget information screen set up during the initial General ledger set up point 16 7 looks as follows EGL Setup 01 950 00 Options Master Company Info Fiscal Info Currency Info Chart of Acct Order Budget Info m Defaults Default Year 2000 Default Budget Ledger BUDGET m Budget Segment Selection RC type IV individual RC it hot Geineg hot Gene aI m Spread Sheet File Directory Lae C My Documents Helena Financial work SYSADMIN 9 1 2003 GL set up Budget information Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 2 8 2 2 Extended budgeting set up From the General ledger Screen menu select Extended budgeting set up This may be required for you to be able to work with the budgets E Extended Budgeting Setup 01 960 00 Company ID CCC Budget Subaccount Fill Segments E lt _e Individual RC Segment Used to Budget select the unused subaccount seqment s fill characters These will be used to create Budget Ledger account history I Create New Budget Subaccounts hen Required Use Budget Groups T Allow Wildcard Values CEC SYSADMIN 10 1 2003 Extended budgeting set up If you in the General ledger set up Bud
104. d be exactly one account responsibility centre description etc Contains This operator allows you to search transaction descriptions that contain certain items Example Set the value to e g Telekom to search for all telephone bills Note Particularly because of this operator it is advantageous to use standard Transaction descriptions see point 2 9 Greater than or Less than or Greater less than or equal to Use these to select value before or after a certain number Example With the operator Greater than set the account number value to 3999 net income loss This will give you all transactions in income and expense accounts None will include all values in the selected field Note When the value is a responsibility centre do not include the separator hyphen in the value 5 3 2 3 Multiple selections Boolean You can use multiple operators and values for your selection You can for instance look at only the local contribution accounts 40xx in only the staff accounts responsibility centres 1 1xx In that case your selection would look as follows Z GL Transactions 01 680 00 fel Template Report Sort Select options Cover Page Company Selection Field Operator Boolean L1 amaa ffens wt And 2 ogltran sub Begins with And GL transactions Local contributions in staff accounts You can include both local 40xx and CCC 50xx contributions for staff in the same report by amendi
105. dclassname segdetheader segnumber A 4 F Cancel Edit Heert Select field options for flexkey Find the field definitions that start with segdef segment definition The following options are available or useful Field extension yields information by active flexkey status active inactive description description flexkey title id flexkey number segnumber segment number e g 1 for first segment or 2 for the second segment In the Operator field determine how the reported value should relate to the criteria equal begin with be greater than etc Press the down arrow to get a list of available operators In the Value field indicate the criteria to be applied by the Operator to the selected Field Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 10 Example ff Flexkey Tables 21 930 00 ii E Template Repott Sort Select l Options Cover Page Company Selection Operator Value Boolean segdef seqgnumber Equal oe Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on SCccis IM_Q_IFM HP4Q00N im wt CEE SYSADMIN 71 2003 Selection segnumber criteria field equals operator number 2 value The result will be a list of all valid numbers for the second flexkey segment Campus Crusade for Christ International
106. des what percentage and how many of them are shown To exit the preview screen press the X in the either the top left or the top right corner 9 9 Report templates To be able to use the same report definitions over and over again without having to redefine the report each time set them up as templates 5 5 1 Design a report template To design a template set up your report definitions Report tab Select tab and Sort tab under point 5 3 above for the desired General ledger reports Note Templates are report specific i e templates designed for one type of General ledger report will not be available for another type 5 5 2 Save a report template To save your report design click on the Template tab and press Save template The following window will appear Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 9 47 Save Template 98 600 01 Template ID ACTRANS Description Reso center transactions cred General ledger report Save template Enter the Template ID and the description of the template in the fields provided Template ID a short alphanumeric ID for the template all capital letters Length 30 characters Description a more thorough and descriptive explanation of the template Length 30 characters Public If you check this box the template can be used by other Solomon users If you leave it unchecked t
107. description of the template content Visibility This determines which users will be able to use this template Select Private as visibility if you are the only user who should be able to use this template and Public if it will be available for other users Section If Batch is selected only the header is saved if Detail is selected only the transactions are saved Select All to save both the batch header and the transactions Click Save Back in the Journal transactions screen click Cancel so that the template will not be saved as a batch 3 2 3 Use a template for standard entries To use the template for entries later open up the Journal transactions screen From the Solomon menu bar select Edit Template With the cursor on the Template ID field type the ID of the template you want to call up or press F3 for available templates Select the template you would like click OK On the template screen press Paste This command will call up the template into the Journal transactions entry screen as a new batch to be edited entered The batch will default to the current period and business date Change the date and enter the amounts if necessary and complete the batch as usual point 2 4 Enter transactions Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 3 3 2 4 Edit a transaction template To edit a t
108. dules besides the General ledger such as Accounts payable or Accounts receivable they must be closed before you can close the same period in the General ledger 7 4 Year end closing Year end closing is allowed only for the last period in the fiscal year as determined in the initial Fiscal year set up point 16 4 The process is the same as in closing the month see point 7 3 above except that you must select Year as the Closing type At the year end closing all detail is retained and accessible To Delete past detail see point 7 6 below Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 5 7 5 Maintaining varying fiscal years Because of the way Solomon stores information such as net income for each account and responsibility centre by period month it is possible to obtain complete and balanced financial statements for financial years other than the fiscal year set up in the program It is therefore not necessary to keep a separate set of books for the purposes of reporting for instance to the government on calendar year basis and to CCC on the July June fiscal year basis Set up your fiscal year to meet your most common reporting needs to staff leadership and the AOA office For most ministries this would be the July June fiscal year To obtain information for any selected period for transaction detail select GL transactions p
109. e Account sub account maintenance option from the General ledger Screen menu You can view combinations for all accounts and centres for selected accounts and for selected centres You can use wildcards in the selection of the account but not the sub account Make your account and sub account selection in the header portion of the screen and press Display IF Account Subaccount Maintenance 01 320 00 Selection Criteria Company ID Prr Account i 07 ub Pn Display S E4 for grid form view Combination Status Ep CCC 1010 0 000 Active Petty cash gt CCC 1030 0 000 Active Cash checking Ea ECC 1040 0 000 Active Cash savings ABC bank re CCC 1080 0 000 Active Cash in transit Company ID Account jubaccoun Description rie HELENA 28 11 2000 Generate Combinations View valid account responsibility centre combinations all accounts beginning with 10 and regardless of responsibility centre which in this case is 0 000 for all If you leave the account field blank or enter all wildcards you will get every account and every combination Campus Crusade for Christ International January 2003 International Financial Management B Account Subaccount Maintenance 01 320 00 Active Solomon 4 5 COA R C combinations Active Active Petty cash Cash checking Cash savings ABC bank Active Cash in transit Active Active Active Advances staff
110. e a a e ia 5 8 5 5 7 Design a report template rinasa aa A e 5 8 5 5 2 Save a report 1EMPIlAle visersscceo sais eedenciess sateen eden eee eee 5 8 5 5 3 Use a report template ccccccccsssccssccssensueccusensuecsuscausensucsesesnssanes 5 9 5 5 4 Edit a report template ccccccccseccseccseeecneecseesseeceeeesseesseesseesseesens 5 10 5 5 5 Delete a report template ccccccccseeccsscnseecsuessuecsusesseenausssuseneeess 5 10 5 6 Basic financial information reports c ccccceeccceececeeeeeeeeeseeeeeeeeesaeeees 5 10 5 6 7 gt Thal balante ropra eso Ss a a a Seas N andes and acne aaa leo ATRN 5 10 5 6 2 Detail General ledg f 1 cccccccccssseccnsevsccnansecnsuececsensscnsesessansesaees 5 11 5 6 3 Transaction detail GL transactions cccsecccsseeeeesteeessnseeeeneeeeens 5 12 3604 MS aconS PYV ONC r e wa ees We ee Reena s 5 14 5 6 5 Check responsibility centre DAlANCES cccccccsseseeeneeseaneeeseaeeeeees 5 14 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Table of contents iii 6 WOrKINO WIN EXCO borsone 6 1 6 1 PENCE isre a gee ee 6 1 6 2 Journal transactions and Excel cccccceeceseeeeseeeeeeeeeeeeeeseeeeeeeeseeeesaaees 6 1 6 2 1 General entries 0 cccccccccsseecccsceeecnauececsusecnscseessauseecsucesensesssnauesensaes 6 1 6 22 Slandard niri S narrian a e oa 6 2 6 2 3 Reversing entire
111. e account has been closed and the account meets the criteria for deletion as set up in the General ledger set up screen Retention point 16 2 6 See also point 7 6 Deleting past accounting data 9 5 4 Inactivate accounts An undesired or obsolete account can be made inactive until such a time that it can be deleted from the list see point 9 5 3 above In the Chart of accounts maintenance screen change the Account status field to Inactive Transactions into an inactive account will not be allowed However an inactive account can still have a balance and must be included on reports as long as it is listed 9 6 Chart of accounts list To print a list of the accounts select Chart of accounts from the General ledger Reports menu If you would like a full list of the accounts simply press Print preview to first view the list on the screen To print the report on paper press the Print button amp in the preview screen toolbar If you would like a limited list of accounts go to the Select tab With your cursor in the Field field press F3 for available selection options The following list will appear Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 6 ByFiedtist TE Field List E Field List TE x Record Fieldname L account acct account acct_cat account acct cat sw account accttype account active account cl
112. e accounts at one bank whereas 1040 1041 and 1042 are accounts in another Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 2 9 3 Account classes Besides using standardized account numbering you can also assign classes to certain accounts This will allow you to easily select and or group them in certain reports both in Crystal see point 5 3 2 and in FRx Examples of classes can be CASH all accounts starting with 10 A R all accounts starting with 12 FA fixed assets and depreciation accounts 15xx 16xx 17xx and 18xx RAISED for income raised or generated by your ministry as opposed to subsidies received i e accounts 4xxx 50xx and 51xx COGS cost of goods sold for all accounts related to inventory stocks material Sales and acquisition of materials for sale etc 9 3 1 Set up classes The account classes must be set up before they can be added to the accounts in the Chart of accounts maintenance screen Go to General ledger Account class maintenance C tere Class Maintenance 01 380_00 E4 for grid form wiew J Class ID Description GER o I receivable accounts CASH All cash accounts FA Fitted assets amp depreciation LIAB All liability accounts RAISED Non subsidy income F EEE 27 S40 MIM A 2003 Account class maintenance The class ID field length is 9
113. e entire process 3 2 1 Process To create standard entries the steps are to create and save the template point 3 2 2 below Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 2 call up the template in Journal transactions when you need to enter standard transactions point 3 2 3 below Save release and post as normal Daily transaction processing chapter 2 3 2 2 Create a standard entry template Standard entries are best done by using a template From the General ledger Screen menu select Journal transactions Enter all the information on the repeating transactions that will be common from month to month account responsibility centre reference use a reference that does not need to be changed from month to month for instance SJ P R for Standard journal Payroll and description Include amounts if they do not change from month to month Set Batch handling to Hold but do not save the batch From the Solomon menu bar select Edit Template Template 98 230 00 X Screen J ournal Transactions 01 010 00 Template ID PAYROLL Save Description M ONTHLY PAYROLL ITEMS PAYABLE Delete Visibility Application Field Selection Section All Template screen Template ID Enter a short alphanumeric description of the template Field length 30 characters Description Enter a more complete
114. e paper without the user having to determine whether portrait or landscape orientation should be used If you have checked Print to file this allows you to determine where the report will be filed and how it will be named Default Save your selection as the default printer for Solomon Fonts Do not choose the fonts here rather let each report determine what fits best If you need to reset the font selection to allowing Solomon to choose it select a blank font from the font screen Print to file If you would like to print your report to a file in a certain format check this then press Set up Printer codes included check this if it will later be sent to a printer Concatenate when you send different reports to the file and want to be adding to the same file instead of creating separate files this will allow it See also point 6 3 on Exporting or printing to Excel Use printer orientation See above under Setup 16 9 Entering transactions for the first time 16 9 1 Starting as of a new fiscal year If you want to start using Solomon as of July 1 i e at the beginning of a new fiscal year do the following Set your fiscal period and year to the last period of the previous year The Fiscal year set up is part of the GL set up see point 16 4 above The period is set up by doing a Month end closing see point 7 3 2 until the current period is period 12 of the previous year Campus Crusade
115. e segments The Sub account maintenance table point 10 6 below determines the valid combinations of the above values i e responsibility centre segments The Account sub account maintenance table chapter 11 determines the valid Account responsibility centre combinations If validation rules have been set up the Journal transactions screen and other screens such as budgets and account history will accept responsibility centre numbers sub accounts only if they have been specifically set up in all three tables 10 1 2 Set up process The General ledger set up process consists of the following steps related to the responsibility centres 1 Define your Responsibility centre structure point 10 2 below 2 Complete the Flexkey definition point 10 4 below This is the very first step of the General ledger set up process point 16 1 3 Setup segment 1 and at least a couple if not all of the sub accounts responsibility centres in segment 2 in the Flexkey table point 10 5 below This must be done before the General ledger set up process can be done 4 Complete the General ledger set up process chapter 16 5 After the GL set up is complete complete the remainder of your flexkey table and the Responsibility centre set up point 10 6 below 6 Determine the valid Account responsibility centre combinations for each account chapter 11 See point 10 7 below on regular responsibility centre Maintenance Campus Crusade
116. e this field for any meaningful code that would help you in sorting your batches by type Examples ADJ adjustment P R payroll IT international transmittal This determines how the batch will be processed You would basically only ever use two types non recurring default value the most common batch type used for normal daily entries recurring use this in setting up Recurring transactions point 3 3 The other types would be manual an old type used in standard entries Use the process described in chapter 3 instead consolidation used in consolidation of databases from different companies See Solomon manuals allocation used in allocation process See Solomon manuals adjustment do not use this This batch type is available only in initialization mode You should not be entering transactions in this mode Enter your adjusting entries as regular non recurring journals Campus Crusade for Christ International December 2002 International Financial Management Period Status Handling Ledger ID Solomon 4 5 Transaction processing 2 3 the current accounting period i e the open period This can be changed if entries need to be posted into a different period past or future If the batch period is not the same as the current period the program will give you a warning Warning period outside of current period but will not prevent you from entering the batch in that peri
117. ear Selections Begin Processing HELENA 25 11 2000 Reprint GL batch control reports With your cursor in the From batch field press F3 to see the batches Batches with status P osted U nposted and D eleted will be shown although deleted batches cannot be selected Indicate the beginning and ending batches for your reprint and press Display Refresh The batches will be shown Click in the Selected box for the desired batches Press Begin processing to generate the report 2 3 Difference between releasing and posting The release process does not yet post these batches into the General ledger records Releasing places the batch inside the General ledger where it can no longer be edited or deleted but it is not yet part of the actual General ledger records The release and posting process looks as follows 1 Balance 2 Release 3 Post Batch status B alanced U nposted P osted Batch location Outside of GL Inside of GL Inside of GL Next process Release GL batches Post batches 2 4 Process completed message box When batches are being released or posted a message box showing progress appears on the screen When the process has been completed the following box remains on the screen Process Status 01 520 00 Process completed Elapsed Time 00 00 08 Process completed Press OK 2 8 Post transactions Released batches must be posted i e committed to the General ledger records
118. ed into Solomon or vice versa Crystal reports can be exported to Excel The requirement is that the data to be pasted is in the same order in the same number of columns in Excel as the destination window in Solomon Note When you paste from Excel Solomon will receive what is actually visible on the Excel spreadsheet If a column is hidden or if the text in a cell is longer than the cell itself the invisible information will not be pasted 6 2 Journal transactions and Excel 6 2 1 General entries You may Enter transactions in the Journal transactions screen directly point 2 4 1 or you type the entries on an Excel spreadsheet and paste them into Journal transactions The columns in the Excel spreadsheet must be the same as the columns in Journal transactions including any visible columns that are not in use The width and format of the columns is not significant as long as all the text can be seen on the screen only visible text can be pasted For instance you can nter the responsibility centre code as either numbers separated by a hyphen or you can format the column to automatically have the hyphen Solomon will recognize both formats equally use the default date format or any other selected date format in Excel for the date column Solomon will translate that into the Windows format that is used by it It is recommended that if you design an Excel spreadsheet for your journal entries you save it as a template i
119. eeeeseneesseeeees 7 1 7 2 1 Transaction and posting dates ccccccccseecccneeeeseeeceeeeaeeessneessneeeaes 1 1 7 2 2 Entering data into a closed period OF VOaN sccccseeceseeeceneeseeeeaes 2 7 2 3 Entering data into a future PCPiOd ccccccecsseeecesneeeeeaeeeeeneeeseaneeeees 2 7 3 MORITZ ClOSING e Gean a 2 7 3 1 Preparations GL batch registef cccscccccsseeesesseeeeeneeeseeeessaeeeees 3 T32 OSING PIOCOSS iar eeere ti Pe el cl A 4 7 4 Yearend ClOSING esee eo acomaei cate Maan oleate cident 4 7 9 Maintaining varying fiscal years cccccccseeeeeeeeeeeeeeeeeaeeeeseeeeesaeeeeesaeees 7 5 7 6 Deleting past ACCOUNTING Gata cccececcssecessseecesseseeeeeseeeseueeseseeseeesens 7 5 8 EU OES nanasa aain 8 1 8 1 Solomon budget DIOCESS rsss a n r E r 8 1 8 2 Proparatory SIONS eeart 8 1 8 2 1 Budget information GL S t UP ccccssecccseseeeeeesenneeeseaeeeseneeessaes 8 1 8 2 2 Extended budgeting Set up ccccsscccsesscnesscnssscneusensusenensssssasenenens 8 2 8 2 3 Budget versions ledgers cccccssecccnsseeccnanececsescensessenanesecsanerenses 8 2 8 2 4 Budg t group ACCESS re EA el A AAA AAN 8 3 8 2 5 Budget distribution LYDOS ccscccccsscccnsescncusensusensusenusensnssssnasensaens 8 4 8 3 Enter budgets by responsibility Centre cccccccseeeeeeeeeeeeeeeeeeeeeeeeseeeens 8 5 8 3 1 Enter a budget set dy cnsoanar
120. emplate call it up on the screen point 3 2 3 above make the necessary changes and save it in the same way as a new template was saved point 3 2 2 above with the same ID The old template will be overwritten 3 3 Recurring transactions 3 3 1 Process Recurring entries are transactions that are exactly the same from month to month The amounts are fixed The steps are to create a recurring journal point 3 3 2 below generate recurring entries point 3 3 3 below release and post the recurring batches point 3 3 3 below 3 3 2 Create recurring entries To enter recurring transactions for the first time select Journal transactions from the General ledger Screens menu ransactions 01 010 00 Batch Module Status In Hold m Current Cycle Number Handling No Action Number of Cycles 0 Journal Ledger ID ACTUAL Orig BatNbr Type i P Auto Reference Nbr Control Period 11 2000 7 Auto Reversing Debit Total Credit Total Detail F4 for grid form view Company Account Sub Ref Nbr Date Debit Amount Credit Amount Description HELENA 25 11 2000 Journal transactions set up Recurring transactions Type Change the batch type to Recurring The two related fields Current cycle and Number of cycles will now become available Current cycle the length of time measured in accounting periods during which the transaction is supposed to take place once Example I
121. ending ministry in the description when possible e g AOA 10 99 GCTC funds to ensure that the correct responsibility centre ministry has been debited credited 2 9 4 Different descriptions for same transaction The description should not be in conflict with the account title and it should make sense for each line item when seen separately Keep in mind that a staff member looking at his staff account report only sees a part of the entry therefore it needs to make sense standing on its own The individual descriptions may have to vary for parts of the same transaction different descriptions for debit and credit entries depending on the accounts in question Example John Smith a staff member clears an advance of 200 His expenses were 180 he returns the rest in cash and pays 15 for materials purchased Debit Credit 10 Bank 35 JS reimb campus conf 9 00 71 Conferences 180 JS reimb campus conf 9 00 12 Advances 200 JS reimb campus conf 9 00 42 Materials 15 JS material sales The last item is part of the same transaction but can hardly be given the same description Similarly it would be more accurate to use a different description for the bank entry first line above e g JS clear adv sales Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 1 3 STANDARD RECURRING TRANSACTIONS 3 1 Definitions 3 1 1 Standard entries
122. eneral ledger Screen menu select Budget maintenance y Budget Maintenance 01 250 00 Account z000 ol Annual Budget Personnel expenses gt i Period 1 Subaccount z700 Period 2 Administration Period 3 Ledger ID BUDGET Period 4 Fiscal Year 200 Period 5 Last Revised 21 11 2000 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13 Total EEG HELENA 21 11 2000 Budget maintenance Budget entry screen Enter the account responsibility centre sub account for the budget You can use F3 to look up valid accounts and sub accounts Their titles will appear on the screen On the Ledger ID field press F3 for ledger options and select the desired budget ledger Enter the fiscal year the budget is for Last revised shows when the last change to the budget for this account was made Enter the Annual budget total in the top right corner and press lt Enter gt A pop up window with only two distribution methods will appear 7 Budget Distribution 01 Change Distribution Method i Equally i Percentage Cancel Budget distribution method Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 9 Manually This method will allow you to enter the budget amount seasonally different amounts in different periods Equally This method divides the annual budget equally over 12 periods Percenta
123. ength 4 SYSADMIN 7 1 2003 Flexkey definition If the Field type field is blank or shows something other than Sub account place the cursor in the field press F3 and select Sub account Complete the screen Caption R C for responsibility centre Length 10 digits Number of segments how many segments the responsibility centre number should contain This is normally two maximum three Valid combinations required Check this box to limit the acceptable combinations of the two segments as later defined in the Responsibility centre set up point 10 6 below Description name of the segment Usually the first segment would be the R C responsibility centre type and the second the Individual R C Length 15 digits Length number of digits in each segment Alignment Options left or right Select Left This relates only to the sub account set up not data entry Fill characters Options blanks or zeros Select Zeros When setting up the responsibility centre number with zeros at the end e g 100 200 etc the zeros will fill in automatically in the sub account set up not in data entry MO Edit type Options alphabetic alphanumeric numeric This field determines what type of characters are allowed in the responsibility centre number Alphanumeric allows a combination of letters and numbers If you responsibility
124. er e Screen Reports Detail General Ledger Chart of Accounts Subaccounts Account Classes GL Transactions Allocation Groups Ledgers Budget Distribution Budget Seqment Detail Budget Version Detail Out of Balance Exception GL Batch Register GL Edit Solomon General ledger Reports menu Section in this manual Trial balance Ending balances by account responsibility centre 56 1 combination Detail General ledger 5 6 2 GL edit List of transactions in selected batches 5 6 4 Menu selection Description All these reports use the same kind of selection screen and Report templates point 5 5 can be designed See Report definitions point 5 3 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 9 Trial Balance 01 610 00 Report Format Combined Totals z I Print Notes Report Date l 16 11 2000 Period to Report 11 2000 Beg End Page Nbr 1 9999 1 Copies Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_Q_IFM HP4O00N im HELENA 16 11 2000 Typical GL report print selection tab 2 GL Transactions 01 680 00 Pi i Ea Template Report Sort Select Options Cover Page Company Selection Operator None hone Begins With Between Contains E gual Print Print Previews HP Lasenet 4000 Series FCI HEE HELENA 6 11 2
125. er Solomon I Menu OE x el Screen Reports Designer DrillDown Viewer Report Launcher FRx menu with Screen selected Reports is empty See separate CCC manual on FRx Campus Crusade for Christ International January 2003
126. er or their combination is not valid the following error message will appear System Message 9 IN ltem not found please reenter Press OK and enter the correct number Reference number a reference number that you assign to each transaction such as document voucher number cheque number receipt number The purpose of this number is to enable you to locate the supporting documentation for this transaction therefore it needs to be a number by which you file the documentation Length 10 characters This number increments automatically if the General ledger was set up to do that and if the reference value is completely numeric Date date of the transaction in the format defined in your computer s Windows settings This field defaults to the business date current date according to your computer Change it to a date that is meaningful to you for each transaction deposit date cheque date transfer date The date does not Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 5 necessarily need to be in the current period or the period in the batch header but it normally would be Note this date has no effect on the posting of this transaction as each transaction will be posted in the period selected in the Batch header point 2 3 above Debit Credit amount the amount of the transaction If an amount is entered in the debit column and
127. es including the four pre defined types and one custom type This screen allows you to Select an existing distribution type Edit the distribution method of an existing type or Insert a new type It is recommended that you do not edit one of the four pre defined types Select the desired distribution type and press OK and Save Select another account in the responsibility centre and repeat the process until the budgets for all accounts have been distributed The budget distribution screen form view will show any undistributed amounts in the account responsibility centre in the field for that purpose The grid view will show the total undistributed for the centre as a whole Back in the Extended budget maintenance screen select another responsibility centre and repeat the process until all budgets have been entered and distributed 8 3 4 Work with Excel You can define your budgets in Excel and import them into Solomon or you can create them in Solomon export them into Excel modify them then re import them into Solomon From the Extended budget maintenance screen point 8 3 2 above press Spreadsheet Excel will open with the budget B l z ccc Campus Crusade for Christ Budget Year Budget Ledger BUDGET Budget Segment 7 700 Account Subaccot Basis Year BasisYear Current Year Proposed Undistributed Period 1 Period 2 Budget Actual Estimated Budget Amount 7000 7700 0 00 0 00 5 000 00 1 200 00 0 00 100 00 100
128. et Ledger BUDGET Campus general Display Refresh E4 for grid form view Account Subaccount Balance Budget 4 0 00 4 400 500 00 7200 4 400 0 00 4 400 300 00 0 00 Y 4 4 B S Details Totals i oo HELENA 20 11 2000 Account summary inquiry screen second level same as Account sub account summary inquiry The selection is for all expense accounts 7 in a specific responsibility centre If one account is chosen for the inquiry its name appears next to the Account field If one responsibility centre is chosen for the inquiry its name appears under the Sub account field The wildcard can also be used on the responsibility centre number to obtain information for more than one centre WF Account Subaccount Summary Inquiry 01 302 00 Iof x Company ID ccc Campus Crusade for Period 10 2000 Account 7000 Personnel expenses Actual Ledger ACTUAL Subaccount 1127 Budget Ledger BUDGE T E4 for grid form view Account Subaccount Balance Budget E r000 1 101 0 00 7000 1 102 0 00 Y 4 4 T S Details Totals o tesa 00of 0 HELENS 20 11 2000 Account summary inquiry screen second level same as Account sub account summary inquiry Personnel expenses 7000 in all staff accounts 11 Pressing Details on this screen will take you to the transaction detail see Account sub account detail inquiry point 4 4 below
129. eversed completely The journal is past the point of you being able to change it released or posted Instead of entering the opposite entries into a new journal one by one you can copy the original entries in the incorrect journal and paste them into Excel in Excel swap the debit and credit columns to create a reverse journal and amend the transaction description paste the reverse journal into a new journal in Solomon and post it Call up the journal with the entries to be reversed Highlight the entries all or some of them Press Ctrl C to copy them or select Edit Copy from the Solomon menu bar W Journal Transactions 01 010 00 Batch Module E oF B Status Postad Current Cycle Number 000005 Handling No Action Number of Cycles J Journal Gu Ledger ID ACTUAL Orig BatNbr Type Nonrecurring Ate Heference tbr Control Period 10 2000 Debit Total Credit Total Detail F4 for atid form view Company Account Ref Nbr Debit Amount Credit Amount CEG HELENA 16 11 2000 Journal transactions highlight entries to be pasted into Excel Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 3 Open Excel Paste the Solomon entries on the spreadsheet by pressing Ctrl V or Edit Paste 417 30 4 2000 1600 CORR 041 Cleared 26 9 2000 417 30 4 2000 0 CORR 041 Cleared 30 4 2000 417 30 4
130. eversing Entries r Department Setup Generate while closing Department Subaccount Segment C Generate while releasing Database Defaults m Account Validation Default Ledger ID ACTUAL V Validate Account Subaccount HELENA 16 11 2000 Solomon GL set up screen Options tab Recommended selections 16 2 1 Account information YTD net income the net income loss account number set up in the chart of accounts normally 3999 Retained earnings the beginning fund balance account number normally 3000 set up in the chart of accounts Both of these accounts must first have been included in the Chart of accounts set up point 9 4 16 2 2 Batch information Last batch number The field shows you the last batch number used by Journal transactions At set up this field will default to 000 and the first batch number to be used is 001 If you would like to start with a different number this field gives you that option Once the first batch number has been assigned or once you have saved the first journal transaction this field cannot be changed Post batches on release Set this to Disabled That means that batches will have to be released then posted separately Automatic batch reports If checked which is recommended the GL batch control report and the GL account distribution report will be automatically printed when a batch is released See Release batches Reports point 2 7 2 These reports pr
131. f the cycle is 1 the transactions in this batch recur monthly since month is the length of the accounting period if the cycle is 2 the transactions recur once every two months Number of cycles how many times this particular journal of recurring transactions should be run Example If the number of cycles is 12 and the cycle is 1 the journal recurs 12 times in one year once every accounting period Ifthe number of cycles is 8 and the cycle is 3 the transactions recur once a quarter for two years eight times Enter transactions into the batch as usual see point 2 4 Enter transactions Since the batch will remain the same from month to month use a generic Reference such as SUBSIDY for the monthly staff subsidy transfers into the staff accounts Set the Batch handling to Release later and save it The status will be B alanced 3 3 3 Process and post recurring entries Like normal batches the recurring transactions will have to be released and posted Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Standard recurring transactions 3 4 From the General ledger Screen menu select Generate recurring This will use the original recurring batch as a basis to create batches to be released in the current accounting period Gia Generate Recurring 01 530 00 Of x JECGCUEOMNPAN es NN Specific a C F4 for arid
132. for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 2 10 2 Responsibility centre structure In order for you to be able to use the FRx reporting module to your maximum advantage it is crucial that your responsibility centre structure is set up logically and consistently In Solomon 4 5 Select version which most CCC ministries have the maximum length of the responsibility centre number flexkey is 6 digits not counting the separator in a maximum of 3 segments In a typical national ministry you should use two segments in your responsibility centre or sub account definition The first segment determines the strategy This will be used by FRx in determining which responsibility centres are summarized in which column on the Income amp Expense report This segment should therefore be one digit long and it will likely not be changed once set up It is possible to build the FRx Income amp Expense report without using this segment as the column criteria It is however still useful to have this segment to signify the column or strategy The second segment is the individual responsibility centre within the strategy defined by the first segment To make the most of the second segment try to assign a consistent meaning to each segment For instance first digit refers to the strategy often same as the first segment second and third di
133. from the General ledger Reports menu You would most likely want to get a full list of ledgers so simply press Print preview to view the list on the screen To print the report on paper press the Print button amp in the preview screen toolbar Date January 10 2003 i a Cam pus Crusade for Christ User SYSADMIN Ledgers List Balance Ledger ID Description Type ACTUAL Accounts for Sample company A BUDGET Budget B BUDG ET Approved budgets B EXAM Exam transactions A Report on ledgers set up Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Notes 13 1 13 NOTES 13 1 Notes feature Several of the data entry screens Journal transactions Chart of accounts Sub accounts Budget allow you to attach additional notes to the information entered These can be an extension of the transaction description e g how it was calculated a description of the intended use of an account or responsibility centre processing information e g reason for a batch with adjustment entries an explanation of a recurring entry Note Transaction descriptions in Solomon should have no more information than what is already included in the written documentation see point 2 9 However sometimes it is helpful to include the same explanatory notes in the computerized information The notes feature is shown as a little button with a sheet of paper on it El When note
134. ge The percentage option is available only when existing budgets are changed It will allow you to change existing budgets proportionately See Edit revise budgets point 8 5 below Select the distribution method click on OK pressing lt Enter gt will not work and Save Place your cursor in the Account field and press New to enter the budget for another account responsibility centre combination If the total of the period fields does not agree with the total annual budget the program will prompt you when you exit the screen or attempt to enter a new record System Message 38 7 Warning Total of period does not equal annual amount Do you want to correct Warning Incorrect budget totals Answer Yes to correct your totals Answering No is allowed but you will have some trouble exiting the screen 8 5 Edit revise budgets 8 5 1 Revise individual amounts You can revise individual budget figures during the fiscal year using Budget maintenance screen 7 Budget Maintenance 01 250 00 o x Account 70 l Annual Budget 10000 00 Personnel expenses Period 1 1000 00 Subaccount 7 700 Period 2 1000 00 Administration Period 3 1000 00 Ledger ID BUDGET Period 4 1000 00 Fiscal Year 2000 Period 5 1000 00 Last Revised 17 11 2000 Period 6 1000 00 Period 7 100000 Period 8 100000 Period 9 100000 Period 10 100000 Period 11 100000 Period 12 100000 Period 13 o om Total 0 00 ccc
135. get info point 16 7 indicated that both sub account segments are used in budgeting this screen requires no action However you must press Save which will indicate to the program that this step has been completed 8 2 3 Budget versions ledgers You can have several budget versions submitted budget approved budget revised budget etc To set up budgets other than the default budget ledger set up during the GL set up point 8 2 1 above access Budget version maintenance from the General ledger Screen menu EJ Budget Yersion Maintenance 01 370 00 Company ID CCC Year 2000 m F4 for grid form view Actual Actual Budget Budget Ledger Description Year Ledger Year Ledger BUDGET BUDGET2 Second version budget 2000 ACTUAL 2000 BUDGET2 EEE SYSADMIN 10 1 2003 Budget version definition You will have to enter a fiscal year first to see the list of existing or available budgets With your cursor in the grid of ledgers press F3 to access the Ledger ID list Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 3 F Ledger ID List Iof gt a Balance Ledger ID Tine Base Cury ID BUDGET E Budget USD BUDGET2 B Approved budgets USD Budgets Ledger ID list You can either select an existing budget version ledger from the ledger list or create a new one To create a new one press Insert The Ledger maintenan
136. git under Campus Community and Coverage refer to a specific geographical location Example 410 is the campus ministry in the capital 510 is the MPTA in the capital 610 is a Jesus Film team in the capital 420 520 and 620 are corresponding strategies in another specific location etc The typical length for this segment is three digits In a normal national ministry set up the first digit of the second segment should be the same as the first segment You may therefore wonder why the first digit is necessary This is done for the sake of segments 1 Staff and 8 Other If the lengths of the segments are one and three digits as mentioned above the typical set up allows for 99 centres in each strategy e g 601 to 699 under Coverage However many ministries have more than 99 staff units and will need to use 001 299 a total of 299 units for staff The first segment for staff is nevertheless always 1 but the following second segment may not always start with 1 e g 1 101 is a staff account and so is 1 254 The same is true of Other a ministry can have more than 99 Other centres under this set up See Flexkey table 10 5 below for a definition of the segments 10 3 What is flexkey Flexkey is part of Shared information point 17 3 information that is shared between different Solomon modules and FRx for instance It defines the number of segments in the responsibility centre structure
137. grid view Note This budget distribution screen is also an option in the General ledger Screen menu but for it to work you will have to access it from the Extended budget maintenance screen Select an account on the grid and press F4 for form view for better overview gt EXEREG Distribution 01 340 00 Company ID CCC B Account Types to View Budget Year 2000 Budget Version BUDGET Budget Set 7 700 Budget Set Description Administration Administration m F4 for gtid form view m Period Distribution Account 7400 Per 1 Travel amp Per 2 Subaccount 7 700 Per 3 Undistributed Amount 0 00 Ger a Account Type Per 5 Per 6 Proposed Budget Distribution Type SUMMER jP Total Undistributed amp Travel amp transportation SYSADMIN 10 1 2003 Budget distribution form view Place the cursor in the Distribution type field and select a method to distribute the budget over the next year Press F3 for existing Budget distribution types point 8 2 5 above Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 7 r Distribution Type List Type Description ACTUAL Based on TO Actual EVEN Even Distribution LAST12 Based on Last 12 Months MANUAL Manual Distribution SUMMER fMost activity in the summer Ei Cancel Edit Insert Budget distribution typ
138. he chart of accounts from scratch you can paste it from Excel 9 4 2 1 Design your own Type your chart of accounts into Excel with the following columns account number description note maximum 30 spaces account type asset liability income expense Highlight and copy the Excel columns with the above information open General ledger Chart of accounts maintenance place the cursor in an empty cell in the account column and press paste The information will be entered into Solomon the other fields in the Chart of accounts maintenance screen will be automatically filled out by the default or required value You can edit the chart of accounts at this point if desired as well as enter any Account classes point 9 3 9 4 2 2 CCC standard chart of accounts A spreadsheet with the common CCC chart of accounts for a national ministry has been designed for your use In Excel change add delete numbers and descriptions as necessary Then paste into Solomon using the procedure described above 9 4 2 1 9 5 Maintenance changes To maintain add change or delete accounts select the Chart of accounts maintenance screen Same as in the Chart of accounts set up process point 9 4 above Note The chart of accounts cannot be maintained updated from the look up screen that you can access from other screens such as the Journal transactions 9 5 1 Add accounts Adding an account consists of two steps Set up the accou
139. he template is for your use only Note Private templates are practically impossible to be deleted by anybody including the creator Press OK The template will be shown on the list of existing templates for this type of General ledger report GL Transactions 01 680 00 X Template Beport Sort Select Options Cover Page Company Selection Public Template ID Description l RETRANS Resp center transactior IOOOOOO00 w Load Template i Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ccci IM_Q_IFM HP4000N im EGG HELENA 21 11 2000 General ledger report list of existing templates Note A template may contain fields without a preset value i e the value needs to be entered at the time the report is generated For instance a transaction listing for an individual responsibility centre may require that you enter the responsibility centre number in the Select Value field before generating the report Tip You may consider having a note to that effect in the Template description e g RC transactions enter RC No in Value 5 5 3 Use a report template To use an existing report template access the report then click on the Template tab Place your cursor on the desired template its Template ID will also show in the little window on the bottom left and press Load template The template list will remain on the screen You can either Go
140. her company or if a different user should continue working with Solomon save your work by pressing the Save button or Ctrl S where applicable and select File Close company from the Solomon menu bar to close the current company s records without closing Solomon then select File Open company from the Solomon menu bar and the log in window appears or press the Company button on the Solomon menu bar The current company will be closed and the log in window appears 1 3 3 Exit Solomon To exit Solomon altogether save your work by pressing the Save button or Ctrl S where applicable select File Exit from the Solomon menu bar to close the program or click the X in the top right corner of the Solomon toolbar 1 4 Things to keep in mind 1 4 1 Responsibility centre sub account In Solomon responsibility centres cost centres budget centres profit centres departments are called sub accounts These can be made up of several segments See chapter 10 Responsibility centres Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 7 1 4 2 Periods and dates Solomon is operated based on accounting periods months rather than individual days of the month See more in chapter 6 Periods 1 4 2 1 Period format The fiscal year is indicated by one four digit number This is the year in which the fiscal year ends as selected in 16 4 Fis
141. hrist International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 12 5 6 2 2 Suggested uses and definitions Use the report each month to print the monthly transaction detail for each account that needs to be reconciled such as the bank accounts and liabilities In the Select tab of the report definition choose the following options Field vr_01620 accthist_acct Operator between Value 1011 1099 no spaces The first value should be the first possible number for a bank account the last value the last possible bank account whether or not in use Save your selections as a template to be able to quickly run the same report each month See Report templates point 5 5 5 6 2 3 Detail General ledger without period breaks Since the report is fairly non user friendly if run for more than one period at a time you can modify its format with the Sort tab to make it more readable The following changes will remove the totals by period Detail General Ledger 01 620 00 Pile E Template Report Sort Select Options Cover Page Company Selection HEH Sort Sort Page Total zs Type Ascending Break Break Up ears t_01620 accthist_cpnyid Group Field Ea t_01620 accthist_ledgerid Group Field En t_01620 accttype_desc Group Field 4 Group Field 5 vt_01620 accthist_acct Group Field E t_01620 gltran_trantype Sort Field ce t_01620 gltran_refnbr Sort Field
142. ibility centre the accounts that can be used with it must be set up before you can use the centre in data entry Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 COA R C combinations 11 7 The new centre will most likely fall into one of the two categories staff or ministry that you have already set up Follow the procedure described at point 11 3 above Copy centres to copy the accounts from an existing centre to the new one s 11 4 3 Delete Inactivate combinations You can inactivate a valid combination but you cannot delete it if there are transactions or balances in it To inactivate go to the Account sub account maintenance screen and call up the combination s you would like to inactivate See under View combinations point 11 5 below on how to display the combinations Go to the Combination status column and change the status to Inactive To delete a combination press the Delete button in the Solomon toolbar You will be warned if the combination is in use If you can delete the combination consider whether you should also delete the account from the chart of accounts or the responsibility centre from the sub account and flexkey lists this may sometimes be the case 11 5 View combinations There are no printed reports on the valid account responsibility centre combinations but you can view them on the screen and print the screen if necessary Access th
143. ies Copy Accounts Copy Subaccounts Build Combinations Erom Io Subaccount 1101 Company Account Subaccount i 102 Company Account Generate Cancel COA R C maintenance Copy sub accounts This screen allows you to copy all accounts in one centre to another centre Enter the staff centre you created under point 11 2 1 above in the From sub account field without the separator Enter another existing staff centre in the To sub account field again without the separator Leave the Account fields blank Press Generate The Account sub account maintenance worksheet reappears 7 Account Subaccount Maintenance Worksheet 01 320 01 E4 for grid form view Company ID Account Subaccount Description T E 2 CCC NSN ccc mccc ee CCC CCC CCC CCC ae CCC Ho CCC pile pad pj 3000 3999 4000 5000 5700 6000 7000 8000 9000 1 102 1 102 1 102 1 102 1 102 1 102 1 102 1 102 1 102 1 102 Advances staff Fernandez Beginning fund balance Fernandez Net income loss Fernandez Local contributions for staff Fernandez CCC contributions for staff Fernandez Allocation staff subsidies Fernandez Don transfers fm staff accts Fernandez Personnel expenses Fernandez Internal income transfers Fernandez Internal expense transfers Fernandez J Generate Combos Clear Combos OK Cancel Campus Crusade for Christ Intern
144. ill be shown The default order in reports containing transactions is first by account then by responsibility centre You may want to change the report to sort by responsibility centre first Click on the sub field in the Sort window and press on the Up button to move it higher than the account field This will allow you to generate a list of transactions that can be given to the Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 7 individual staff or leadership on transactions related to their accounts or areas of responsibility only Note that you cannot have a Crystal report produce a total of accounts in different categories Assets Liabilities Income Expense 5 3 4 Cover page tab You can choose to print a cover page for every report The cover will show the user and the Sort and Select options chosen Eeport Title GL Transactions Report Humber 0l 5j Stored Hame O1S80F Named Default Company Hame Garpu Cmsade for Christ User ID HELENA Field Information Eield glt ran sub Tone gt gltran sub begins with Comments Test comer to see what it looks like General ledger report Sample cover page The cover page displays as a separate file from the rest of the report when a cover page is printed Crystal reports makes two separate reports You will have to close the preview with the cover page to a
145. ime the default view is a grid view GF Journal Transactions 01 010 00 m Batch Module aL B Status Posted Current Cycle J Number oo0004 Handling No Action Number of Cycles 0 Journal Gu Ledger ID ACTUA Orig BatNbr Type Nonrecur Control Period 10 2000 Auto Reversing Debit Total Credit T otal m Detail F4 for grid form view Company Sub Ref Nbr Date Debit Amount Credit Amount Description 1 040 4 2000 J U 30 00 March 2UU0U checking acct fees J4 UU March 2U0U checking acct fee SE 0402 a f 5 SYSADMIN 15 11 2000 Journal transactions grid view You can choose whether or not to show the gridlines by checking or unchecking the option Show gridlines on the Option menu on the Solomon menu bar see point 17 1 4 You may choose the option of seeing one line in this case a transaction at a time instead of a long list Place your cursor in the detail part of the screen and press F4 or double left click GF Journal Transactions 01 010 00 gt Batch Module 1 F B Status Posted Current Cycle 0 Number 000004 Handling No Action Number of Cycles D Joumal G Ledger ID ACTUA Orig BatNbr Type Nonrecurring Control Period fi 2000 Zuto Reversing Debit Total Credit T otal r Detail F4 for grid form view Company Ic cc mployee le Account fic 30
146. iry Can also be accessed from Account summary inquiry Transaction detail by account and Account sub responsibility centre Can alsobe View transactions in 3 account detail accessed from Account summary inquiry accounts and 4 4 1 inquiry and Account sub account summary responsibility centres inquiry Period and year to date balances in vie Perea and er oes ae oe eee to date balances ina individual account responsibility centre ee 4 2 2 4 Account history combinations plus ability to drill down to P ine and ger ate responsibility centre view individual transactions and the 4 2 combination for several batches they are part of periods at a time The three inquiry screens are highly recommended easy to use flexible reliable and versatile tools to quickly obtain useful information Reports No 2 and 3 above can also be accessed from No 1 by drilling down pressing the Details button on each screen to the second and third level of the screen and from there to the batch level To print the above information use the Print Screen option on your computer or generate a General ledger report see chapter 5 Printed reports Note that you can update date fields and other default values in the Screen type reports only if your password allows you such access update See Define access rights for each group point 15 3 Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View infor
147. is batch is entered into a past period because the transactions will significantly change the data for the period Delete Note window Type Select the type of note you wish to enter Batch is for the whole batch Detail is for an individual transaction if the note is attached to an individual transaction Revised date will be entered by the program when the note is accessed again after having been saved Notes Enter any notes that would be helpful long term There is plenty of room for rather extensive notes To save the note press OK or Apply 13 3 Print notes Even though there is a Print notes check box on the various General ledger Reports screens it is grayed out and therefore not available Notes on the chart of accounts and sub accounts can be printed However the report layout is not very readable or user friendly December 31 2002 H Page iat 1 0541k Cam pus Crusade for Christ jee DIN SYSADMIN Subaccounts Standard Campany CCC Description Consolidation Sub 0 000 main oooo A 1 100 Staff general 1100 A A Use this for general staff contributions and staff expenses not charged to individual staff accounts The center cannot be in deficit 1 101 Kim 1101 A Sub account list report with notes on responsibility centre 1 100 General staff centre Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Event log 14 1 14 EVENT
148. is has the advantage of you being able to completely post the entries in the new year However you should not generate or distribute any reports until all the transactions have been entered in the closed year 7 3 Month end closing Each period has to be separately closed However detail data for past transactions is retained and available reports can be printed for past periods transactions can be entered into past periods See point 7 2 2 above Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 3 7 3 1 Preparations GL batch register Before closing the period you will want to review all batches entered in the open current period Since the current period is not something that can be changed by the user upon data entry whereas Period to post can you will want to make sure that you will see all batches where the Period entered is the current period This will allow you to make sure that no unauthorized batches were entered into past or future periods and that all batches have been entered Normally you would print a GL batch register for the month to be closed i e with the Select criteria of batch perent equals current period Unfortunately in Solomon 4 5 this report does not seem to work properly to allow selection by Period entered Open General ledger Screen Journal transactions Look up the batch list press F
149. ity centre activity separately 9 6 3 Transaction detail GL transactions 5 6 3 1 Format The GL transactions report shows debit entries and credit entries and their totals for each account without breaking the report into periods However it does not show beginning or ending totals in the accounts Those can be seen on other related reports on balances such as an FRx report or a Trial balance Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 13 5 6 3 2 Suggested uses and definition Each month the staff and leadership should get a responsibility centre report from FRx These reports show actual account totals in the period and year to date budgeted amounts for the period and year to date variance between actual and budget and beginning and ending balances in the responsibility centre s To support some or all of the line items the report could be accompanied by a transaction detail report The GL transactions report is recommended because of its readability The Detail General ledger report point 5 6 2 can also be used if the transaction detail is generated for one month at a time only or if the report is modified as explained at point 5 6 2 3 above The transaction detail report for all centres can be run as one report for distribution First in the Report tab of the GL transactions report definition set the Report format
150. l batches for the month have not been generated See point 3 3 5 on how to deal with missed recurring journals 7 3 2 Closing process The closing should be done by the supervisor From the General ledger Screen menu select Closing 47 Closing 01 560 00 Iof x Module Current Fiscal Period Closing Type Delete Detail General Ledger Period Accounts Payable Do Not Clase Purchasing Accounts Receivable Do Mot Close Inventory Do Hot Close Cash Manager Do Mot Close Payroll Do Mot Close Begin Processing CCC SYSADMIN i 5 11 2000 Period closing screen The current fiscal period but not the fiscal year is indicated Click on the down arrow under Closing type and select Period Press Begin processing If Delete detail is checked the detail will be deleted only if the Retention section of the GL set up allows it point 16 2 6 However the deletion will take time and it is recommended that you do not select the Delete detail option here See Delete past data point 7 6 below The program will calculate the monthly net income for each account and responsibility centre and post it into the appropriate 3999 net income accounts The current fiscal period is automatically rolled forward to the next period A closed period cannot be reopened However Entering data into a closed period or year is fully possible see point 7 2 2 above If you are using other mo
151. ll not be allowed However the centre can still have a balance and must be included on reports as long as it is listed Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 8 A completely inactive centre with zero balance and no activity in the fiscal year should be deleted from the Sub accounts maintenance screen 10 7 3 2 As a flexkey segment When a responsibility centres is no longer in use the inactive status of the segments usually only the second segment in a two segment structure should also be noted in the Flexkey table point 10 5 However there is no Active Inactive status for the flexkey segments Instead you can do one of two things in the flexkey table delete the inactive segment number from the flexkey table However you could inadvertently later reassign the number to a new centre thus potentially creating confusion with transaction history This method is recommended only when the segment has never been used Or rename the inactive segment as DO NOT USE INACTIVE This is the recommended method for any segment that has transaction history 10 8 Responsibility centre list 10 8 1 Responsibility centres sub accounts To print a list of the responsibility centres select Sub accounts from the General ledger Reports menu If you would like a full list of the accounts simply press Print preview to first view
152. mation on the screen 4 2 4 2 View account balances To view the balance in a specific account or a range of accounts such as the bank account s or liability account s you can use the Account summary inquiry screen recommended point 4 2 1 below or the Account history screen point 4 2 2 below To obtain a printed report on a larger number of balances by account and responsibility centre such as all outstanding advances see Trial balance point 5 6 4 2 1 Account summary inquiry screen This screen allows you to look up balances by account such as your bank account balance Select Account summary inquiry from the General ledger Screen menu This screen shows the total balance in the account regardless of the responsibility centre s WF Account Summary Inquiry 01 301 00 Iof x Company ID ece o Campus Crusade for Christ Actual Ledger ACTUAL Account 0o ol Budget Ledger BUDGET Period 10 2000 Display Refresh E4 for grid form view Account Description Balance Budget al 101C Petty cash 100 00 1030 Cash checking 5000 ji P amp l Detail HELENA 20 11 2000 Account summary inquiry screen first level balances in all bank accounts 10 at the end of the selected period Press Display Refresh for the information to display You can use wildcards in indicating the account number e g replace the last two digits of your four digit bank account number
153. me and Erpenees A Sesete Sy Liabilities e ston Arder Chart of accounts order screen On this screen you determine the order in which the major account categories will be numbered and processed Due to CCC s chart of accounts with the internal transfer accounts coming after expense accounts you should select the first option on the list Solomon will know based on this screen that the account numbers for assets have to come before the numbers for liabilities Therefore if you try to enter an asset account with a number higher than that of any liability account the account entry will be rejected These selections cannot be changed afterwards 16 7 Budget information Select the Budget info tab on the General ledger set up screen EJ GL Setup 01 950 00 Options Master Company Info Fiscal Info Currency Info Chart of Acct Order Budget Info Defaults Default Year 2000 Default Budget Ledger BU DGET Budget Segment Selection T RC type JV Andividual RC r r m Spread Sheet File Directory CAMy Documents Helena Financial work SYSADMIN 31 2003 Budget information Defaults Select the default year and the default ledger BUDGET that will be used in entering budgets These can be changed in the budget screen You will have to have set up the Budget ledger first see point 12 2 Budget segment selection The segments set up earlier under the Flexkey definition point
154. menu 1 5 3 Manuals Each CCC ministry with the Solomon program should have the vendor s Solomon manuals which explain the functions of the program There is a separate manual for each module General ledger Shared information System manager Each CCC ministry should also have the CCC in house manuals for Solomon FRx and installation software maintenance related issues IFM Solomon resource CD 1 5 4 CCC sample set up A CCC international chart of accounts is available in a spreadsheet format along with responsibility centres and flexkey segments for you to paste into Solomon at the time of the initial General ledger set up see point 16 1 below 1 6 Sequence of daily and monthly tasks in Solomon The ongoing monthly transaction and reporting processing consists of the following steps Section in this manual Data Prepare documentation and arrange it in Batches 2 2 preparation Open Batch header and ensure period is correct 2 3 3 Enter transactions 2 4 Transaction processing Approve and Release batch es 2 7 Post transactions batches 2 8 e Process Standard recurring transactions for the month 3 7 Close the month Close month T M 1 3 Review batches entered and posted 9 Print Detail General ledger if desired 5 6 2 10 Print Transaction detail reports for staff and leadershi 5 6 3 Reporting EE ps P Generate and review financial statements FRx manual 12 Distribute financial reports to staff leadership and
155. n Reports Journal Transactions Budget Maintenance Chart of Accounts Maintenance Subaccount Maintenance Allocation Group Maintenance Account History Account Summary Inquiry Account Subaccount Summary Inquiry Account Subaccount Detail Inqui Se Select Journal transactions by pressing the selection once to start data entry The journal entry 1S Journal Transactions 01 010 00 Detail F4 for grid form view screen will appear r Batch Module fi L 7 ol Status Jor Hold Current Cycle 0 Number Handling No Action 7 Number of Cycles Joumal GJ Ledger ID ACTUAL Orig BatNbr Type l Nonrecurring E Control 0 00 Period 11 2000 I Auto Reversing Debit Total 0 00 0 00 Credit Total Company Account Sub ae a Ref Nbr Date Debit Amount Credit Amount Description neonain SYSADMIN 31 12 2002 Journal entry screen grid view The top half of the screen is the batch header This contains information that is common to the whole batch Module Batch number Journal Batch type If the only Solomon module you are using is the General ledger this is always GL and cannot be changed a sequential number that will be assigned by the program when the batch is first saved a field for a 3 digit alphanumeric code that can be used in sorting batches The default value in the General ledger is GJ General journal you may us
156. n 4 7 7 Account History 01 300 00 Account 7000 Period PTD Balance Personnel expenses Subaccount 1 101 Kim Ledger ID ACTUAL Fiscal Year 2000 Balance Type Actual T Currency USD Beginning Balance 0 00 O OOo s4 DOD A A UU N HELENA 20 11 2000 Account history screen To drill down to transaction detail press Details The screen defaults to showing the activity in the account for the current period To change the period click the up or down arrow in the Fiscal period field till the desired period is displayed Either move off the field or press lt Enter gt to display the information 7 Account History Detail 01 300 01 mfe AL Account oo Description Ledger ID ACTU Subaccount 1 101 Description Fiscal Year 2000 Fiscal Period 104 m E4 for grid form view Batch Number Date Joumal Type Period Entered Reference Nbr Tran Type Tran Currency ILA 25 4 2000 GJ 10 2000 0414 AL USD o beas 0K _ Transaction history for the selected account Move the cursor to the right on the screen to display more information such as the amounts and the batch numbers Press Details to view the batch a selected transaction is part of The description and amount are to the very far right of the screen Information can be viewed one period at a time only The account history detail is available in the form view as well Pla
157. n Excel An Excel form for this purpose has been designed for you and it is available in the same Excel file as the CCC standard chart of accounts responsibility centres FRx report layouts etc The form comes with instructions Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 2 To prepare this form for use ur ministry make any necessary changes to titles etc change the formatting of column D R C if your responsibility center string is not formatted 0 000 one and three digits in two segments Highlight the column D right click select Format cells Custom Add and select a format that looks like your responsibilty center string e g 0 000 save the worksheet as a Template in Save as window select Template as the file type Give it a name that will be meaningful to you To use this form to enter transactions open Excel click on File New and select the Journal entry template enter your transactions Save the file as a normal Excel spreadsheet in a logical location with a meaningful name not as a template row 7 will show if the journal is in balance If itis not cell N will show how much tt is out of balance by To paste into Solomon unhide the hidden columns B C and G J by pressing on the signs in the top edge of the journal spreadsheet This will display the columns on the Solomon Journal transaction s
158. n and itemizations For this reason the full Trial balance should be printed and retained There is no need to print the full detail General ledger for the whole year unless requested by an auditor or needed for year end work The final year end financial statements should exist in printed form and be signed 5 3 Report definitions Each General ledger report can be defined to yield the desired information 5 3 1 Report tab When you first access one of the reports General ledger Reports you get the following screen Report tab Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 3 Detail General Ledger 01 620 00 Report Format stndard tt Print Notes Report Date 21 11 2000 Beg End Period 11 2000 11 2000 Beg End Page Nbr 1 9999 Copies 1 Print Print Preview Printer Options HP Laserdet 4000 Series PCL 6 on S4Coci IM_Q_IFM HP4000N im v HELENA 21 11 2000 General ledger report Report tab 5 3 1 1 Report selections On this screen you can determine the beginning and ending periods where applicable to be included in the report The range of periods can include periods in different fiscal years the beginning and ending pages to be printed also available from the report preview screen number of copies to be printed also available from the report preview screen
159. national December 2002 International Financial Management Solomon 4 5 View information on the screen 4 6 the Account summary inquiry or the Account sub account summary inquiry and drilling down to the transaction level i e the Account sub account detail inquiry the Account history screen point 4 4 2 below You can view information for one period at a time only To print a list of transactions see Detail General ledger point 5 6 2 and GL transactions point 5 6 3 4 4 1 Account sub account detail inquiry From the General ledger Screen menu select Account sub account detail inquiry ff Account Subaccount Detail Inquiry 01 303 00 iof x Company ID CCC Campus Crusade for Christ Period From 08 2000 Account 7000 Personnel expenses Period Thru 10 2000 Subaccount 1 101 Kim Beginning Balance 400 00 Ledger ID ACTUAL Display Retresh m F4 for grid form view 004 Amount External Reference Batch Number Reference Module Journal a D C 0414 GL GJ GJ re a d Qi 8 Details Period Ending Balance 1000 00 EER HELENA 20 11 2000 Account sub account detail inquiry screen same as Account summary inquiry third level Transactions in the Personnel expense account 7000 in a specific responsibility centre during three accounting periods The transactions will be shown with the most recent one s on top Place your cursor on an individual transaction and pres
160. nces cannot be deleted the access right to Delete does not allow this either Rather such an access right will only allow the user to update query fields in screens and change their requested query to another value 15 3 2 2 Reports The only available option for any Report type selection is View 15 3 2 3 Remove View option To remove the option of even viewing a screen the lowest level access right delete the entire line in the Access right options screen highlight the line and press Delete in the Solomon toolbar Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 4 15 3 3 Access rights for data entry personnel The following screen shows the suggested access rights for data entry personnel Options not shown should all be View only iF Access Fights Maintenance 95 270_00 Mie x Type Group Group User ID DATA ENTRY Mame Data entry personnel All Companies Detail F4 for grid form wiew 01 250 00 Screen Budget 01 290 00 Screen Allocation Group Company ID CCC Preload E ocreen Feport Type Name Met View Update Insert Delete Number q 01 0170 00 S creer Journal Transactions p J E 3 01 260 00 S creer Chart of Accounts 4 01 270 00 S creer Subaccount 5 6 f a 01 300 00 Screen Account History 01 307 00 Screen Account Summa lrquiry 01 302 00 Scheer Account Subaccount g 01 303 00 Screen Accou
161. nd consistent and begin with the name or initials of a person or entity Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 9 6 7 2 4 Print report of outstanding items To print a report with only the outstanding items you can either delete the lines that were cleared reconciled or you can hide them Hiding can be done either using the Hide or the Group commands The latter is easier to use Highlight the lines to be grouped hidden Go to Data Group and outline and select Group A line and a minus sign will appear in the left margin Press the minus sign and the lines in the group will be hidden To redisplay them press the sign Note If you copy a worksheet with hidden grouped data the hidden data will be copied also Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 1 l PERIODS AND DATES 1 Periods vs dates The smallest unit of time in Solomon is a period The length of the period is one month 7 1 1 Period format The fiscal year is indicated by one four digit number This is the year in which the fiscal year ends It could also possibly be the year in which the year begins if so set up during the General ledger set up point 16 4 however this is not recommended The month is indicated by a sequential number where the first period of the fiscal year is 1
162. neesasessneeseaenesanes 10 7 10 7 3 Delete Inactivate responsibility CENTEMS 1cccccseeeeeseeeeeeeeeeeanes 10 7 10 8 Responsibility centre INST sited assin eo a E 10 8 10 8 1 Responsibility centres SUD ACCOUNHS 1 cccssccesseeeeeaeeeeeneeeeenes 10 8 10 8 2 Flexkey segments vcadenietitina ceatcadvassiacdotenceninndudeis dentcetiancMecimeincnate 10 9 11 Account responsibility centre combinations 11 1 11 1 IM OOGUCUOM siare a aa A 11 1 Tet PINCIDIE sierran aa a tadeeetecabuee 11 1 I L AALE OSS E A AEAT E A E E E aba E A T E 11 1 TUS ROSU g a a a E a 11 2 11 2 Set up ONE CONE cc cecccsececseeceseecceeecouceseueeceeeeceeesaueessueesnseesneeeenas 11 2 11 2 1 Staff and ministry responsibility centres cccccseceeeneeeeeeneeeeanes 11 2 11 2 2 Accounts with no responsibility centre O OOO cccccccccseeeeee 11 3 TAZ OF GSHIG KOM EXCO cose ce reds tend rcash sea ttu sa caceonasincniey Sondisan eens Saetoss 11 4 CODY COMICS setae cette a a aa x0 heads Secnieuls a 11 4 11 4 Maintenance Changess ccccccccsseccccseeecceeseecsuseecseeeeeseuseecsaueeesneeeseaes 11 6 VIA ANG W ACCOUNT orane eaa E ESA EEE E OA ELERESE 11 6 11 4 2 New responsibility centre cccccssccccsscscnsusenenscssnscseusensuesssnesensess 11 6 11 4 3 Delete Inactivate combinations ccccseeccceseeeeeeneeeeeneeeseneeessanes 11 7 TIS View combinations vsiac ts h
163. ng your definition Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 6 5 GL Transactions 01 680 00 fcr Template Report Sot Select Options Cover Page Company Selection Field Operator Boolean account acct Begins With 40 And account acct Begins with Or gltran sub Begins with 11 And GL transactions Local contributions and CCC contributions in staff accounts accounts beginning with 40 or with 50 where the responsibility centre begins with 11 no separator i e no hyphen The boolean refers to how the line will work together with the one above it And will indicate that all defined conditions have to be true at the same time or indicates that a condition can be true while the other ones are false 5 3 3 Sort tab The sort tab will let you determine what order the information will be sorted and presented in Press the Sort tab The default criteria for the selected report will be shown GL Transactions 01 680 00 lel FS Template Report Sort Select Options Cover Page Company Selection FEE Sort Sort Page Total Type Ascending Break Break Ug 1 ren u Fel E ow 2 gltran ledgerid Group Field x x x Down L3 acctsub Group Field x 0O x 40 altran batnbr Sort Field x oo 5 gltran refnbr Sort Field x olo T6 altran acct Sort Field x 0O 0O 7 glr
164. ns 17 5 Company maintenance company information for the company you are working with Database physical integrity allows testing of data for integrity 47 Database Physical Integrity 95 500 00 o for gridform wiew Record Name Validate Validate System Records Account Validate Application Records AcctClass AcctHist Address ADG_CUSTOMER Agent AllocDest AllocGrp AllocSre I Complete Log With SOL Server Database Physical Integrity will detect and repair only floating pont rounding errors For 4 complete validation use SOL Server DECC functionality CCC ITSADMIN i 6 11 2000 Options Database physical integrity screen x O O O O O O rl JOOOOOO00O ha Registration used to register modules and set up unlocking keys when first installed See Installation manual Control macro generator Transaction import Possible values import used in importing data from other sources DB update used in updating program modules Project series message log viewer purpose unknown 17 1 6 Customize The Customize drop down menu and its options are available only if you have purchased the Customization manager See related manual Customize Help Customize Mode Customization Options Select Level Self Export Customizations Import Customizations Solomon menu bar with Customize drop do 17 1 7 Help The Help drop down menu gives various sources of help instructions and de
165. ns to it upon Save 2 5 2 Balance the batch A batch is considered balanced when the debit total equals the credit total and both equal the control total Only a balanced batch can be released for posting When you are finished entering data into a particular batch check that the Debit total equals the Credit total as shown in the batch header If the batch is not in balance there is an error An out of balance batch can be saved but not released or posted enter the Control total in the batch header if you have not already done so This is the hash total of debits and or credits If the batch control total does not agree with the total debits credits the program will warn you when you exit the screen System Message 818 Ea 7 Batch is out of balance by 100 00 Do you want to edit Control total does not agree with total debits credits Answer Yes and you are returned to the batch to enter the correct control total Answer No and the batch is saved in its out of balance condition with status H old To use the control field effectively in entering a deposit for instance calculate the total of the deposit first Enter it in the Batch control field After all the transactions in the batch have been entered the total debits credits should equal the batch control total and provide you with a control tool to ensure that the deposit was entered fully and correctly If the batches are posted to Ledgers chapter
166. nt 3 Ubaccount Detail 40 01 310 00 Screen ledar Maintenance q1 01 320 00 Screen Acc Sub Maintenance 13 01 340 00 Screen Budget Distribution q4 01 350 00 Screen Budget Group Ac 75 01 360 00 Screen Budget Distribution Types 16 01 370 00 Screen Budget Version Maintenance G 174 01 400 00 Screen Release GL Batches 19 01 410 00 Screen Reprint GL Batch Control 21 01 510 00 Screen Read Consolidation 22 01 520 00 Screen Post Transactions 23 01 530 00 Screen Generate Recurring 24 01 560 00 Screen Closing 01 570 00 Screen Delete GL Detail F CEC SYSADMIN 21 171 2000 Access rights for data entry personnel Del Ge Ge Ge Ge Bel Be Gel Be Gel Bel Ge Gel De Gel Be Ge Gel Del Be Bel OOBROOOOOOOOOOF EE HEOOO amp OOOOOOOOOOROOO Fe EEOOO amp OOOOOOOOOOOOO Fe EEOOO Fl 15 3 4 Access rights for supervisory personnel For supervisory level you can set all Screen type selections in the General ledger and Shared information to Delete with the exception of GL set up which should be left at View In the System manager set the Event log viewer Printer options and Template to Delete Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 5 IF Access Rights Maintenance 95 270 00 _ O x Type Group Group User ID SUPERVISOR Name Supervisory personnel All Companies Company ID CEC Preload Detail F4 fo
167. nt in Chart of accounts maintenance See Chart of accounts set up point 9 4 above To add an account in the chart of accounts place the cursor anywhere in the Account column type in the new number the number in the cell with the cursor will not be overwritten and press lt Enter gt or the down arrow Or press the New button for a blank line or place the cursor at the bottom of the list on a blank line then enter the new account Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 5 The new account will automatically move to its proper place in the sequence Complete the account information see point 9 4 above and press Save Set up the valid Account responsibility centre combinations See chapter 11 9 5 2 Edit accounts Account titles can be edited Account numbers types and classes cannot be changed once the account has been used To change the account title select Chart of accounts maintenance overwrite the current title with the new title and Save the record 9 5 3 Delete accounts To delete an account place the cursor on the account to be deleted and press the Delete button on the Solomon toolbar Accounts can be deleted only if they have no balance You can move the balance to another account as a regular journal entry and then Inactivate point 9 5 4 below the account and the fiscal year with any activity in th
168. ntained updated from the look up screen that you can access from other screens such as the Journal transactions 10 7 1 Add responsibility centres To add a new responsibility centre set up the segment ID numerical value and description for the second segment in the Flexkey table point 10 5 above set up the valid combination of first and second segments of the responsibility centre number in the Sub accounts maintenance screen same as in Responsibility centre set up point 10 6 above Set up the valid Account responsibility centre combination See chapter 11 10 7 2 Edit responsibility centres You can change the name of a responsibility centre at any time Note Be careful to not change the owner of a responsibility centre e g assigning a responsibility centre number to a new staff member when the same number has been in use for the activity of another staff member so that you can maintain accurate historical records of your transactions This is especially when the centre has a remaining balance Edit the name in both the Sub accounts maintenance screen for Crystal reports and the Flexkey table for FRx reports 10 7 3 Delete Inactivate responsibility centers 10 7 3 1 As a sub account When a responsibility centre is no longer in use you can inactivate it in the Sub account maintenance screen see Responsibility centre set up point 10 6 above Transactions into an inactive responsibility centre wi
169. nthly The ministry should generate print file and or distribute the following reports on a monthly basis Journal transactions batch control report and Account distribution These reports should be printed automatically when a batch is released see Batch reports point 2 7 2 To set this option see Batch information point 16 2 2 GL batch register or equivalent This should be generated by the supervisor as part of the Month end closing process point 7 3 to obtain an overview of batches entered and posted during the month Trial balance on outstanding advances and other balances to be reviewed see point 5 6 Use this to review your advances and remind staff and or debtors as needed Detail General ledger transaction listing for all bank accounts point 5 6 2 Use this to reconcile the bank accounts Responsibility centre transaction details to support responsibility centre reports from FRx point 5 6 3 Distribute these reports to the staff and leadership on their activity centres You may also choose to print other reports such as the Detail General ledger for all accounts although these are also available from Solomon at any time even after the year has been closed 9 2 2 At year end All reports can be generated and re generated at any time provided that past data has not been deleted e g due to lack of disk space see point 7 6 Various reports are needed to support year end balances reconciliatio
170. od This field determines the period in which the entries will appear in the General ledger All entries in the batch will be posted into this period regardless of today s date the business date or the individual transaction date See more in chapter 6 Periods shows where the batch is in the process of getting posted into the General ledger See point 2 5 4 Batch status your instructions to Solomon as to what to do with the batch This is the last field you complete after entering your transactions See point 2 5 3 Determine batch handling the Ledger into which these transactions are entered See chapter 12 This can be the Actual ledger or any statistical ledger Auto reference No Auto reversing allows you to make the reference number for each line item to increment automatically This option will appear only if set up at General ledger options point 16 2 5 allows you to determine whether a reversing batch of exactly the same entries should be automatically created for the next open period This is useful at year end when recording accruals that would be reversed after year end closing See Auto reversing entries point 3 4 Current cycle Number of cycles used in recurring entries to determine how often and how many times a journal will be posted See Create recurring entries point 3 3 2 Original batch number Control total shows the number of the original batch used to Create recurring entrie
171. oint 5 6 3 or Detail General ledger point 5 6 2 and define the first and last period to be included in the report for summary of ending balances in accounts select Trial balance point 5 6 with the last period of the year being reported as the Period to report for financial statements define the fiscal year range of periods being reported on See separate FRx manual 7 6 Deleting past accounting data You may need to delete past detail or history if the disk space on your computer does not allow you to retain all the data To delete past account history make a back up copy of your database company before you start See Installation manual select Delete GL detail from the General ledger Screen menu JF Delete GL Detail 01 570 00 O x This process deletes posted general ledger detail as well as account history from the database according to the transaction history retention values specified in the General Ledger Setup Screen Make a backup copy of your database before you run this process Refer to this backup copy if you need the deleted information Current Period 11 2000 Delete Detail From Delete History From SYSADMIN 15 11 2000 Screen to delete General ledger detail The fields are filled automatically based on the Retention definition in the General ledger set up point 16 2 6 and cannot be changed on this screen Current period the current open period Delete detail from
172. ol reports Reprint MERAN contre Ta e e 2 7 2 transactions posted in a batch Berane concolaaicn Combine transaction information in several databases into one company Read consolidato Use when transaction information in several E databases is combined into one company Post transactions Post transactions in the GL 2 8 Generate recurring Generate recurring journals 3 3 Closing Close the period 7 3 Delete GL detail Delete GL detail or balance data 7 6 16 2 6 Generate allocations Generate allocation distribution journals GL set up Set up General ledger 16 Extended budgeting set up Set up budgets before starting to enter them 8 2 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 8 Section in this Menu selection Main use manual Generate a report that allows you to verify the integrity of the data See below GL integrity check GL integrity check Compare PTD Balances with Actual Activity l Compare PTD to TD GL History Validate Posted Batches T Werify YTD Balances by Period Begin Processing CCC HELENA 1 6 11 2000 General ledger integrity check Generate this report if you have trouble with electricity and there seems to be some problem related to the integrity of the data or balances 17 2 2 Reports Select Module General ledger from the Solomon menu bar Click on Reports By Solomon IY Menu ME x General Ledg
173. olomon menu bar The menu bar appears on top of the Solomon toolbar As is typical for Windows the after a menu item indicates that more selections or options Such as a sub menu or a screen to work with are available for this item 17 1 1 File The File menu has to do with accessing the company 4 Solomon IY File Edit Module Option Utility Customize Close Company Business Date 16 11 2000 Database CCCAPP User ID HELENA Access 0138 Company Campus Crusade for Christ Active Users Printer Setup Exit Solomon menu bar with File drop down menu Open company allows you to open a company Close company lets you close the current company so that you can open another one Business date current date default value in your Windows format Click on this field to change the date to another date however you would seldom want to do this Press F3 for a calendar Database the current open database User ID the ID of the person currently logged in See Determine authorized users and assign them to the groups point 15 4 Access the number of accesses made into this database Company the name of the registered company owner of the program Active users list of persons currently logged in and the screen s open Printer setup allows you to set up printers See Printer set up point 16 8 Exit Click here to Exit Solomon point 1 3 3 Campus Crusade for Christ International January 2003 Interna
174. on General ledger Reports menu the following budget reports are available Report Description Use this report to Report on budgeted amounts by period account e TOON Budget distribution Piles budgets are distributed by and responsibility centre period Budget segment Current and year to date actual and budget total Geta quick budget detail budget by responsibility centre Compan RON TEPON y i responsibility centre pe ea Comparison between various budget versions Seaview Orne detail p g budgets have changed Out of balance Budget distribution by period and undistributed Get a quick report on exception out of balance amount undistributed budget amounts Due to the large number of columns the Budget distribution and Out of balance exception reports are hard to read Their best use is to serve as a tool in entering budgets to ensure it was done correctly Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 1 9 CHART OF ACCOUNTS COA See General ledger set up chapter 16 for a complete description of the initial set up of your records including the chart of accounts 9 1 Set up steps The chart of accounts COA is a list of natural accounts income expenses cash fixed assets The initial General ledger set up steps related to the chart of accounts are the following 1 Set up the Account classes if desired See point 9 3 below 2
175. ontrol Macro Generator Transaction Import DB Update Possible Values Import Project Seres Message Log Viewer shows the line numbers on the grid view If this is checked which is recommended you will get a warning if you press Cancel to exit a screen that has not been saved Check this to save the user settings when you have made changes to them Solomon menu bar with Utility drop down menu Password Event log options User Group Access rights Event log viewer allows each user to change their own password See point 15 5 Change passwords gives you some opportunity to determine what is included in the event log See point 14 4 Event log options used to set up users See point 15 4 Determine authorized users under Password protection used to set up groups of users for easier password set up See point 15 2 Define groups of users under Password protection used to define access for users or user groups See point 15 3 Define access rights for each group under Password protection a list of activities processes or other significant events in the program that may or may not need attention See chapter 14 Event log Database administration Campus Crusade for Christ International list of databases for the company These were created when Solomon was installed See Installation manual January 2003 International Financial Management Solomon 4 5 Summary of menu selectio
176. or the month or Debit and credit totals separately recommended Determine the period to be reported on ending balances as of Secondly in the Select tab of the report definition choose the following options Field account acct or accthist acct Operator Begins with Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 11 Value 12 or 2 etc Save your selections as a template to be able to quickly run the same report each month See Report templates point 5 5 5 6 1 3 Trial balance by responsibility centre with centre total By default the Trial balance is sorted first by account then by responsibility centre You may want a report that sorts first by responsibility centre Under the Select tab make the following entry so as to avoid the duplication of the net income year to date Trial Balance 01 610 00 Template Report Sort Select Options Cover Page Company Selection Operator La econtra fietel 2 Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_O_IFM HP400 EEE SYSADMIN 6 1 2003 Exclude 3999 from report as net income will be shown with the income and expense accounts Modify the group order under the Sort tab as follows SUE Balance 01 610 00 X Template Report Sort Select Options Cover Page Company Selection Fra Sort S
177. ore they are released for posting 2 6 1 What to review To determine that a batch is ready for being permanently posted into the General ledger Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 8 in general review the accounts and responsibility centres used If any combination is allowed review the chart of accounts responsibility centre combinations For instance bank accounts and liability accounts are not usually associated with a responsibility centre whereas income and expense accounts usually are make sure that the transaction descriptions are clear confirm that the batch is balanced and the debit credit totals agree with the control total Once satisfied set the batch handling to Release later save and exit the batch 2 6 2 Review and edit at the same time Transactions and batches can be edited as long as the Batch status point 2 5 4 above is H old or B alanced as a result of the Batch handling instructions point 2 5 3 above of Hold or Release later or No action when these were the original handling instructions To call up a batch on the screen open the Journal transactions screen Place the cursor in the Batch number field and press F3 for possible values i e for existing batches IF Batch List Ioj x Period to Post Period Entered Control Total Ledger ID Orig Batch Nbr 12 200
178. orm view one account at a time Ga Chart of Accounts Maintenance 01 260 00 m E4 for grid form view Account Type COA Order Class ID Account Status Active Consol Account foo Unit of Measure poo Currency oo Description Petty cash Post In Detail Ratio Group lt None gt z J7 Require Employee ID Posting Options C Summarize All But GL Project lontraller Wators Account Category J7 Require Units HELENA 16 11 2000 Chart of accounts maintenance form view You can type in th e information in either view 9 4 1 Set up from scratch Account Description Type COA order Class ID Ratio group Account status number of the account The numbers can be typed in any order the program will automatically and immediately arrange them in numerical sequence Note The Net income loss Year to date net income account has to be set up as an account 3999 is the CCC standard title of the account Length 30 characters from the drop down menu select asset liability income or expense Use liability for fund balance and net income accounts In grid view the field will default to the line above it Solomon will automatically insert the order number here based on the Chart of accounts order set up point 16 6 If you have set Account classes point 9 3 above indicate the class for this account here used in compu
179. ort Page Total a Type Ascending Break Break Up q1 accthist cpnyid Group Field Down 2 accthist ledgerid Group Field 3 Frome un Fit 4 accthist acct Group Field gt Erp Print Print Preview Printer Options HP LaserJet 4000 Series PCL 6 on Ceci IM_Q_IFM HP4 CEC SYSADMIN 6 1 2003 Remove the grporder field entirely Move the accthist sub field above the accthist acct field x x x x O T Reset The report will now group the Trial balance by responsibility centre You can get a short Trial balance on the responsibility centre balances if you include only the fund balance accounts in the report e Trial Balance 01 610 00 Template Report Sort Select Options Cover Page Company Selection Operator G7 feecuntasct___JBeains with 2 T Print Print Preview Printer Options HP Laseret 4000 Series PCL 6 on S4Cccis IM_Q_IFM CEE SYSADMIN 6 1 2003 Include fund balance accounts only and arrive at a responsibility centre balance 5 6 2 Detail General ledger 5 6 2 1 Format The Detail General ledger report shows each transaction total debits and total credits and beginning and ending balances for each period for each account responsibility centre combination Note The default set up of the report is sub totalled by period which makes it extremely cumbersome to read if it is generated for more than one period Campus Crusade for C
180. ort import process should be left as original data so that you can return to it and recreate any review steps After the export import process create work copies of the data in the same worksheet by selecting Edit Move or copy sheet and clicking Create a copy This creates as many copies of the worksheet as needed In this example create three copies Rename the worksheets as desired Hint name the sheet with the original data Original data to indicate that this particular sheet is not to be used for data manipulation name the others by COA by RC and by batch 6 7 1 1 Transactions by account Sort Open the by COA worksheet Select Data Sort Click on the Header row if it is not already selected In the first drop down box select the data to be sorted by COA ascending In the second select it to be sorted by a desired feature within the account either date or responsibility centre depending on how you will use the data The lines are now arranged by account Sub total Highlight the whole worksheet Select Data Sub total Note sub totalling requires the header row that should have been created at import If you however get a message complaining about not finding a header row make sure you have a header row and that it is selected then press OK Sub total at each change in account The function you want is Sum In the third drop down box click on the
181. other Advances staff Kim Advances staff Fernandez Active Advances staff Jesus Film general Active Materials inventory main Active Deposits and prepayments main Active Land main Active Active Buildings amp improvements main Fixed assets general main Active Accumulated depreciation genl main Active Active Accounts payable main Payroll items payable main Active Notes payable main View valid account responsibility centre combinations all accounts all centres Campus Crusade for Christ International 11 8 January 2003 International Financial Management Solomon 4 5 Ledgers 12 1 12 LEDGERS 12 1 Principle Ledgers are sets of books within a set of books For instance you can have the following 1 the set of books with your actual transactions ACTUAL 2 the set of books with expected transactions BUDGET See chapter 8 3 a set of books with statistical information e g salary levels See point 12 3 3 below The first two sets are required for a functioning database and must be set up before the General ledger set up point 16 1 12 2 Ledger set up and maintenance Select Ledger maintenance from the General ledger Screen menu 7 Ledger Maintenance 01 310 00 O x E4 for grid torm view we Base Balancing L Ledger ID Description Balance Type eS ee eee ACTUAL Actual transactions amp Dalances Actua JSD x
182. ovide you with audit trail Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 3 Edit only in initialization mode Check this box It is related to what can be done to batches with the U nposted status If checked it means that they can be edited if not checked they can also be deleted when the initialization mode is used by SYSADMIN 16 2 3 Automatic reversing entries This feature determines when Auto reversing entries are created see point 3 4 2 They will be generated either at closing of the current open period This is the default value releasing the original batch 16 2 4 Database defaults This determines which set of ledgers the normal journal transactions your actual transactions will be posted It should be set to ACTUAL See chapter 12 Ledgers 16 2 5 Auto reference These selections allow you to determine default values if any for the reference number field in the Journal transactions screen see Batch header point 2 3 Automatic reference increment The reference number will be automatically incremented by 1 It can however be overwritten No automatic increment The reference number for each line will be the same as the reference number on the line above it It can however be overwritten Since most transactions and therefore their reference numbers relate to more than one line item this will enable you
183. ows you to copy the centres that are used by one account to another account In the From account field enter any account that would act in the same way i e be attached to similar responsibility centres as the new account you created In the To account enter the new account you set up Leave the Sub account fields blank Press Generate The Account sub account maintenance worksheet will appear 7 Account Subaccount Maintenance Worksheet 01 320 01 E4 for grid form view Company ID Account Subaccount Description 4 1 CECE 4100 3 300 Local ministry contributions GCTC Staff training ZE CCC 4100 4 400 Local ministry contributions Campus general EA CCC 4100 5 500 Local ministry contributions Community general re CCC 4100 6 600 Local ministry contributions Jesus Film general ces CCC 4100 6 610 Local ministry contributions Literature i CCC 4100 7 700 Local ministry contributions Administration cars CCC 4100 8 800 Local ministry contributions Other oft arate Combos Clear Combos OK Cancel COA R C maintenance worksheet The screen shows you which combinations will be created You can edit the description delete an individual combination or add individual combinations at this point When you are done editing press OK If you are about to create a duplicate you will be warned but allowed to continue 11 4 2 New responsibility centre When you create a new respons
184. p screens e g possible values look up for chart of accounts or sub accounts but not on maintenance screens e g Chart of accounts maintenance or Sub accounts maintenance Lar Account List Account Subaccount Description 2000 0 000 Accounts payable main 1800 0 000 Accumulated depreciation genl main 1200 1 102 Advances staff Fernandez 1200 6 600 Advances staff Jesus Film general 1200 1 101 Advances staff Kirn 1200 0 000 Advances staff other FF OO 7 f O00 Allocation statf subsidies Administration Chart of accounts possible values look up list sorted alphabetically by account description To find or search an item on a look up list but not on a maintenance screen place the cursor on the first field of the column where you want to perform the search type one or more characters and press the down arrow The cursor will go to the first field that matches the Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 5 characters typed The field where you typed your search will not be overwritten The search can be performed only in a column that can be and has been sorted To select an item from a list place the cursor on it and click OK or lt Enter gt or double click the item 1 2 7 Grid view vs form view Many screens such as the Journal transactions screen or the Account history screen can be viewed as a grid or as a form Most of the t
185. parate the month and 2 digit year with a slash Examples Smith office rent 10 00 FK reimb Mexico trip 9 00 2 9 2 4 Check or receipt number For bank reconciliation purposes the cheque number should be included in the description unless in a very small ministry the cheque number is used as the documentation number To ensure that the whole cheque number is printed and will not be truncated you might want to include it in your description as the first item This has the additional benefit that the numbers will line up nicely for easy reading Similarly the receipt numbers included in a deposit can be part of the description Other possible numbers would be IPA International Payment Authorization numbers or IT International Transmittal numbers where applicable 2 9 2 5 Foreign currency amounts and other helpful information When a transaction originates in a foreign currency it is helpful to have the foreign currency amount in the transaction description Examples would be contributions in foreign currencies allocation and subsidies from the AOA office invoices paid in another currency Communication with the donor payee would take place in the other currency therefore it is helpful to see it in the description The vendor s invoice number may be helpful in the description although in most cases it would not be since it is generally meaningful only to the vendor Campus Crusade for Christ International December 200
186. pervisor and can when approved by him her be posted These batches can still be edited Release now If this handling instruction is used the batch is not yet posted but it can no longer be edited Its status will become U nposted point 2 5 4 below This is not a recommended way of handling the batch in CCC No action Used when you call up a batch for editing and want to save it with the same batch status as it had before editing After determining your action Save the batch point 2 5 1 above You can now either continue with another batch or exit Journal transactions 2 5 4 Batch status The Status shows where the batch is in the process of getting permanently posted into the General ledger It is automatically assigned by the program based on the Batch handling instructions point 2 5 3 above given by you It shows where the batch is in its life cycle The field is display only Handling Handling Handling Release now Handling None Hold Release later not No action recommended Same as before Posted Status Hold H Balanced B Unposted U accessing the batch P Editing Yes Yes No Depends on status No allowed Can or must Depends on status N A be released Can be No must be posted ree first Depends on status N A In addition to the above you may also see a status D eleted in some batch lists 2 6 Edit transactions and review batches The batches should be reviewed by the supervisor bef
187. ported in the period indicated in the batch header Batch lists and reports will show two periods for each batch Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Periods and dates 7 2 Period entered this is the period that was open when the transaction was entered regardless of the period in the batch header Period to post this is the period that the batch was posted into i e the period in the batch header Usually these two periods should be the same 7 2 2 Entering data into a closed period or year Solomon allows posting into a closed period or even a closed year Data should normally be entered only in the open period There are however times when back posting entering into a past period may be necessary or desired Example Significant errors are noted after closing the period For the sake of accurate reporting you may want to back post the errors Note that any reports already generated need to be discarded as they are inaccurate and can therefore be misleading To enter a batch into a period different than the current period change the period in the Period field in the Batch header point 2 3 You will receive the following message System Message 73 1 Waring Pernod ts not the curent fiscal period Do not ignore this message make sure that you indeed want to enter transactions into a period that is not current Click Yes to accept the mes
188. r grid form view Screen Report Number 95 21 930 00 76 95 250 00 E7 95 260 00 78 95 270 00 79 95 280 00 go 95 290 00 81 95 300 00 182 95 500 00 83 98 210 00 T84 98 220 00 95 98 230 00 a6 98 270 00 e a7 98 280 00 Screen Company Maintenance Tag 98 290 00 Screen Database Creation 99 98 500 00 Screen _ Transaction Import 99 498 510 00 Screen mport Log File A Type Module View Update Insert Delete OOOOORBOOOROOOO0O L JOOOOOBMOOOROOOO00 a B 1e a Be Bel Gel Bel Bel Ge Bel Gel Ge Bel fe JOOOOOBMOOOROOOO0O SYSADMIN 21 11 2000 System manager access rights for supervisory personnel 15 3 5 Access rights for SYSADMIN The access rights for the System administrator are pre set and cannot be changed This person will continue to have access to all menu options and all modes View Update Insert Delete Initialization mode which is why the User ID SYSADMIN should be protected by password see point 15 6 below and why this User ID should not be used in daily accounting and reporting functions SYSADMIN is the only user ID that should be allowed any access to the Initialize mode 15 3 6 Access rights to budgets See point 8 2 4 on how to set up Access rights to budgets The rights to access can be set up by responsibility centre 15 4 Determine authorized users and assign them to groups Once you have determined the groups point 15 2 above and the specifi
189. r menu will appear By Solomon I Menu ai a x General Ledger gt e Screen Reports Journal Transactions Budget Maintenance Chart of Accounts Maintenance Subaccount Maintenance Allocation Group Maintenance Account History Account Summary Inquiry Account Subaccount Summary Inquiry Account Subaccount Detail Inquiry Ledger Maintenance Account Subaccount Maintenance Extended Budget Maintenance Budget Distribution Budget Group Access Budget Distribution Types Budget Version Maintenance Account Class Maintenance Release GL Batches Reprint GL Batch Control Reports Generate Consolidation Read Consolidation Post Transactions Generate Recurring Closing Delete GL Detail Generate Allocations GL Setup Extended Budgeting Setup GL Integrity Check Solomon General ledger menu Grab this floating menu by its title bar move it to the top right corner of the screen or any other place on the screen where you would like it and nail it down by pressing the thumbtack button You can also extend it to show all the menu items at a glance This menu will now be available for you as long as Solomon is active and will not have to be reopened during the session Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 3 1 2 Navigating screens Menu items buttons or entry fields that you do not have access to and cannot change are grayed ou
190. r name is the same as the Solomon user name Press Save after defining the user and repeat the process for all the users 15 5 Change passwords 15 5 1 By each user Each user can change their own password Access the program Select Utility Password from the Solomon menu bar Password Change m _ Change passwords Type the old and new passwords for your User ID in the spaces provided and press OK 15 5 2 By SYSADMIN The SYSADMIN user can always change a person s password by accessing Utility User point 15 4 above and entering a password in the field New password SYSADMIN does not need to know or enter the old password for the user Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 7 15 6 Password protection for Sysadmin As a final step in the password process set up a password for SYSADMIN System administrator Access Solomon as SYSADMIN select Utility Password leave the Old password field blank and enter the chosen password in New password Access the program with the User ID SYSADMIN only when there is some program maintenance to do which is very seldom Otherwise always access the program with your User ID and use a password Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 1 16 GENERAL LEDGER SET UP 16 1 Process
191. red information Country maintenance 16 4 Fiscal year set up Select the Fiscal info tab on the General ledger set up screen Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 5 7 GL Setup 01 950 00 Bl Options Master Company Info Fiscal Info Currency Info Chart of Acct Order Budget Info Periods in Fiscal ear 12 Current Fiscal Period 11 Fiscal Period Ending Dates Period 1 ore Period 5 Period 3 Period 2 08 31 Period amp Period 10 Period 3 0930 Pernod 7 Period 11 Period 4 joan Period amp Period 12 Period 13 Fiscal period information screen Periods in fiscal year number of accounting periods in a fiscal year Since the period is usually a month this would be either 12 or 13 if you would like an additional month for year end closing entries This can be changed only in a new fiscal year before the first month end closing Current fiscal period Once this is defined for the first time usually as the first period this cannot be changed The number is automatically rolled forward at Month end closing point 7 3 Fiscal year When you set up Solomon this would be the first fiscal year when entries will be made e g 2002 for the fiscal year July 2001 June 2002 This cannot be changed afterwards The field is enabled only in the first period of a new fiscal year Beginning Ending calendar year
192. reen Its status will always be B alanced Batch No 9 is the actual generated recurring journal for period 11 notice the reference to the original batch No 8 Since the recurring journal for period 11 has been generated batch No 8 now shows when it is due next time period 12 Gd Release GL Batches 01 400_00 Select bonipany O Specific Company ID PCL Campus Crusade for Christ tC Al m E4 for grid form view Selected Batch Number Company Status Journal Type Ledger ID Batch Control Pe foon J CCI Balanced GJ ACTUAL 1000 01 2 O 7 Dm Select All Clear All Begin Processing SYSADMIN 14 11 2000 Release General ledger batches in the same scenario as the above picture From the above picture only batch 9 appears as a batch to be released Batch 8 will never be released it is a template for future recurring journals 3 3 5 Missed recurring journals Solomon has no feature that would remind you to generate and post your recurring entries If you missed posting the recurring entries in one month the Generate recurring process will create two batches in the subsequent month one for the month missed and one for the current month The one missed will be back posted to the month where it was originally supposed to be 3 3 6 Edit recurring entries The Current cycle and Number of cycles cannot be changed once the recurring journal has been saved regardless of the
193. responsibility centre number is allowed unless specifically limited in the set up process which is highly recommended It can therefore be possible to attach a responsibility centre number to an account that should have none for instance a bank account and vice versa See further in chapter 11 Account responsibility centre combinations 2 The titles of the natural accounts or responsibility centres are often not displayed for example in data entry As a result the user may not have immediate confirmation that the account or responsibility centre number or their combination is correct as entered 1 4 5 Ledgers Solomon calls your accounting records a ledger For instance you have an Actual ledger for your actual transactions and a Budget ledger for your budgeted transactions You can have several budget ledgers see Budget versions point 8 2 3 and you can also have so called statistical ledgers see Ledgers chapter 12 1 4 6 Uncheck Save settings on exit In the Solomon toolbar select Options It is suggested that you check the options shown below Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 8 Option Utility Customize Help Initialize Mode Enter key Tab key Save Settings on Exit Show Grid Lines Show Grid Row Humbera Cancel Prompt Options Save To avoid serious and permanent changes to some of your screens
194. rrected entry This will completely overwrite everything that was in the field before or press F2 to enable you to move to a specific point in the field and edit only parts of it To delete a line place the cursor on that line and press the Delete button in the Solomon toolbar To add a line place the cursor where you want a line added and press the New button on the Solomon toolbar 2 5 Complete the batch Batch handling When you have completed entering transactions for the batch determine what you would like Solomon to do with it This is done with Batch handling 2 5 1 Save the batch Keep saving the batch periodically while working with it Press the Save button or Ctrl S Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 6 If you are interrupted while working you can save and exit an incomplete batch and come back to it later To exit the batch press either Finish on the Solomon toolbar This saves the batch and allows you to start entering a new batch or Close on the Solomon toolbar You will be asked if you would like to save your changes Answer Yes or No The screen will close or Save on the Solomon toolbar This saves the batch but leaves it on the screen Then press Close This is preferable to the options above if you had not saved the batch earlier and would like to see the batch number which the program assig
195. rusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 6 8 3 2 Enter budget figures To enter a budget stay in the Extended budget maintenance screen Account Budget sub account Enter the account number for this line and the same responsibility centre as you enter in Budget set in the header Basis year budget Basis year actual These two columns will be filled out when there is actual information in the system for current year budget and current year actual Current year estimated estimated actual activity for this year Proposed budget the annual budgeted amount for the account Save the record 8 3 3 Distribute enter cashflow On the Extended budget maintenance screen press Distribute EJ Budget Distribution 01 340 00 Company ID fc cc B Account Types to View fal To Budget Year 2000 Budget Version Budget Set 7 700 Budget Set Description Administration Administration m F4 for orid form view Subaccount Amount Type q4 7000 7 700 0 00 Expense 1 100 00 100 00 100 00 3 7100 7 700 e 1400 00 400 00 0 00 Ea 7200 7 700 0 00 0 00 0 00 Fa 7400 7 700 0 00 Expense 1000 00 1300 00 0 00 in 7900 7 700 4000 00 Expense 4000 00 0 00 0 00 0 00 i Account Budget Undistibuted Account Proposed DistType Period 1 Period 2 Ped QI Total Undistributed 6500 00 Personnel expenses SYSADMIN 10 1 2003 Budget distribution
196. ry responsibility centres Gia Account Subaccount Maintenance 01 320 00 Selection Criteria Company ID fece Account ne a Display amp E4 for grid form view Combination a Status Description 1200 1 101 Active Advances staff Kim 3000 1 101 Active Beginning fund balance Kim 3999 1 101 Active Net income loss Kim 4000 1 101 Active Local contributions for staff Kim 5000 1 101 Active CCC contributions for staff Kin 5700 1 101 Active Allocation staff subsidies Kim 6000 1 101 Active Don transfers fm staff accts Kim 7000 1 101 Active Personnel expenses Kim Company ID Account Subaccount 8000 1 101 Active Internal income transfers Kim 9000 1 101 Active Internal expense transfers Kim HELENA 28 11 2000 Generate Combinations Account sub account maintenance typical staff centre combinations At this point leave the header portion blank In the detail section enter the information for one typical staff centre Account a valid chart of accounts number that can be used with a staff responsibility centre Sub account a staff centre at this point of the process keep entering the same number on each line Combination status Options active inactive This defaults to Active Description The description comes automatically from your Chart of accounts and Sub accounts tables You can modify it on this screen The above is a typical list of the accounts th
197. s Highlight the top row of the spreadsheet or the top cell in columns where you would like the filter to appear Select Data Filter Autofilter This will put a little down arrow in the column header Click on the down arrow and you will see all the values that appear in the column Select a desired value and only the lines with that value in that column will appear Search You can also use the in built search feature in Excel to look for specific items or descriptions Press Ctrl F or Edit Find then indicate what you would like to find Note This feature does not work well with monetary amounts but you can search everything else with it Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Working with Excel 6 8 6 7 2 Using Excel in reconciliation Excel is a powerful tool when you want to reconcile transactions or itemize balances Export import the GL transaction list to Excel 6 7 2 1 Preparatory steps You will be using the same Sort and Sub total features as in review but before creating copies of the original data point 6 7 1 above do the following Highlight the Debit and Credit columns and make a copy of them to the right hint leave a blank column in between Name the new columns Original debit and Original credit To the right of the newly created Original credit column you will want to have the absolute value value without
198. s Data will not be automatically deleted based on the above selections To delete data see Deleting past accounting data point 7 6 16 2 7 Department set up This tells the program which sub account segment determines the Department You can leave this at the default value 1 as the information is used by Shared information only if you have the Solomon Purchase module 16 2 8 Account validation This selection allows you to determine whether the Account responsibility centre combinations should be limited to those that you choose As further explained in chapter 11 this is highly recommended Check the first option Validate account sub account 16 3 Company information Select the Master company info tab on the General ledger set up screen The screen opens up with some information that was entered during the program installation You can change or amend the fields that are not grayed out 47 GL Setup 01 950 00 a Company Mame Campus Crusade for Christ Address Line 1 100 Lake Hart Lane Address Line 2 PO City Oranda State FL Postal Code 32932 Country USA Telephone Ext 407 826 2800 Fan Ent 407 526 2651 Employer ID fo Company information screen Enter your CCC name and address information The company name as entered here will appear on reports A company ID must be entered if consolidation is used The country names or codes can be found under the menu bar option Module Sha
199. s point 3 3 2 or Auto reversing entries point 3 4 the total of all debits equal to the total of all credits in the batch as part of Balancing the batch point 2 5 2 This may be entered after the data entry has been completed Debit total credit total Notes Quick print total of the debit and credit columns calculated by the program and updated after each line has been completed This will allow you to determine if the batch is in balance during data entry A button at the bottom left corner of the batch screen and next to the Module field is for Notes chapter 13 You can enter notes about this batch or the individual transactions by clicking on this button A button at the bottom right hand corner of the batch screen is for Quick print point 2 6 3 1 below 2 4 Enter transactions 2 4 1 Enter data On the transaction detail form bottom part of the screen enter the relevant information for each transaction Simply start typing your transactions The batch will be assigned a number when you save it the first time Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Transaction processing 2 4 wa Journal Transactions 01 010 00 Posted g Current Cycle a No Action Number of Cycles o Orig BatNbr Control 2990 Ni Debit Total Credit Total e Debit Amount Credit Amount Description SYSADMIN 14 11 2000
200. s Details again to see the batch that the selected transaction was part of Ga Journal Transactions 01 010 00 gt Batch Module SL E El Status Number 000004 Handling No Actior Journal G Ledger ID ACTUAL Orig BatNbr Type Nonrecurrin Auto Reference Nbr Control Period 10 2000 Auto Revyersina Debit Total Credit Total rD etail F4 for grid form view Company Account Ref Nbr Date Debit Amount Credit Amount BA CCC 030 0 00 414 5 4 2 0 0 700 00 Ck126 April 2000 payro Ea 4 39 CCC O00 102 D414 40 ccc 7000 7 700 414 25 4 2000 200 06 41 ECE 414 42 Ul Ba ccc FT HELENA 20 11 2000 Drill down from Account sub account detail inquiry to the batch level The original Journal transactions screen where the selected transaction was entered is shown with all the transactions in the batch The cursor will be on the batch number you will need to find the individual transaction you are looking for Note Wildcards do not work on this screen 4 4 2 Account history screen Transaction history is also available from the Account history selection on the General ledger Screen menu option Open the Account history screen and select your account responsibility centre combination and determine the fiscal year Press lt Enter gt or Tab to display the balances Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the scree
201. s exist the paper has lines of text in it to alert you to the fact that additional information exists 13 2 Enter notes On the Journal transactions screen there are two options for notes Gi Journal Transactions 01 010 00 Iof x m Batch Module jo Fel Status OnHod as Current Cycle a Number fooooog Handling NoAction Number of Cycles o Journal fas Ledger ID ACTUAL Orig BatNbr Type Nonrecuring Control Period 11 2000 Auto Reversing Debit Total Credit Total m Detail F4 for grid form view Company Account Sub RefNbr Date Debit Amount Credit Amount Description L 1030 0 000 15 11 200 0 00 0 00 test fi aj SYSADMIN 15 11 2000 Journal transactions screen two possibilities for notes The note button next to the Module field is for notes for the whole batch Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Notes 13 2 The note button below the transaction detail form is for notes to individual line items Place the cursor on the line that you would like to attach notes to and click the note button The batch has to be saved before the note feature is available for a particular transaction Notes have to be entered before the batch is released When the note button is pressed a window will appear Note 98 260 00 From 01 010 00 X Tye fean i Revised Date fs511 2000 Th
202. sage and continue working either by changing the period to current or by entering data into the not current period It is not necessary to open a closed period to enter transactions in it such an option does not exist nor is it necessary to reclose an already closed period Note Do not back post Auto reversing entries point 3 4 If the first original entry is back posted to a past period with the auto reversing option checked the reversal will not be posted in the period immediately following but the open period after the next closing It is therefore recommended never to back post entries that should be automatically reversed 7 2 3 Entering data into a future period You may also desire to enter transactions into a future period This is possible Example At year end you may want to continue entering data before the year is closed You can enter and release transactions into future periods Entering data into a future period is similar to entering data into a past or current period point 7 2 2 above Batches with a future posting period can be saved and released but they cannot be posted until their posting period is the same as the current period Until then they will remain in the U nposted status Since it is possible to enter data into a closed period or year point 7 2 2 above it seems that you could close the year even when more transactions are expected and continue entering data in the new year Th
203. scriptions of functions Help Help Topics Project Seres Overview Project Series Data Fields About Solomon ly Solomon menu bar with Help drop down me Help topics This selection takes you to the Solomon manual in its on line version Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Summary of menu selections 17 6 Help Topics Solomon I Contents Index Find Click a topic and then click Display Or click another tab such as Index System Series Financial Series Introduction Setting Up the General Ledger Processing General Ledger Transactions re Budgeting Reviewing General Ledger Information gt Maintaining General Ledger Data Reference Glossary of Terms Service Series EBusiness Series Solomon Software Web Site Solomon Software Technical Bulletins Print Cancel The options other than System Series and Financial Series basically show you which web site to connect to for the information The Index tab allows you to search for information on certain topics in the Solomon manual Help Topics Solomon I Contents Index Find 1 Type the words you want to find flexkey Clear 2 Select some matching words to narrow your search Options Ema simia flexkey s Fa Rebuild 3 Click a topic then click Display Flexkey Definition 21 320 00 Flexkey Definitions 21 920 00
204. sh checking CCC Active Cash savings ABC bank CEC Active Cash in transit CCE Active Advances staff other CCC Active Materials inventor main CEC Active Deposits and prepayments main CCC Active Land main CCC Active Buildings amp improvements main CCC Active Fived assets general main CCC Active Accumulated depreciation genl main CCC Active Accounts payable main CCC Active Paproll tems payable main CCEC Active Notes payable main CCC Active Other current liabilities main CCC Active Long term liabilities main CCC Active Beginning fund balance Undesignated ccc Active Net income loss CCC Active Equipment purchases control acct CCE Active Depreciation main f Generate Combinations EEE HELENA 28 1 1 2000 Account sub account maintenance accounts with no responsibility centre The above is a typical list of the only accounts that can be used without a responsibility centre Note 1200 0 000 will be used only for those advances that are not specifically for a staff member such as advances to employees Advances and loans to staff should be attached to their staff account number as shown under point 11 2 1 above 11 2 3 Pasting from Excel You may choose to paste the valid combinations from Excel where you can use copy functions from field to field You will need to enter only two columns account number responsibility centre number with the separator Highlight and copy the Excel
205. sor on a blank line and press F4 for form view Enter the percentages by period for a new budget distribution type F Budget Distribution Types 01 360 00 m F4 for grid form view Distribution Type SUMMER Description Most activity in the summer Period Period Per 0 00 Per 8 0 00 Per 3 i Per 10 0 00 Per 11 0 00 Per 12 10 00 Total 100 00 HELENA 21 11 2000 New budget distribution type example Make sure the total equals 100 Press Save Enter another new type if desired Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Budgets 8 5 8 3 Enter budgets by responsibility centre You can enter budgets by the account responsibility centre combination or you can enter them by responsibility centre 8 3 1 Enter a budget set From the General ledger Screen menu select Extended budget maintenance E Extended Budget Maintenance 01 330 00 olx Company ID jecc sF FD Accounts Types to View All Types Budget Year 2000 Budget Version BUDGET al Budget Set 770000 0 S New Set Budget Set Description Administration Administration _Proposed m F4 for grid form view Budget Current Year Account L Subaccount ret Proposed Budget DA q1 47000 7 700 ol 0 00 1200 00 Expense 7 700 0 00 0 00 0 00 2500 00 Expense 7 700 0 00 oo 0 00 2000 00 Expense 7 700 0 00 0 00 0 00 3000 00 Expense
206. ss ID the screen number where the event originated e g 01 560 00 which is period closing This number appears in the title bar of the screen in question Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Event log 14 2 Delete Check this if you would like the event deleted from the log The item will be deleted when you exit the viewer and answer Yes to the question whether you want to save your changes User ID shows which person initiated the process Execution date date of the event View date date when the event was viewed in the Event log viewer if it was not deleted Press the View button to view an individual item in the viewer 14 4 Event log options To determine what is included in the event log go to the Solomon menu bar option Utility Event log options Event Log Options J Fatal Diagnostics _ Hecoverable Error Diagno Database Calls m Data Entry Keystrokes C Always Write C Never Write Maximum Written Keystrokes 50000 Event log options Checking Fatal diagnostics will include fatal errors in the event log However it is unknown to us what any of these options will really do Therefore it is recommended that you leave them all unchecked as they came Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 1 15 PASSWORD PROTECTION 15 1 Introduction 15 1 1
207. t 1 2 1 Drop down menus To make a selection from a drop down menu click the item once only Double clicking will open the item but may also activate another function 1 2 2 Function F keys F1 calls up context sensitive help Position the cursor on the field you would like more information on and press F1 This opens the Solomon on line manual F2 gives edit mode when you are using grid view F3 or double right click is the Possible values look up key it brings up a list of possible values PV for the field that the cursor is on For instance in data entry press F3 to look up valid account numbers In a date field pressing F3 will bring up the calendar F4 or double left click enables you to toggle between a form view and a grid view e g in the Journal transactions screen F5 clears a field F10 enables you to toggle between active Solomon screens e g the Journal transactions screen and the Solomon menu Note too many open screens may cause the program to freeze up 1 2 3 Keystrokes Enter You can set the lt Enter gt key to work as the lt Tab gt key i e to move from field to field by checking the related option on the Solomon menu bar Option Enter key Tab key Shift Tab press Shift Tab to more backwards from field to field 1 2 4 Solomon toolbar In the Solomon toolbar there are options buttons that allow you to determine the action to be taken with the active screen or field If you ho
208. t of Number Description Type Order Class ID Group Account Status Posting Measure 1010 Petty cash 1030 Cash checking 1040 Cash savings A 1050 Cash savings 1010 1030 1040 1050 1080 1200 1300 1400 1500 1600 1700 1800 1080 Cash in transit 1200 Advances staff 1300 Materials inventory 1400 Deposits and prepayments 1500 Land 1600 Buildings amp improvements 1700 Fixed assets general 1 1 1 1 1 1 1 1 1 1 1 1 rPPPrrPrrr PrP Pr FP Z22Z22 22222222 E 2 2 2 2 222 22 z rPPrrrrrprrrrer 1800 Accumulated depreciation genl Report resulting from above selection all accounts beginning with digit 1 For readability the chart of accounts report has a horizontal line after every four accounts Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 1 10 RESPONSIBILITY CENTRES AND FLEXKEY See General ledger set up chapter 16 for a complete description of the initial set up of your records including the responsibility centres 10 1 Set up steps 10 1 1 Responsibility centres in Solomon Responsibility centres are called sub accounts in Solomon The set up of the centres involves four different tables The Flexkey definition 10 4 below determines the number and length of the segments in the responsibility centre numbers The Flexkey table 10 5 below determines the valid values for each of th
209. t or responsibility centre for one period Chart of accounts List of accounts A printed copy ot your chan 9 6 of accounts l dios A printed copy of your Sub accounts List of responsibility centres responsibility centres 10 8 Detail of transactions by period during a desired range of periods Detail General ledger Account classes List of account classes if used ooo accel Glacees ial 9 3 have been set up GL transactions List of transactions no balances daneacel AANO SUPPOR 5 6 3 responsibility centre reports Allocation groups List of automatic allocation groups LL S See ledgers that have been 8 2 3 set up 12 4 Budget distribution Budget amount distribution by Review of accuracy of 86 period budgets by period Review of whether there are any undistributed budget amounts l List of batches entered summary Review of batches entered a sie by batch or detail during the period a GL edit List of transactions in selected batches Ledgers List of ledgers set up Out of balance Budget amount distribution by exception period undistributed total Review transactions by batch 5 6 4 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 2 To generate a report with the desired information the report will first need to be defined See overview of Report definitions point 5 3 below 5 2 Reports to print distribute and file 5 2 1 Mo
210. tation analysis by Solomon See vendor s Solomon manual for available groups and usage whether or not the account is currently in use Select Active or Inactive from the drop down menu The status can be used as a selection criteria in reports To Inactivate an account see point 9 5 4 below Consolidation account Campus Crusade for Christ Internatio If consolidation is used this is the account in the parent company that this particular account will consolidate into The default value is the same as this account See more in the vendor s Solomon manuals nal January 2003 International Financial Management Solomon 4 5 Chart of accounts COA 9 4 Unit of measure This field is used for statistical records and does not need to be filled out for a normal General ledger Currency This field does not need to be filled out in a ministry with one set of records no Currency manager and no consolidation of records with different currencies Posting options This option allows you to choose whether the entries from modules other than the General ledger GL will be posted into the GL in detail recommend if space allows it or in summary The General ledger transactions will always be posted in detail Account category require employee require units These fields can be ignored in the normal General ledger Save the chart of accounts by pressing the Save button 9 4 2 Paste from Excel Instead of setting up t
211. the by RC worksheet use the Sort and Sub total functions described above except that you will now sort by responsibility centre and sub total at each change in responsibility centre Again use the signs on the left to compress the worksheet Then when you come to this worksheet you can quickly select the responsibility centre number you are looking for and expand it alone by pressing the sign next to it 6 7 1 4 Review data You can now review all transactions by account responsibility centre or batch For instance if a transaction in a specific account in the by COA worksheet intrigues you select its batch number go to the by batch worksheet and find the offsetting entries You can use the existing worksheets including the Original data to create other review selections such as transactions in liability accounts activity in a certain person s advance account s etc Rearrange data You can rearrange the data within each sub totalled group without disturbing the sub total For instance if the data within a responsibility centre is arranged secondly by account but you would like it to be arranged by date highlight the rows to be rearranged from the left numbered bar so that the full lines are included select Data Sort again choose the new selection to be used within the rows chosen Filter An additional feature is called filter This will allow you to search items in column
212. tional December 2002 International Financial Management Solomon 4 5 Transaction processing 2 9 2 6 3 2 Selected batches You can also review transactions in selected batches by choosing the General ledger Reports menu option GL edit See Transactions by batch point 5 6 4 2 6 4 Delete To delete a whole batch call it back on the Journal transactions screen and with the cursor in the Batch number field press the Delete button in the Solomon toolbar Only batches with Batch status H old or B alanced can be deleted U nposted batches can be deleted in the Initialize mode this option should be limited to the SYSADMIN user ID only and for exceptional and rare cases see Access rights for SYSADMIN point 15 3 5 below 2 Release batches Balanced batches must be released and then posted Once satisfied with the batch es select Release GL batches from the General ledger Screen menu 2 1 Release id Release GL Batches 01 400 00 of x Select Wonpeany Specific Company IL Co All m E4 for grid form view Selected Batch Number Company Status Joumal Type Ledger ID O 000009 EEr Balanced IG ACTUAL 3 4 Oo B Select All Clear All Begin Processing SYSADMIN 15 11 2000 Batch release screen All and only B alanced batches with the batch handling instruction Release later will be displayed Select the batches to be released for posting by checking the
213. tional Financial Management Solomon 4 5 Summary of menu selections 17 2 UF Active Users 98 210 00 F4 for grid form view a Screen Mumber CEC CECAFF MENU a Helena Jara CEC CECAPP 01010 g Helena Jarva CCC CCCAPP 98210 ail LEE HELENS 1 6 11 2000 Active users screen The screen shows the names of the people logged in and the screens they have open Mame Company ID Database Name 17 1 2 Edit The Edit drop down menu lists navigation options key strokes to move around on the screen and go to type of commands similar to the buttons on the Solomon toolbar Edit Module Option Utility Customize He Cut Ctrl Copy Ctrl C Copy Special Clear selection Template Submit to Application Server New Ctrl N Save Ctrl S Finish Ctrl F Cancel Esc Delete Ctrl D First Ctrl Home Prey PgUp Next PgDn Last Ctrl End Close Alt F4 Note Solomon menu bar with Edit drop down menu The top section deals with options related to copying pasting and templates The middle sections give the keystroke equivalents to the buttons on the button bar Navigation level is not used by the General ledger Template is used in designing templates such as Templates for standard entries point 3 2 or Report templates point 5 5 17 1 3 Module The Module drop down menu shows the various modules available in Solomon You would most likely use three of them General ledger Shared information and FRx Others
214. to keep the number the same until you overwrite it Optional on each batch The batch header will have a box to allow you to determine whether or not the reference number should increment This could be a beneficial option if you use receipt numbers as reference numbers In recording a deposit with sequential receipt numbers the program would automatically offer the next number for the next line No automatic increment or Optional on each batch are the recommended CCC choices for reference numbers 16 2 6 Retention This selection determines how long data should be retained The program counts closed periods and closed years How long you retain data depends mostly on the availability of space on your computer Periods to retain module transactions how many periods the General ledger will retain the transaction history that has been generated by other Solomon modules If you only have the General ledger this field is rather meaningless Periods to retain GL transactions how many periods the transaction detail entered via the General ledger will be retained If you set this to 120 the transaction data will be retained for 10 years Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 General ledger set up 16 4 Years to retain GL balances how many years the balances in accounts will be retained If you set this to 12 the balance data will be retained for 10 year
215. toua sn arsceateanteh tun sierenau ber SeltiasuadUesenieaiewlenscus Reuss iees 11 7 12 LOO CONS sisirin 12 1 12 1 FGIINGI ONC accoesat isaac cee a a ean ce ete de ok meee Sashes eee 12 1 12 2 Ledger set up and maintenance cccceeccseeeeceseeeceeceseeeeeeeenseeeseaess 12 1 12 3 Ledger USCS aeea e ea Ra 12 1 1231 TAN SACHONS rona E OEA 12 1 1232 REPON S raio a A EE 12 2 12 3 3 Statistical ledgers salary levels cccccccccseeeeeeneeeeeneeeseneeesnanes 12 2 12 4 kedgerlisE 2iic lcci wcctents e EAE O 12 2 13 NOLOS osinn a A 13 1 13 1 Notes feature cccceccccssseccceececcesseecseeeeceescesseaseesseseesaeeessueeesseneesseass 13 1 13 2 MLC IG MOLS Si eos tie the wie heh ah ne tien Se aac iene aa a e 13 1 13 3 PAE NOES iicare ican E E 13 2 14 EVGMNUE LOG aaien A 14 1 14 1 Whatisan event log insan p ea a a ia Ea 14 1 14 2 Access the event 10Q cccccsscccssececesceseeeeceeeceuceseseeeeeeeseueessaeeenseeeneaes 14 1 14 3 Review and manage the event lOG ccceececseeeeeeeeeeeeeeeeeeeeeeeeseeesaees 14 1 14 4 Event log OPtONS srnaenen ai a E ear ee 14 2 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Table of contents Vv 15 Password DIOleCllONn viscsiie sects 15 1 15 1 ATOdUCIOM mnpeets enema terse eecieren nett omen N 15 1 POSTE UI CHIC zaini e olen E tes act cade A cise ol tatiana dati 15 1 laha FOCOS S
216. towards the end Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Orientation 1 1 1 ORIENTATION To install Solomon see the Installation manual and related instructions To set up Solomon see chapter 16 General ledger set up To Enter transactions for the first time see point 16 9 1 1 Log in 1 1 1 Open Solomon Click on the Solomon icon on your desktop or find the program in your program menu Login 98 000 00 Company JCCC User ID HELENA Password Cancel System Database Solomon log in screen This screen appears as soon as you log into Solomon Company Select the company name that the financial information is for This is the company whose records are being kept usually your ministry For a list of existing companies press F3 while on the Company field The field defaults to the last company used by you User ID the name by which the program knows you This is set up during the User set up point 15 4 by the system administrator Password your unique password for access into the program and the functions that have been set up for you This is initially set up by the supervisor but you can change it See Change passwords point 15 5 If you mistyped your name or the password the following error message appears System Message 66 7 Ej AN Invalid Logon Information please try again Press OK to acknowledge the message and try again
217. ty in each period period to date PTD balance You can click Details to View transaction history in the selected account See point 4 4 2 below 4 3 View responsibility centre balances The most efficient way to look up a responsibility centre balance is to use the Account sub account summary inquiry screen from the General ledger Screen menu Set the account to 3 and select the desired responsibility centre without the separator or hyphen Select the desired ending period Press Display Refresh Company ID ece o Campus Crusade for Period 10 2000 Account 3777 Actual Ledger ACTUAL Subaccount a00 Budget Ledger BUDGET Campus general Display Refresh m E4 for grid form view Account Subaccount Balance 1 4 400 By 3999 4 400 l nie Details HELENA 17 11 2000 Account sub account summary inquiry same as Account summary inquiry level 2 responsibility centre balance The screen will show the beginning fund balance 3000 and the year to date net income 3999 and their total i e the current ending balance for the selected responsibility centre 4 4 View transaction history History of transactions can be viewed on the screen by selecting one of the following options the Account sub account detail inquiry recommended point 4 4 1 below This screen allows you to view information for more than one period at a time Campus Crusade for Christ Inter
218. ues by placing the cursor in the Sub account column in segment 1 or segment 2 and pressing F3 Campus Crusade for Christ International January 2003 International Financial Management Solomon 4 5 Responsibility centres and flexkey 10 7 10 6 2 Paste from Excel Instead of setting up the responsibility centres sub account segment combinations from scratch you can paste the combinations from Excel 10 6 2 1 Use your own Type your valid responsibility centres flexkey segment combinations into Excel in two columns both all segments separated by the selected separator from the Flexkey definition point 10 4 segment description Note maximum of 30 spaces Highlight and copy the Excel columns with the above information open General ledger Sub account maintenance place the cursor in an empty cell in the sub account column and press paste The consolidation account and status Active columns will be filled out automatically with the default values You can still edit the table this point 10 6 2 2 Use CCC standard segments If you used CCC standard segments in setting up your Flexkey table point 10 5 2 2 you can use the same CCC Excel spreadsheet to create your responsibility centres In Excel change add delete numbers and descriptions as necessary Then paste into Solomon using the procedure described above 10 6 2 1 10 7 Maintenance changes Note The responsibility centres cannot be mai
219. usade for Christ International January 2003 International Financial Management Solomon 4 5 Crystal reports preview and print 5 4 Boolean how multiple criteria relate to one another they must be true at the same time or only one of them has to be true 5 3 2 1 Field With your cursor on the field press F3 to obtain a list of available fields The list may look rather cryptic to you Keep in mind that you have to pay attention only to the second part field of the code after the dot period full stop rather than the table name before the dot The most common or useful fields for balance and transaction reports would be Use this field in Trial Detail balance GL accthist acct or account acct X tians adorana a ee account number vr_01620 accthist_account a ae accthist sub X Transactions by responsibility 01620 thist sub C E centre E es E account classid X meines OO S e S vr_01620 account_classid X vr_01620 gltran_batnbr X Transactions by batch oee a a Transactions by reference vr_01620 gltran_refnbr ooo X Transactions by journal type vr_01620 gltran_jrnitype pK recurring or non recurring gitran jrnitype Eoo o ee vr_01620 gltran_cramt credit x vr_01620 gltran_dramt debit gltran cramt credit gltran dramt debit vr_01620 gltran_trandesc X maeaea Ce Transactions by individual vr_01620 gltran_trandate ne aa Transactions by release post gltran posted posted x status gltran rlsed released Accthist
220. usade for Christ International January 2003 International Financial Management Solomon 4 5 Password protection 15 2 i Group Maintenance 95 280 00 Group ID DATA ENTRY Name Data entry personnel Detail F4 for grid form view User ID SYSADMIN 15 11 2000 Setting up groups of users If you have an accounting team you would want to set up at least two different groups Supervisor and data entry personnel You can name them as you like but one group would be in a manager role and the other would be more daily use of the program such as data entry Group ID a short identification of the group Name the name of the group If you are alone in the accounting or Solomon team set up just one more general group accounting The people will be assigned to the group see Determine users point 15 4 below 15 2 2 Remove everyone The program comes with a user group called Everyone With your cursor in the Group ID field on the Group maintenance screen above press F3 to call up the group Select the Delete button on the Solomon toolbar and confirm the deletion 15 3 Define access rights for each group 15 3 1 Access rights screen Select Utility Access rights from the Solomon menu bar 7 Access Rights Maintenance 95 270 00 O x Type Group Group User ID DATA ENTRY Name Data entry personne M All Companies Company ID m Detail F4 for grid form view
221. ver over the button the action will be displayed in words Solomon I File Edit Module Option Utility Customize Help Fe gt Es New opens a clean screen or creates a new line depending on where you are on the screen For instance in Journal transactions if your cursor is on the Batch number field a new batch will result but if the cursor is in the transaction detail section a new line will be added If a new screen is to be opened the program asks you whether you would like to save the changes made to the current screen before you exit it Save saves the current record and allows you to continue working in the same record Finish exits the current record saving it at the same time and allows you to enter a new record e g a new batch In essence this button performs the combined functions of the Save and New buttons Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 4 Cancel or Escape resets the current screen back to what it was like before you made changes to it after your last Save If Cancel prompt is selected in Options which is recommended you will be asked whether you are sure that you want to cancel See more under 17 1 4 the Option menu Delete deletes the current record Current record is whatever the cursor is on For instance in the Journal transactions screen if the cursor is in the batch header the
222. viivoncicavasunien cecnieorestuut oxdoudswedoaretexsaatdiansedresday lbs 3 1 3 2 Template for standard entries ccccccceeccceeecccececeecececesseeseeeeseeeessaees 3 1 ERE A3 67 EEE T Eee eee 3 1 3 2 2 Create a standard entry termplate cccccccccsesccnseseecsnscecseessenseees 3 2 3 2 3 Use a template for Standard entries cccccccccveccneceneecseesenesensessees 3 2 3 2 4 Edit a transaction template ccccccccseccseeccsecseecceecseesseeeeeeseesseess 3 3 3 3 Recurring transactions satcsurscoccretaiatdcieensnauita ni dons ouaneyiuupcueatceuian siaansoiacaemee 3 3 BS ar Fi ed 7 S S e eee 3 3 3 3 2 Creat recurring entries srie nn a EEA ARANETA 3 3 3 3 3 Process and post recurring entries cccceecceseeecseeeceneeeeneeeeaneseneeees 3 3 3 3 4 Recurring journals in the batch lISt ccccccccsesecsseeceneecnesessseseneesaes 3 4 3 3 5 Missed recurring journals cccccccsssccsesscnsssccseseseusensusssssesensuseneuseens 3 5 33 0 EGILTOCUIMING ONOS aiaa a ate e eas eaau a 3 5 3 4 A to reversing entis iessen a a a E 3 5 S ra ced 6 0 2 EEA EEA AE E T a Ce EEE E eee E A T 3 5 3 4 2 Generate auto reversing entries ccccccceseeeeceneeeeenneeeesaeesanenessaaases 3 6 3 4 3 Checking for auto reversing entries ccccccsseeeeeeneeeeeaeeeseneneseanenes 3 6 4 View information on the SCreen ccscceeeseeesseeeeeeeeeeees 4 1 4 1 PAV AIDC VIG
223. with the wildcard to get the balances in all bank accounts i e 10 for all accounts starting with 10 The period defaults to current open period but it can be changed You can get a quick list of all of your account balances regardless of responsibility centre by entering all wildcards in the Account field Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 View information on the screen 4 3 IIF Account Summary Inquiry 01 301 00 l x Company ID PEC Campus Crusade for Christ Actual Ledger ACTUAL Account 2272 Qi Budget Ledger BUDGET Period 10 2000 m E4 for grid form view Account Description Balance N10 Petty cash Cash checking Cash savings Advances staff Payroll items payable Notes payable Beginning fund balance Yet income loss Local contributions for staff Local ministry contributions aterial sales Designated subsidies llocation staff subsidies ann ni gt amp Details HELENA 20 11 2000 Account summary inquiry screen first level all accounts indicated by in the Account field Place your cursor on a selected account in this screen and press Details to see the individual responsibility centre balances in the account year to date through the selected period This will give you the same screen that
224. wn menu The options on this menu are functional when checked Place your cursor on the option and click the mouse to activate the option Click on Options save to save the selections thus made The options are unique for each User ID It is recommended that you check the items on this menu as shown Campus Crusade for Christ International January 2003 International Financial Management Initialize mode Enter key Tab key Save settings on exit Show grid lines Solomon 4 5 Summary of menu selections 17 4 Do not use For more information see the vendor s System manager manual and point 16 2 2 enables the Enter key to function as the Tab key i e move from one field to the next This option allows you to save certain customizations of some screens such as the resized Journal transactions screen for use in the future Save your settings once with this option checked Exit the company or program reaccess it immediately and uncheck the selection so as to prevent accidental saving of an unwanted resizing or positioning of screens shows the column and line grid in lists such as the Journal transactions screen Show grid row numbers Cancel prompt Options save 17 1 5 Utility Utility Customize Help Password Event Log Options User Group Access Rights Event Log Viewer Database Administration Company Maintenance Database Physical Integrity Registration C
225. zen up Reboot your computer See point 6 6 2 on a date error that may occur in the Journal transactions screen 1 5 Help To obtain help in using Solomon you have several options 1 5 1 Context sensitive help Context sensitive help consists of instructions that are related to the screen of field your cursor is on To access this information place the cursor on the field you want more information on and press F1 or the Help button on the Solomon toolbar The existing explanations in the vendor s Solomon manual will be displayed Campus Crusade for Christ International December 2002 International Financial Management Solomon 4 5 Orientation 1 9 lt amp General Ledger File Edit Bookmark Options Help covers des dock Pm lt gt Handling Batch management function performed upon batch entry completion options are Hold save the batch for future editing and change Status to On Hold e Release Later set the batch status to Balanced to prepare for later release for 01 400 00 change Status to Balanced if the batch is in balance Release Now release the batch for posting on completing the batch e No Action leave the current batch status unchanged Context sensitive help on Batch handling 1 5 2 On line help On line help consists of a Solomon manual in electronic format Select the Help drop down menu from the Solomon menu bar See point 17 1 7 for description of the Help

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