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General Ledger User Manual

1. N skip lines with zero amounts Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Account Balances information this step provides you with a default sequencing of data records by Fiscal Year Account Currency and Sub Type with the option to change modifiable parameters at run time Selection of data records is pro vided by Fiscal Year Account Component Revenue Expense Currency and Sub Type with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process General Ledger User Manual 61 3 Monthly Processing Step 5 In order to print the General Ledger Report this step formats the Account Balances and MTD Postings information The following data items are shown Account Description Operator ID Control No Journal Code Source Transaction No Transaction Date Fiscal Month Fiscal Year Reference Re vising Adjustment S U N Override Intercompany Intercompany Reference Currency Code Prior Period Amount Debits Credits and Balance If requested totals appear whenever a change occurs in Account or Fiscal Year When totals are specified the following items are accumulated Prior Period Debits Credits and Balance Total Current Earnings
2. pn tn Budget Unit Code Not on File Column Heading 1 Exceeds Width of Field Column Heading 2 Exceeds Width of Field Currency Code Not on File Currency Symbol for Percentage Column Must be Blank End Column No Must be Less Than current Column No for Crossfoot End Month Indicates Update End Date Must Be N Ending Month Cannot Be MTD or YTD for this File Type If Calculation Doesn t Equal N Enter Start End Column If Calculation Equals N Start end Columns Must Be Blank Math Factor Cannot be Used Without Using Math Type Math Type Cannot be Used on a Calculation Column Math Type Requires a Math Factor Math Type Requires a Start and End Period Rounding for Balances must be N or T Rounding for Percentages must be 0 1 or 2 Sign Type 2 not Allowed for Percentage Columns Start Month Cannot Be Greater Than End Month Start Month Indicates All Start and End Dates Must Be Entered Start Month Indicates Computational Column Dates Must Be Blank Start Month Indicates Current Fiscal Year Years Must Be Blank Start Month Indicates Start Month And End Month Must Be Equal Start Month Indicates Start Year and End Year Must Be Blank Start Month Indicates Update Start Date Must Be N Start Month Must Be Same as End Month For This Type Start Month Start Period Cannot Be Greater Than End Period Start Year Cannot Be Greater Than End Year 244 General Ledger User Manual Financial S
3. and W enter the annual amount for this budget type A change to this amount will be reflected in the monthly bud gets which will be recalculated automatically Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year Start of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year budget amount This entry is not added to the annual amount nor is any amount distributed to it It is normally set to zero for income expense accounts and to actual or projected figures for asset liability accounts Monthly Amounts Enter an number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If the budget method is M or W the monthly figures will be calculated by the system If the method is E you can enter the budget figures for each month Budget amounts represent net activity for each month Thirteen months are provided End of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Generally this amount should be zero except when end of year adjustment entries are antici pated Identify the net end of year budget amount for this account If entered the end of year amount is added to the annual amount however no amount is distributed to it when budget figures are calculated by the system The entered data is
4. General Ledger User Manual 115 4 File Maintenance account If Y is entered a credit adjustment reduces month to date and year to date uses and a debit adjustment reduces month to date and year to date sources in the Account Bal ances file S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed this entry is used to specify how the amount is to be accumulated in the Account Balances file for the Over Under account Blank Credits are accumulated as sources debits are accumulated as uses S This allocation is to be accumulated as a source U this allocation is to be accumulated as a use N This allocation is to be accumulated as neither Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a Subsidiary Code for the Over Under account so that postings can be made to the Subsidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Application Type Value is Not Valid E Cannot have Sub Code With Blan
5. Start Fiscal Year Enter a positive number with up to 2 digits Supply the beginning year of the range to be deleted End Fiscal Year Enter a positive number with up to 2 digits Supply the ending year of the range to be deleted Delete Budget Records Enter Y Yes or No The initial default value is N This field is required Enter Y if you want Budget records to be deleted 80 General Ledger User Manual Monthly Processing 3 Start Budget Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply a code from the Types file to identify the beginning of the range of budget types to be deleted End Budget Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply a code from the Types file to identify the end of the range of budget types to be de leted Delete Unit Records Enter Y Yes or No The initial default value is N This field is required Enter Y if you want Unit records to be deleted Start Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply a code from the Types file to identify the beginning of the range of unit types to be deleted End Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for
6. U normal rounding will occur for the first two columns and the third and fourth columns will be rounded up The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Component Must be Greater or Equal to Start Component General Ledger User Manual 233 9 Financial Statements E Invalid Characters for Rounding Override E Invalid Character for Underline Press ENTER to save the information on this screen Select the Previous Image option to go back to the Statements screen Select the Next Record option to go to the next Statement Detail record Select the End option to go to the next Statements record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receiving Allocation Accounts file Option 3 Statement Printing You can use this function to further define the format and contents of your financial statements This function allows you to select predefined Statement Detail and Statement Text attributes and attach statement column parameters and other statement formatting Use this function to maintain the Statement Printing options and selections This function provides specification of range selection on account components heading and disclaimer text column at tributes and heading overlays Multiple Statement
7. Warnings W and Messages M that may result are shown below ti ti t tni tni tn Cannot Have One Sided Entry For Account Range Cannot Perform Account and External Statement Ranges Together Cannot Suppress Carriage Return Printing Multiple Acts in Detail Cannot Use of Line No if Multiple Accounts in Detail Mode Invalid Character For Rounding Override Invalid Character For Underline Start Account Cannot Be Greater Than End Account Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Statements screen Select the Next Record option to go to the next Statement Detail record Select the End option to go to the next Statements record General Ledger User Manual 229 9 Financial Statements At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Detail file This screen may optionally be used to display information about Statement Detail This screen will appear if a was entered in the Format Type field Figure 61 The General Ledger Statement Detail Total Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cu
8. ters are acceptable Valid entries are 001 002 003 004 005 006 007 008 and 009 This entry designates the accounting period for which balances are to be accessed For all statements except a Statement of Changes in Financial Position or a Cash Flow Statement make the following entries 001 013 Fiscal month SOY Start of Year EOY End of Year BAL Balance NET Net For a Statement of Changes in Financial Position or a Cash Flow Statement enter one of the following to identify the ending accounting period MTD Month to Date YTD Year to Date End Year Enter a positive number with up to 2 digits Enter the ending accounting year File Type Enter an upper case alphanumeric field 1 character in 1 length Only letters are acceptable Valid entries are B D U and F This entry determines the type of accounting information to be used for accumulating and printing the amounts in this column The options are B Balances The amounts printed are to be actual account balances The system will auto matically default to this option D Budgets The amounts printed are to be budgeted account balances 240 General Ledger User Manual Financial Statements 9 F Foreign currency The amounts printed are to be foreign currency account balances U Units The amounts printed are to be unit account balances Code Enter an alphanumeric field up to 12 characters in length If D F or U was entered in the File type field th
9. 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1050001000 Service Charges Receivable 1050002000 Service Charges Rec Canadian 1060001000 Prepaid Insurance 1060002000 Prepaid Insurance Canadian 1061001000 Prepaids amp Deposits 1061002000 Prepaids amp Deposits Canadian 1070001000MA Inventory Corp Mfg 1070002000MA Inventory Canadian Corp Mfg 1080001000MA Work in Process Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090001000MA Finished Goods 1090002000MA Finished Goods Canadian 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 1100002000wH Resale Inventory Canadian 1105000000MA Interco Inventory Profit Mfg 1105000000WH Interco Inventory Profit Whl 11100 Long Term Assets 1130001000 Land 1130002000 Land Canadian zuzzuz uzuzzuZZuzuuuzndzuuz4ZAZAVAWTZAYAWAZAZAVYZWZAYAYZYWZZmZAyL zzz HuZzuz zzuzuunzuznuzzuuuuzuzuuuzuzuzuuuAZAugZzZOOZAZZZZZZy MRR MRKMHRH KKUUKKKKUUGGGGGQGUGGGQGuUOOOOOOOOOOOUEUUUUxxXx zu uzuzzzuzzuZZuZLZZzzzZzuzzuuuAzZZAZAuHAZAYAWZAUWYAMYAYAUYZZWRE zzzZZzZZZZZZZZZZZZZZZZZZZZ ZZ ZZZZZZ ZZZ Z ZZZ ZZZ ZZZ Z ZZ Z ZZ oooooooooooooooooooooooowoooowoooowooooowvoowsooNooo General Ledger User Manual 139 4 File Maintenance Option 10 Types List This function lists the types and their descriptio
10. 166 666 67 166 666 67 166 666 67 500 000 01 Sales Manufacturing 0 00 4 000 000 00 4 000 000 00 Second Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Sales Wholesale 0 00 2 400 000 00 2 400 000 00 Second Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Sales Canadian Manufacturing 0 00 2 000 000 00 2 000 000 00 Second Quarter 166 666 67 166 666 67 166 666 67 500 000 01 142 General Ledger User Manual Expert Computing Inc Budgets List Third Quarter 333 333 33 333 333 33 333 333 34 1 000 000 00 Third Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Third Quarter 166 666 67 166 666 67 166 666 66 500 000 00 Fourth Quarter 333 333 34 333 333 34 333 333 34 1 000 000 02 Fourth Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Fourth Quarter 166 666 66 166 666 66 166 666 66 499 999 98 LGG Page EOY amp Total 0 00 0 00 4 000 000 00 EOY amp Total 0 00 0 00 2 400 000 00 EOY amp Total 0 00 0 00 2 000 000 00 File Maintenance 4 Option 12 Unit Accounts List This function prints a list of the Unit Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit Accounts information this step pro vides you with a default sequencing of data records by U
11. BALANCE SHEET ASSETS Expert Computing Inc Statement Detail List ASSETS Skip Lines Financial Statements 9 Indentation 0100 HEADING H CURRENT ASSETS CURRENT ASSETS Skip Lines 2 Indentation 0200 DETAIL Start Account End Account Start Main Account Start Sub Account Start Division Start Branch CASH 10100 10100999992z Current Assets End Main Account End Sub Account End Division End Branch CASH Skip Lines External Statement Total Detail Print Description Suppress Items Reverse Sign Print Currency 1 Indentation Line No Range SCFP Code Print Column Underline Rounding Override Carriage Return Line No Stmt Text 0300 DETAIL Start Account End Account Start Main Account Start Sub Account Start Division Start Branch FOREIGN CURRENCY 10200 102009999922 End Main Account End Sub Account End Division End Branch FOREIGN CURREN Skip Lines External Statement Total Detail Print Description Suppress Items Reverse Sign Print Currency 1 Indentation Line No Range SCFP Code Print Column Underline Rounding Override Carriage Return Line No Stmt Text 0400 ZERO zi ZERO REGISTER ONE ZERO REGISTER Skip Lines Indentation 0500 HEADING H ACCOUNTS RECEIVABLE ACCOUNTS REC Skip Lines Indentation 0600 DETAIL Start Account End Account Start Main Account Start Sub Account Start Division Start Branch DOMESTIC 1030
12. Define the low and high values for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank Start End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the fourth component of the account if you want only cer tain fourth components included in the account range entered above This field may be left blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must be Greater or Equal to Start Account E End Component Must be Greater or Equal to Start Component Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Summary Accounts screen Select the Next Record option to go to the next Summary Account Detail record Select the End option to go to the next Sum mary Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Summary Account Detail file 112 General Ledger User Manual File Maintenance 4 Option 6 Allocation Accounts You can use this function to enter those accounts whose balances are to be allocated to other acco
13. Journal Entries Journal and 3 posting the journal entries If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted The screen shown below presents information about Journal Entry Control Groups When you enter journal entries you will see only one of the two possible screens for Journal Entry Control Groups Which screen you see will depend on how you answered two questions on your pa rameters file These are the Ask Operator ID question and the Use Transaction Control question 16 General Ledger User Manual Transaction Processing 2 If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your journal entries as well as enter transactions in foreign currencies In addition a record will be written to the Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID Figure 3 The General Ledger Journal Entry Control Groups Screen When the key value for a particular record is requested you can review al
14. Neither totals are to be printed Source Use Neither totals are to be summed and the result printed Use totals are subtracted from Source totals and the result is printed QN ta fF U Ne Use totals are added to Source totals and the result is printed Print Description Enter Y Yes or No The initial default value is Y This field is required This entry designates the line description to be printed The options are Y Yes A description will be printed on the detail line If an entry has been made in Descrip tion on the initial Statement Detail screen that entry will be printed N No No description will print on the detail line If no entry was made in the Description field and a D was entered in the Total Detail field the description printed for each account in the specified range will be the account name in the Account Balances file If no entry was made in Description and a was entered in Total Detail no description will be printed Print Column 226 Enter a positive number with 1 digit In a noncomparative financial statement a statement whose format is defined to have only 1 logical column in the Statement Printing definition e g a Balance Sheet enter the number of the column 1 through 13 in which the amount is to appear In a comparative financial state ment a statement defined with more than 1 logical column in the Statement Printing defini tion e g a B
15. Only the first special value field within a text field will be printed Text Right Half Enter an alphanumeric field up to 78 characters in length Enter the second 78 of 156 characters of text This text is printed on the financial statement in the location defined in the Statement Detail file for internal text or in the location defined in the Statement Printing file for headings and disclaimers To assist in positioning the text the screen displays a ruler marking each group of ten charac ters An example of text embedded with a special value field might be For the Month Ending up arrow Date This would print on the financial statement as For the Month Ending August 31 1990 if 08 90 were the statement printing month and year NOTE Only the first special value field within a text field will be printed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Centering Must Be No If Text Is Not Entered Press ENTER to save the information on this screen 218 General Ledger User Manual Financial Statements 9 Select the Previous Image option to go back to the Statement Text screen Select the Next Record option to go to the next Statement Text Detail record Select the End option to go to the next Statement Text record At this screen the
16. S J O and D The initial default value is N This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Year to Date Postings file for this account In order of lease detail to most detail your options are N Do not keep any information S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail Application Type The system displays an upper case alphanumeric field up to 2 characters in length Only letters are acceptable Valid entries are GL AR AP PA IC and FA If entered Application Types are used to validate account numbers against each application s OK Applications which are defined fin the Parameters file of each application For ex ample you might define your expense accounts as having an application type of AP for Ac counts Payable and your revenue accounts as having an application type of AR for Accounts Receivable If you then indicated in Accounts Payable that AP was an OK Applciation type but not AR the system would prevent you from inadvertently entering a revenue account on an Accounts Payable invoice Level of Divisionalization Enter an upper case alphanumeric field
17. Select the Previous Image option to go back to the Allocation Accounts screen Select the Next Record option to go to the next Receiving Allocation Accounts record Select the End option to go to the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receiving Allocation Accounts file 122 General Ledger User Manual File Maintenance 4 Option 7 Recurring Entries You can use this function to set up journal entries that recur periodically but not more than once a month The transaction are actually generated when Generate Recurring Entries on the Transaction Processing menu is selected Any recurring journal entry can be defined as reversing or adjusting and can be designated as a Source a Use or a Neither for the purpose of printing a Statement of Cash Flow When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Recurring Entries This file stores general information for the journal entries which are automatically generated every month when the Generate Recurring Entries function is run An example of a recurring journal entry might be an entry to
18. This field is required By using Scan you may use this as an access key for selecting records This number will be used in all accounting applications to identify this account Record Protection Enter Y Yes or N No This field prevents accidental deletion of a record or changing of the key to this file General Ledger User Manual 87 4 File Maintenance Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and reports Revenue Expense Enter Y Yes or No This field is required This field designates whether the account is classified as a Balance Sheet account or a Rev enue Expense account N Designates a Balance Sheet account when changed will not impact Current Earnings Y Designates a Revenue Expense account when changes will impact Current Earnings Level of MTD Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Month to Date Postings file for this account In order of lease detail to most detail your options are S Keep a summar
19. This field is required In ADD mode this field will automatically be saved from one record to the next Supply the date of the transaction Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which these transactions are to be posted The current month defined in the parameters file is supplied If you want to post to a prior period you can change it If your system is based on 12 account periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if using 13 period accounting EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Enter the year to which these transactions are to be posted If you are using 12 period ac counting this will be the calendar year if you are using 13 period accounting this will be the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior period you can change it General Ledger User Manual 33 2 Transaction Processing Reference Enter an upper case alphanumeric field up to 6 characters in length I
20. This function checks the End of Month report status before proceeding with the Close Month process In addition the Recurring Entries and Allocation Entries are checked in this function If either of these sets of entries have not been generated then a warning message is issued Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from cancelling the current job Step 4 This function purges the MTD Postings file during Close Month processing 76 General Ledger User Manual Monthly Processing 3 Step 5 This step processes the information for Transaction Control Records in the Transaction Control file may then be deleted Step 6 This step processes the information for Account Balances Updates to certain fields in the Account Balances and Chart of Accounts files will occur Step 7 This step processes the information for Account Balances It is performed only at the end of the fiscal year and only if the Keep Retained Earnings by Account Component field in your Parameters file is set to No It sums the then zeroes the Revenue and Expense accounts and updates Retained Earnings with the total Step 8 In preparation for performing a sort selection process on the Account Balances information this step provides sequencing of data records by Fiscal Year and Account Component with no option to change the sequence at run time Selection of data records is provided by Fiscal Year
21. Y Yes reverse the entry next month N No do not reverse the entry next month Date Enter a date YMD This field is required In ADD mode this field will automatically be saved from one record to the next If this is an intercompany transaction and code was entered from the Intercompany file you can enter up to 4 characters to reference the transaction Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry If this is an intercompany transaction supply the code from the Intercompany Names file which identifies the company Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length If this is an intercompany transaction supply an intercompany reference for this transaction Currency Rate Enter a positive number with up to 6 digits to the left of the decimal and 8 digits to the right of the decimal In ADD mode this field will automatically be saved from one record to the next The currency rate on file for the foreign currency identified on the header record is displayed You may change it If no currency code was entered on the Control Group header this field will be blank General Ledger User Manual 23 2 Transaction Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and
22. assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter every combination of Division and Branch in these fields that you want to have ap pended to each primary account you have selected In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Beginning with Account Component Enter an upper case alphanumeric field 1 character in length Valid entries are 2 3 and 4 Enter the number of the account component which represents the first of the list of account components to be appended to the selected primary accounts For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter 3 in this field indicating you want to append Division Branch combinations Division is the third account component in this example In a similar fashion you woul
23. column must be defined in the Statement Printing definition for this statement General Ledger User Manual Financial Statements 9 Statement Text No Enter an upper case alphanumeric field up to 3 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Enter a number to identify the text from the Statement Text file to be printed in the body of the financial statement at this line location Rounding Override Enter an upper case alphanumeric field up to 13 characters in length Only letters are accept able This entry designates the type of rounding operation to be performed for the specific line column if rounding is designated for the column in Statement Printing This is necessary for example when normal rounding throws a Balance Sheet out of balance The options are U The line column amount is always rounded up D The line column amount is always rounded down The normal rounding method is used A value of 5 or more rounds up a value of less than 5 rounds down Note Each character position in this field represents a column For example if the first two characters are blank and the next tow are U normal rounding will occur for the first two columns and the third and fourth columns will be rounded up The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E
24. invoices thru 8 10 TAP INVOICES SRR 0008 Aug invoices 8 10 8 15 TAR ADJUSTMENTS SRR 0000 August group 1 TAR ADJUSTMENTS SRR 0002 CUSTOMER REFUNDS TAR CASH RECEIPTS MRC 0010 08 09 94 Cash Receipts TAR CASH RECEIPTS SRR 0008 Through 8 10 89 TAR INVOICES MRC 0017 08 09 94 FROM ORDER ENTRY TAR INVOICES MRC 0018 152569 09 20 94 FROM ORDER ENTRY TAR INVOICES MRC 0019 09 20 94 FROM ORDER ENTRY TAR INVOICES SRR 0004 Service charges opening entry TAR INVOICES SRR 0012 Orders through 8 10 89 TAR SERVICE CHARGES KAJ 0003 Write Off Svc Charges TGL CLOS SRR 0001 EOY Closing Entries 66 General Ledger User Manual Monthly Processing 3 Option 4 Print All Reports This job queues all required end of month reports to be run at the same time The following processing steps accomplish this job Step 1 This disposition type is used for all standard General Ledger reports Step 2 In preparation for performing a sort selection process on the Account Balances information this step provides you with a default sequencing of data records by Fiscal Year Account Currency and Sub Type with the option to change modifiable parameters at run time Selection of data records is pro vided by Fiscal Year Account Component Revenue Expense Currency and Sub Type with the option to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actual
25. processing steps accomplish this job Step 1 This disposition type is used for all transaction file journals Step 2 In preparation for performing a sort selection process on the Journal Entries information this step pro vides sequencing of data records by Post Now Currency Code Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Currency Code Operator ID control No Print Journal and Journal OK with the op tion to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Journal Entries Journal this step formats the Journal Entries and Journal Entry Items information The following data items are shown Transaction No Description Journal Code Reference Date Auto Reverse Intercompany Intercompany Reference Currency Rate Line Item Account Sub Type Subsidiary Code Adj Sources Uses Neither S U N Home Amount and Amount As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month Control No or Currency Code When totals are specified the following items are accumulated Total Home Amount Total Amount Control Total Remaining Control Account Hash Total Current Hash Total and Remain
26. with no option to enter selection criteria at run time Step 9 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 10 This step also processes the information for Account Balances It is performed only at the end of the fiscal year and only if the Keep Retained Earnings by Account Component question in your Param eters fields is set to Y Yes It sums and then zeroes the Revenue and expense accounts and updates Retained Earnings with the total Retained Earnings will be separated according to the level of detail expressed in the Parameters file Step 11 This step processes the information for Foreign Balances Under certain conditions records in the foreign Balances file will be added Updates to certain fields in the Foreign Balances and Foreign Accounts files will occur Step 12 This step processes the information for Unit Balances Under certain conditions records in the Unit Balances file will be added Updates to certain fields in the Unit Balances and Unit Accounts files will occur General Ledger User Manual 77 3 Monthly Processing Step 13 This step processes the information for Statement Printing Columns Updates to certain fields in the Statement Printing Columns file will occur Step 14 This step processes the information for Parameters Updates to certain fields in the Parameters file will occur Step 15 In preparation for per
27. 03 90 3312 05 SRR 0000 SUMMARY POSTING APCD 0000 03 90 49991 50 SRR 0000 SUMMARY POSTING ARCR 0000 03 90 17772 19 SRR 0157 August A R Receipts GL1 0005 08 31 89 03 90 JE N 153721 53 SRR 0157 August Revenue GL1 0006 08 31 89 03 90 JE 98160 49 Account Totals 7 269654 21 53303 55 2364543 88 Account 10200020 Cash Canadian Posting Acct Account 1020002000 Cash Canadian Corporate 1739345 94 SRR 0158 August Reveue GL1 0001 08 31 89 03 90 JE 60637 85 SRR 0158 August Expenses GL1 0002 08 31 89 03 90 JE 42260 26 Account Totals f 60637 85 42260 26 1757723 53 Account 1020002001 Cash Canadian Sales Outlets 984348 27 SRR 0158 August Reveue GL1 0001 08 31 89 03 90 JE 39699 41 SRR 0158 August Expenses GL1 0002 08 31 89 03 90 JE 34510 94 Account Totals 39699 41 34510 94 989536 74 68 General Ledger User Manual Monthly Processing 3 Step 5 In preparation for performing a sort selection process on the Future Postings information this step provides you with a default sequencing of data records by Fiscal Year Fiscal Month and Account with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Fiscal Month and Account Component with the option to enter user specified compari sons at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort in
28. 150 would exclude the Statement Print record 150 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Improper Range E When Proper Range is Entered Blank Not Allowed Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition type is used for all standard General Ledger reports General Ledger User Manual 267 9 Financial Statements Step 3 In preparation for performing a sort selection process on the Statements To Print Detail information this step provides sequencing of data records by Statement Print with no option to change the se quence at run time Selection of data records is provided by Print Now with no option to enter selec tion criteria at run time Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Statements To Print Detail Under certain conditions records in the Statement Attributes by Column Statement Percents and Statement Control files will be added Updates to certain fields in the Statements Statement detail and Statement Amounts By Column files will occur Generalized routines are performed to create the statement columns and amou
29. 88 Inventory Entry 8901 1100001001MA 04 89 GL 09 30 88 Inventory Transfers at Cost 8902 1100001001MA 07 89 GL 12 30 88 Inventory Transfer at Cost 8903 1100001001MA 11 89 GL 04 30 89 Inventory Transfer at Cost Account Intercompany Intercompany 002 Account 1030001000 Expert Subsidiary 1 Accts Receiv Intercompany N 9001 1030001000 01 90 GL1 06 30 89 Inventory Sale to Subsidiary Account 9001 1030001000MA 01 90 GL1 06 30 89 Inventory Sale to Subsidiary Account Intercompany Totals Totals Totals Totals Totals 62449 78149 66582 89870 70 56 17 25 00 297051 68 62449 78149 66582 89870 70 56 17 25 297051 68 gt 00 gt 00 32429 80 gt 00 32429 80 32429 80 gt 00 32429 80 gt 00 General Ledger User Manual 191 7 Intercompany Processing Option 4 Combine General Ledgers This function combines General Ledger accounts of Account Balances Budgets Unit Balances and or Foreign Balances for the purpose of printing consolidated financial statements The following pro cessing steps accomplish this job Step 1 You can use this function to enter up to 25 company ID s to create Account Balances Budgets Unit Balances and Foreign Balances records under a combined company ID This combined company may be used to print consolidated financial statements The receiving company mus
30. 9 A sample output is shown below Expert Computing Inc 11 03 94 16 59 LGG Page Ratios List Unit Budget Constant Account Description Op Currency Type 0001 Current Ratio 010 19000999 Assets Current 020 29000999 Liabilities Current 030 1 00 0002 Inventory Turnover 010 4010000000 Cost of Goods Sold Interco 020 4010000000MA Cost of Goods Sold Corp Mfg 030 4010000000WH Cost of Goods Sold Corp Whlsl 040 4010000001MA Cost of Goods Sold Sales Mfg 050 4010000001WH Cost of Goods Sold Sales Whls 010 1070001000MA Inventory Corp Mfg 020 1070002000MA Inventory Canadian Corp Mfg 030 1080001000MA Work in Process Corp Mfg 040 1080002000MA Work in Proc Canada Corp Mfg 050 1090001000MA Finished Goods 060 1090002000MA Finished Goods Canadian 070 1100001000WH Resale Inventory 080 1100001001WH Resale Inventory Sales Outlet 090 1100002000WH Resale Inventory Canadian 100 1070001000MA Resale Inventory Canadian 110 1070002000MA Inventory Canadian Corp Mfg 120 1080001000MA Work in Process Corp Mfg 130 1080002000MA Work in Proc Canada Corp Mfg 140 1090001000MA Finished Goods 150 1090002000MA Finished Goods Canadian 160 1100001000WH Resale Inventory 170 1100001001WH Resale Inventory Sales Outlet 180 1100002000WH Resale Inventory Canadian 190 U Um p UG D D 2 bj 122 0 N N N N N D D D D D D D D D D D D D D D D D D D 0003 Debt N 010 29002999 Tot
31. Balance Sheet accounts and temporary or Income Expense Profit Loss accounts Of course there is nothing temporary about income and expenses the term temporary means that those account balances are summed into a special equity account called Retained Earnings at the end of the fiscal year and then zeroed to begin the new year s accumulations Permanent accounts on the other hand always retain their bal ances The importance of temporary accounts is that they allow you to examine your profit or loss each month over the fiscal year so that you can keep an up to date picture of your company s financial health Financial Statements This brings us to a very important thing that General Ledger can provide for you Financial Statements Financial statements vary depending on how you want your accounting information presented and what types of analyses you intend to do In general however two financial statements are common These are the Balance Sheet which presents a summary of your permanent accounts and the In come Statement which summarizes your temporary accounts and indicates your current profitability The Income Statement often includes a comparison to budgeted amounts and is sometimes referred to as the amp L Profit and Loss or the Income and Expense statement The Income Statement is an analysis of your temporary accounts These are Income or Rev enues which
32. Canadian 1070002000MA Inventory Canadian Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090002000MA Finished Goods Canadian 1100002000WH Resale Inventory Canadian 1130002000 Land Canadian 1140002000 Buildings Canadian 1150002000MA Equipment Canadian 1160002000 Furniture Fixtures Canadian 1170002000 Accum Depreciation Canadian 2010002000 Accts Payable Canadian Corp 2010002001 Accts Payable Canadian Sales 2020002000 Sales Tax Pay Canadian Corp 2020002001 Sales Tax Pay Canadian Sales 2030002000 Retention Pay Canadian Corp 2030002001 Retention Pay Canadian Sales 3010002001MA Sales Canadian Manufacturing 2001064 88 3010002001WH Sales Canadian Wholesale 1098300 64 4040002000 Depreciation Expense Canadian 124326 4130002000 Insurance Expense Canadian 10060 4170002000MA Factory Overhead Canadian Mfg 1617486 3030001001 Foreign Exchange Canadian 1347491 3099365 3099365 56 212 General Ledger User Manual Chapter 9 Financial Statements 9 Financial Statements This menu provides you with file maintenance and list functions associated with financial statements In addition you can print financial statements statement masks and financial ratios and use the copy statement utilities Figure 55 The General Ledger Financial Statements Menu Option 1 Statement Text You can use this function to enter titles headings disclaimers and other embedded text to be printed on the financi
33. During the Initial Setup phase of your operations you will not see this screen During Live Opera tions you can view your account balances using this screen 94 General Ledger User Manual File Maintenance 4 Figure 20 The General Ledger Account Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed General Ledger User Manual 95 4 File Maintenance EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance MTD Sources The system displays a number
34. Future Postings A sample output is shown below Current Account Balance Account 4100000001WH Promotion Advertising Wholesl August 89 Balance 0 00 Future Postings 14 675 00 Total 14 675 00 General Ledger User Manual 169 5 Reports and Inquiry Option 6 Account Activity Inquiry This inquiry displays the current month s detail postings for the specified account number The ac count activity displayed has been summarized according to the level of MTD detail defined for the account in the Chart of Accounts file In order to print the Account Activity Inquiry this step formast the Account Balances and MTD Postings information The following data items are shown Account Description Fiscal Year Opera tor ID Control No Journal Code Source Transaction No Transaction Date Fiscal Month Refer ence Reversing Adjustment S U N Override Intercompany Intercompany Reference Currency Code Transaction Amount Balances and Net Change A sample output is shown below ddnde ona HH OR NOR Account ACtivity Control Group Description Jrnl Trx Trx Date Mo Ref Rev Adj S U N Interco Curr Account 10000 Assets Fiscal Year 0 No Activity in the Current Period Beginning Balance Net Change Ending Balance 170 General Ledger User Manual Report
35. General Ledger User Manual 35 2 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 41 Journal Entries Journal Jrnl Refernc Date Rev Interco Trx Description Control Group SRR 0159 Post Month Year 08 89 0001 Line Account 0001 2010001000 0002 2010001001 0003 1010001000 0004 1010001001 August Mortgage Payment Line Account 0001 0002 0003 2060100000 4140000000 1010001000 August Pyaments on A P August 1989 Monthly Entries 08 31 89 Accounts Payable Corporate Accounts Payable Sales Cash Corporate Cash Sales Outlets 08 31 89 Mortgages Payable Interest Expense Cash Corporate Currency Rate N Subsidiary Code Amount 109370 10 96585 31 109370 10 96585 31 Line Items Total N Subsidiary Code 0 Amount 27758 00 12242 00 40000 00 Line Items Total August Sales Commissions 08 31 89 N Line Account Subsidiary Code 0001 4020000001MA 0002 4020000001MA 0003 4020000001MA 0004 4020000001WH 0005 2040000000 GL JONES GL PETERS GL WILLIAMS Sales Commissions Mfg Sales Commissions Mfg Sales Commissions Mfg Sales Commissions Wholesale Accrued Payroll Line Items Total gt Tax Accrual 08 31 89 N Line Account Subsidiary Code Amount 0001 4120000001 0002 2020001001 40327 60 40327 60 Tax Expense Sales Outlets Sales Tax Payable Sales Line
36. Instructions and explanations for valid entries Pertinent examples Default sort sequences Selection criteria for all outputs Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications It also includes overviews of the operational and accounting concepts that characterize the design of all APPX accounting software Since the information contained in the APPX User Manual is not repeated in this or other APPX manu als you should read it carefully prior to working with the system The General Ledger System Administration manual describes both the Initial Setup phase and the Re covery Processing phase of General Ledger The APPX User Manual the General Ledger System Administration manual and this manual complete the set of user manuals which are available for the APPX General Ledger application For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer General Ledger User Manual 5 1 General Information Phases APPX General Ledger operates in three distinct phases Initial Setup Live Operations Recovery Processing Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history can be entered Information entered during the Initia
37. Items Total gt 0 00 Post Month Year 08 89 Totals gt Control Group Totals Control Group SRR 0159 Currency Exclusive N Post Now N August 1989 Monthly Entries Entered Calculated Control Totals 00 Hash Totals 37510106008 Difference Home Currency Totals gt 36 General Ledger User Manual Transaction Processing Step 5 In order to print the General Ledger Journal Summary this step formats the Distributions information The following data items are shown Post Year Post Month Account Description Journal Code Operator Id Auto Reverse Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 42 General Ledger Journal Summary Account Account Name Credits 1010001000 Cash Corporate GL2 1010001001 Cash Sales Outlets GL2 SRR 1020002000 Cash Canadian Corporate GL2 SRR 1020002001 Cash Canadian Sales Outlets GL2 SRR 1030002000MA Accts Rec Canadian Corp Mfg SRR 1030002000WH Accts Rec Canadian Corp Whls GL2 SRR 1030002001MA Accts Rec Canadian Sales Mfg GL2 SRR 1030002001WH Accts Rec Canadian Sales Whls GL2 SRR 1040002000MA Retent Rec Canadian Corp Mfg GL2 SRR 1040002000WH Retent Rec Canadian Corp Whls GL2 SRR 1040002001MA Retent Rec Canadian Sales Mfg GL2 SRR 1040002001WH Retent Rec Canadian Sales Whl GL2 SRR 1070002000MA Inventory Canadian Corp Mfg GL2 SRR 1080002000MA Work in Proc Canada
38. No Line No You can refer to samples of how statement detail entries relate to the actual statement produced by examining Appendix A of this manual 220 General Ledger User Manual Financial Statements 9 Figure 59 The General Ledger Statement Detail Format Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line No Enter a positive number with up to 5 digits The line number is used to identify each line on the financial statement The system begins with 00100 and increments by 100 from the last number added Lines will be used in nu meric order when the statement or mask is printed You may change the number to obtain greater flexibility in formatting statements Description Enter an alphanumeric field up to 30 characters in length Enter a description for this line on the statement At your option this description may be printed on the body of the statement If the line is to be printed and is indicated the number of characters available for the description is reduced by the number of characters indented For example if you indent 5 char
39. Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all transaction file journals This disposition type is used for all transaction file journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Units Journal this step formats the Units Entries information The following data items are shown Transaction No Unit Type Account Description Journal Code Date Reference and Quantity As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Total Quantity Control Total Current Total Remaining Control Account Hash Total Current hash and Remaining hash Amount Grand totals print at the end showing total Quantity Number of Journal Errors and Journal Warnings 38 General Ledger User Manual Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 43 Units Journal Trx Unit Type Account Description Jrnl Date Description Quantity Control Group SRR 0028 A
40. The initial default value is N This field is required This entry allows you to reverse the sign of the amount accumulated in the registers and is used for example when developing a Statement of Changes in Financial Position or a Cash Flow Statement The options are Y Sign is reversed for accumulation A debit balance account is accumulated as a negative number and a credit balance account is accumulated as a positive number N Sign is not reversed for accumulation A debit balance account is accumulated as a posi tive number and a credit balance account is accumulated as a negative number Reverse Sign Print Enter Y Yes or No The initial default value is N This field is required This entry allows you to enter the sign of the amount to be printed The options are Y Print the currency symbol as appropriately defined for each column in the Statement General Ledger User Manual 227 9 Financial Statements Printing file for this statement detail line If a line is set to print detail of a range of accounts each amount will carry a currency symbol N Do not print a currency symbol Print Currency Symbol This entry designates whether or not the currency symbol is to be printed on the financial statement The options are Y Print the currency symbol as appropriately defined for each column in the Statement Print ing file for this statement detail line If a line is set to print detail of
41. The screen below allows you to enter parameters needed for the Budget Analysis report Figure 41 The General Ledger Budget Analysis Report Screen Data items for the preceding screen are described below Net or Cumulative Amounts Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required In ADD mode this field will automatically be saved from one record to the next Define the code that identifies the terms in which the balances are to be printed NET Month to date net activity CUM Year to date cumulative amounts Press ENTER to save the information on this screen 166 General Ledger User Manual Reports and Inquiry 5 Step 2 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Budget Type Account and Fiscal Year giving additional sort order choice by Account Component with the option to change modifiable pa rameters at run time Selection of data records is provided by Budget Type Account Account Com ponent and Fiscal Year with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to pr
42. The system displays a positive number with up to 4 digits A sequential number is supplied to identify this group of units This number is printed on the journal and tracked on the Transaction Control file Although it is not necessary that this number be exactly sequential the number itself is impor tant as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Program Function Key Not Allowed E This Control Group May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select the Next Record option to go to the next Units Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Units Control Groups file The screen shown below presents information about Units Entries This file contains the detail that will be posted to the Unit Balances file General Ledger User Manual 31 2 Transaction Processing Figure 9 The General Ledger Units Entries Screen When the Key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor
43. Total Hash Total Number of Transaction Number of Errors and Number of Warnings A sample output is shown below Expert Computing Inc 11 03 94 17 16 General Ledger Transaction Control Report Appl File Control Group Amt Posted Last Tx Date Time Description Op Exc Ctrl Total Hash Total Trx Errors dg TAP ADJUSTMENTS SRR 0001 Aug adjustments thru 8 15 TAP DISBURSEMENTS SRR 0007 Aug checks thru 8 15 TAP DISBURSEMENTS SRR 0008 08 09 94 Aug 1st check run TAP INVOICES MRC 0015 08 09 94 Invoice entry TAP INVOICES SRR 0007 Aug invoices thru 8 10 TAP INVOICES SRR 0008 Aug invoices 8 10 8 15 TAR ADJUSTMENTS SRR 0000 August group 1 TAR ADJUSTMENTS SRR 0002 CUSTOMER REFUNDS TAR CASH RECEIPTS MRC 0010 08 09 94 Cash Receipts General Ledger User Manual 71 3 Monthly Processing Step 12 This function checks to see if General Subsidiary exists and if so checks to see if the General Subsid iary month should be closed at the same time as General Ledger If that is the case the Print All Required Reports and Close Month jobs will also include the corresponding functions in General Subsidiary Option 5 YTD General Ledger Report This report prints monthly detail for the accounts identified as keeping YTD detail in the Chart of Accounts file at the level of detail defined for each account The following processing steps accom plish this job Step 1 In preparation for perform
44. a positive number with up to 2 digits Supply the month in which this entry is first to be created This will be the calendar month if you are using 12 month accounting it will be the fiscal period if you are using 13 period ac counting Start Year Enter a positive number with up to 2 digits Supply the year in which this entry is first to be created This will be the calendar year if you are using 12 month accounting it will be the fiscal year if you are using 13 period account ing Months to Generate Enter an alphanumeric field up to 13 characters in length Only numbers and letters are ac ceptable If you are using 12 month accounting twelve letters appear If you are using 13 period ac counting 13 numbers appear These numbers or letters identify each month or accounting period of the year Delete the letters or numbers that identify months in which this entry is NOT to be created Be sure that each letter or number that remains appears in the same po sition it was originally displayed Reference Enter an upper case alphanumeric field up to 6 characters in length Provide a reference for this entry This reference will be transferred to the journal entries file and printed on the journal and distribution reports as a part of your audit trail Auto Reverse Enter Y Yes or No The initial default value is N This field is required Indicate whether or not this entry is to automatically create a rev
45. a range of accounts each amount will carry a currency symbol N Do not print a currency symbol Carriage Return Enter Y Yes or No The initial default value is Y This field is required Enter Y or N to designate whether or not a carriage return is to be executed before the next line is printed This item is ignored when producing comparative statements Y The carriage is returned before printing the next line N The carriage is not returned before printing the next line The next line item balance will print in the indicated column and on the same line as the current line item balance N cannot be used for a range of accounts with detail The following restrictions also apply The current line item cannot be underlined The current line item balance cannot be printed in the righmost column The next line item balance can only be printed in a column to the right of the current line item balance The next line item balance cannot have lines skipped before printing 96 of Line No 228 Enter a positive number with up to 5 digits This entry defines the calculation of vertical percentages for printing on the financial state ment Enter the line number of the account to be used as the denominator of the 96 fraction The current line account serves as the numerator If left blank no calculation will be per formed for this line To show the results of this calculation a vertical
46. additional spaces here This entry affects the column mask and the column width If less space is required for given column than the default size 9 2 9 0 or 6 0 enter 1 or 2 to truncate the high order position s Example Extra Spaces Mask T THHHE HHH HH HH 2 THHHB HHH HEE HH ep HH HHH HHH HH X HHHH HHH HH 242 General Ledger User Manual Financial Statements 9 Currency Symbol Enter an upper case alphanumeric field 1 characters in length The initial default value is In ADD mode this field will automatically be saved from one record to the next Enter the currency symbol to be printed for this column on the financial statement otherwise leave blank It will be printed when Print Currency Field in the Statement Detail file is set to Y To conserve 2 space s on the report it is important to leave this field blank if no Currency Symbol is to be printed Example Currency Symbol Mask HHH HHH HHH HH P OHHH HHH HHH HH Group Characters Enter Y Yes or N No The initial default value is Y This field is required Enter if the Group Character is to be suppressed Example Group Character Mask Y HHH HHH HHH HH THHHHHHHE HH Sign Type Enter an alphanumeric field 1 character in length The initial default value is 1 This field is required In ADD mode this field will automatically be saved from one record to the next One of the following form
47. amount printed for the external statement when it was last printed Make sure that both state ments reflect equivalent accounting periods as defined in the corresponding Statement Print record Line No Range Enter a positive number with up to 5 digits Enter the starting and ending line number for the previously entered external statement from which data is being transferred The data is drawn from column 1 and cannot be copied from any other column Total Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are T and D The initial default value is T This field is required This entry specifies the manner in which data is to be printed on the statement The options are T Total All accounts within the range of accounts specified will be added and the sum will be printed on the statement D Detail Each account within the range of accounts specified will be printed as a separate line item General Ledger User Manual 225 9 Financial Statements SCFP Code Enter a positive number with 1 digit This entry defines the manner in which Source Use Neither information for each account in the specified range is to be printed This information would normally be used only for a Statement of Changes in Financial Position or a Cash Flow Statement No Source Use totals are to be printed Source totals are to be printed Use totals are to be printed
48. an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year The system displays a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances General Ledger User Manual 201 Foreign Currency Processing SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeroes Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to
49. an account number and fiscal yeas as parameters for the Account balances by Quarter graph The screen shown below allows you to enter parameters needed for the Account Balances by Quarter graph Figure 45 The Account Balances by Quarter Screen Data items for the preceding screen are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the Chart of Accounts Start Fiscal Year Enter a positive number with up to 2 digits General Ledger User Manual 181 6 Graphs and Spreadsheets Supply the first fiscal year of the range of fiscal years to graph to fiscal quarters The range of years cannot exceed three fiscal years End Fiscal Year Enter a positive number with up to 2 digits Supply the last fiscal year of the range of fiscal years to graph by fiscal quarters The range of years cannot exceed three fiscal years The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Fiscal Year Not on File E End Year must be Greater or Equal the Start Year E Range of Years Cannot Exceed 3 Years Press
50. are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Unit and Budget Types Use this file to maintain Type descriptions These descriptions are used in conjunction with the Bud gets and Units files Each account may have multiple budget or unit versions or types This file identifies and differentiates those types General Ledger User Manual 97 4 File Maintenance Figure 21 The General Ledger Unit and Budget Types Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data item
51. be accessed For all statements except a Statement of Changes in Financial Position or a Cash Flow Statement make the following entries 001 013 Fiscal month SOY Start of Year EOY End of Year BAL Balance NET Net For the Statement of Changes in Financial Position or a Cash Flow Statement enter one of the following to identify the starting accounting period MTD Month to Date YTD Year to Date Start Year Enter a positive number with up to 2 digits Enter the starting accounting year Update Start End Periods Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are M Q and N The initial default value is N This field is required This entry allows the accounting periods to be automatically updated for printing financial statements When an entry is made here the posting procedures performed in the General General Ledger User Manual 239 9 Financial Statements Ledger will keep the accounting periods current The options are N Do not update The system will default to this but the entry can be changed M Update Monthly During End of Month posting procedure the accounting periods are advanced by one month Q Update Quarterly During every third End of Month posting procedure at the end of a fiscal quarter the accounting periods are advanced by 3 months End Period Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let
52. company name the second for the statement title and the third for the state ment period A sequence number with blank text can be used to embed blank lines Centered Enter Y Yes or N No This field is required In ADD mode this field will automati cally be saved from one record to the next Enter Y if you wish to automatically center the text Otherwise enter General Ledger User Manual 217 9 Financial Statements Page No Enter Y Yes or No The initial default value is N This field is required Enter Y if a page number is to be automatically appended to this line If selected it will print justified on the current line of text Text Left Half Enter an alphanumeric field up to 78 characters in length Enter the first 78 of 156 characters of text the remaining 78 characters are in the following field This text is printed on the financial statement in the location defined in the Statement Detail file for internal text or in the location defined in the Statement Printing file for head ings and disclaimers To assist in positioning the text the screen displays a ruler marking each group of ten charac ters An example of text embedded with a special value field might be For the Month Ending up arrow Date This would print on the financial statement as For the Month Ending August 31 1990 if 08 90 were the statement printing month and year NOTE
53. files and gives added assurance that erroneously entered data will not be posted to permanent files Transaction Posting Once transactions have been entered and the journal has been printed and verified the control group is ready to be posted to your permanent master files This process usually involves adding records to a system maintained detail file and summarizing the detail for historical records Each transaction is deleted after it has been posted In General Ledger the detail files are Month to Date Postings Year to Date Postings and Future Postings and the historical records are the Account Balances Unit Balances and Foreign Balances files Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is supplied to a print file When additions to a field are made all new field contents are shown when deletions are done the key value and all field contents are recorded when changes are made old field contents and new field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change General Ledger User Manual 7 1 General Information Examples of master fi
54. following pages the screen displayed by this function is shown The screen shown below allows you to enter parameters needed for the Create Balance Records utility Figure 37 The General Ledger Application Main Menu Data items for the preceding screen are described below Starting Primary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the starting value of the range of primary account numbers Each account within this General Ledger User Manual 151 4 File Maintenance range will have appended to it the subsequent entered values for the lower level account com ponents For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter the lowest Main Sub Account combination in this field to which you want Division Branch combinations appended In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Ending Primary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the ending value of the range of
55. go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go to the next Foreign Ac counts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Balances file This screen may optionally be used to display information about Foreign Balances During the Initial Setup phase of your operations this screen will not appear During Live Operations you can use this screen to view your foreign balances 202 General Ledger User Manual Foreign Currency Processing Figure 53 The Foreign Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to
56. home currency amount is calculated by multiplying the currency rate times the amount entered above The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Application Type Value is Not Valid Cannot Have Sub Code With Blank Sub Type Cannot Post to a Heading Account Cannot Post to a Summary Account Currency Code Does Not Match Control Group Header Must Use Transaction Control Feature to Utilize Foreign Currency Not on Subsidiary Codes by Account File Use Option 18 to Create Option 17 Already Pressed Option Allowed Only in ADD Mode In ADD Mode Use Option 17 to Automatically Compute Offset Amount 26 E E E E E E Item Must Be Entered E E E E M General Ledger User Manual Transaction Processing 2 Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Journal Entries screen Select the Next Record option to go to the next Journal Entry Items record Select the End option to go to the next Journal Entries record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Journal Entry Items file Option 2 Units Entry You can use this function to enter and edit units transactions The screen show
57. items for the preceding screen are described below Column No Enter a positive number with up to 2 digits The system will automatically assign the column number starting with 1 for the first column and incrementing by 1 up to a maximum of 13 Column Enter an alphanumeric field up to 20 characters in length This entry designates the first line of the heading for this column on the financial statement The column heading cannot be wider than the width of the column mask The actual numbers printed in each column will be right justified according to the s in the mask You should enter the column headings accordingly 238 General Ledger User Manual Financial Statements 9 Heading Enter an alphanumeric field up to 20 characters in length This entry designates the second line of the heading for this column on the financial state ment The column heading cannot be wider than the width of the column mask The actual numbers printed in each column will be right justified according to the s in the mask You should enter the column headings accordingly Mask This field displays the default size and format for column headings The mask can be altered using the fields in the lower half of the screen Start Period Enter an upper case alphanumeric field up to 3 characters in length Valid entries are 001 002 003 004 005 006 007 008 and 009 This entry designates the accounting period for which balances are to
58. length Define the low and high values for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the second component of the account if you want only 120 General Ledger User Manual File Maintenance 4 certain second components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start End Division Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the fourth component of the account if you want only cer tain fourth components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start Account Enter an upper case alphanumeric field up to 12 characters in length This field is require
59. month s net activity or BAL cur rent month s cumulative balance 262 General Ledger User Manual Financial Statements 9 Current Fiscal Year Enter a positive number with up to 2 digits Enter the Fiscal Year desired for the financial statements This year will be used in determin ing any column balances defined as NET current month s net activity or BAL current month s cumulative balance Statement Print Number From Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is the first Statement Print Number for this range of statements For example to include or exclude statements defined in the range of Statement Print records 150 to 250 enter 150 Statement Print Number To Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is the last Statement Print Number for this range of statements For example to include or exclude statements defined in the range of Statement Print records 150 to 250 enter 250 Include Enter Y Yes or No The initial default value is Y Enter one of the following values Y Include this range of Statement Print s to be printed For example include 100 to 200 would include all statements defined in the range of Statement Print records 100 through 200 N Exclude this range of Statement Print s so they will not be printed For examp
60. months can be 01 13 the slash must be included EOYyy End of Year followed by 2 digits for the fiscal year SOYyy Start of Year followed by 2 digits for the fiscal year YSRyy Year to Date Sources followedby 2 digits forthe fiscal year for Account Balances only YUSyy Year to Date Uses followed by 2 digits forthe fiscal year for Account Balances only Net or Cumulative Amounts Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required Define the code that identifies the terms in which the balances are to be printed NET Month to date net activity CUM Year to date cumulative amounts General Ledger User Manual 159 5 Reports and Inquiry Suppress Summary Account Totals Enter Y Yes or No The initial default value is Y This field is required Indicate whether or not the summary account totals should be suppressed If summary totals are not suppressed they are printed on a separate page following the Trial Balance Y Yes suppress the summary totals N No print the summary totals Print Accounts with Zero Balances Enter Y Yes or No The initial default value is Y This field is required Indicate whether or not to print accounts which have zero amounts Y print all lines N skip lines with zero amounts The entered data is validated During validation includ
61. numerator and a denominator Nu merators and denominators can be made up of any number of arithmetic operators The value of the ratio is derived by executing the arithmetic operations in the sequence in which they are presented and then dividing the numerator value by the denominator value For example the Current Ratio is defined as Current Assets Current Liabilities Current Assets is the numerator Current Liabilities is the de nominator The current Assets might be entered as Cash Accounts Receivable Inventories Cur rent Liabilities might be entered as Accounts Payable Payroll Taxes Payable Other Liabilities When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Ratios This file defines and describes the financial ratio General Ledger User Manual 247 9 Financial Statements Figure 65 The General Ledger Ratios Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor b
62. on the Journal Entries information this step pro vides sequencing of data records by Post Now Currency Code Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is pro vided by Currency Code Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all transaction file journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Journal Entries Journal this step formats the Journal Entries and Journal Entry Items information The following data items are shown Transaction No Description Journal Code Reference Date Auto Reverse Intercompany Intercompany Reference Currency Rate Line Item Account Sub Type Subsidiary Code Adj Sources Uses Neither S U N Home Amount and Amount As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month Control No or Currency Code When totals are specified the following items are accumulated Total Home Amount Total Amount Control Total Remaining control Account Hash total Current Hash Total and Remaining Hash Amount Grand totals print at the end showing Number of Journal Errors and Journal Warnings
63. previously defined in the Statement Detail file to be printed in this statement print format Description Length Enter a positive number with up to 2 digits Enter the length of the description for this statement The length must be 30 characters or less Report Width Enter a positive number with up to 3 digits This entry specifies the report width number of characters for this statement format The report width must be between 80 and 156 characters the default value is 132 This number is used for centering purposes and for right justifying page numbers and special value fields see Statement Print Text screen Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the beginning and ending range for the first component of the accounts whose balances are to be printed on the financial statement Any entry here will override the Statement Detail Start Component 1 selection Start End Subsidiary Account Enter an upper case alphanumeric field up to 10 characters in length Define the beginning and ending range for the second component of the accounts whose bal ances are to be printed on the financial statement An entry here will override the Statement Detail Start Component 2 selection Start End Division Enter an upper case alphanumeric field up to 10 characters in length 236 General Ledger User Manual Financial Statements 9 Define the beginning and ending range for the
64. record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file General Ledger User Manual 155 4 File Maintenance 156 General Ledger User Manual Chapter 5 Reports and Inquiry 5 Reports and Inquiry This menu provides you with report and inquiry functions Figure 39 The General Ledger Reports and Inquiry Menu Option 1 Trial Balance Report This report prints a list of General Ledger accounts and balances for a specified time period A report may be selected for any month and prints either the net activity or the YTD cumulative balances The following processing steps accomplish this job Step 1 You can use this function to enter the fiscal period for which the Trial Balance is to be printed whether net or cumulative amounts are to be shown on the report and whether summary account totals are to be printed The screen shown below allows you to enter parameters needed for the Trial Balance report 158 General Ledger User Manual Reports and Inquiry 5 Figure 40 The General Ledger Trial Balance Report Data items for the preceding screen are described below Fiscal Month Year Enter an upper case alphanumeric field up to 5 characters in length This field is required Define the accounting period to which these parameters apply Valid entries and their mean ings are mm yy 2 digits each for the fiscal month and year for these entries
65. sequencing of data records by Currency Code and Account giving addi tional sort order choice by Gain Loss Account and Translation Account with the option to change modifiable parameters at run time Selection of date records is provided by Currency Code Account Component Gain Loss Account Translation Account and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Foreign Accounts List this step formats the Foreign Accounts information The following data items are shown Currency Code Account Description Gain Loss Account and Translation Account 206 General Ledger User Manual Foreign Currency Processing A sample output is shown below Expert Computing Inc 11 04 94 13 16 LGG Page Foreign Accounts List Gain Loss Translation Currency Account Description Account Account 1020002000 Cash Canadian Corporate 3030001001 3030001001 1020002001 Cash Canadian Sales Outlets 3030001001 3030001001 1030002000MA Accts Rec Canadian Corp Mfg 3030001001 3030001001 1030002000wH Accts Rec Canadian Corp Whls 3030001001 3030001001 1030002001MA Accts Rec Canadian Sales Mfg 3030001001 3030001001 1030002001WH Acct Rec Canadian Sales Whls 3030001001 3030001001 1040002000MA Reten
66. sub code so that postings can be made to the Sub sidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry If this is an intercompany transaction enter the code identifying the intercompany name All intercompany allocation postings will be posted to the YTD Postings file This field is op tional Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If this transaction is in a currency other than the domestic currency enter the code from the Exchange Rates file to identify it Over Under Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the account to be used for any over under amounts that may result when the allocations are calculated The system displays the description so that you can verify your entry NOTE Unpredictable results may occur if the over under account you enter is the same as the account being allocated Adjustment Enter Y Yes or No The initial default value is N This field is required Indicate whether or not this is an adjustment to the sources uses amounts in the Over Under
67. the dollar amount to be allocated The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length Describe this allocation Reference Enter an upper case alphanumeric field up to 6 characters in length Supply a reference for these transactions Auto Reverse Enter Y Yes or No The initial default value is N This field is required Indicate whether or not this allocation is an adjustment to the sources uses amounts If Y is entered a credit adjustment reduces month to date and year to date uses and a debit adjust ment reduces month to date and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed this entry is used to specify how the allocations are to be accumulated in the Account Balances file 114 General Ledger User Manual File Maintenance 4 Blank Credits are accumulated as sources debits are accumulated as uses S This allocation is to be accumulated as a source U This allocation is to be accumulated as a use N This allocation is to be accumulated as neither Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a
68. third component of the accounts whose bal ances are to be printed on the financial statement An entry here will override the Statement Detail Start Component 3 selection Start End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the beginning and ending range for the fourth component of the accounts whose bal ances are to be printed on the financial statement An entry here will override the Statement Detail Start Component 4 selection Heading Text Number Enter an upper case alphanumeric field up to 3 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Enter the Statement Text number from the Statement Text file for the financial statement headings This text will print at the top of each page of the statement If this number is changed the corresponding Statement Text will be written to the Statement Printing Text file overriding what was there previously Disclaimer Text Number Enter an upper case alphanumeric field up to 3 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Enter the Statement Text number from the Statement Text file for the Statement Disclaimer This text will print at the bottom of each page of the statement The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E W
69. this job Step 1 In preparation for performing a sort selection process on the Statements information this step provides you with a default sequencing of data records by Statement No with the option to change modifiable parameters at run time Selection of data records is provided by Statement No with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Statement Detail List this step formats the Statements and Statement Detail infor mation The following data items are shown Statement No Description Line No Work Amount Type Description Format Type Short Description Skip No Lines Indentation Starting Account External Statement No Starting Line No Ending Line No Ending Account Total Detail SCFP Code of Line No Account Component Title Start Component 1 End Component 1 Print Descrip tion Print Column Statement Text No Start Component 2 End Component 2 Suppress Items Un derline Start Component 3 End Component 3 Reverse Sign Accum Reverse Sign Print Round ing Override Start Component 4 End Component 4 Print Currency Symbol and Carriage Return 256 General Ledger User Manual A sample output is shown below 11 03 94 16 57 0100 0050 HEADING H
70. to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Journal Entries Journal this step formats the Journal Entries and Journal Entry Items information The following data items are shown Transaction No Description Journal Code Reference Date Auto Reverse Intercompany Intercompany Reference Currency rate Line Item Account Sub Type Subsidiary Code Adj Sources Uses Neither S U N Home Amount and Amount As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month Control No or Currency Code When totals are specified the following items are accumulated Total Home Amount Total Amount Control Total Remaining Control Account Hash Total Current Hash Total and Remaining Hash Amount Grand totals print at the end showing Number of Journal Errors and Journal Warnings 48 General Ledger User Manual Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 41 Journal Entries Journal Trx Description Jrnl Refernc Date Rev Interco Currency Rate Control Group SRR 0159 August 1989 Monthly Entries Post Month Year 08 89 0001 August Pyaments on A P 08 31 89 N Line Account Subsidiary Code j Amount 0001 2010001000 Accounts Payabl
71. to the level of future detail defined for the account in the Chart of Accounts file In order to print the Future Postings Inquiry this step formats the Account Balances and Future Postings information The following data items are shown Account Description Fiscal Year Fiscal Month Operator ID Control No Journal Code Reference Reversing Source Transaction No Transaction Date Transaction Amount Currency Code and Total Amount A sample output is shown below Future Postings Account 4100000001WH Fiscal Year 90 Promotion Advertising Wholesl 05 SRR 0161 GL1 JE N 0001 07 31 89 Final Advert Payment 1620 00 Total General Ledger User Manual 173 5 Reports and Inquiry Option 10 Transaction Control Inquiry This inquiry displays records in the transaction Control file that contain information about journal en try and unit control groups that have been posted If the Use Transaction Control option in the Parameters file is N then no data is available to be displayed and the system will return to the menu The following processing steps accomplish this job Step 1 This function checks to see whether you have chosen to use the Transaction Control option before running any function that requires the file Step 2 In order to print the Transaction Control Inquiry this step formats the Transaction Control informa tion The following data items are shown Application File Posted Operator I
72. use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Text Detail file Option 2 Statement Detail You can use this function to enter the detail information that prints on financial statements Define each line of each statement using this function If you will think of a statement as being composed of rows and columns of information then the state ment detail records define the contents and format of each row The content and format of the columns is defined in the Statement Printing function When you use this function a record all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Statement Detail This file is used to define and describe a financial statement format Figure 58 The General Ledger Statement Detail Screen General Ledger User Manual 219 9 Financial Statements When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for ed
73. used in financial statements various reports and inquiries on the Account Balances file and ratios To update balances run this function prior to printing any statements reports or ratios that reference summary accounts The following processing steps accomplish this job Step 1 This disposition type is used for all standard processing functions within General Ledger Step 2 This step processes the information for Summary Accounts and Summary Account Detail Updates to certain fields in the Account Balances and Summary accounts files will occur Option 11 Delete History You can use this function to selectively delete history records from the Account Balances Budgets Unit Balances and or Foreign Balances files The following processing steps accomplish this job Step 1 You can use this function to enter ranges of fiscal years budget types unit types and or currency codes to define the set of Account Balances Budget Unit Balance and or Foreign Balance history records to delete The screen shown below allows you to enter parameters needed in order to delete history records General Ledger User Manual 79 4 Monthly Processing Figure 15 The General Ledger Delete History Screen Data items for the preceding screen are described below Delete Balance Records Enter Y Yes or No The initial default value is N This field is required Enter Y is you want Balances records to be deleted
74. with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead MTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a month to date basis YTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead YTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis 96 General Ledger User Manual File Maintenance
75. your operations you can use this screen to enter your opening account balances During Live Operations you will not see this screen This file contains monthly summaries of postings for each account by fiscal year It also contains start of year SOY end of year EOY and year to date Sources normally credits and Uses normally debits amounts General Ledger User Manual 91 4 File Maintenance Figure 19 The General Ledger Enter Account Balances Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year The system displays a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed 92 General Ledger User Manual File Maint
76. 0001000MA Inventory Corp Mfg 1070002000MA Inventory Canadian Corp Mfg 1080001000MA Work in Process Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090001000MA Finished Goods 1090002000MA Finished Goods Canadian 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 1100002000WH Resale Inventory Canadian 1105000000MA Interco Inventory Profit Mfg 1105000000WH Interco Inventory Profit Whl General Ledger User Manual 137 4 File Maintenance Step 6 In preparation for performing a sort selection process on the Chart of Accounts information this step provides you with a default sequencing of data records by Account Number giving additional sort order choice by Sub Type Currency Heading Account and Summary Account with the option to change modifiable parameters at run time Selection of data records is provided by Account Compo nent Sub Type Heading Account Summary Account Currency and Changed On with the option to enter user specified comparisons at run time Step 7 This disposition type is used for all lists of master file information Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 9 In order to print the Chart of Accounts Detail List this step formats the Chart of Accounts information The following data items are shown Account Number Description Revenue Expense Level of MTD Detail Level of
77. 0002000 Depreciation Expense Canadian 3030001001 3030001001 4130002000 Insurance Expense Canadian 3030001001 3030001001 4170002000MA Factory Overhead Canadian Mfg 3030001001 3030001001 General Ledger User Manual 207 Foreign Currency Processing Option 5 Foreign Balances History Report This report prints the start of year end of year and monthly balances for foreign accounts in fiscal year order The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Foreign Balances information this step provides you with a default sequencing of data records by Currency Code Foreign Account and Fiscal Year with the option to change modifiable parameters at run time Selection of data records is pro vided by Currency Code Account Component and Fiscal Year with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Foreign Balances History Report this step formats the Foreign Balances informa tion The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances and EOY As appropriate group headings appear whenever a change occurs in Foreign Account 208 General Ledger User Manual Foreign Currency Proces
78. 0010 103000109922 Accts Receiv End Main Account End Sub Account End Division End Branch Posting Acct DOMESTIC Skip Lines External Statement Total Detail Print Description Suppress Items Reverse Sign Print Currency Indentation Line No Range SCFP Code Print Column Underline Rounding Override Carriage Return Line No Stmt Text 0700 DETAIL Start Account End Account Start Main Account Start Sub Account Start Division Start Branch CANADIAN 10300020 103000209922 End Main Account End Sub Account End Division End Branch Accts Rec Canadian Post Act CANADIAN Skip Lines External Statement Total Detail Print Description Suppress Items Reverse Sign Print Currency General Ledger User Manual 257 Indentation Line No Range SCFP Code Print Column Underline Rounding Override Carriage Return Y Line No Stmt Text 9 Financial Statements Option 7 Statement Printing List This function prints a list of the Statement Printing file The following steps accomplish this job Step 1 In preparation for performing a sort selection process on the Statement Printing information this step provides you with a default sequencing of data records by Statement Print No with the option to change modifiable parameters at run time Selection of data records is provided by Statement Print No with the option to enter user specified comparisons at run time Step 2 This disp
79. 017 P10982 OEIV 0002 08 12 89 90 000040 10 MRC 0017 P3050 OEIV 0003 08 15 89 90 000020 50 MRC 0018 OEIV 0001 09 20 94 90 000444 73500 00 Account Totals 73500 60 Account 1100001001WH Resale Inventory Sales Outlet MRC 0017 P10982 OEIV 0002 08 12 89 000040 MRC 0017 P10982 OEIV 0002 08 12 89 000040 70 General Ledger User Manual Monthly Processing 3 Step 8 This function checks to see whether you have chosen to use the Transaction Control option before running a function that requires the file Step 9 In preparation for performing a sort selection process on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control No with the option to change modifiable parameters at run time Selection of data records is provided by Application File Posted Operator ID Control No Journal Code and Currency Code with the option to enter user specified comparisons at run time Step 10 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 11 In order to print the General Ledger Transaction Control Report this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Amount Posted Last Transaction Posted Date Time Journal Code Currency Code Description Operator Exclusive Control
80. 0509999922 St File Maintenance 4 Acct Component Ranges Main Account Sub Account End 1170002000 End 189999999922 St End 205109999922 St End 2120000000 st End 289999999922 St End 389999999922 St End 389999999922 St End 489999999922 St End 489999999922 St End 489999999922 St End 489999999922 St End General Ledger User Manual Division 145 4 File Maintenance Option 14 Allocation Accounts List This function prints a list of the Allocations file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Allocation Accounts information this step provides you with a default sequencing of data records by Currency and Account with the option to change modifiable parameters at run time Selection of data records is provided by Account Ac count Component Currency and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Allocation Accounts List this step formats the Allocation Accounts and Receiving Allocation Accounts information The following data items are shown Description Account Reference Auto Reverse Ad
81. 1 89 GL3 Completed 0009 PROD 1070001000MA in Inventory Product 08 31 89 GL3 Started 0010 PROD 1070001000MA in Inventory Product 08 31 89 GL3 Completed 0011 PROD 1070002000MA in Inventory Product 08 31 89 GL3 Started 0012 PROD 1070002000MA in Inventory Product 08 31 89 GL3 Completed Post Month Year 08 89 Totals gt Control Group Totals gt Control Group SRR 0028 August 1989 Monthly Entries Entered Calculated Difference Exclusive N Control Totals 22 00 Post Now Y Hash Totals 1288001600000 12880016000 Error The Entered and Calculated Hash Totals are Not Equal Warning This Control Group Contains Errors and Cannot Be Posted Grand Total gt Number of Errors in This Journa 56 General Ledger User Manual Transaction Processing 2 Step 9 In preparation for performing a sort selection process on the Journal Entry Control Groups informa tion this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID control No Journal OK and Post Now with the option to enter user specified comparisons at run time Step 10 This step prevents CANCEL from cancelling the current job Step 11 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 12 This step processes the information for Journal Entry Control Groups Jou
82. 1 character in length Only numbers are acceptable Valid entries are 0 1 and 2 The initial default value is 0 This field is required In ADD mode this field will automatically be saved from one record to the next This entry indicates what sub account level of posting detail is to be made to this account In applications which use the option of divisionalized accounting postings to an account can select from three options of sub account usage from the offset account These options control General Ledger User Manual 89 4 File Maintenance the appending of account components from the offset account to the primary posting account For any account with non blank sub accounts the level of posting detail must be zero The default value is zero Your options are 0 Do not append any account components 1 Append third component account must have blank third and fourth components 2 Append third and fourth components account must have blank third and fourth compo nents Level of Future Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required Describe the amount of detail to be kept on the Future Postings file for this account In order of least detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each jou
83. 327 60 Line Items Total 0 00 Post Month Year 08 89 Totals gt Control Group Totals Control Group SRR 0159 August 1989 Monthly Entries Entered Calculated Difference Currency Control Totals 0 Exclusive N Hash Totals 37510106008 Post Now N Home Currency Totals gt 54 General Ledger User Manual Transaction Processing 2 Step 5 In order to print the General Ledger Journal Summary this step formats the Distributions information The following data items are shown Post Year Post Month Account Description Journal Code Operator ID Auto Reverse Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 42 General Ledger Journal Summary Account Account Name Debits Credits 1010001000 Cash Corporate 1010001001 Cash Sales Outlets 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Accts Rec Canadian Sales Whls 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1070002000MA Inventory Canadian Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090002000MA Finished Goods Canadian 1100002000WH Resale Inventory Ca
84. 4 YTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeroes Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Chart of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go to the next Charge of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file Option 2 Types You can use this function to enter or edit unit and budget types For example for Budget Types you may want to differentiate between several sets of budgets such as Proposed Budget Revision 1 and Revision 2 For Unit Types you may need to track unit balances separately for machine hours and man hours When you use this function a record of all entries will be printed For additions all new field contents
85. 7 11384 08 13707 12368 83 14893 50366 88 60646 47711 07 57448 50880 18 61264 54468 30 65584 2236 41880 85 50428 N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N Account Totals 963243 11 640996 73 General Ledger User Manual 73 3 Monthly Processing Option 6 Closing Entries Report This report prints the entries that are automatically generated when the Close Month process is per formed for the last month of the fiscal year These entries close out zero the revenue and expense accounts for the year The report is provided for audit trail purposes The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the YTD Postings information this step pro vides you with a default sequencing of data records by Fiscal Year and Account Fiscal Month and Currency Code with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Fiscal Month Account Component and Currency Code with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Closing Entries Report this step formats the YTD Postings information The following data items
86. 7 12 Future Postings Report Control Description Jrnl Trx Trx Date Mo Yr Ref Rev Adj S U N Interco Sub Code Amount Currency Home Amount Fiscal Month Year 04 90 Account 1 1 MRC 0017 OEIV 0001 08 09 94 000080 Account Totals Account 1030001000MA Accts Receiv Corp Mfg MRC 0000 Summary Posting OEIV 0000 185210 Account Totals 185210 Account 1030001001MA Accts Receiv Sales Mfg MRC 0000 Summary Posting OEIV 0000 Account Totals Account 1030001001WH Accts Receiv Sales Wholesale MRC 0000 Summary Posting OEIV 0000 Account Totals Account 1100001000WH Resale Inventory MRC 0017 P10982 OEIV 0002 08 12 89 000040 10 MRC 0017 P3050 OEIV 0003 08 15 89 000020 50 MRC 0018 OEIV 0001 09 20 94 000444 73500 00 Account Totals 73500 60 64 General Ledger User Manual Monthly Processing 3 Option 3 Transaction Control Report This report prints the contents of the Transaction Control file This list is used to monitor and provide an audit trail of all control groups posted into the General Ledger application If the Use Transaction Control option on the Parameters file is N no data is available to be printed on this report The following processing steps accomplish this job Step 1 This function checks to see whether you have chosen to use the Transaction Control option before running any function that requires the file Step 2 In preparation for performing a sort selection process
87. 8000 ALLOCATION ENTRIES 37030102001 RECURRING ENTRIES 15610005000 RECURRING ENTRIES 10400008000 Test Batch August 1989 Monthly Entries Aug 1989 Entries Canadian Step 3 In order to print the Unposted Transactions Units Entries this step formats the Units Control Groups information The following data items are shown Operator ID Control No Description Number of Transactions Operator Exclusive Print Journal Journal OK Post Now Post in Progress Con trol Total and Account Hash Total General Ledger User Manual 47 2 Transaction Processing A sample output is shown below Expert Computing Inc 11 02 94 14 54 Unposted Transactions Units Entries No Op Prnt Jour Post Post Op Cntrl Description Trx Ex Jour OK Now Strt Cntrl Total Hash Total SRR 0028 August 1989 Monthly Entries 1288001600000 Option 22 Print All Journals This job prints the journal entries and units journals The following processing steps accomplish this job Step 1 This disposition type is used for all transaction file journals Step 2 In preparation for performing a sort selection process on the Journal Entries information this step pro vides sequencing of data records by Post Now Currency Code Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is pro vided by Currency Code Operator ID Control No Print Journal and Journal OK with the option
88. 9 INVENTORY 161 987 TOTAL CURRENT ASSETS 8 414 844 09 LONG TERM ASSETS PLANT AND EQUIPMENT LAND 164 767 BUILDINGS 723 762 EQUIPMENT 344 942 LESS ACCUM DEPRECIATION 183 146 2 050 326 68 TOTAL ASSETS 10 465 170 77 Step 10 This step conditionally allows a job to branch forward to backward to any sequence number in the list of functions in the job General Ledger User Manual 265 9 Financial Statements Option 10 Print Masks This function prints masks or images of financial statements as defined by the Statement Text State ment Detail and Statement Printing files These masks display 9 s in every position a number will potentially print The following processing steps accomplish this job Step 1 You can use this function t select which Statement Print numbers to print You can select ranges of Statement Print numbers both to include and to exclude You also define the fiscal month and year to be used for accumulating balances for Statement Print Columns defined as NET or BAL The screen shown below presents information about Statements To Print Figure 68 The General Ledger Select Statements to Print Screen Data items for the preceding screen are described below Current Fiscal Month Enter a positive number with up to 2 digits Enter the Fiscal Month desired for the financial statements This month will be used in deter mining any column balances defined as NET current m
89. AYMENTS 999 999 999 INVENTORY 999 999 999 TOTAL CURRENT ASSETS 999 999 999 99 LONG TERM ASSETS PLANT AND EQUIPMENT LAND 999 999 999 BUILDINGS 999 999 999 EQUIPMENT 999 999 999 LESS ACCUM DEPRECIATION 999 999 999 999 999 999 99 TOTAL ASSETS 999 999 999 99 Step 10 This step conditionally allows a job to branch forward to backward to any sequence number in the list of functions in the job General Ledger User Manual 269 9 Financial Statements Option 11 Ratios Report This function prints the Ratios report The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Ratio Detail information this step pro vides sequencing of data records by Ratio No Numerator Denominator and Sequence No with no option to change the sequence at run time Selection of data records is provided by Ratio No with no option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Ratio Calculations Report this step formats the Ratio Detail information The following data items are shown Ratio Variable Description and Balances As appropriate group headings appear whenever a change occurs in Ratio No If requested totals appear whenever
90. Corp Mfg GL2 SRR 1090002000MA Finished Goods Canadian GL2 SRR 1100002000WH Resale Inventory Canadian GL2 SRR 2010001000 Accounts Payable Corporate GL2 SRR 2010001001 Accounts Payable Sales GL2 SRR 2010002000 Accts Payable Canadian Corp GL2 SRR 2010002001 Accts Payable Canadian Sales GL2 SRR 2020001001 Sales Tax Payable Sales GL2 SRR 2040000000 Accrued Payroll GL2 SRR 2060100000 Mortgages Payable GL2 SRR 4020000001MA Sales Commissions Mfg GL2 SRR 4020000001WH Sales Commissions Wholesale GL2 SRR 4120000001 Tax Expense Sales Outlets GL2 SRR 4140000000 Interest Expense GL2 SRR 08 31 89 149370 08 31 89 96585 08 31 89 42946 52 08 31 89 17109 26 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 19391 08 31 89 109370 08 31 89 96585 08 31 89 34279 08 31 89 35347 08 31 89 08 31 89 08 31 89 27758 00 08 31 89 39069 19 08 31 89 19522 64 08 31 89 40327 60 08 31 89 12242 00 Grand Totals 505904 35 505904 35 General Ledger User Manual 37 2 Transaction Processing Option 4 Units Journal This function prints a journal of units transactions entered through the Units Entry function The fol lowing processing steps accomplish this job Step 1 In preparation for performing a sort selection processing the units Entries information this step pro vides sequencing of data records by Post Now
91. D control No Date Time Journal Code Description Currency code Operator Exclusive Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted and Amount Posted A sample output is shown below Transaction Control Appl File Control Group Date Time Jrnl Description Curr TAP DISBURSEMENTS SRR 0007 APCD Aug checks thru 8 15 Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted Total Amount Posted 174 General Ledger User Manual Chapter 6 Graphs and Spreadsheets 6 and Spreadsheets This menu provides you with functions that will generate print files that are readable by Graphics Pro cessing software and spreadsheet utilities Figure 42 The General Ledger Graphs and Spreadsheets Menu Option 1 Account Balances by Month This function will build a print file of monthly cumulative account balances for an account fiscal year that can be read by graphic utility software The following processing steps accomplish this job Step 1 You can use this function to enter an account number and fiscal year as parameters for the Account Balances by Month graph The screen shown below allows you to enter parameters needed for the Account Balances by Month graph 176 General Ledger
92. ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition type is used for all graphics output Step 3 In order to print the Account Balances by Quarter graph this step formats the Account Balances infor mation The following data items are shown Account Description Fiscal Quarter Description and Amount A sample output is shown below Account 1010001000 Cash Corporate Net 499464 01 363607 29 38672 21 125199 97 131051 11 0 00 182 General Ledger User Manual Graphs and Spreadsheets 96 Option 4 Prepare Balances for Spreadsheet Use this function to create an alphanumeric Account Balances file that can be transferred to a spread sheet Exact procedures for this task are available in Appendix B of this manual interfacing Balances with a Spreadsheet The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Account Balances information this step provides you with a default sequencing of data records by Fiscal Year and Account giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Account and Account Component with the op tion to enter user specified comparisons at run time Step 2 This disposition type is used for all standard processing fu
93. ENTRIES CLOS 07 10 89 sy 90 2001064 Account Totals 5703871 General Ledger User Manual 75 3 Monthly Processing Option 8 System Wide Status This inquiry displays on the screen the current calendar and fiscal periods for General Ledger and any other TOM applications that you have In order to print the System Wide Status this step formats the Parameters information The following data items are shown Calendar Month Calendar Year Fiscal Month Fiscal Year Post to GL and Start Month of Fiscal Year A sample output is shown below System Wide Status Calendar Calendar Fiscal Fiscal Start Post to Application Period Year Period Year Month GL Accounts Payable Accounts Receivable Commission Accounting Fixed Assets General Ledger General Subsidiary Inventory Control Order Entry Purchase Orders Sales Analysis Option 9 Close Month This function performs end of month processing for the General Ledger It purges monthly detail records and transaction control records calculates new start of month balances for each account bal ance foreign balance and unit balance record and increments the current month The EOM report print status is checked prior to running the closing process The following processing steps accomplish this job Step 1
94. Fiscal Year 89 Control Description Jrnl Trx Trx Date Mo Yr Ref Rev Adj S U N Interco Curr Account 1020002000 Cash Canadian Corporate 552309 00 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING CURR LGG SUMMARY POSTING GL1 77672 29 93524 66440 00 80000 11572 68 13934 42448 280040 07 286082 163932 55 197390 108352 53 130466 70803 20 85253 14351 49 17280 99909 46 120300 97750 91 117701 89276 24 107496 51277 79 61743 80219 85 96592 506 70916 76 85390 ZZZZUZZZZYZYAAYE Account Totals 1673241 84 1255641 51 Account 1020002001 Cash Canadian Sales Outlets 385158 00 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL2 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING GL1 LGG SUMMARY POSTING CURR LGG SUMMARY POSTING GL1 40174 77 48374 41525 00 50000 5328 82 6416 23971 171679 48 177854 78305 20 94286 22656 04 27219 65831 41 7926
95. For example if the fourth component of the account structure is defined as Division and you wish to maintain a separate Retained Earnings account for each division then the proper entry would be 4 for the fourth component If the third component of your account struc ture is company and the fourth component is branch and you wish to maintain a separate Retained Earnings account for each company branch combination then the proper entry General Ledger User Manual 133 4 File Maintenance would be 3 for the third component If the second component of your account structure is company the third component is division and the fourth component is branch and you wish to maintain a separate Retained Earnings account for each company division branch combination then the proper entry would be 2 for the second component OK Account Application Types Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are GL AR AP and IC Supply the application types from the list below that will be allowed for account numbers used in journal entry transactions If there are no restrictions leave this field blank If there are to be any restrictions all valid application types must be specified Be sure to include a blank type if postings are made to accounts without application types During transaction entry this table is ch
96. For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Foreign Accounts This file contains general information about foreign balances Figure 51 The Foreign Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below General Ledger User Manual 199 Foreign Currency Processing Data items for the preceding screen are described below Currency Code Enter an alphanumeric field up to 6
97. General Ledger User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table of Contents Chapter 1 General Information eeeee eee ee stone naae 1 Introduction Purpose OMENS RENE M E EE XE Other Manuals 5 PHASES EE 6 IntialSet p E E E 6 Live Operations acre ers e MEDIE ertt IER ww got 6 Recovery op eter 6 Accounting Audit Trails eet er eret 6 Transaction EMU ys siete ERROR 7 Journal Printing aee E 7 Transaction POSTINGS sedere pe e e Pune 7 Modification OH 7 ETOJ ENEIDE LOI LLL p Applic
98. General ledger and Convert Calendar To Fiscal In General Ledger Records in the Journal Entry Items Journal Entries and Journal Entry Con trol Groups files will then be deleted Step 6 In preparation for performing a sort selection process on the Units Control Groups information this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Post Now and Journal OK with the option to enter user specified comparisons at run time Step 7 This step prevents CANCEL form cancelling the current job Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process 52 General Ledger User Manual Transaction Processing 2 Step 9 This step processes the information for Units Control Groups and Units Entries Under certain condi tions records in the Transaction Control Unit Balances and Unit Accounts files will be added Up dates to certain fields in the Units Control Groups Unit Balances Unit Accounts and Transaction Control files will occur Generalized routines are performed to Convert Calendar To Fiscal in General Ledger Records in the Units Entries and Units Control Groups files will then be deleted Option 24 Print Post All Transactions This job prints the units and journal entries journals then posts units and journal entries The following
99. M that may result are shown below E This Control Group Has Already Been Used for GL Posting E This Control Group May Not Be Edited Posting Was Started E You May Not Change Data Entered by the Original Operator Press ENTER to continue to the next screen Select the Next Record option to go to the next Units Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Units Control Groups file This screen may optionally be used to display information about Units Control Groups Figure 8 The General Ledger Units Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al 30 General Ledger User Manual Transaction Processing 2 lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID which you entered when you logged on is displayed All control groups are separated by operator Control No
100. Messages M that may result are shown below E Cannot Post to the 13th Month in a 12 Month Fiscal Year E Currency Rate Required when Using a Currency Code W Post Year of Zero Will Post as the Year 2000 Press ENTER to continue to the next screen Select the Previous Image option to go back to the Journal Entry Control Groups screen Select the Next Record option to go to the next Journal Entries record Select the End option to go to the next Journal Entry Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Journal Entries file The screen shown below presents information about Journal Entry Items This file stores the individual journal entries identifying account numbers and amounts Figure 6 The General Ledger Journal Entry Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing 24 General Ledger User Manual Transaction Processing 2 Data items for the preceding screen are described below Line Item Enter a positive number with up to 3 digits A sequential line number is supplied Although it is not necessary that this num
101. Print records can refer to a single statement format as defined in Statement Detail allowing you to have several versions of the same basic statement For example you could have one Statement Print record for a detail Balance Sheet and one for a rounded Balance Sheet both referencing the same Statement Detail for the Balance Sheet Another example might be a Statement Print record of an Income Statement for Division 1 and one for Di vision 2 both referencing the Statement Detail for an Income Statement When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Statement Printing The Statement Printing file defines the formats and contents of various statements to be generated by the financial statement process 234 General Ledger User Manual Financial Statements 9 Figure 62 The General Ledger Statement Printing Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that re
102. Sales Whl 1 250 1050001000 Service Charges Receivable 5 270 1050002000 Service Charges Rec Canadian 13 1060001000 Prepaid Insurance 6 000 1060002000 Prepaid Insurance Canadian 5 328 1061001000 Prepaids amp Deposits 5 640 1061002000 Prepaids amp Deposits Canadian 6 455 1070001000MA Inventory Corp Mfg 190 421 1070002000MA Inventory Canadian Corp Mfg 193 451 1080001000MA Work in Process Corp Mfg 298 948 1080002000MA Work in Proc Canada Corp Mfg 104 865 1090001000MA Finished Goods 201 876 1090002000MA Finished Goods Canadian 382 361 11000010008H Resale Inventory 249 583 1100001001WH Resale Inventory Sales Outlet 297 051 1100002 Resale Inventory Canadian 115 788 1105000000MA Interco Inventory Profit Mfg 52 000 1105000000WH Interco Inventory Profit Whl 16 520 1130001000 Land 650 000 1130002000 Land Canadian 514 767 1140001000 Buildings 410 000 1140002000 Buildings Canadian 313 762 1150001000MA Equipment 598 300 ooooooooooooooooooooooooooooooooooooooooooooooocoo General Ledger User Manual 161 5 Reports and Inquiry Option 2 Account Balances History Report This report prints the start of year end of year and monthly balances for accounts in fiscal year or der Balances are reported in cumulative and net monthly amounts The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Account Balances information this st
103. User Manual Graphs and Spreadsheets 96 Figure 43 The Account Balances by Month Screen Data items for the preceding screen are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the Chart of Accounts Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the account balance or budget amount to be graphed The combina tion of account number and fiscal year must be in the Account Balances file or the combina tion of Budget Type account number and fiscal year must be in the Budget Amounts file The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Fiscal Year Not on File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen General Ledger User Manual 177 6 and Spreadsheets Step 2 This disposition type is used for all graphics output Step 3 In order to print the Account Balances by Month graph this step formats the Account Balances infor mation The following data items are show
104. YTD Detail Level of Future Detail Heading Account Summary Account Application Type Sub Type Delete Subcode Post Detail Currency and Level of Divisionalization 138 General Ledger User Manual File Maintenance 4 A sample output is shown below Expert Computing Inc 11 03 94 10 21 Chart of Accounts Detail List Rev Future Appl Sub Del Currency Lvl Account Description Exp Det l Head Sum Type Type SubP Code Div 1 1 10000 Assets 10100 Current Assets 10100010 Cash Posting Account 1010001000 Cash Corporate 1010001001 Cash Sales Outlets 10200020 Cash Canadian Posting Acct 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 10300010 Accts Receiv Posting Acct 1030001000 Accts Receiv Intercompany 1030001000MA Accts Receiv Corp Mfg 1030001000WH Accts Receiv Corp Wholesale 1030001001MA Accts Receiv Sales Mfg 1030001001WH Accts Receiv Sales Wholesale 10300020 Accts Rec Canadian Post Act 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Accts Rec Canadian Sales Whls 10400010 Retention Rec Posting Acct 1040001000MA Retention Rec Corp Mfg 1040001000WH Retention Rec Corp Wholesale 1040001001MA Retention Rec Sales Mfg 1040001001WH Retention Rec Sales Wholesale 10400020 Retent Rec Canadian Post Acct 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls
105. a change occurs in Ratio No When totals are specified the following items are accumulated Numerator De nominator and Decimal Amount 270 General Ledger User Manual Financial Statements 9 A sample output is shown below Expert Computing Inc 11 03 94 17 04 LGG Page Ratio Calculations Report Var Account Description Balance Ratio No 0001 Current Ratio xi Assets Current 9 188 459 07 x2 Liabilities Current 1 304 077 55 x3 CONSTANT 1 00 Computed As X1 X2 X3 9188459 07000 1304077 55000 Result 7 04595 Ratio No 0002 Inventory Turnover X1 Cost of Goods Sold Interco 59 119 x2 Cost of Goods Sold Corp Mfg 38 709 X3 Cost of Goods Sold Corp Whlsl 32 601 x4 Cost of Goods Sold Sales Mfg 27 000 X5 Cost of Goods Sold Sales Whis 26 569 x6 Inventory Corp Mfg 252 100 x7 Inventory Canadian Corp Mfg 196 000 x8 Work in Process Corp Mfg 362 100 x9 Work in Proc Canada Corp Mfg 33 792 X10 Finished Goods 393 850 X11 Finished Goods Canadian 352 600 X12 Resale Inventory 226 500 X13 Resale Inventory Sales Outlet 62 449 X14 Resale Inventory Canadian 136 900 X15 Resale Inventory Canadian X16 Inventory Canadian Corp Mfg 169 020 X17 Work in Process Corp Mfg 334 670 x18 Work in Proc Canada Corp Mfg 129 296 X19 Finished Goods i 194 594 X20 Finished Goods Canadian 385 437 X21 Resale Inventory 197 033 X22 Resale Inventory Sales Outlet 297 051 X23 Resale I
106. a entered in this file The structure of this file is based on two premises 1 that ratio data is composed of a numerator and a denominator and 2 that you will need a balance file type and account balance information to formulate ratios You construct a numerator and a denominator according to sets of sequential arithmetic operations Each ratio detail record should define one arithmetic operation that is needed to formulate the ratio Each arithmetic operation is performed on either a specific balance record or a specific constant value Each ratio requires at least one record with a numerator type and one record with a denominator type each detail record must contain either a constant value or the balance information but not both You can use any of the four balance files Account Balances Budgets Foreign Balances or Unit Balances Figure 66 The General Ledger Ratio Detail Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing General Ledger User Manual 249 9 Financial Statements Data items for the preceding screen are described below Numerator Denominator Enter an upper case alphanumeric field 1 char
107. acter in length Only letters are acceptable Valid entries are N and D This field is required In ADD mode this field will automatically be saved from one record to the next Designate the portion of the equation which is currently being defined The options are N Numerator D Denominator Sequence Number Enter a positive number with up to 3 digits The system displays a sequential number beginning with 10 and incrementing by 10 for each record added This sequence number is used to designate a specific variable in a specific location within the equation You may change the sequence number to obtain greater flexibility The value to be associated with the lowest sequence number is assigned the variable XI and the second lowest is assigned the variable X2 a process which continues throughout the range of sequence numbers All mathematical operations within the numerator or denomina tor are performed in sequence number order Balance Type Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are B D F and U The initial default value is B In ADD mode this field will automatically be saved from one record to the next This entry determines the type of accounting information to be accessed for this variable It must be left blank if any entry is made in the Constant field The options are B Balances The amounts printed are to be actual balances The system w
108. acters only the first 5 characters of this description will print General Ledger User Manual 221 9 Financial Statements Format Type 1 Enter an upper case alphanumeric field 1 character in length H Heading Only the description will be printed If you select this option no additional Statement Detail entry windows will appear blank This is a detail line that will be further described on the next entry screen T Totaling The T designates that the contents of the total register defined in the next field Format Type 2 is printed The registers 1 through are zeroed after the result prints The contents of each statement detail record defined is always added to all nine registers 1 9 The user controls the amounts being totaled by defining when totals are printed and what level of totaling is printed Z Zeroing The Z designation zeroes the cumulative registers beginning with register 1 and continues through the register defined in the next field Format Type 2 Enter an upper case alphanumeric field 1 character in length If using the Totaling T option or Zeroing option Z enter the number of the register that designates the appropriate total to print for T option or the number of the register that des ignates the cumulative registers to zero for Z option For example If the total accumulated in register 4 is to be printed enter T in the previous field and 4 in this field If the tot
109. al Liabilities N 020 D 010 19002999 Total Assets 0004 Receivable Turnover 010 3010001000 Intercompany 020 3010001000 Intercompany 030 3010001001MA Manufacturing 040 3010001001MA Manufacturing 050 3010001001WH Wholesale 060 3010001001WH Wholesale 070 3010002001MA Canadian Manufacturing 080 3010002001MA Canadian Manufacturing UU uu UU UU General Ledger User Manual 261 9 Financial Statements Option 9 Print Statements This function prints financial statements based upon information in the Account Balances Budgets Units Balances and Foreign Balances files This job uses formats defined by the Statement Text Statement Detail and Statement Printing files The following processing steps accomplish this job Step 1 You can use this function to select which Statement Print numbers to print You can select ranges of Statement Print numbers both to include and to exclude You also define the fiscal month and year to be used for accumulating balances for Statement Print Columns defined as NET or BAL The screen shown below presents information about Statements To Print Figure 67 The General Ledger Select Statements to Print Screen Data items for the preceding screen are described below Current Fiscal Month Enter a positive number with up to 2 digits Enter the Fiscal Month desired for the financial statements This month will be used in deter mining any column balances defined as NET current
110. al accumulated in register 6 is to be printed enter and 6 If registers 1 through are to be zeroed enter Z in the previous field and 3 in this field If registers 1 through 7 are to be zeroed enter Z and 7 Short Description Enter an alphanumeric field up to 14 characters in length The Short Description will be used if the previously entered description is longer than the Description Length defined on the Statement Print record and this field is not blank Skip No Lines Enter a positive number with up to 2 digits Enter 2 digits to indicate the number of lines to be skipped before printing this detail line If this line is to start a new page enter 99 Indentation 222 Enter a positive number with up to 2 digits Enter 2 digits to indicate the number of spaces from the left margin to indent before printing the description If the description is to be centered enter 99 General Ledger User Manual Financial Statements 9 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Format Combination 0 or blank not allowed with T or Z E Invalid Format Type E Invalid Format Type Heading Format Type is H and blank Press ENTER to display system supplied information and the
111. al statements You can specify whether to have the text centered and whether to have a page number printed When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Statement Text This file stores descriptive text that is printed on financial statements Headings and Disclaimers in the Statement Printing file use text stored in this file to print on the financial statement Individual lines within the Statement Detail file may also reference text stored within this file 214 General Ledger User Manual Financial Statements 9 Figure 56 The General Ledger Statement Text Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who cr
112. an appropriate entry Supply a code from the Types file to identify the end of the range of unit types to be deleted Delete Foreign Records Enter Y Yes or No The initial default value is N This field is required Enter Y if you want Foreign Balance records to be deleted Start Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry Supply a code from the Exchange Rates file to identify the beginning of the range of foreign currency records to be deleted General Ledger User Manual 81 3 Monthly Processing End Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry Supply a code from the Exchange Rates file to identify the end of the range of foreign cur rency records to be deleted The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Balance Records Will Not Be Deleted Budget Records Will Not Be Deleted Foreign Balance Records Will Not Be Deleted One Type of History Must Be Selected Range of Budget Types Must Be Defined Range of Currencies Must Be Defined Range of Unit Types Must Be Defined Start Year Cannot Be Greater Than End Year Unit Records Will Not Be Deleted t pj pn tn
113. and a debit entry will reduce month to date and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed use this entry to specify how the amounts are to be accumulated in the Account Balances file Blank is a valid entry Blank Credits are accumulated as sources debits are accumulated as uses S This transaction is to be accumulated as a source U This transaction is to be accumulated as a use N This transaction is to be accumulated as a neither Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a Subsidiary Code so that postings can be made to the Subsidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL The entered data is validated During validation including access to other fields conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below 118 General Ledger User Manual File Maintenance 4 A Fixed Amount Cannot Be Entered for Method 1 A Fixed Amount Must Be Entered for Method 2 Allocation Cannot Be Entered for Method 3 An Allocation Cannot Be E
114. and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Sequence No Enter a positive number with up to 5 digits The system assigns a sequential number to the first record of each summary account estab lished If mor than one range of accounts is to be included in the summary this sequence is incremented by ten for each additional range Start End Account Enter an upper case alphanumeric field up to 12 characters in length These fields are re quired You can use Scan to search for an appropriate entry Supply the account number of the first and last account of the range to be included in the sum mary The system displays the description so that you can verify your entry Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank General Ledger User Manual 111 4 File Maintenance Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank Start End Division Enter an upper case alphanumeric field up to 10 characters in length
115. and then press ENTER again to continue to the next screen Select the Next Record to go to the next Journal Entry Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Journal Entry Control Groups file General Ledger User Manual 19 2 Transaction Processing This screen may optionally be used to display information about Journal Entry Control Groups Figure 4 The General Ledger Journal Entry Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID which you entered at log on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of journal entries This number is printed on the journal tracked on the Transaction Con
116. are credit accounts and Expenses which are debit accounts On a typical Income Statement the Revenues will be listed first These itemize the current activity for the goods or services that your business sells Offset against these are the current Expenses which include such things as office supplies monthly insurance premiums rent and employees wages The difference between revenues and expenses is called Current Earnings This is a temporary equity account which reflects the current profitability of your company Everyone hopes that Current Earnings maintains a credit balance because that means that Revenues are larger than Expenses The Balance Sheet summarizes your permanent asset accounts Assets and your permanent capital accounts Liabilities and Owner s Equity Asset accounts include long term assets such as equip ment and buildings and shorter term or more liquid assets such as cash and accounts receivable which is the sum of the amounts you have billed your customers but they have not yet paid Liability ac General Ledger User Manual 3 1 General Information counts include mortgages taxes owed and accounts payable which is the amount you have been billed for goods or services and have not yet paid and equity accounts include the amounts invested by stockholders and or the company s owners Another special type of equity account is called Retained Earnings This account reflects the compan
117. are shown Operator ID Control No Description Journal Code Transaction Date Fiscal Month Fiscal Year and Amount As appropriate group headings appear whenever a change occurs in Account 74 General Ledger User Manual Monthly Processing A sample output is shown below Expert Computing Inc 11 03 94 17 12 Closing Entries Report Control Group Description Trx Date Mo Yr Account 2100000000 Retained Earnings Post Acct SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 1309100 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 225966 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 134387 Account Totals 1669454 Account 2100000000MA Retained Earnings Corp Mfg SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 1393071 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 122721 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 1617486 Account Totals 3133279 Account 2100000000WH Retained Earnings Corp Whlsl SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 8 90 513235 Account Totals 513235 Account 2100000001 Retained Earnings Post Acct SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 184900 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sy 90 62017 Account Totals 246917 Account 2100000001 Retained Earnings Sales Mfg SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 624501 SRR 0000 EOY CLOSING ENTRIES CLOS 07 10 89 sY 90 4327307 SRR 0000 EOY CLOSING
118. arnings W and Messages M that may result are shown below E End Component Must be Greater or Equal to Start Component Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Statement Printing record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receiving Allocation Accounts file The screen shown below presents information about Statement Printing Columns General Ledger User Manual 237 9 Financial Statements A second level of the Statement Printing file defines the various statement columns It contains up to thirteen records per statement one for each column and they must be in sequential numeric order starting with column number one with no gaps in the sequence Each record defines the format and attributes of the column The actual width of the column is determined by the width of the column mask once all parameters have been entered Figure 63 The General Ledger Statement Columns Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data
119. arnings W and Messages M that may result are shown below E Statement Detail Record Already Exists For Copy To Statement E Statement Detail Record Does Not exist for Copy From Statement E Statement Record Already Exists for the Copy To Statement E The From and To Statements Cannot Be the Same Press ENTER to display system supplied information and then press ENTER again to save the infor mation to this screen Step 2 This disposition type is used for all standard processing function within General Ledger Step 3 This function creates a new Statement Detail record from the statement number entered which may be used as a basis for another statement Step 4 This step conditionally allows a job to branch forward to backward to any sequence number in the list of functions in the job General Ledger User Manual 273 9 Financial Statements Option 13 Copy Statement Print Records You can use this function to copy a set of statement printing definitions into another set of statement printing definitions The following processing steps accomplish this job The screen shown below presents information about copying Statement Print records Figure 70 The General Ledger Copy Statements to Print Records Screen Data items for the preceding screen are described below From Statement Print Number Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is the Statement Prin
120. art Month Must Be SOY EOY or Between 99 and 13 UNITBAL2 File Does Not Exist Unit Balance Record Not on File for Respective Fiscal Year Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Ratios screen Select the Next Record option to go to the next Ratio Detail record Select the End option to go to the next Ratios record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Ratio Detail file General Ledger User Manual 253 9 Financial Statements Option 5 Statement Text List This function prints a list of the Statement Text file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Statement Text information this step pro vides you with a default sequencing of data records by Statement Text Key with the option to change modifiable parameters at run time Selection of data records is provided by Statement Text Key with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Statement Text List this step formats the Statement Text and Statement Text De tai
121. atio method provides an allocation based on a ratio of accounts from the Chart of Accounts or Unit Accounts files An Over Under account must be specified to receive the remainder from the allocations Figure 29 The General Ledger Allocation Accounts Screen General Ledger User Manual 113 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry By using Scan you may use this as an access key for selecting records Supply the account which contains
122. ation Features 9 Transaction Control eri 9 E 10 Summary and Allocation Accounts eeeeeeeeeeeeeeeeeen nennen nenne 10 Financial Statements amp Reports well General Subsidiary Peres Application Interfaces eite 12 Chapter 2 Transaction Processing eeeeeeeee esee eene eese en setenta sta annn 15 Option 1 Journal Entes an inah eaae e eana enne 16 Option 2 Units a Option 3 Journal Entries Journal 1 35 Option 4 Units Journal 138 Option 5 Journal Entries Post 40 Option 6 Units 5 40 Option 7 Generate Recurring Entries essere 41 Option Generate Allocation Entries essere 43 Option 20 Edit Unposted Control Groups eere 45 Option 21 Print Unposted Control Groups eese 47 Option 22 Print e 48 Option 23 Post All Transactions 52 Option 24 Print Post All Transactions enne 53 General Ledger User Manual iii Table of Contents Chapter 3 Monthly Processing eee 59 Option 1 General Ledger Report cese 60 Option 2 Future Postings Report eessssseeeeeeeee
123. ats for negative values must be specified 0 Leading Sign Hyphen preceding negative values 123 45 1 Trailing Sign Hyphen following negative values 123 45 2 Credit characters following negative values 123 45CR 3 Parentheses around negative values 123 45 Rounding Type Enter an upper case alphanumeric field 1 character in length Only numbers and letters are ac ceptable Valid entries are 0 1 2 N O T and C The initial default value is N This field is required An ADD mode this field will automatically be saved from one record to the next General Ledger User Manual 243 9 Financial Statements Enter a code from the list below to define any rounding used in printing balances percent ages on the financial statement The options are N Printed balances are not rounded O Printed balances are rounded to the one dollar position T Printed balances are rounded to the thousand dollar position 0 Printed percentages are rounded to zero decimals 1 Printed percentages are rounded to one decimal 2 Printed percentages are rounded to two decimals The column mask will show the effect of this selection The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below t Ej MMMM CH Dn n Dd pd pd pn
124. below Numerator Start Account Enter an upper case alphanumeric field up to 12 characters in length This field is required For the ratio method begin defining the ratio that will be multiplied by the balance in the account on the header screen The result will be distributed to the Account defined above This ratio is composed of a range of accounts from the Chart of Accounts or Unit Accounts files The balances for these accounts are summed to compute the numerator and denominator The ratio that results is used as the multiplier Define the first account in the range for the numerator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Numerator End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the last account in the range for the numerator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Numerator Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If this account is in the Unit Balances file enter a valid unit type This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Numerator Start End Main Account Enter an upper case alphanumeric field up to 10 characters in
125. ber be exactly sequential it is printed on the journal and is an important part of your audit trail Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the account number to which this entry should be posted The system displays the description so that you can verify your entry Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the entry A positive entry represents a debit and a negative entry represents a credit NOTE The system keeps a running total of all items entered for each journal entry You can supply this sum at any time by pressing Option 17 Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N For the Statement of Cash Flow this entry is used to specify how the journal entries are to be accumulated in the Account Balances file Your options are Blank Credits are accumulated as sources debits are accumulated as uses S This transaction is to be accumulated as a source U This transaction is to be accumulated as a use N This transaction is to be accumulated as a neither Examples Source Equipment is sold for 5000 The credit to Equipment would be a source of cash Use Equipment is purchased for 3000 The debit to Equipment
126. by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Transaction No Enter a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This number is printed on the journal Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Supply the code from the Unit and Budget Types file that identifies the type of units to be entered Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry 32 General Ledger User Manual Transaction Processing 2 Journal Code Enter an upper case alphanumeric field up to 4 characters in length This field is required In ADD mode this field will automatically be saved from one record to the next Identify the journal associated with this entry Quantity Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the quantity by which the unit balance is to be increased or decreased A negative entry requires a minus sign Date Enter a date YMD
127. c Expert Computing Allocation Accounts List Rev Adj S U N GL GENERAL Method Alloc Amount Adj S U N File Maintenance 4 LGG Page Interco Currency Sub Code 3 0 00 00 N Salaries Expense Salaries Expense End Main Account End Sub Account End Division End Branch Salaries Expense Salaries Wholesale End Main Account End Sub Account End Division End Branch 3 0 00 Salaries Manufacturing Salaries Manufacturing End Main Account End Sub Account End Division End Branch Salaries Expense Salaries Wholesale End Main Account End Sub Account End Division End Branch 3 General Ledger User Manual GL GENERAL 147 4 File Maintenance Option 15 Recurring Entries List This function prints a list of the Recurring Entries file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Recurring Entries information this step provides you with a default sequencing of data records by Currency and Transaction with the option to change modifiable parameters at run time Selection of data records is provided by Transaction Cur rency and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing pro
128. cal year for which you are entering balances SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the start of year unit balance General Ledger User Manual 107 4 File Maintenance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record op tion to go to the next Unit Balances record Select the End option to go to the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file Option 5 Summary Accounts You can use this function to define those accou
129. ccounts that will receive the allocation The system displays the descrip tion so that you can verify your entry Method Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 1 2 and 3 The initial default value is 1 This field is required Indicate the method for allocating to this account Your options are 1 Fixed Percent Distribute based on the Allocation 96 2 Fixed Amount Distribute the Fixed Amount 3 Ratio Distribute based on the ratio of accounts from the Chart of Accounts or Unit Ac counts files defined below General Ledger User Manual 117 4 File Maintenance Allocation 96 Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal If this is a fixed percent type of allocation supply the percent of the account balance for the account on the header screen that should be distributed to this receiving account Fixed Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If this is a fixed amount type of allocation supply the fixed amount that is to be allocated to this receiving account Adjustment Enter Y Yes or No The initial default value is N This field is required Indicate whether or not this entry is an adjustment If Y is entered a credit entry will re duce month to date and year to date uses
130. ce Numeric 11 space Column 18 Bytes 217 227 Month 13 Balance Numeric 11 The next varies depending on the import capabilities of the spreadsheet software Some utilities will directly convert the ASCII file ALPHABAL to the spreadsheet format according to the pre defined record format on the previous page Other utilities may require an intermediate conver sion step such as first converting to a DIF file Perform the import or translation process to convert the ASCII file to a worksheet file such as WKI The columns in the newly created worksheet contain the following data with their respective col umn widths Account Number 13 Fiscal Year 3 Account Description 32 SOY Amount 12 EOY Amount 12 13 Monthly Amounts 13 columns of 12 each Now you can work with the amount fields You can do whatever formatting you may like within the spreadsheet program Since the APPX General Ledger Account Balances data changes with each daily posting it is nec essary to repeat this conversion or integration process each time a spreadsheet requires current data General Ledger User Manual 283 APPX Software Inc General Ledger User Manual Published 5 95
131. cess Step 4 In order to print the Recurring Entries List this step formats the Recurring Entries and Recurring Entry Items information The following data items are shown Transaction Description Start Month Start year Months to Generate Reference Auto Reverse Intercompany Intercompany Reference Currency Limit To Date Amount Line No Account Sub Type Sub Code Adjustment Sources Uses Neither S U N and Amount 148 General Ledger User Manual File Maintenance 4 A sample output is shown below Expert Computing Inc 11 03 94 10 25 Recurring Entries List Trx Description Rev Interco Limit To Date Amount Currency 0001 Monthly Insurance Exp Domestic 04 89 JFMAMJJASOND 00 6 000 00 Line Account Description Adj S U N Amount 0001 4130000000 Insurance Expense N 1 000 00 0002 1060001000 Prepaid Insurance N 1 000 00 0 00 0003 Monthly Depreciation Domestic 06 88 JFMAMJJASOND RECURR Line Account Description Sub Code 0001 4040001000 Depreciation Expense GL GENERAL 0002 1170001000 Accumulated Depreciation GL GENERAL 0003 4040001000 Depreciation Expense GL COMPUTER 0004 1170001000 Accumulated Depreciation GL COMPUTER Currency CANADA 83840000 Canadian Dollar C DOLLAR 0002 Insurance Exp Canadian 06 88 9 000 00 Line Account Description j Amount 0001 4130002000 Insurance Expense Canadian 3 000 00 0002 1060002000 Prepaid Insurance Canadian 3 000 00 0 00 0004 Monthly Depre
132. characters in length This field is required You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the foreign currency for this record Select a code from the Exchange Rates file The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the account number for this record The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this foreign balances Gain Loss Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the general ledger account which should be used for posting gains and losses relative to this currency This is usually a revenue expense account When a currency transaction gain or loss is recognized in Accounts Payable or Accounts Receivable this account is up dated The system displays the description so that you can verify your entry Translation Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved f
133. ciation Canadian 06 88 JFMAMJJASOND CANADA Line Account Description Adj S U N 0001 4040002000 Depreciation Expense Canadian N 0002 1170002000 Accum Depreciation Canadian N General Ledger User Manual 149 4 File Maintenance Option 16 Parameters List This function prints the contents of the Parameters file The following processing steps accomplish this job Step 1 This disposition type is used for all lists of master file information Step 2 In order to print the General Ledger Parameters List this step formats the Parameters information The following data items are shown Current Fiscal Month current Calendar Month Current Fiscal year Current Calendar year Start Month of Fiscal year Number of Accounting Periods Retained Earnings Account GL Report Required GL Report Printed Recurring Entries Generated Futures Report Required Futures Report Printed Allocation Entries Generated Transaction Control Re quired Transaction control Printed Ask for Operator ID Use Transaction Control Months to keep Transaction Control Account Component Length Account Component Title Separate Retained Earnings Component Level to Separate OK Application Types and last Summarization Date A sample output is shown below Expert Computing Inc 11 03 94 10 25 LGG Page General Ledger Parameters List Current Fiscal Month 3 Current Calendar Month Current Fiscal Year 90 Current Calendar Year Start Month of Fisca
134. cord Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Recurring Entries scree Select the Next Record option to go to the next Recurring Entry Items record Select the End option to go to the next Recur ring Entries record 128 General Ledger User Manual File Maintenance 4 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Entry Items file Option 8 Parameters You can use this function to maintain the Parameters file specifying fundamental information defining how the General Ledger application operates This allows you to customize your General Ledger Only one record is required for the General ledger Parameters file When you this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Parameters Figure 34 The General Ledger Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as we
135. cord and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Statement Print No Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system assigns a number beginning with 0010 and increments it by 10 from the last statement print number added This number is used to designate the statement format to be used when printing a statement This allows you to print a previously defined financial state ment in a number of print formats Description Enter an alphanumeric field up to 30 characters in length General Ledger User Manual 235 9 Financial Statements Enter a description of this financial statement print format This description is not printed on the financial statement and is for user reference only Statement Number Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry Enter the financial statement
136. cribed below Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Supply a code from the Types file for this unit The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry 104 General Ledger User Manual File Maintenance 4 Supply the account number for this unit balance The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Name or describe this Unit Balances record This description will be printed on lists and reports Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Accounts file The screen shown below presents information about Unit Balances During the Initial Setup phase of your operations you can enter monthly unit balances using this screen During Live Operations this screen will not appear This file stores the Unit Balances information by account nu
137. cription Fiscal Year Fiscal Month Journal Code Operator ID Control No Reference Source Transaction No Transaction Date Transaction Amount Currency Code Balances and Amount A sample output is shown below YTD General Ledger Jrnl ID Ctrl Ref Trx Date Description Amount Account 1020002000 Cash Canadian Corporate Fiscal Year 89 01 GLI LGG 05 31 89 SUMMARY POSTING 77672 GL1 LGG 06 22 89 SUMMARY POSTING 664400 02 GL1 LGG 06 01 89 SUMMARY POSTING 11572 03 GL LGG 06 07 89 SUMMARY POSTING 42448 03 GL2 LGG 06 02 89 SUMMARY POSTING 280040 04 GL2 LGG 06 05 89 SUMMARY POSTING 163932 05 GLI LGG 06 08 89 SUMMARY POSTING 108352 06 GLI LGG 06 08 89 SUMMARY POSTING 70803 06 GL2 LGG 06 09 89 SUMMARY POSTING 14351 07 GLI LGG 06 12 89 SUMMARY POSTING 99909 08 GLI LGG 06 13 89 SUMMARY POSTING 97750 09 GLI LGG 06 13 89 SUMMARY POSTING 89276 10 GLI LGG 06 20 89 SUMMARY POSTING 51277 11 GLI LGG 06 20 89 SUMMARY POSTING 80219 12 CURR LGG 06 27 89 SUMMARY POSTING 9 12 GLI LGG 06 22 89 SUMMARY POSTING Beginning Balance 552309 Net Change 1078484 Ending Balance 1630793 172 General Ledger User Manual Reports and Inquiry 5 Option 9 Future Postings This inquiry displays future posting detail information for a given account The account activity dis played has been summarized according
138. ctive parts discovered on an assembly line Statistical information can then be gleaned from the Unit Balances report When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Unit Accounts General Ledger User Manual 103 4 File Maintenance Figure 24 The General Ledger Unit Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are des
139. culation of vertical percentages for printing on the financial state ment Enter the line number of the account to be used as the denominator of the 96 fraction The current line account serves as the numerator If left blank no calculation will be per formed for this line To show the results of this calculation a vertical column must be defined in the Statement Printing definition for this statement Statement Text No Enter an upper case alphanumeric field up to 3 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Enter a number to identify the text from the Statement Text file to be printed in the body of the financial statement at this line location Rounding Override Enter an upper case alphanumeric field up to 13 characters in length Only letters are accept able This entry designates the type of rounding operation to be performed for the specific line column if rounding is designated for the column in Statement Printing This is necessary for example when normal rounding throws a Balance sheet out of balance The options are U The line column amount is always rounded up D The line column amount is always rounded down The normal rounding method is used A value of 5 or more rounds up a value of less than 5 rounds down Note Each character position in this field represents a column For example if the first two characters are blank and the next two are
140. d Define the first account in the range for the denominator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the last account in the range for the denominator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If this account is in the Unit Balances file enter a valid unit type This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation General Ledger User Manual 121 4 File Maintenance Denominator Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the second component of the account if you want only certain second components included
141. d Assets Total Assets 280 General Ledger User Manual Appendix B Balances to Spreadsheet Appendix B Balances to Spreadsheet Integrating General Ledger Account Balances With Spreadsheets The following discussion of spreadsheet integration attempts to identify the generic components of the integration process The specifics of this process depend on the integration tools that are provided by the spreadsheet product and the hardware environment There are two possible scenarios The spreadsheet product may be running on a DEC VAX concur rent with APPX General Ledger or it may be running on a PC independent of APPX General Ledger The integration process will differ accordingly Knowledge of the spreadsheet product is essential The procedures may vary for each spreadsheet product Perform the following steps in order presented 1 Enter the APPX General Ledger application Select Prepare Balances for Spreadsheet from the Graphs and Spreadsheets menu During the record selection portion of the sort select the range of fiscal years and accounts that you want This function creates an RMS consecutive ASCII file called ALPHABAL which contains the account number and description the fiscal year the Start of Year and End of Year amounts and all 13 monthly amounts All amount fields are rounded to the nearest whole dollar The ALPHABAL file is located in director appx ccc tgl data where ccc corresponds to your
142. d and Calculated Hash Totals are Not Equal Warning This Control Group Contains Errors and Cannot Be Posted Grand Total gt Number of Errors in This Journal General Ledger User Manual 51 2 Transaction Processing Option 23 Post All Transactions This job posts the journal entries and units transactions files to the appropriate master and system maintained files The following processing steps accomplish this job Step 1 This disposition type is used for all posting functions Step 2 In preparation for performing a sort selection process on the Journal Entry Control Groups informa tion this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Journal OK and Post Now with the option to enter user specified comparisons at run time Step 3 This step prevents CANCEL from cancelling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Journal Entry Control Groups Journal Entries and Journal Entry Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Journal Entry Control Groups and Transaction Control files will occur Gener alized routines are performed to Post GL Transactions in
143. d enter 2 if you were using just Main accounts appending Sub Division Branch combinations or you would enter 4 if you were using Main Sub Divi sion combinations and appending just the Branch The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Level Number Not Defined Cannot Append Sub Components E No Sub Components Defined Cannot Append Blank Sub Components E Start Account Cannot Be Greater Than End Account E Start Fiscal Year Cannot Be Greater Than End Fiscal Year Press ENTER to save the information on this screen Step 2 This disposition type is used for all standard processing functions within General Ledger Step 3 This step processes the information for Chart of Accounts Under certain conditions records in the Account Balances and Chart of Accounts files will be added Generalized routines are performed to separate the account number in General Ledger General Ledger User Manual 153 4 File Maintenance Option 18 Edit Account Descriptions You can use this function to edit the account description during Initial Setup This may be necessary if you use the Create Balance Records utility to generate additional Chart of Accounts records On the following pages the screen displayed by this function is shown The screen shown below presents info
144. d in transaction entry as adjustments in which case they reduce Uses instead YTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis General Ledger User Manual 93 4 File Maintenance YTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplies information and they press ENTER again to continue to the next screen Select the Previous Image option to go back to the Charge of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file This screen may optionally be used to display information about Account Balances
145. d to as credit accounts This simply means that the balance in each type of account is typically either a debit amount denoted DR or a credit amount denoted CR For ease of recognition APPX General Ledger assumes that when you enter a positive amount you are entering a debit and when you enter a negative amount you are entering a credit What are debits and credits The difference between a debit and a credit is defined only by the type of account each represents Asset accounts are increased when they are debited liability and equity accounts are increased when they are credited This allows the basic account rule Assets Liabilities Owners Equity to hold true as you make your daily transaction entries 2 General Ledger User Manual General Information 1 Since debits are recorded as positive numbers and credits are recorded as negative numbers in APPX General Ledger the basic accounting rule can also be stated Assets positive Liabilities negative Owner s Equity negative 0 This means that your debits must always be offset by an identical negative credit amount otherwise your General Ledger will be out of balance Each month as you set out to examine the current activ ity of your business you should print the report called Trial Balance to make sure that the net sum of your debits and credits is zero Temporary Accounts Another subdivision of accounts separates them into permanent or
146. database ID You will need to know the location of the ALPHABAL file when performing the integration The format of the ALPHABAL file is described below Each record has fixed format of 18 col umns All numeric values less than zero have a leading negative symbol Each column may contain one or more embedded blanks Column 1 Bytes 1 13 Account Number Alpha 12 space Column 2 Bytes 14 16 Fiscal Year Numeric 2 space Column 3 Bytes 17 48 Account Description Alpha 31 space Column 4 Bytes49 60 SOY Amount Numeric 11 space Column 5 Bytes61 72 EOY Amount Numeric 11 space Column 6 Bytes 73 84 Month 1 Balance Numeric 11 space Column 7 Bytes 85 96 Month 2 Balance Numeric 11 space Column 8 Bytes 97 108 Month 3 Balance Numeric 11 space Column 9 Bytes 109 120 Month 4 Balance Numeric 11 space Column 10 Bytes 121 132 Month 5 Balance Numeric 11 space Column 11 Bytes 133 144 Month 6 Balance Numeric 11 space Column 12 Bytes 145 156 Month 7 Balance Numeric 11 space Column 13 Bytes 157 168 Month 8 Balance Numeric 11 space Column 14 Bytes 169 180 Month 9 Balance Numeric 11 space 282 General Ledger User Manual Balances to Spreadsheet Appendix B 2 3 Column 15 Bytes 181 192 Month 10 Balance Numeric 11 space Column 16 Bytes 193 204 Month 11 Balance Numeric 11 space Column 17 Bytes 205 216 Month 12 Balan
147. debt and credit Cash also reducing your bank balance This ensures that the General Ledger is always in balance in other words your debits always equal your credits In all APPX accounting applications including General Ledger your daily transaction entries can be performed using a series of methodical steps In every application these steps are basically the same They are Enter your daily transactions Print journals of the transactions these provide a necessary audit trail Post the transactions Once these steps are performed you can print reports and view inquiries that will contain up to the minute information Since posting transactions automatically updates the General Ledger your infor mation will be up to date not only in any subsidiary applications you may have but also in General Ledger 4 General Ledger User Manual General Information 1 Purpose This manual provides instructions for using the Live Operations phase of the General Ledger applica tion Use this manual as a guide for performing day to day and monthly procedures The features described in this manual are included in the standard General Ledger application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes Sample screen displays Data field characteristics
148. e Corporate 109370 10 0002 2010001001 Accounts Payable Sales 96585 31 0003 1010001000 Cash Corporate 109370 10 0004 1010001001 Cash Sales Outlets 96585 31 Line Items Total 0 00 August Mortgage Payment Line 0001 0002 0003 Account 2060100000 4140000000 1010001000 08 31 89 N Mortgages Payable Interest Expense Cash August Sales Commissions Line 0001 0002 0003 0004 0005 Account 4020000001MA 4020000001MA 4020000001MA 4020000001WH 2040000000 Tax Accrual Line 0001 0002 Account 4120000001 2020001001 Control Group SRR 0159 Currency Exclusive Post Now N N Sales Sales Sales Sales Corporate Subsidiary Code Amount 27758 00 12242 00 40000 00 Line Items Total gt 08 31 89 N Commissions Mfg Commissions Mfg Commissions Mfg Commissions Wholesale Accrued Payroll Tax Expense Sales August Subsidiary Code 0 00 GL JONES GL PETERS GL WILLIAMS Line Items Total gt 08 31 89 N Tax Payable Sales 1989 Monthly Entries Sales Outlets Subsidiary Code Amount 40327 60 40327 60 Line Items Total gt 0 00 Post Month Year 08 89 Totals Control Group Totals Entered Calculated Control Totals 00 Hash Totals 37510106008 Difference Home Currency Totals gt General Ledger User Manual 49 2 Transaction Processing Ste
149. e Enter an alphanumeric field up to 30 characters in length Name or describe the subsidiary company General Ledger User Manual 187 7 Intercompany Processing Intercompany Relationship Enter a text field up to 316 characters in length You can use the options to split join or redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Describe the relationship between this subsidiary and the current company Press ENTER to save the information on this screen Select the Next Record option to go to the next Intercompany Names record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Intercompany Names file Option 2 Intercompany Names List This function prints a list of the Intercompany Names file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Intercompany Names information this step provides you with a default sequencing of data records by Intercompany No with the option to change modifiable parameters at run time Selection of date records is provided by Intercompany No and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing pr
150. e displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record op tion to go to the next Unit Balances record Select the End option to go to the next Unit Accounts record 106 General Ledger User Manual File Maintenance 4 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file This screen may optionally be used to display information about Unit Balances During the Initial Setup phase of your operations this screen will not appear During Live Operations you can use this screen to view your unit balances Figure 26 The General Ledger Unit Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fis
151. e of the op tional special value fields The special value fields are PAGE DATE YEAR and TIME directly preceded by the up arrow character The resulting text will be right jus tified The right overlay will override any left justified non centered text on the current record The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W This Line Item Record is Not on File in Statement Text Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Statement Printing screen Select the Next Record option to go to the next Statement Printing Text record Select the End option to go to the next State ment Printing record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Printing Text files Option 4 Ratios You can use this function to define various financial ratios The current value and the contents of each ratio is printed as separate documents using the Ratio Print function Common financial ratios such as the Current Ratio or Debt to Equity can be entered here and calculated by the Ratio Print function Any number of ratios can be entered each ratio requires a
152. e only accounts with sub account 010 to 019 enter 010 as the Start Compo nent 2 Start End Division 224 Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the third component of the account if you want only certain General Ledger User Manual Financial Statements 9 third components included in the account range entered above This field may be left blank For example if your third account component was the division and you wished to include only accounts with division 20 to 49 enter 20 as the Start Component 3 Start End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the fourth component of the account if you want only cer tain fourth components included in the account range entered above This field may be left blank For example if your fourth account component was the branch and you wished to include only accounts with branch AA enter AA as the Start Component 4 External Statement No Enter a positive number with up to 4 digits You may enter a valid financial statement to reference within the current statement This may be a previously defined financial statement or a previously defined portion of the current fi nancial statement This function allows you to retrieve or copy data from another statement to the current statement without recreating the detail lines The data that is copied is the
153. eated it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Statement Text No Enter an upper case alphanumeric field up to 3 characters in length Only numbers re accept able This field is required By using Scan you may use this as an access key for selecting records This is the key for this text record The value in this field is used to reference the text during Statement Detail or Statement Print ing entry and when financial statements are printed General Ledger User Manual 215 9 Financial Statements Description Enter an alphanumeric field up to 40 characters in length This field is required Describe this text entry This description is for your reference only Press ENTER to continue to the next screen Select the Next Record option to go to the next Statement Text record At this screen the us of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Text file The screen shown below presents information about Statement Text Detail You can embed special value fields into the text by typing an up arrow followed by the name of the field The special value fields provided are PAGE DATE YEAR and TIME They mu
154. ecked to ensure that the application type of the account is valid Your options are Blank Application AP Accounts Payable AR Accounts Receivable GL General Ledger IC Inventory Control Last Summarization Date The system displays a date and time YMDHMSH The date and time of the last Summarize Accounts process is displayed This field is dis played on the Monthly Status inquiry function and is updated each time the Summarize Ac counts process is run The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Length of Account Number Must Be Entered E Non Zero Component is Invalid if Retained Earnings by Comp N E Specified retained Earning Component Level Not Defined E Total Length of Account Number Exceeds Maximum 12 E Zero Component is Invalid if Retained Earnings by Comp Y W Must Use Transaction Control Feature to Utilize Foreign Currency Press ENTER to save the information on this screen 134 General Ledger User Manual File Maintenance 4 Option 9 Chart of Accounts List This function can print either a detailed or a summary listing of the Chart of Accounts The following processing steps accomplish this job The screen shown below allows you to choose either the detail or summary version of the Chart of Accounts Lis
155. ecting records The system provides a number for each recurring entry established It may be changed Description Enter an alphanumeric field up to 30 characters in length Describe this recurring entry This description will be transferred to the journal entries file when the recurring entries are generated and will be printed on the journal and the distribu tion reports as a part of your audit trail Limit Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the limit that cannot be exceeded for journal entries generated from this recurring entry The limit can be expressed either as total debits a positive number or as total credits a negative number If there is no limit leave this field blank For example if this recurring entry depreciates an asset you might want to ensure that it depreciates that asset only up to its depreciable value To Date Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The amount accumulated to date for entries generated from this recurring entry is shown When this amount equals or passes the limit in the previous field no more entries will be 124 General Ledger User Manual File Maintenance 4 created If the limit is expressed as total debits this amount will be positive if the limit is expressed as total credits this amount will be negative Start Month Enter
156. ecurring Entries master file The following processing steps accomplish this job Step 1 This function accesses the Parameters file displays an error message if the Parameters record is not on file and checks to see if recurring entries have been generated The screen shown below allows you to enter a control number to be used when generating recurring journal entries General Ledger User Manual 41 2 Transaction Processing Figure 10 The General Ledger Generate Recurring Billings Screen Data items for the preceding screen are described below Beginning Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of entries This number will be re flected on journals and other reports throughout General Ledger Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trial Press ENTER to save the information on this screen Step 3 In preparation for performing a sort selection process on the Recurring Entries information this step provides sequencing of data records by Currency with no option to change the sequence at run time Step 4 This disposition type is used for all standard processing functions within General Ledger Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process 42 General Ledger User Manual Transaction Proces
157. ed with permanent master files 6 General Ledger User Manual General Information 1 Transaction Entry Entry of data occurs in groups or batches called Control Groups which you should review prior to posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions entered General Ledger may also receive sales information from Accounts Receivable employee costs from Payroll purchasing data from Accounts Payable and or Inventory Control depreciation from Fixed Assets and the cost of goods sold from Order Entry Journal Printing After initial transaction entry each control group must be printed on a journal before it can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks on the data printed to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at the end of the journal A control group that prints with errors will not be allowed to post until the errors are corrected and the journal is reprinted without errors This process ensures that data is verified twice prior to being posted to permanent master
158. ee eher 262 Option 10 Print Masks o 266 General Ledger User Manual v Table of Contents Option LT Ratios ee edite eere estre ere tr edet 270 Option 12 Copy Statement Detail eese enne 272 Option 13 Copy Statement Print Records essen 274 Appendix A Financial Statements eere e 6 277 Financial e 278 Statement Detail Format Types esee eee 279 Usage of Totaling and Zeroing Registers sese 280 Appendix B Balances to Spreadsheet sscsssccssscsssccssecesseesccseesseeoees 281 Integrating General Ledger Account Balances With Spreadsheets 282 vi Genera Ledger User Manual Chapter 1 General Information 1 General Information Introduction What Is General Ledger General Ledger is a means by which you can measure the financial health of your company In ac counting terms the General Ledger records each transaction coming into or going out of your com pany that involves the exchange of money or involves an increase or decrease in the overall value of your company These transactions can include everything from cash receipts to depreciation on equip ment all such transactions should be reflected in General Ledger In order to record a transaction you enter the amount into an account T
159. eeeeeee eene eren 63 Option 3 Transaction Control Report sese 65 Option 4 Print All Reports eeeeeeeseeeeeereeeeneenne nennen nnne nennen enne 67 Option 5 YTD General Ledger Report essere 72 Option 6 Closing Entries Report Option 8 System Wide Status Option 9 Close Month Option 10 Summarize Accounts Option 1 Delete Option 12 Clear YTD Postings sese nennen enema Chapter 4 File Maintenance 4 Lees ense 6 Option 1 Chart of Accounts seeeseseseeeeeeeeeeeeeneneee nennen nennen eene Option 2 Option 3 Budgets Option 4 Unit Accounts Option 5 Summary Option 6 Allocation Accounts sese eene nennen trennen Option 7 Recurring Entries Option Parameters Option 9 Chart of Accounts List n Option 10 Dypes Lust ote ERROR Ee UR reped Option 11 Budgets List n ortum e EID UP EHE ONES Option 12 Unit Accounts List eese eene nenne nennen nennen Option 13 Summary Accounts List tenente Option 14 Allocation Accounts List Option 15 Recurring Entries List 4 genet ea ctr ett ears Opti
160. enance 4 EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead MTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead MTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal AII Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a month to date basis YTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a year to date basis unless they are identifie
161. ent and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Summary Accounts List this step formats the Summary Accounts and Summary Account Detail information The following data items are shown Summary Account Description Last Summarization Sequence No Start Account End Account Start Components and End Compo nents 144 General Ledger User Manual A sample output is shown below 11 03 94 10 23 Summary Acct Last Summary 19000999 Assets Current 02 23 94 09 22 44 19001999 Assets Canadian 02 23 94 09 22 45 19002999 Total Assets 02 23 94 09 22 45 29000999 Liabilities Current 02 23 94 09 22 45 29001999 Liabilities Canadian 02 23 94 09 22 45 29002999 Total Liabilities 02 23 94 09 22 45 39000999 Revenue Mfg 02 23 94 09 22 45 39001999 Revenue Wholesale 02 23 94 09 22 45 49000999 Expenses Corporate 02 23 94 09 22 46 49001999 Expenses Sales Outlet 02 23 94 09 22 46 49002999 Expenses Mfg 02 23 94 09 22 46 49003999 Expenses Wholesale 02 23 94 09 22 46 Expert Computing Inc Summary Accounts List Start Acct 10100010 20100010 3000000000AA 3000000000AA 4000000000AA 4000000000AA 4000000000AA 4000000000AA End Acct 11
162. entify the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL Adjustment Enter Y Yes or No The initial default value is N This field is required Indicate whether or not this entry is an adjustment to the sources uses amounts If Y is entered a credit entry will reduce month to date and year to date uses and a debit entry will reduce month to date and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed use this entry to specify how the amounts are to be accumulated in the Account Balances file Blank is a valid entry Blank Credits are accumulated as sources debits are accumulated as uses S This transaction is to be accumulated as a source U This transaction is to be accumulated as a use N This transaction is to be accumulated as a neither The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Application type Value is Not Valid E Cannot have Sub Code With Blank Sub Type E Item Must Be Entered E Not on Subsidiary Codes by Account File M Use Option 18 to Create Subsidiary Code by Account Re
163. ep provides you with a default sequencing of data records by Account and Fiscal Year with the option to change modifiable parameters at run time Selection of data records is provided by Account Account Component Fiscal Year Revenue Expense Currency Sub Type Application Type and Summary Account with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Account Balances History Report this step formast the Account Balances informa tion The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances Monthly Amount MTD Sources MTD Uses MTD Neither YTD Sources YTD Uses YTD Neither and EOY As appropriate group headings appear whenever a change occurs in Account 162 General Ledger User Manual Reports and Inquiry A sample output is shown below Expert Computing Inc 11 03 94 15 39 LGG Page Account Balances History Report Account 10000 Assets Fiscal Year Cumulative soy Dec 5 Sources Jun Jan s Uses Jul Feb s i 3 Neither Aug i Mar 3 Sources Sep Apr E z j Uses Oct 2 May Neither Nov EOY Account 1010001000 Cash Corporate Fiscal Year 88 Cumulative soy 5 Sources Jun 3 d Uses Jul 5 Neither Aug 4 3 y S
164. ersing entry during Close Month processing Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry General Ledger User Manual 125 4 File Maintenance If this is an intercompany transaction supply the code from the Intercompany Names file which identifies the company Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If this entry is in a currency other than the domestic or home currency supply the code from the Exchange Rates file that identifies this currently The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Number Accounting Periods Must Be 13 to Generate for 13th Month Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Recurring Entries record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Entries file The screen shown below presents information about Recurring Entry Items This file contains journal entry line items which are automatically generated every month when the Generate Recurring Entries function is selected from
165. es the mathematical operation to be applied to the currently defined vari able It should be left blank for the first numerator variable and the first denominator vari able The options are Addition The current variable is to be added to the previous variable Subtraction The current variable is to be subtracted from the previous variable l Division The current variable is to be divided into the previous variable Multiplication The current variable is to be multiplied by the previous variable Start Fiscal Month Enter an upper case alphanumeric field up to 3 characters in length In ADD mode this field will automatically be saved from one record to the next This entry designates the month or the first month in a range of months to be accessed for balance information The ratio calculation process will take the difference between the start month and end month values The options are 001 013 Actual Fiscal Month the ending balance for the month 000 Current Calendar Month to 99 Negative Fiscal Month the number of months prior to the current fiscal month from which information is to be drawn For example to represent the prior 12 months of net activ ity enter 12 as the start month SOY Start of Year EOY End of Year General Ledger User Manual 251 9 Financial Statements Start Fiscal Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be sa
166. eters at run time Selection of data records is provided by Unit Type Account Component and Fiscal Year with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unit Balances History Report this step formats the Unit Balances information The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances and EOY As appropriate group headings appear whenever a change occurs in Account 164 General Ledger User Manual Reports and Inquiry A sample output is shown below Expert Computing Inc 11 03 94 15 40 Unit Balances History Report Unit Type GIP 1 Units of Prod 1 in Account 1080001000MA Units is Process Product 1 Fiscal Year 88 Fiscal Year 89 Fiscal Year 90 LGG Page General Ledger User Manual 165 5 Reports and Inquiry Option 4 Budget Analysis Report This report is provided to present budget performance Budget amounts are compared to actual amounts for each budget type account and fiscal year and are reported in cumulative or net monthly amounts The following processing steps accomplish this job Step 1 You can use this function to specify whether you want net or cumulative amounts to be printed on the Budget Analysis report
167. fined to be a part of the summary account Summary accounts can be printed on statements and other reports Allocation Accounts are the complement to Summary Accounts Allocation Accounts allow you to specify how to allocate split up an account s balance into any number of Receiving Allocation Ac counts Account balance amounts can be allocated as a fixed percent a fixed amount or as a ratio of the sum of other accounts An Over Under account can be specified so that the sum of the allocations exactly equals the amount to be allocated Allocation account journal entries are created when Gener ate Allocation Accounts is selected from the Transaction Processing menu 10 General Ledger User Manual General Information 1 Financial Statements amp Reports A financial statement generator allows you to define flexible financial or management reports using account balance unit balance foreign balance and or budget data or source and use data for a State ment of Cash Flows Financial Statements can optionally include information about summary ac counts Because General Ledger is updated with each posting procedure throughout the system finan cial statements with current information are always available The Financial Statement generator offers sophisticated 13 column totaling and formatting capabilities automatic period updating and cost profit center reporting Arithmetic operations are permitted based upon defined column data In compara
168. foreign currency that applies to the transactions in this control group if the trans actions are not in domestic currency This entry will be validated in the Exchange Rates file The system displays the description so that you can verify your entry Print Journal Enter Y Yes or No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or No The initial default value is The system displays Y or N to indicate whether or not this group has been verified the journal has been printed and the entries balance and is correct Post Now Enter Y Yes or No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used for GL Posting E This Control Group May Not Be Edited Posting Was Started E You May Not Change Data Entered by the Original Operator Press ENTER to display system supplied information
169. forming a sort selection process on the Future Postings information this step provides sequencing of data records by Fiscal Year and Fiscal Month with no option to change the sequence at run time Selection of data records is provided by Fiscal Year and Fiscal Month with no option to enter selection criteria at run time Step 16 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 17 This step processes the information for Future Postings Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Transaction Control file will occur Generalized routines are performed to Convert Fiscal To Calendar in General Ledger Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Records in the Future Postings file may then be deleted Step 18 This function checks to see if General Subsidiary exists and if so checks to see if the General Subsid iary month should be closed at the same time as General Ledger If that is the case the Print All Required Reports and Close Month jobs will also include the corresponding functions in General Subsidiary 78 General Ledger User Manual Monthly Processing 3 Option 10 Summarize Accounts This function sums the account balances defined on the Summary Account Detail file into their corre sponding Summary Accounts Summary accounts may be
170. fy the appropriate code for the unit or budget type to be accessed These codes must be on file in the Types master file The system displays the description so that you can verify your entry General Ledger User Manual Financial Statements 9 Currency Code Enter an alphanumeric field up to 6 characters in length You can sue Scan to search for an appropriate entry If you entered F in the File Type field supply the appropriate code for the foreign currency to be used This code must be on file in the Exchange Rates master file The system displays the description so that you can verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below ti ti ti pni pn pn pn td tcd tH BUDGET File Does Not Exist Balance Record Not on File for Respective Fiscal Year Budget Record Not on File for Respective Fiscal Year Cannot Enter Both a Balance Type and a Constant Cannot Enter Both a Constant and Start Month End Month Cannot Enter Both an Account and a Constant Division by Zero Not Allowed Either a Constant or Start Month End Month Must Be Entered Either an Account or a Constant Must Be Entered End Month Must Be SOY EOY or Between 99 and 13 FOREIGN File Does Not Exist Foreign Balance Record Not on File for Respective Fiscal Year St
171. g process Step 7 In order to print the Future Postings Report this step formats the Future Postings information The following data items are shown Operator ID Control No Description Journal Code Source Transac tion No Transaction Date Fiscal Month Fiscal Year Reference Reversing Adjustment S U N Override Intercompany Intercompany Reference Sub Type Sub Code Amount Currency Code and Home Amount As appropriate group headings appear whenever a change occurs in Fiscal Month or Account If requested totals appear whenever a change occurs in Account or Fiscal Month When totals are specified the Total Amount is printed Grand totals print at the end showing Total Amount General Ledger User Manual 69 Monthly Processing A sample output is shown below Expert Computing Inc 11 03 94 17 14 Future Postings Report Control Description Jrnl Trx Trx Date Mo Yr Ref Rev Adj S U N Interco Sub Code Amount Currency Home Amount Fiscal Month Year 04 90 Account 1 1 MRC 0017 OEIV 0001 08 09 94 90 000080 14675 00 Account Totals 14675 00 Account 1030001000MA Accts Receiv Corp Mfg MRC 0000 Summary Posting OEIV 0000 185210 68 Account Totals 185210 68 Account 1030001001MA Accts Receiv Sales Mfg MRC 0000 Summary Posting OEIV 0000 Account Totals Account 1030001001WH Accts Receiv Sales Wholesale MRC 0000 Summary Posting OEIV 0000 Account Totals Account 1100001000WH Resale Inventory MRC 0
172. h Number of Months of Transaction Control Specify the number of months to keep Transaction Control history records Records older than this will be deleted during Close Month processing Note This history is kept by actual date rather than accounting period or posting month Account Component Length The system displays a positive number with up to 2 digits Define the size of each component of your account number Each account may be separated into as many as four components Any component may be up to ten characters in length the maximum length of the complete account number is 12 characters Account Component Title Enter an alphanumeric field up to 12 characters in length This field is required Describe each component of your account number Separate Retained Earnings by Component Enter Y Yes or No The initial default value is N This field is required Indicate whether or not retained earnings are to be posted separately by the account compo nent designated in the Component to Separate Retained Earnings field Y Yes maintain separate Retained Earnings accounts N No post all Retained Earnings to one account total Component Level to Separate Retained Earnings The system displays a positive number with 1 digit If you want to separate retained earnings by specific account component supply the compo nent level of the account number where you want to begin separating retained earnings
173. hanumeric field up to 30 characters in length This field is required Describe this group of journal entries This description will appear on the Transaction Con trol report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made For journal entries it may be used in either of two ways Option 1 Enter the adding machine total of all the debit entries to be made The system will display the running total of debits entered in the Current field and the balance remaining will be shown in the Remaining field Option 2 Leave this entry blank As entries are made the system displays the Current or net total of all entries made and the Remaining or total yet to be entered before the control group nets to zero Account Hash Total 18 Enter a positive number with up to 15 digits Enter the total of all account numbers to be used during entry The system will run a total as the entries are made and balance it against this total The hash total asked for may be differ ent for different types of transaction entries For journal entries account number is used General Ledger User Manual Transaction Processing 2 Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry Identify the
174. he full set of your accounts is called the Chart of Accounts Over time as you examine the detail and later the summary of the activity in each account you can analyze the efficiency and the profitability of your business There are many types of accounts in the Chart of Accounts The broadest subdivision of accounts sepa rates them into Assets which are generally tangible valuable items that your company owns Li abilities which are legal obligations your company owes to its creditors and Owners Equity which reflects the amounts that various individuals or companies have invested in your business When a business first begins the only equity available is the initial investment made by the owner of the business the Owner s Equity As the company grows it purchases goods services supplies and equipment these items are necessary to conduct business In so doing the company acquires liabili ties the liabilities represent what the company owes its creditors Most businesses have creditors and since the creditors have first claim on the company s assets we come to the basic rule of accounting which is Assets Liabilities Owners Equity This means that the dollar value of your total assets is equal to the sum of the value of your liabilities and the value of your owners equity Asset accounts are also sometimes referred to as debit accounts liability and equity accounts are also sometimes referre
175. her reports throughout General Ledger Although it is not necessary that this number be exactly sequential the number itself is important as a par t of your audit trail Press ENTER to save the information on this screen Step 3 In preparation for performing a sort selection process on the Allocation Accounts information this step provides sequencing of data records by Currency with no option to change the sequence at run time Step 4 This disposition type is used for all standard processing functions within General Ledger Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 This step processes the information for Allocation Accounts and Receiving Allocation Accounts Un der certain conditions records in the Journal Entry Control Groups Journal Entries and Journal Entry Items files will be added Updates to certain fields in the Journal Entry Control Groups file will occur Generalized routines are performed to convert foreign currency to domestic in General Ledger and separate the account number in General Ledger 44 General Ledger User Manual Transaction Processing 2 Option 20 Edit Unposted Control Groups You can use this function to edit the Print Journal and Post Now questions on all transaction control groups The screen shown below presents information about transaction Control Groups Figure 12 The General Ledger Edit Unpos
176. i pn tn Press ENTER to save the information on this screen Step 2 This disposition type is used for all standard processing functions within General ledger Step 3 This function sets the function code to delete whichever historical records have been selected Step 4 This step processes the information for Account Balances Records in the Account Balances file will then be deleted Step 5 This step processes the information for Budget Balances Records in the Budget Balances file will then be deleted Step 6 This step processes the information for Unit Balances Records in the Unit Balances file will then be deleted Step 7 This step processes the information for Foreign Balances Records in the Foreign Balances file will then be deleted 82 General Ledger User Manual Monthly Processing 3 Option 12 Clear YTD Postings This function allows you to selectively clear postings within the YTD General Ledger file The follow ing processing steps accomplish this job Step 1 You can use this function to select which years to delete from the YTD Postings file The screen shown below allows you to choose what years to delete from the YTD Postings file Figure 16 The General Ledger Clear YTD Screen Data items for the preceding screen are described below Start Fiscal Year Enter a positive number with up to 2 digits Supply the first fiscal year for the selected range of accounts End Fiscal Year Enter a
177. ign Balances information The following data items are shown Foreign Account Description and Translation Amount As appropriate group headings appear whenever a change occurs in Currency Code If re quested totals appear whenever a change occurs in Currency Code If requested totals appear when ever a change occurs in Translation Account or Currency Code When totals are specified the Total Amount is printed General Ledger User Manual 211 Foreign Currency Processing A sample output is shown below Expert Computing Inc 11 04 94 13 16 Generate Currency Translations Report Account Description CANADA Canadian Dollar Last Translation Date 0 83840000 Current Rate 0 83840000 11300020000 Land Canadian 11300020000 Land Canadian 11300020000 Land Canadian 11300020000 Land Canadian 11300020000 Land Canadian 11300020000 Land Canadian 2130000000 Equity Adj from Frgn Curr Tran 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Acct Rec Canadian Sales Whls 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1050002000 Service Charges Rec Canadian 1060002000 Prepaid Insurance Canadian 1061002000 Prepaids amp Deposits
178. ignates whether or not the currency symbol is to be printed on the financial statement The options are Y Print the currency symbol as appropriately defined for each column in the Statement Printing file for this statement detail line If a line is set to print detail of a range of accounts each amount will carry a currency symbol N Do not print a currency symbol Carriage Return 232 Enter Y Yes or No The initial default value is N This field is required Enter Y or N to designate whether or not a carriage return is to be executed before the next line is printed this item is ignored when producing comparative statements Y The carriage is returned before printing the next line N The carriage is not returned before printing the next line The next line item balance will print in the indicated column and on the same line as the current line item balance N cannot be used for a range of accounts with detail The following restrictions also apply The current line item cannot be underlined General Ledger User Manual Financial Statements 9 The current line item balance cannot be printed in the rightmost column The next line item balance can only be printed in a column to the right of the current line item balance The next line item balance cannot have lines skipped before printing of Line No Enter a positive number with up to 5 digits This entry defines the cal
179. ill automatically default to this option D Budgets The amounts printed are to be budgeted account balances F Foreign Currency The amounts printed are to be foreign currency account balances U Unit Balances The amounts printed are to be unit account balances Account 250 Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the account number for the data to be accessed This account must be on file in the Chart of Accounts file The system displays the description so that you can verify your entry General Ledger User Manual Financial Statements 9 Constant Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter a number to designate a specific value to be used in the equation For example when accounts with credit balances such as liabilities and revenues are used in a ratio calculation using a 17 constant will eliminate the negative sign on the ratio Another example may be to select a constant representing a number of months when a monthly average is to be calculated or the number of shares of stock outstanding in calculating per share val ues Note that if a constant is entered the Account and Balance Type fields on this screen must be left blank Operation Enter an upper case alphanumeric field 1 characters in length Valid entries are and Is This entry identifi
180. in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start End Division Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the fourth component of the account if you want only cer tain fourth components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation The entered data is validated During validation including access to other files conditions may found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Grater or Equal to Start Account E End Component Must be Greater or Equal to Start Component W End Account Not in Chart of Accounts File W Start Account Not in Chart of Accounts File W Unit Type End Account Not in Unit Accounts File W Unit Type Start Account Not in Unit Accounts File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen
181. ing Hash Amount Grand totals print at the end showing Number of Journal Errors and Journal Warnings General Ledger User Manual 53 2 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 41 Journal Entries Journal Trx Description Jrnl Refernc Date Rev Interco Currency Rate Control Group SRR 0159 August 1989 Monthly Entries Post Month Year 08 89 0001 August Pyaments on A P 08 31 89 N Line Account Subsidiary Code j Amount 0001 2010001000 Accounts Payable Corporate 109370 10 0002 2010001001 Accounts Payable Sales 96585 31 0003 1010001000 Cash Corporate 109370 10 0004 1010001001 Cash Sales Outlets 96585 31 Line Items Total 0 00 August Mortgage Payment 08 31 89 N Line Account Subsidiary Code j Home Amount Amount 0001 2060100000 Mortgages Payable 27158 00 0002 4140000000 Interest Expense 12242 00 0003 1010001000 Cash Corporate 40000 00 Line Items Total August Sales Commissions 08 31 89 N Line Account Subsidiary Code 0001 4020000001MA Sales Commissions Mfg GL JONES 0002 4020000001MA Sales Commissions Mfg GL PETERS 0003 4020000001MA Sales Commissions Mfg GL WILLIAMS 0004 4020000001WH Sales Commissions Wholesale 0005 2040000000 Accrued Payroll Line Items Total Tax Accrual 08 31 89 N Line Account Subsidiary Code j Amount 0001 4120000001 Tax Expense Sales Outlets 40327 60 0002 2020001001 Sales Tax Payable Sales 40
182. ing a sort selection process on the YTD Postings information this step pro vides you with a default sequencing of data records by Fiscal Year Account Fiscal Month and Cur rency Code with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Fiscal Month Account Component and Currency Code with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the YTD General Ledger Report this step formats the YTD Postings information The following data items are shown Operator ID Control No Description Journal Code Source Transaction No Transaction Date Fiscal Month Fiscal Year Reference Reversing Adjustment S U N Override Intercompany Intercompany Reference Currency Code Home Amount and Amount As appropriate group headings appear whenever a change occurs in Account If requested totals appear whenever a change occurs in Account or Fiscal Year When totals are specified the fol lowing items are accumulated Total Amount and Total Home Amount Total Current Earnings is also shown 72 General Ledger User Manual Monthly Processing A sample output is shown below APPX Demonstration Company 12 12 94 16 45 YTD General Ledger Report
183. ing access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Illegal Month Designation in the Fiscal Month Year E The parameters File Specifies a 12 Month Fiscal Year E Use the Explain Option for an Explanation of Fiscal Month Year W Previous Period Month To Date Sources Uses No Longer Valid Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Account Balances information this step provides you with a default sequencing of data records by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Account Account Component and Revenue Expense with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 160 General Ledger User Manual Reports and Inquiry Step 5 In order to print the Trial Balance this step formats the Account Balances information The following data items are shown Account Sub Type Description and Amount If requested totals appear when ever a change occurs in Account Components When totals are specified the following items are as similated Total Amount Total Sou
184. int the budge Analysis Report this step formats the Budget Amounts information The following data items are shown Fiscal Year SOY Budget Compared to Actual Month Descriptor Monthly Balances Monthly Amounts EOY Monthly Amount and Monthly Net Amount As appro priate group headings appear whenever a change occurs in Account General Ledger User Manual 167 Reports and Inquiry A sample output is shown below Expert Computing Inc 11 03 94 15 41 Budget Analysis Report NET MONTHLY TOTALS of Budget of Budget Budget Type FA Budget 90 FY90 Fixed Asset Budget Account 1130001000 Land Fiscal Year 90 sov 650 000 00 Jun 0 00 Jul 0 00 Aug 0 00 Sep Oct Nov Account 1130002000 Land Canadian Fiscal Year 90 sov 514 767 12 Jun 0 00 Jul 0 00 Aug 0 00 Sep Oct Nov Account 1140001000 Buildings Fiscal Year 90 sov 410 000 00 Jun 0 00 Jul 0 00 Aug 0 00 Sep Oct Nov 168 General Ledger User Manual Reports and Inquiry 5 Option 5 Current Account Balance Inquiry This inquiry displays the current balance for specified account numbers The current balance includes all postings up to the current fiscal period plus all postings that are future to the current fiscal period In order to print the Current Account Balance Inquiry this step formats the Chart of Accounts informa tion The following data items are shown Account Number Description Month Description Current Calendar Year Balances and
185. into the Summary Accounts file Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If entered this code is verified against the General Ledger Exchange Rates master file This code identifies the currency in which these balances are maintained For each record that is entered with a non blank currency an equivalent record must be added to the Foreign Bal ances file since each foreign balance amount is maintained by the system in both foreign and home domestic currency amounts An example might be Accounts Payable Canadian Dollars The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Be Both a Heading and a Summary Account E Delete Sub Post Detail Cannot Be Blank E Level of Detail for Future must be Greater or Equal that of MTD E Level of Detail for Future must be Greater or Equal that of YTD E Level of Posting Detail Must Be Zero For This Account Press ENTER to continue to the next screen Select the Next Record option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file The screen shown below presents information about Account Balances During the Initial Setup phase of
186. is also shown A sample output is shown below Expert Computing Inc 11 03 94 17 11 LGG Page General Ledger Report Fiscal Year 90 Control Group Description Jrnl T T Account 10100010 Cash Posting Account Account 1010001000 Cash Corporate 716673 21 0000 SUMMARY POSTING 0000 03 90 14675 00 0157 August Payroll 0001 08 31 89 03 90 JE 125835 57 0157 August A R Receipts 0005 08 31 89 03 90 JE 178626 70 0157 August Revenue 0006 08 31 89 03 90 133899 90 Account Totals s 327201 60 125835 57 978039 24 Account 1010001001 Cash Sales Outlets 2148193 22 SRR 0000 SUMMARY POSTING APCD 0000 03 90 3312 05 SRR 0000 SUMMARY POSTING APCD 0000 03 90 49991 50 SRR 0000 SUMMARY POSTING ARCR 0000 03 90 17772 19 SRR 0157 August A R Receipts GL1 0005 08 31 89 03 90 JE 153721 53 SRR 0157 August Revenue GL1 0006 08 31 89 03 90 JE 98160 49 Account Totals R 269654 21 53303 55 2364543 88 Account 1020002000 Cash Canadian Corporate 1739345 94 SRR 0158 August Reveue GL1 0001 08 31 89 03 90 JE 60637 85 SRR 0158 August Expenses GL1 0002 08 31 89 03 90 JE 42260 26 Account Totals E 60637 85 42260 26 1757723 53 62 General Ledger User Manual Monthly Processing 3 Option 2 Future Postings Report This report lists the contents of the Future Postings file which holds all transactions not yet posted to the General Ledger because the General Ledger s fiscal month and year has not caught
187. is entry defines the type of budget foreign currency or unit balance being accessed Enter the correct key to the Types file de fining the type of the Budgets or Units or the currency code defining the type of currency for the Foreign Balance master file Calculation Enter an upper case alphanumeric field 1 character in length Valid entries are H V and N The initial default value is This field is required This entry identifies the type of mathematical operation to be performed on any two columns for all fields in this column The options are N None No mathematical operation is performed X Crossfoot columns from Start Column through End Column excluding percentage columns Addition Start Column is added to End Column 4 Subtraction End Column is subtracted from Start Column Multiplication Start Column is multiplied by End Column l Division Start Column is divided by End Column H Horizontal Percentage Start Column is divided by End Column and converted to a percentage V Vertical Percentage Each line item amount in the current column is expressed as a per centage of another line item amount The denominator may be any line item as designated in the Statement Detail file in the current financial statement See the exception in End Col umn Start Column Enter a positive number with up to 2 digits Enter the leftmost colu
188. isplay the running total of all entries in the Current field If a control total is entered by the user the balance remaining will be shown in the Remaining field Account Hash Total Enter a positive number with up to 15 digits Supply the total of all account numbers to be used during entry The system will run a total as the entries are made and balance it against this total The hash total asked for may be different for different types of transaction entries Print Journal Enter Y Yes or No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay printing the journal for any reason enter N Journal OK The system displays Y Yes or No The initial default value is The system indicates whether or not this group has been verified the journal has been printed and the entries balance and is correct General Ledger User Manual 29 2 Transaction Processing Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages
189. iting Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Statement No Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records Enter a number to identify the financial statement This unique number will be used to access the statement for maintenance and printing Description Enter an upper case alphanumeric field up to 40 characters in length Enter a description for this financial statement This description is for your reference only it does not appear on the printed financial statement Press ENTER to continue to the next screen Select the Next Record option to go to the next Statement Detail record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Detail file The screen shown below presents additional information about Statement Detail This file specifies the format and contents of each line on the financial statement The key to this file is Statement
190. justment Sources Uses Neither S U N Sub type Sub Code Intercompany Intercompany Reference Currency Over Under Account Over Un der Adjustment Over Under S U N Over Under Sub Code To Account Method Allocation Fixed Amount Numerator Start Account Numerator End Account Numerator Unit Type Numerator Start Components Numerator End Components Denominator Start Account Denominator End Ac count Denominator Unit Type Denominator Start components and Denominator End Components 146 General Ledger User Manual A sample output is shown below 11 03 94 10 24 Alloc Account 0 U Account Account Description Allocate Employee Bonuses 4080100000 4080000000 Bonuses Salaries Expense Account Account Description 4080000000 Salaries Expense 4080000000 4080000000 Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Numerator 4080000000 4080000001WH Denominator 4080000000MA Salaries Manufacturing 4080000000MA 4080000000MA Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Numerator 4080000000 4080000001WH Denominator 4080000001WH Salaries Wholesale In
191. k Sub Type E Item Must Be Entered E Not on Subsidiary Codes by Account File M Use Option 18 to Create Subsidiary Code by Account Record W Unpredictable Results May Occur if Over Under Allocation Acct Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Allocation Accounts file The screen shown below presents information about Receiving Allocation Accounts 116 General Ledger User Manual File Maintenance 4 This file defines the accounts which will receive the allocations from the accounts specified in the AI locations file Figure 30 The General Ledger Receiving Allocation Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below To Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define one of the a
192. l 245 9 Financial Statements Figure 64 The General Ledger Statement Printing Text Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Left Overlay Enter an alphanumeric field up to 30 characters in length Enter text to be overlaid on the left hand side of the Heading Text or enter one of the optional special value fields The special value fields are PAGE DATE YEAR and TIME directly preceded by the up arrow character The resulting text will be left justified The left overlay will override any left justified non centered text on the current record Sequence Number Enter a positive number with up to 2 digits This field is set automatically by the system If a Heading Text number had been entered on the Statement Printing screen this Sequence Number will correspond to the sequence number of the Statement Text Right Overlay Enter an alphanumeric field up to 30 characters in length 246 General Ledger User Manual Financial Statements 9 Enter text to be overlaid on the right hand side of the Heading Text or enter on
193. l Setup phase provides the basis for Live Operations Live Operations Live Operations is used to perform daily transaction processing file maintenance report generation and monthly processing functions In Live Operations journal entries can be entered or generated and allocation entries can be gener ated In addition units entries can be entered After printing journals for the necessary audit trail transactions can be posted Many different types of reports can be printed and information can be viewed using a variety of inquiries Accounts can be summarized any type of financial statement can be printed Special programs are available to combine the general ledgers of multiple companies pro cess transactions in foreign currencies report on intercompany transactions and interface with graph ics software Recovery Processing There is a certain day to day risk of losing data due to sudden power surges or outages and other sys tem problems Recovery Processing is used to manually restore information to system maintained files which are normally not accessible during Live Operations Accounting Audit Trails During Live Operations the Transaction Processing File Maintenance and Reports and Inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 printing journals and 3 transaction posting where records are integrat
194. l Year 6 Number of Accounting Periods 12 Retained Earnings Account 21000000 EOM Reports Required Printed Entries Generated General Ledger Report Y N Recurring Y Future Postings Report N Allocation Y Transaction Control Report Y N Ask for Operator ID Y Use Transaction Control Y Number of Months of Transaction Control 12 Account Number Components Length Title 1 5 Main Account 2 3 Sub Account 3 2 Division 4 2 Branch Separate Retained Earnings by Component Y Component Level to Separate Retained Earnings 3 OK Account Application Types GL AP AR PA IC FA Last Summarization Date 02 23 94 09 22 46 56 150 General Ledger User Manual File Maintenance 4 Option 17 Create Balance Records This function creates Account Balance records based upon the parameters selected This function can be repeated if appropriate for each range of accounts The following processing steps accomplish this job Step 1 You can use this function to enter parameters to define a range of Account Balances records to be cre ated Criteria for creation include the option of appending additional account segments to a main account number Every account within the range specified will have Account Balances records crated for it for the fiscal years defined In addition if account segments are being appended new Chart of Accounts records will be added and Account Balances records will be created for the new accounts as well On the
195. l information The following data items are shown Statement Text Key Description Sequence Text Left Half Page No and Text Right Half 254 General Ledger User Manual A sample output is shown below 11 03 94 16 57 Txt Description COMMON STOCK TEXT EOY BALANCE SHEET EOY INCOME STATEMENT INCOME STATEMENT FOREIGN BLANA MONTHLY BALANCE SHEET MONTHLY INCOME STATEMENT COMPA INCOME STATEMENT FY90 BUDGET UNITS COMPARISON MANAGEMENT DISCLAIMER STATEMENT OF CASH FLOWS Financial Statements 9 Expert Computing Inc Statement Text List Seq Text 20 000 SHARES NO PAR COMMON STOCK ISSUED AND OUTSTANDING 1 Expert Distributing Inc 2 Balance Sheet 3 For Year Ended May 31 1989 1 Expert Distributing Inc 2 Income Statement 3 For Year Ended May 31 1989 1 Expert Distributing Inc 2 Income Statement Canadian 3 For Fiscal Year 1989 1 Expert Distributing Inc 2 Balance Sheet 3 For Month Ended DATE 1 Expert Distributing Inc 2 Income Statement 3 For Month Ended DATE 1 Expert Distributing Inc 2 Income Statement FY90 Budgets 1 Expert Distributing Inc 2 Units Comparison 3 FYE May 31 1989 1 FOR MANAGEMENT USE ONLY 1 Expert Distributing Inc 2 Statement of Cash Flows 3 Fiscal Year 1989 General Ledger User Manual 255 9 Financial Statements Option 6 Statement Detail List This function prints a list of the Statement Detail file The following steps accomplish
196. l the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID which you entered at log on is displayed All control groups are separated by operator General Ledger User Manual 17 2 Transaction Processing Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of journal entries This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself important as a part of your audit trail Operator Exclusive Enter Y Yes or No The initial default value is This field is required In ADD mode this field will automatically be saved from one record to the next Indicate whether or not the operator is reserving exclusive rights to this group of entries Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alp
197. le exclude 150 to 150 would exclude the Statement Print record 150 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Improper Range E When Proper Range is Entered Blank Not Allowed Press ENTER to display system supplied information and the press ENTER again to save the informa tion on this screen General Ledger User Manual 263 9 Financial Statements Step 2 This disposition type is used for all standard General Ledger reports Step 3 In preparation for performing a sort selection process on the Statements To Print Detail information this step provides sequencing of data records by Statement Print with no option to change the se quence at run time Selection of data records is provided by Print Now with no option to enter selec tion criteria at run time Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Statements To Print Detail Under certain conditions records in the Statement Attributes by column Statement Percents and Statement Control files will be added Updates to certain fields in the Statements Statement Detail and Statement Amounts By Column files will occur Generalized routines are performed to create the statemen
198. le Maintenance 4 A sample output is shown below Expert Computing Inc 11 03 94 10 20 Chart of Accounts List Account Account Name Current Assets 10100010 Cash Posting Account 1010001000 Cash Corporate 1010001001 Cash Sales Outlets 10200020 Cash Canadian Posting Acct 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 10300010 Accts Receiv Posting Acct 1030001000 Accts Receiv Intercompany 1030001000MA Accts Receiv Corp Mfg 1030001000WH Accts Receiv Corp Wholesale 1030001001MA Accts Receiv Sales Mfg 1030001001WH Accts Receiv Sales Wholesale 10300020 Accts Rec Canadian Post Act 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Accts Rec Canadian Sales Whls 10400010 Retention Rec Posting Acct 1040001000MA Retention Rec Corp Mfg 1040001000WH Retention Rec Corp Wholesale 1040001001MA Retention Rec Sales Mfg 1040001001WH Retention Rec Sales Wholesale 10400020 Retent Rec Canadian Post Acct 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1050001000 Service Charges Receivable 1050002000 Service Charges Rec Canadian 1060001000 Prepaid Insurance 1060002000 Prepaid Insurance Canadian 1061001000 Prepaids amp Deposits 1061002000 Prepaids amp Deposits Canadian 107
199. les in General Ledger are the Chart of Accounts Budgets Summary Accounts Allocation Accounts and Unit Accounts Modification logs are not enabled for transaction files such as Journal Entries Major Functions APPX General Ledger is designed to be the heart of your accounting system General Ledger collects data from other applications and from data entry within itself brings the information together and organizes it to product financial statements and other reports In General Ledger all accounting data is summarized and printed to provide up to date reporting on the financial state and current profitability of your business Major functions include Transaction Processing File Maintenance Reports and Inquiry Financial statements Monthly Processing Intercompany Processing Foreign Currency Processing Graphs and Spreadsheets The features described in this manual are included in the APPX turnkey General Ledger application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Application Features General Ledger is designed to operate as the center of your financial information management system The application compiles data provided by journal entries and integrated applications and translates this data into custom financial statements management reports and operational analyses General Ledger also serves as the basis for account numbe
200. leted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type cur rency code and the level of detail to keep 86 General Ledger User Manual File Maintenance 4 Figure 18 The General Ledger Chart of Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Account Number Enter an upper case alphanumeric field up to 12 characters in length
201. ll as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable General Ledger User Manual 129 4 File Maintenance Data items for the preceding screen are described below Current Fiscal Month The system displays a positive number with up to 2 digits Identify the first month of live operation of your accounting system Current Fiscal Year The system displays a positive number with up to 2 digits Identify the fiscal year Start Month of Fiscal Year The system displays a positive number with up to 2 digits Identify the first month of your fiscal year For example if your fiscal year runs from Octo ber 1 through September 30 enter 10 Number of Accounting Periods The system displays a positive number with up to 2 digits Indicate the number of months in your fiscal year An entry of 12 means that you operate on a calendar month basis and Start Fiscal Month determines the first month of your fiscal year An entry of 13 means that you operate on a 13 period basis Retained Earnings Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the retained earnings account number This account will be updated automatically d
202. lows you to reverse the sign of the amount accumulated in the registers and is used for example when developing a Statement od Changes in Financial Position or a Cash Flow Statement The options are Y Sign is reversed for accumulation A debit balance account is accumulated as a negative number and a credit balance account is accumulated as a positive number N Sign is not reversed for accumulation A debit balance account is accumulated as a posi tive number and a credit balance account is accumulated as a negative number Reverse Sign Print Enter Y Yes or No The initial default value is N This field is required This entry allows you to reverse the sign of the amount to be printed The options are Y Sign is reversed during printing This option allows you to suppress a negative sign during printing This feature is commonly used in the Liability Owner s Equity section of a Balance Sheet When used in conjunction with Reverse Sign Accum you may access a debit balance account reverse the sign in the registers to subtract that balance from another debit balance account and reverse the sign again during printing to suppress the negative sign N Sign is not reversed during printing A debit amount will print with no sign and a credit amount will print with a minus sign Print Currency Symbol Enter Y Yes or No The initial default value is N This field is required This entry des
203. ly performs the desired selection and or sort ing process Step 4 In order to print the General Ledger Report this step formats the Account Balances and MTD Postings information The following data items are shown Account Description Operator ID Control No Journal Code Source Transaction no Transaction Date Fiscal Month Fiscal Year Reference Re versing Adjustment S U N Override Intercompany Intercompany Reference Currency Code prior Period Amount Debits Credits and Balance If requested totals appear whenever a change occurs in Account or Fiscal Year When totals are specified the following items are accumulated Prior Period Debits Credits and Balance General Ledger User Manual 67 Monthly Processing A sample output is shown below Expert Computing Inc 11 03 94 17 13 General Ledger Report Fiscal Year 90 Control Group Description Jrnl Trx Trx Date Mo Yr Ref Rev Adj S U N Interco Curr Prior Period Credits Balance Account 10100010 Cash Posting Account Account 1010001000 Cash Corporate 716673 21 MRC 0000 SUMMARY POSTING ARCR 0000 03 90 14675 00 SRR 0157 August Payroll GL1 0001 08 31 89 03 90 JE 125835 57 SRR 0157 August A R Receipts GL1 0005 08 31 89 03 90 JE N 178626 70 SRR 0157 August Revenue GL1 0006 08 31 89 03 90 JE 133899 90 Account Totals s 327201 60 125835 57 978039 24 Account 1010001001 Cash Sales Outlets 2148193 22 SRR 0000 SUMMARY POSTING APCD 0000
204. mber and type A separate Units entry function is provided to post units transactions to this file Figure 25 The General Ledger Enter Unit Balances Screen General Ledger User Manual 105 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year The system displays a positive number with up to 2 digits Identify the fiscal year for which you are entering balances SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the start of year unit balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to b
205. mn to be utilized for a calculation in this column End Column Enter a positive number with up to 2 digits Enter the rightmost column to be utilized for a calculation in this column General Ledger User Manual 241 9 Financial Statements for Calculation V if both Start column and End Column 4 are also calculation V the result will be Start Column less End Column Math Type Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are blank M and D Enter a Math Type of M to multiply or D to divide the value of this column by the Math Factor Otherwise leave this field blank A Math Type cannot be used with a calculation Math Factor Enter a positive number with up to 4 digits to the left of the decimal and 3 digits to the right of the decimal Enter a positive factor to be used in conjunction with the Math Type field for multiplication or division of the numbers defined in this column For example if you wanted the monthly average of an annual figure enter a Math Type of D and a Math Factor of 12 Center Headings Enter Y Yes or No The initial default value is N This field is required Enter Y to center the column headings in the available column width Extra Spaces Enter a number with 1 digit If more than one space is desired between the previous column and this column enter the desired number of
206. n Account Description Fiscal Year SOY Month De scriptor Monthly Balances and EOY A sample output is shown below Account 1010001001 Cash Sales Outlets Fiscal Year 89 459041 481381 541353 735242 563056 718387 843577 997220 1132870 1304174 1477709 1606307 1789730 1789730 178 General Ledger User Manual Graphs and Spreadsheets 96 Option 2 Account Balances by Month Net This function will build a print file of net monthly account balances for an account fiscal year that can be read by graphic utility software The following processing steps accomplish this job Step 1 You can use this function to enter an account number and fiscal year as parameters for the Account Balances Net graph The screen shown below allows you to enter parameters needed for the Account Balances by Month Net graph Figure 44 The General Ledger Graphs and Spreadsheets Menu Data items for the preceding screen are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the Chart of Accounts General Ledger User Manual 179 6 and Spreadsheets Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the accoun
207. n ADD mode this field will automatically be saved from one record to the next Provide a reference for this transaction Description Enter an alphanumeric field up to 30 characters in length In ADD mode this filed will automatically be saved from one record to the next Describe the transaction The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below E Cannot Post to the 13th Month in a 12 Month Fiscal Year W Post Year of Zero Will Post as the Year 2000 W Posting to a Future Period W Posting to a Prior Period Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the previous Image option to go back to the Units Control Groups screen Select the next Record option to go to the next Units Entries record Select the End option to go to the next Units Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Units Entries file 34 General Ledger User Manual Transaction Processing 2 Option 3 Journal Entries Journal This function prints a journal of transactions entered through the Journal Entries function The follow ing processing steps accomplish this job Step 1 In preparation for performing a sort selection process
208. n below presents information about Units Control Groups When you enter units entries you will see only one of the two possible screens for Units Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your units entries In addition a record is written to the Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen buy you are not allowed to edit the Operator ID General Ledger User Manual 27 2 Transaction Processing Figure 7 The General Ledger Units Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system di
209. n press ENTER again to continue to the next screen Select the Previous Image option to go back to the Statements screen Select the Next Record option to go to the next Statement Detail record Select the End option to go to the next Statements record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Detail file The screen below presents additional information about Statement Detail This information is entered is the Format Type field was left blank Figure 60 The General Ledger Statement Detail Line Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing General Ledger User Manual 223 9 Financial Statements Data items for the preceding screen are described below Start Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Define the first account in the range of account numbers to be accumulated and or printed You can further define the accounts to be accumulated by also entering Start and End parameters for components 1 4 If you want to accumulate a si
210. n to change modifiable parameters at run time Selection of data records is provided by Currency Code and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process 204 General Ledger User Manual Foreign Currency Processing Step 4 In order to print the Exchange rates List this step formats the Exchange Rates information The fol lowing data items are shown Currency Code Description Exchange Rate Currency Description Last Translation date and Last Translation Rate A sample output is shown below Expert Computing Inc 11 04 94 13 16 LGG Page Exchange Rates List Translation Translation Currency Description Date Rate Canadian Dollar 0 83840000 J 06 27 89 14 06 21 66 0 83840000 French Franc 0 15970000 02 23 94 08 49 00 86 0 15970000 British Pound 1 65900000 i 02 23 94 08 49 00 87 1 65900000 Japanese Yen 0 00732600 02 23 94 08 49 00 87 0 00732600 General Ledger User Manual 205 Foreign Currency Processing Option 4 Foreign Accounts List This function prints a list of the Foreign Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Foreign Accounts information this step provides you with a default
211. nadian 2010001000 Accounts Payable Corporate 2010001001 Accounts Payable Sales 2010002000 Accts Payable Canadian Corp 2010002001 Accts Payable Canadian Sales GL2 2020001001 Sales Tax Payable Sales GL2 2040000000 Accrued Payroll GL2 2060100000 Mortgages Payable GL2 4020000001MA Sales Commissions Mfg GL2 4020000001WH Sales Commissions Wholesale GL2 4120000001 Tax Expense Sales Outlets GL2 4140000000 Interest Expense GL2 08 31 89 149370 08 31 89 96585 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 27758 08 31 89 39069 08 31 89 19522 08 31 89 40327 08 31 89 12242 zzzzzzZzzzzzzzZz zgZzZzZzZzzZzzZzzZzzZzzzgzz Grand Totals 505904 Step 6 In preparation for performing a sort selection process on the Units Entries information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process General Ledger User Manual 55 2 Tran
212. nctions within General Ledger Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 This step processes the information for Account Balances The entire contents of the Balances to Spreadsheet field will be deleted The Balances to Spreadsheet file will be created Under certain conditions records in the Balances to Spreadsheet file will be added Generalized routines are per formed to move any minus signs to the left side of the amounts General Ledger User Manual 183 6 and Spreadsheets 184 General Ledger User Manual Chapter 7 Intercompany Processing 7 Intercompany Processing This menu provides you with functions useful in an intercompany environment These include main taining the Intercompany Names file combining General Ledgers and printing an Intercompany Transactions Report for consolidations Figure 46 The General Ledger Intercompany Processing Menu Option 1 Intercompany Names You can use this function to enter and edit intercompany names and to define intercompany relationships When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown below for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents info
213. nd which have been selected to POST NOW within their control group header record The following process ing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Units Control Groups information this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Post Now and Journal OK with the option to enter user specified comparisons at run time 40 General Ledger User Manual Transaction Processing 2 Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from cancelling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Units Control Groups and Units Entries Under certain condi tions records in the Transaction Control Unit Balances and Unit Accounts files will be added Up dates to certain fields in the Units Control Groups Unit Balances Unit Accounts and Transaction Con trol files will occur Generalized routines are performed to Convert Calendar To Fiscal in General Ledger Records in the Units Entries and Units Control Groups files will then be deleted Option 7 Generate Recurring Entries Use this function to generate journal entries for those items defined in the R
214. nd you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Summary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry By using Scan you may use this as an access key for selecting records General Ledger User Manual 109 4 File Maintenance Identify the summary account This entry must be a valid account number with Summary Y The system displays the description so that you can verify your entry Last Summarized The system displays a date and time YMDHMS The date of the last summary update is displayed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that ma
215. ngle account the sort Ac count and End Account should be the same and the start and end components should be blank End Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Define the low value for the first component of the account if you want only certain first com ponents included in the account range entered above This field may be left blank For ex ample if your first account component was the main account and you wished to include only accounts with main account 21100 to 21299 enter 21100 as the Start Component 1 Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank For example if your first account component was the main account and you wished to include only accounts with main account 21100 to 21299 enter 21299 as the End Component 1 Start End Subsidiary Account Enter an upper case alphanumeric field up to 10 characters in length Define the low and high values for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank For example if your second account component was the sub account and you wished to includ
216. nit Type and Account with the option to change modifiable parameters at run time Selection of data records is provided by Unit Type Ac count Component and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unit Accounts List this step formats the Unit Accounts information The follow ing data items are shown Unit Type Account and Description A sample output is shown below Expert Computing Inc 11 03 94 10 23 LGG Page Unit Accounts List 1080001000MA is Process Product 1 1080001000MA in Process Product 2 1070001000MA in Inventory Product 1070002000MA in Inventory Product 1070001000MA in Inventory Product 1070002000MA in Inventory Product General Ledger User Manual 143 4 File Maintenance Option 13 Summary Accounts List This function prints a list of the Summary Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Summary Accounts information this step provides you with a default sequencing of data records by Summary Account with the option to change modifiable parameters at run time Selection of data records is provided by Summary Account Ac count Compon
217. ns The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit and Budget Types information this step provides you with a default sequencing of data records by Type giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Type Description and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Types List this step formats the Unit and Budget Types information The follow ing data items are shown Type and Description A sample output is shown below Expert Computing Inc 11 03 94 10 22 Types List Description FA Budget 90 FY90 Fixed Asset Budget FY89 Budget FY89 Operating Budget GIP 1 Units of Prod 1 in GIP 2 Units of Prod 2 in Process PROD 1 Units of Prod 1 in Inventory PROD 2 Units of Prod 2 in Inventory 140 General Ledger User Manual File Maintenance 4 Option 11 Budgets List This function prints a list of the Budgets file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Budget Amounts information this step p
218. nse Sales Outlets GL2 4140000000 Interest Expense GL2 08 31 89 149370 10 08 31 89 96585 31 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 08 31 89 27758 08 31 89 39069 08 31 89 19522 08 31 89 40327 08 31 89 12242 Grand Totals 505904 35 505904 35 Step 6 In preparation for performing a sort selection process on the Units Entries information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process 50 General Ledger User Manual Transaction Processing 2 Step 8 In order to print the Units Journal this step formats the Units Entries information The following data items are shown Transaction No Unit Type Account Description Journal Code Date Reference and Quantity As appropriate group headings appear whenever a change occurs in Control No or Post Month When totals are specified the following items are accumulated T
219. ntered for Method 2 An Allocation Must Be Entered for Method 1 Application Type Value is Not Valid Cannot Have Sub Code With Blank Sub Type Fixed Amount Cannot Be Entered for Method 3 Item Must Be Entered Not on subsidiary Codes by Account File M Use Option 18 to Create Subsidiary Code by Account Record ti ti ti tri bi n pn pn pn Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Allocation Accounts screen Select the Next Record option to go to the next Receiving Allocation Accounts record Select the End option to go to the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receiving Allocation Accounts file The screen below presents additional information about Receiving Allocation Accounts Figure 31 The General Ledger Receiving Account Ratio Method Screen General Ledger User Manual 119 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described
220. nts in Gen eral Ledger separate the account number in General Ledger and Compute Statement Columns in Gen eral Ledger Step 6 This function retrieves the next statement to print Step 7 In preparation for performing a sort selection process on the Statement Amounts By Column informa tion this step provides sequencing of data records by Statement Detail Line No Type of Statement Output Line Line Counter and Account with no option to change the sequence at run time Selection of data records is provided by Print Now with no option to enter selection criteria at run time Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 9 In order to print the Financial Statements this step formats the Statement Amounts By Column infor mation The following data items are shown Statement Heading and Text As appropriate group headings appear whenever a change occurs in Statement Detail Line No If requested totals appear whenever a change occurs in Statement Detail Line No 268 General Ledger User Manual Financial Statements 9 A sample output is shown below Expert Distributing Inc Balance Sheet For Year Ended May 31 1989 ASSETS CURRENT ASSETS CASH 999 999 999 FOREIGN CURRENCY 999 999 999 ACCOUNTS RECEIVABLE DOMESTIC 999 999 999 99 CANADIAN 999 999 999 99 999 999 999 RETENTION RECEIVABLE 999 999 999 MISC RECEIVABLES 999 999 999 PREP
221. nts that contain summary balance totals of two or more detail level accounts and to specify what those detail accounts are Summary accounts may be used in financial statements various reports and inquiries on the Account Balances file and ratios Examples of summary accounts might be Current Assets Total Fixed Assets and Total Revenues The balance for each summary account is recalculated each time the Summarize Accounts function is selected from the Monthly Processing menu When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed 108 General Ledger User Manual File Maintenance 4 The screen shown below presents information about Summary Accounts This file contains those accounts that are summaries of two or more other accounts The summary accounts may not be updated from any transaction posting function The detail accounts defined in the Summary Accounts Detail file are summarized into these accounts when the Summarize Accounts function is run Figure 27 The General Ledger Summary Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen a
222. nual 21 2 Transaction Processing A sequential transaction number is supplied for each detail record This number is printed on the journal and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail It is printed on many reports and inquiries throughout General Ledger Description Enter an alphanumeric field up to 30 characters in length This field is required Describe the entry This description will be printed on the General Ledger report and will appear on several inquiries throughout General Ledger Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 02 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which these transactions are to be posted The current month defined in the Parameters file is supplied If you want to post to a prior or future month you can change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if you are using 13 period accounting EY End of year Post Year Enter a positive number with up to 2 digits In ADD mode
223. nventory Canadian 112 712 X24 CONSTANT 2 Computed As X1 X2 X3 X4 X5 X64X74X84X94X104X114X124X134X144X154X164X174X184X194X204X214X2 184000 84000 1918054 44000 Result 09593 Ratio No 0003 Debt Ratio xi Total Liabilities 7 498 561 91 General Ledger User Manual 271 9 Financial Statements Option 12 Copy Statement Detail You can use this function to copy statement detail definitions from one statement into another state ment The following processing steps accomplish this job The screen shown below allows you to enter parameters needed to copy Statement Detail records Figure 69 The General Ledger Copy Statement Detail Screen Data items for the preceding screen are described below From Statement Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is the statement number defined in Statement Detail which identifies the financial state ment from which detail is to be copied To Statement Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is a unique statement number not yet defined in Statement Detail which identifies the financial statement to which detail is to be copied 272 General Ledger User Manual Financial Statements 9 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E W
224. ocess Step 4 In order to print the Intercompany Names List this step formats the Intercompany Names information The following data items are shown Intercompany No Intercompany Name and Intercompany Rela tionship 188 General Ledger User Manual Intercompany Processing A sample output is shown below Expert Computing Inc 11 04 94 13 13 LGG Page Intercompany Names List Interco Intercompany Name Relationship Expert Sales Outlet Sales Operation Established February 1982 FYE 1983 Expert Subsidiary 1 Wholly Owned Consolidated Subsidiary Acquired June 1989 FYE 1990 Corporation Consolidation Corporation General Ledger User Manual 189 7 Intercompany Processing Option 3 Intercompany Transactions Report This report lists by intercompany code all transactions with non blank intercompany codes that have been posted to the YTD Postings file This report is used to determine all intercompany transactions os that they may be backed out when consolidated financial statements are to be produced The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the YTD Postings information this step pro vides you with a default sequencing of data records by Intercompany Intercompany Reference Ac count Component Fiscal Year and Fiscal Month with the option to change modifiable parameters at run time Selection of data records is provided by Intercompany In
225. on The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Currency Code Enter an alphanumeric field up to 6 characters in length This field is required By using Scan you may use this as an access key for selecting records Define a unique code for this foreign currency Description Enter an alphanumeric field up to 30 characters in length Describe the currency General Ledger User Manual 197 Foreign Currency Processing Short Description Enter an alphanumeric field up to 9 characters in length Identify this foreign currency This description will be printed on Accounts Payable checks Exchange Rate Enter a positive number with up to 6 digits to the left of the decimal and 8 digits to the right of the decimal This is the current
226. on 16 Parameters List essent Option 17 Create Balance Records Option 18 Edit Chapter 5 Reports and Inquiry 4 eere setenta Option 1 Trial Balance Report Option 2 Account Balances History Report Option 3 Unit Balances History Report E Option 4 Budget Analysis Report sees iy Genera Ledger User Manual Table of Contents Option 5 Current Account Balance Inquiry 169 Option 6 Account Activity Inquiry eeeeeeeeeeeeeeeer nennen 170 Option 7 Account Balances History 11 171 Option 8 YTD General Ledger eese enne 172 Option 9 Future Postings ree er bee Np 173 Option 10 Transaction Control Inquiry eere 174 Chapter 6 Graphs and Spreadsheets eerie eene 175 Option 1 Account Balances by Month sese 176 Option 2 Account Balances by Month Net sse 179 Option 3 Account Balances by 181 Option 4 Prepare Balances for Spreadsheet sse 183 Chap
227. on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control No with the option to change modifiable parameters at run time Selection of data records is provided by Application File Posted Operator ID Control No Journal Code and Currency Code with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the General Ledger Transaction Control report this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Amount Posted Last Transaction Posted Date Time Journal Code Currency Code Description Operator Exclusive Control Total Hash Total Number of Transactions Number of Errors and Number of warnings General Ledger User Manual 65 Monthly Processing A sample output is shown below Expert Computing Inc 11 03 94 17 13 General Ledger Transaction Control Report Appl File Control Group Amt Posted Last Tx Date Time Description Op Exc Ctrl Total Hash Total Trx Errors Warnings TAP DISBURSEMENTS SRR 0008 08 09 94 Aug 1st check run TAP INVOICES MRC 0015 08 09 94 Invoice entry TAP INVOICES SRR 0007 Aug
228. onth s net activity or BAL cur rent month s cumulative balance 266 General Ledger User Manual Financial Statements 9 Current Fiscal Year Enter a positive number with up to 2 digits Enter the Fiscal Year desired for the financial statements This year will be used in determin ing any column balances defined as current month s net activity or BAL current month s cumulative balance Statement Print Number From Enter a positive number with up to 4 digits You can Scan to search for an appropriate entry This is the first Statement Print Number for this range of statements For example to include or exclude statements defined in the range of Statement Print records 150 to 250 enter 150 Statement Print Number To Enter a positive number with up to 4 digits You can Scan to search for an appropriate entry This is the last Statement Print Number for this range of statements For example to include or exclude statements defined in the range of Statement Print records 150 to 250 enter 250 Include Enter Y Yes or No The initial default value is Y Enter one of the following values Y Include this range of Statement Print s to be printed For example include 100 to 200 would include all statements defined in the range of Statement Print records 100 through 200 N Exclude this range of Statement Print s so they will not be printed For example exclude 150 to
229. osition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Statement Printing List this step formats the Statement Printing Statement Print ing columns and Statement Printing Text information The following data items are shown Statement Print No Description Statement No Account Component Title Start Component 1 End Component 1 Line Description Width Strt Component 2 End Component 2 Report Width Start Component 3 End Component 3 Text Keys Start Component 4 End Component 4 Disclaimer Key Column Num ber File Type Code Column Heading Calculation Column to Start Math Column to End Math Stmtprt2 Mask Math Type Math Factor Center Headings Extra Spaces Period Covering Start Year Update Start End Dates Currency Symbol Group Characters End Year Sign Type Round ing and Text 258 General Ledger User Manual Financial Statements 9 A sample output is shown below Expert Computing Inc 11 03 94 16 59 Statement Printing List Statement Print No EOY BALANCE SHEET Statement No BALANCE SHEET Start Main Account End Main Account Desc Length Start Sub Account End Sub Account Report Width Start Division End Division Heading Text EOY BALANCE SHEET Start Branch End Branch Disclaimer Text Column No File Type Code Column Calculation Heading Start End Col
230. osting for any reason The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Control Group Can Only Be Edited by the Original Operator Press ENTER to save the information on this screen Select the Next Record option to go to the next Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Control Groups file 46 General Ledger User Manual Transaction Processing 2 Option 21 Print Unposted Control Groups This function lists any unposted control groups on the Journal Entries and Units files The following processing steps accomplish this job Step 1 This disposition type is used for all standard General Ledger reports Step 2 In order to print the Unposted Transactions Journal Entries this step formats the Journal Entry Con trol Groups information The following data items are shown Operator ID Control No Description currency Code Number of Transactions Operator Exclusive Print Journal OK Post Now Post in Progress Control Total and Account Hash Total A sample output is shown below Expert Computing Inc 11 02 94 14 54 Unposted Transactions Journal Entries Prnt Jour Post Post Op Cntrl Description Jour OK Strt Cntrl Total Total TEST DATA 15610005000 RECURRING ENTRIES 1040000
231. otal Quantity Control Total Current Total Remaining Control Account Hash Total Current Hash and Remaining Hash Amount Grand totals print at the end showing Total Quantity Number of Journal Errors and Journal Warn ings A sample output is shown below APPX Demonstration Company 11 30 94 10 43 Units Journal Account ipti Jrnl Date ipti Quantity Control Group SRR 0028 August 1989 Monthly Entries Post Month Year 08 89 0001 GIP 1 1080001000MA is Process Product 1 08 31 89 Started 0002 GIP 1 1080001000MA is Process Product 1 08 31 89 Completed 0003 GIP 2 1080001000MA in Process Product 2 08 31 89 Started 0004 GIP 2 1080001000MA in Process Product 2 08 31 89 Completed 0005 PROD 1070001000MA in Inventory Product 08 31 89 Started 0006 PROD 1070001000MA in Inventory Product 08 31 89 Completed 0007 PROD 1070002000MA in Inventory Product 08 31 89 Started 0008 PROD 1070002000MA in Inventory Product 08 31 89 Completed 0009 PROD 1070001000MA in Inventory Product 08 31 89 Started 0010 PROD 1070001000MA in Inventory Product 08 31 89 Completed 0011 PROD 1070002000MA in Inventory Product 08 31 89 Started 0012 PROD 1070002000MA in Inventory Product 08 31 89 Completed Post Month Year 08 89 Totals gt Control Group Totals gt Control Group SRR 0028 August 1989 Monthly Entries Entered Calculated Exclusive N Control Totals 22 00 Post Now Y Hash Totals 1288001600000 12880016000 Error The Entere
232. other machines up to and including the machine that was totaled are reset to zero For ex ample when T 2 prints the accumulated total in adding machine 2 it then resets machins 1 and 2 to Zero The Z format is used to zero an adding machine The sign refers to the accumulated total in one of the nine registers Insert the appropriate register number in place of the sign When a Z is encountered by the system the current total in the corresponding adding machine and all other ma chines up to and including the machine identified by the are reset to zero For example a Z 3 would zero machines 1 2 and 3 Use of the Z 4 format is necessary when grouping accounts into a subtotal The accumulators must be zeroed so the previous accounts will not be included in the next subtotal The same function is per formed as with T items except the totals are not printed General Ledger User Manual 279 Appendix A Financial Statements Usage of Totaling and Zeroing Registers Statement Detail T3 T8 Assets Current Assets Cash 1 Cash 2 Cash 3 Total Cash Accounts Receivable Trade Accounts Receivable Employees Zero Total 1 Notes Receivable 1 Notes Receivable 2 Notes Receivable 3 Total Notes Receivable Total Current Assets Fixed Assets Furniture Fixtures Equipment Total Fixed Less Accumulated Depreciation Furniture Fixtures Equipment Total Depreciation Net Fixe
233. ources Sep y s i Uses Oct 3 z Neither Nov Fiscal Year 89 Cumulative soy 960 026 960 681 136 512 Sources Jun 776 688 1 204 779 183 337 12 244 097 Uses Jul 640 168 785 497 136 520 50 419 282 Neither Aug 460 561 883 873 179 606 39 98 376 Sources 5 252 046 53 Sep 885 246 991 401 424 684 51 107 528 Uses 4 952 317 63 Oct 1 132 735 660 297 247 488 97 331 104 Neither 0 00 Nov 824 169 308 566 19 660 297 Fiscal Year 90 Cumulative soy 660 297 MTD Sources 125 835 57 Jun 756 003 95 706 07 MID Uses 327 201 60 Jul 776 673 20 670 04 MID Neither 0 00 Aug 791 348 14 675 00 YTD Sources 701 680 44 Sep Apr YTD Uses 1 019 422 58 Oct May YTD Neither 0 00 Nov EOY Account 1010001001 Cash Sales Outlets Fiscal Year 88 Cumulative soy Sources Jun Uses Jul Neither Aug Sources 39 225 00 Sep 5 Uses 39 225 00 Oct s Neither 0 00 Nov 459 041 00 General Ledger User Manual 163 5 Reports and Inquiry Option 3 Unit Balances History Report This report prints the start of year end of year and monthly balances for unit balance accounts Bal ances are reported in cumulative amounts The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit Balances information this step pro vides you with a default sequencing of data records by Unit Type Account and Fiscal Year with the option to change modifiable param
234. p 5 In order to print the General ledger Journal Summary this step formats the Distributions information The following data items are shown Post Year Post Month Account Description Journal Code Operator ID Auto Reverse Transaction Date Debits a nd Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 42 General Ledger Journal Summary Account Account Name Debits Credits 1010001000 Cash Corporate 1010001001 Cash Sales Outlets 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Accts Rec Canadian Sales Whls 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1070002000MA Inventory Canadian Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090002000MA Finished Goods Canadian 1100002000WH Resale Inventory Canadian 2010001000 Accounts Payable Corporate 2010001001 Accounts Payable Sales 2010002000 Accts Payable Canadian Corp 2010002001 Accts Payable Canadian Sales GL2 2020001001 Sales Tax Payable Sales GL2 2040000000 Accrued Payroll GL2 2060100000 Mortgages Payable GL2 4020000001MA Sales Commissions Mfg GL2 4020000001WH Sales Commissions Wholesale GL2 4120000001 Tax Expe
235. positive number with up to 2 digits Supply the last fiscal year for the selected range of accounts The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below General Ledger User Manual 83 3 Monthly Processing E Cannot Delete Records for Future Fiscal Years E Start Year Cannot be Greater than End Year Press ENTER to save the information on this screen Step 2 This disposition type is used for all standard processing functions within General Ledger Step 3 This step processes the information for YTD Postings Records in the YTD Postings file will then be deleted 84 General Ledger User Manual Chapter 4 File Maintenance 4 File Maintenance This menu provides you with file maintenance and list functions for master files Utilities to create balance records and edit account descriptions are also available Figure 17 The General Ledger File Maintenance Menu Option 1 Chart of Accounts You can use this function to perform normal maintenance on the Chart of Accounts In the Initial Setup phase of your operations you can also enter monthly balances as well as start of year end of year Source Use and Neither amounts When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the de
236. primary account numbers Each account within this range will have appended to it the subsequent entered values for the lower level account com ponents For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter the highest Main Sub Account combination in this field to which you want Division Branch combinations appended In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Start Fiscal Year Enter a positive number with up to 2 digits Supply the first fiscal year for the selected range of accounts End Fiscal Year Enter a positive number with up to 2 digits Supply the last fiscal year for the selected range of accounts Account Component Values to Create 152 Enter an upper case alphanumeric field up to 10 characters in length Enter the values for the lower level account components which a re to be appended to each primary account in the selected range Define each combination that you want to have ap pended to each primary account selected General Ledger User Manual File Maintenance 4 For example
237. r the preceding screen are described below Ask for Operator ID Enter Y Yes or No The initial default value is Y This field is required The system assumes that you prefer to ask for the operator s ID during transaction entry This allows you to edit other operators transactions If you want to bypass all Control Group screens altogether enter N An entry of N means that each operator can only enter or edit his or her own transactions It also means that the system will not track Transaction Control information for you Use Transaction Control 132 Enter Y Yes or No The initial default value is Y This field is required The system assumes that you want to use the Transaction Control feature This includes the ability to process transactions in a foreign currency track and report on the Transaction Con trol file which is an additional audit trail and enter control and hash totals for your transac General Ledger User Manual File Maintenance 4 tions If you do not choose to use this feature enter If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing Y NOTE This history is kept by actual date rather than accounting period or posting mont
238. r validation and other sophisticated processing capa bilities throughout your system General Ledger provides the accounting information required for analysis and control of your company s financial activities Journal entries which are entered through an on line user workstation and detail or summary transactions generated from other applications provide the input to General 8 General Ledger User Manual General Information 1 Ledger All transactions entering the system are controlled and processed against individual accounts Account validation occurs on line at entry time and does not allow invalid or out of balance data to post to master files General Ledger can support either twelve or thirteen financial periods per fiscal year Accounting reports are compiled and presented using data from the Account Balances file which contains ending balances for each month of the current fiscal year and for as many years of history as you want to keep The fiscal year may be synchronized with or independent of the calendar year Other applications may coincide with the general ledger accounting period or may be ahead of or behind that used by General Ledger Transaction entry functions allow the user to specify the month and year to which a transac tion is to be posted The Close Month function within General Ledger transfers future posting entries to the Month to Date Postings file for the next accounting month At end of year revenue and e
239. racters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the budget type Select one from the Types file The system displays the description 5 that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the account number of the general ledger account to which the budget type applies The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length Describe this budget and account combination Method Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are M W and E The initial default value is E In ADD mode this field will automatically be saved from one record to the next Identify the method of budgeting to be used This determines how budgets are calculated from the annual amount that is entered Your options are M Monthly divide annual amount evenly over number of months either 12 or 13 W Weekly divide annual amount over weeks in a sequence of 4 4 5 week months 100 General Ledger User Manual File Maintenance 4 E Enter each month manually the system will sum the amounts entered into an annual total NOTE The Weekly option i
240. ransfers Material requisitions Physical Inventory Variances Although General Ledger receives sales information from Accounts Receivable and Order Entry de preciation from Fixed Assets and purchasing data from Accounts Payable or Inventory Control its presence is not required for operation of those applications However if General Ledger is not in stalled account verification will not be performed within the other applications This is the primary General Ledger application menu It allows you to access specific General Ledger submenus Figure 1 The General Ledger Application Main Menu General Ledger User Manual 13 1 General Information 14 General Ledger User Manual Chapter 2 Transaction Processing 2 Transaction Processing This menu provides you with data entry journal and post functions for the General Ledger transaction files Also you can elect to generate recurring or allocation entries from this menu Figure 2 The General Ledger Transaction Processing Menu Option 1 Journal Entries You can use this function to enter and edit journal entries Each journal entry can post to a current prior or future period End of year adjustments can be made at any time Each set of journal entries includes a control group record and a series of one or more journal entries each with any number of line items The normal process of posting journal entries includes 1 entering the journal entries 2 printing the
241. rate of exchange for this currency Rates are based on the home domestic currency For example if Canadian currency is presently worth 78 of U S dollars and if U S dollars is your home currency then you would enter 78 Short Description Enter an alphanumeric field up to 9 characters in length Identify this foreign currency This description will be printed on Accounts Payable checks Last Translation Date The system displays a date and time YMDHMSH The system displays the date that the last Generate Currency Translation function was run for this currency Last Translation Rate The system displays a positive number with up to 6 digits to the left of the decimal and 8 digits to the right of the decimal The system displays the exchange rate used during the last Generate Currency Translation function for this currency Press ENTER to save the information on this screen Select the Next Record option to go to the next Exchange Rates record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Exchange Rates file 198 General Ledger User Manual Foreign Currency Processing Option 2 Foreign Accounts You can use this function to enter basic information about foreign accounts In addition during the Initial Setup phase of your operations you can enter monthly balances for each foreign account When you use this function a record of all entries will be printed
242. rces Total Uses and Total Neither A sample output is shown below Expert Computing Inc 11 03 94 15 38 LGG Page Trial Balance Trial Balance as of Aug89 in Year to Date Terms Account Description 10100010 Cash Posting Account 1010001000 Cash Corporate 791 348 1010001001 Cash Sales Outlets 2 098 201 10200020 Cash Canadian Posting Acct 1020002000 Cash Canadian Corporate 1 739 345 1020002001 Cash Canadian Sales Outlets 984 348 10300010 Accts Receiv Posting Acct 1030001000 Accts Receiv Intercompany 59 119 1030001000MA Accts Receiv Corp Mfg 241 525 1030001000WH Accts Receiv Corp Wholesale 177 133 1030001001MA Accts Receiv Sales Mfg 257 784 1030001001WH Accts Receiv Sales Wholesale 131 936 10300020 Accts Rec Canadian Post Act 1030002000MA Accts Rec Canadian Corp Mfg 169 864 1030002000WH Accts Rec Canadian Corp Whls 118 433 1030002001MA Accts Rec Canadian Sales Mfg 112 775 1030002001WH Accts Rec Canadian Sales Whls 99 709 10400010 Retention Rec Posting Acct 1040001000MA Retention Rec Corp Mfg 2 095 1040001000WH Retention Rec Corp Wholesale 1 802 1040001001MA Retention Rec Sales Mfg 4 546 1040001001WH Retention Rec Sales Wholesale 2 557 10400020 Retent Rec Canadian Post Acct 1040002000MA Retent Rec Canadian Corp Mfg 6 478 1040002000WH Retent Rec Canadian Corp Whls 2 843 1040002001MA Retent Rec Canadian Sales Mfg 1 276 1040002001WH Retent Rec Canadian
243. rds in the Units Entries and Units Control Groups files will then be deleted General Ledger User Manual 57 2 Transaction Processing 58 General Ledger User Manual Chapter 3 Monthly Processing 3 Monthly Processing This menu provides you with functions for end of month processing including report functions in quiry closing functions and functions to summarize accounts and to delete history records Figure 13 The General Ledger Monthly Processing Menu Option 1 General Ledger Report This report lists all posted transactions for the current month Included are journal entries and transac tions posted through to General ledger from other applications For each account this report shows beginning balances the current month s activity and ending balances The following processing steps accomplish this job Step 1 You can us this function to choose whether or not to print accounts with zero balances and or no monthly activity on the General Ledger report The screen shown below allows you to enter parameters needed for the General Ledger report 60 General Ledger User Manual Monthly Processing 3 Figure 14 The General Ledger Report Screen Data items for the preceding screen are described below Print Zero Balances Enter Y Yes or No The initial default value is Y This field is required Indicate whether or not to print accounts which have zero amounts Y print all lines
244. record the monthly rent expense or monthly depreciation expense Even a quarterly dividend check can be set up as a recurring entry since you can identify which months to generate the entry Also recurring entries can be set up with zero amounts and you can enter the amounts in Transaction Processing after the recurring entries have been generated Figure 32 The General Ledger Recurring Entries Screen General Ledger User Manual 123 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Transaction Enter a positive number with up to 4 digits By using Scan you may use this as an access key for sel
245. rmation about Intercompany Names This file contains subsidiary companies and descriptive relationships to the current company When ever an intercompany number is entered in a transaction file it sill be checked against this field for validity 186 General Ledger User Manual Intercompany Processing 7 Figure 47 The Intercompany Names Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Intercompany No Enter an upper case alphanumeric field up to 3 characters in length This field is required By using Scan you may use this as an access key for selecting records Identify this company Intercompany Nam
246. rmation about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type cur rency code and the level of detail to keep Figure 38 The General Ledger Application Main Menu When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Account Number The system displays an upper case alphanumeric field up to 12 characters in length This number will be used in all accounting applications to identify this account Description Enter an alphanumeric field up to 30 characters in length This field is required 154 General Ledger User Manual File Maintenance 4 Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and reports The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Mode Not Allowed Press ENTER to save the information on this screen Select the Next Record option to go to the next Chart of Accounts
247. rnal Entries and Journal Entry Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Journal Entry Control Groups and Transaction Control files will occur Gener alized routines are performed to Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Records in the Journal Entry Items Journal Entries and Journal Entry Control Groups files will then be deleted Step 13 In preparation for performing a sort selection process on the Units Control Groups information this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Post Now and Journal OK with the option to enter user specified comparisons at run time Step 14 This step prevents CANCEL from cancelling the current job Step 15 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 This step processes the information for Units Control Groups and Units Entries Under certain condi tions records in the Transaction Control Unit Balances and Unit Accounts files will be added Up dates to certain fields in the Units Control Groups Unit Balances Unit Accounts and Transaction Control files will occur Generalized routines are performed to Convert Calendar To Fiscal in General Ledger Reco
248. rnal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail NOTE entries containing an intercompany code or a subsidiary code will be kept in de tail Also be sure to keep at lease as much detail on your Futures file as you want to maintain on your MTD or YTD files for a given account Heading Enter Y Yes or No The initial default value is N This field is required Enter Y if this account represents a heading account Heading accounts are used to formate financial statements and for separating accounts on the Trial Balance report and Chart of Accounts list They contain no actual data and will never have any amounts posted to them An example might be Current Assets Summary Account 90 Enter Y Yes or No The initial default value is N This field is required Enter Y if this is a summary account Summary Accounts represent the total or sum of a grouping of other account balances They will never have amounts posted directly to them they are updated only when the Summarize Accounts function on the Monthly Processing menu is selected An example of a summary account might be Total Expenses which could be defined as the sum of all expense accounts General Ledger User Manual File Maintenance 4 You must also enter summary accounts
249. rom one record to the next Identify the account number to use to offset the General Ledger entry made when translation adjustments are generated This is usually an equity account The system displays the de scription so that you can verify your entry Press ENTER to display system supplied information and then press ENTER again to continue to the next screen 200 General Ledger User Manual Foreign Currency Processing Select the Next Record option to go to the next Foreign Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Accounts file The screen shown below presents information about Foreign Balances During the Initial Setup phase of your operations you can enter monthly foreign balances using this screen During Live Operations this screen will not appear This file stores foreign currency balances Its purpose is to maintain information about currencies other than the domestic currency A record must exist in this field for each record in the Account Balances file that maintains a foreign currency value Information stored in this file will help the sys tem keep track of currency gains and losses and currency translation gains and losses Figure 52 The Foreign Balances Enter Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on
250. rovides you with a default sequencing of data records by Fiscal Year Budget Type and Account giving additional sort order choice by Account component and Method with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Budget Type Account Account Component and Method with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Budgets List this step formats the Budget Amounts information The following data items are shown SOY Annual Amount EOY Balance Quarter and Quarterly Totals As appro priate group headings appear whenever a change occurs in Account General Ledger User Manual 141 4 File Maintenance A sample output is shown below 11 03 94 10 22 Fiscal Year 89 Budget Type FY89 Budget FY89 Operating Budget Account 3010001001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Account 3010001001WH FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Account 3010002001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter
251. rror and which have been selected to POST NOW within the control group header record The following process ing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Journal Entry Control Groups informa tion this step provides sequencing of data records by Operator ID Control No with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Journal OK and Post Now with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from cancelling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Journal Entry Control Groups Journal Entries and Journal En try Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Journal Entry Control Groups and Transaction Control files will occur General ized routines are performed to Post GL Transactions in General ledger and Convert Calendar To Fiscal in General Ledger Records in the Journal Entry Items Journal Entries and Journal Entry Control Groups files will then be deleted Option 6 Units Post This job posts those units control groups which have had their journals print without error a
252. rsor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Print Description Enter Y Yes or No The initial default value is Y This field is required This entry designates the line description to be printed The options are Y Yes A description will be printed on the detail line If an entry has been made in Descrip tion on the initial Statement Detail screen that entry will be printed N No No description will print on the detail line If no entry was made in the Description field and a D was entered in the Total Detail field the description printed for each account in the specified range will be the account name in the Account Balances file 230 General Ledger User Manual Financial Statements 9 If no entry was made in Description and a was entered in Total Detail no description will be printed Print Column Enter a positive number with 1 digit In a noncomparative financial statement a statement whose format is defined to have only 1 logical column in the Statement Printing definition e g a Balance Sheet enter the number of the column 1 through 13 in which the amount is to appear In a comparative financial state ment a statement defined with more than 1 logical column in the Statement Printing defini tion e g a Budget vs Actual Income Statement the print columns are defined in the State ment Prin
253. s and Inquiry 5 Option 7 Account Balances History Inquiry This inquiry displays the monthly balances for specified account numbers Balances are displayed as monthly net activity and as YTD cumulative balance amounts In order to print the Account Balances History Inquiry this step formats the Account Balances infor mation The following data items are shown Account Description Fiscal Year SOY Month De scriptor Monthly Balances Monthly Amount EOY YTD Sources MTD Sources YTD Uses MTD Uses YTD Neither and MTD Neither A sample output is shown below Account Balances History Account 10000 Assets Fiscal Year 0 Cumulative soy 00 Jun 398367 59 398367 59 Jul 765561 50 367193 91 Aug 1156253 42 E 390691 92 Sep Oct Nov YTD Sources 1156253 MID Sources 390691 92 YTD Uses MTD Uses 0 00 YTD Neither MID Neither 0 00 General Ledger User Manual 171 5 Reports and Inquiry Option 8 YTD General Ledger This inquiry displays YTD General Ledger detail information for the specified account The account activity displayed has been summarized according to the level of YTD detail defined for the account in the Chart of Accounts file In order to print the YTD General Ledger Inquiry this step formats the Account Balances and YTD Postings information The following data items are shown Account Des
254. s for the preceding screen are described below Type Enter an alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records Identify this unit or budget type Examples of a unit type might be Machine Hours or Man Hours examples of budget type might be Proposed Revision 1 or Revision 2 Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this unit or budget type 98 General Ledger User Manual File Maintenance 4 Press ENTER to save the information on this screen Select the Next Record option to go to the next Unit and Budget Types record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit and Budget Types file Option 3 Budgets You can use this function to enter monthly budget amounts for each budget type and account number combination This information may be printed on financial statements or on Budget Analysis reports You can enter or edit budget amounts for fiscal months 1 to 13 plus Start of Year and End of Year Each amount represents the net activity for the month You can also enter an annual amount and let the system allocate the amount evenly by month or week For revenue and expense accounts the Start of Year amount generally should be zero If your system includes the Budget Analysis application before
255. s now allowed for those installations using 13 period accounting The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budgets file The screen shown below presents information about Budget Amounts This file stores monthly budget amounts by budget type account number and fiscal year Figure 23 The General Ledger Budget Amounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing General Ledger User Manual 101 4 File Maintenance Data items for the preceding screen are described below Annual Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If using method E leave this entry blank For methods M
256. saction Processing Step 8 In order to print the Units Journal this step formats the Units Entries information The following data items are shown transaction No Unit Type Account Description Journal Code Date Reference and Quantity As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Total Quantity Control Total Current Total Remaining control Account Hash Total Current Hash and Remaining Hash Amount Grand totals print at the end showing Total Quantity Number of Journal Errors and Journal Warnings A sample output is shown below APPX Demonstration Company 11 30 94 10 43 Units Journal Unit Type Account Description Jrnl Date Description Quantity Control Group SRR 0028 August 1989 Monthly Entries Post Month Year 08 89 0001 GIP 1 1080001000MA Process Product 1 08 31 89 GL3 Started 0002 GIP 1 1080001000MA is Process Product 1 08 31 89 GL3 Completed 0003 GIP 2 1080001000MA in Process Product 2 08 31 89 GL3 Started 0004 GIP 2 1080001000MA in Process Product 2 08 31 89 GL3 Completed 0005 PROD 1070001000MA in Inventory Product 08 31 89 GL3 Started 0006 PROD 1070001000MA in Inventory Product 08 31 89 GL3 Completed 0007 PROD 1070002000MA in Inventory Product 08 31 89 GL3 Started 0008 PROD 1070002000MA in Inventory Product 08 3
257. sing A sample output is shown below 11 04 94 13 17 Expert Computing Inc LGG Page Foreign Balances History Report Currency Code CANADA Canadian Dollar C DOLLAR 83840000 Account 1020002000 Account 1020002001 Cash Canadian Corporate 645 925 659 450 673 384 959 467 1 156 857 1 287 324 1 355 297 1 944 521 2 003 734 2 074 601 2 074 601 Cash Canadian Sales Outlets Fiscal Year Fiscal Year Fiscal Year Fiscal Year 88 89 90 88 Dec Jan Feb Mar Apr May 1 475 597 1 593 298 1 700 795 1 762 539 1 859 131 1 944 521 1 944 521 General Ledger User Manual 209 Foreign Currency Processing Option 6 Generate Currency Translations This function creates journal entries for translating foreign currency balances according to the current exchange rate It will print a report of the adjustments as well as create the journal entries The journal entries can be modified through the Journal Entries function on the Transaction Processing menu The following processing steps accomplish this job Step 1 You can use this function to supply a Currency Translation control number prior to generating these translations The screen shown below allows you to enter a control number to be used when generating currency translation journal entries Figure 54 The Generate Currency Translations Screen Data items for the preceding screen are described belo
258. sing 2 Step 6 This step processes the information for Recurring Entries and Recurring Entry Items Under certain conditions records in the Journal Entry Control Groups Journal Entries and Journal Entry Items files will be added Updates to certain fields in the Recurring Entries and Journal Entry Control Groups files will occur Generalized routines are performed to convert foreign currency to domestic in Gen eral Ledger Option 8 Generate Allocation Entries Use this function to generate journal entries distributing some or all of the given account numbers balances to other account numbers as defined in the Allocations master files The distributed amounts can be based on a fixed amount a fixed percentage or a computed ratio The following processing steps accomplish this job Step 1 This function accesses the Parameters file displays an error message if the Parameters record is not on file and checks to see if allocation entries have been generated The screen shown below allows you to enter a control number to be used when generating allocation journal entries Figure 11 The General Ledger Generate Allocation Entries Screen General Ledger User Manual 43 2 Transaction Processing Data items for the preceding screen are described below Beginning Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of entries This number will be re flected on journals and ot
259. splays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID which you entered when you logged on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of units This number is printed on the journal and tracked on the Transaction Control file Although it is not necessary that this number be exactly sequential the number itself is impor tant as a par of your audit trail 28 General Ledger User Manual Transaction Processing 2 Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required In ADD mode this field will automatically be saved from one record to the next Indicate whether or not the operator is reserving exclusive access to this group of entries Y Yes access is restricted to the original operator N No access is not restricted Description Enter a alphanumeric field up to 30 characters in length This field is required Describe this group of units This description will appear on the Transaction Control inquiry and report Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made For Units entry the system will always d
260. st be entered in uppercase PAGE Prints in the format Page where is the number of the page being printed DATE Prints in the format Month Day Year The date will be the last day of the month for the month and year established in the statement printing record If these are blank then the current fiscal month and year are used YEAR Prints the calendar year established in the statement printing record If this is blank then the current fiscal year is converted to calendar TIME Prints in the format mm dd yy hh mmAM using the current system date and time 216 General Ledger User Manual Financial Statements 9 Figure 57 The General Ledger Statement Text Detail Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Sequence No The system displays a positive number with up to 2 digits This is a sequence number for this line of text The sequence number governs the order in which all text entered for this Statement Text will be displayed For example a typical financial statement header might use the first sequence number for the
261. stings Report has been printed for this month Allocation Entries Generated The system displays Y Yes or No The initial default value is The system indicates whether or not allocations have been made for the current month Transaction Control Required The system displays Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Transaction Control Report to be required before end of month processing can proceed Transaction Control Printed The system displays Y Yes or No The initial default value is This indicates whether or not the Transaction Control report has been printed for this month The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below General Ledger User Manual 131 4 File Maintenance E Current Fiscal Month Cannot Exceed Number Accounting Periods E Retained Earnings Account Cannot Be a Revenue or Expense Account E Start Month Fiscal Year Cannot Exceed Number Accounting Periods Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below presents additional information about Parameters Figure 35 The General Ledger Parameters Screen Part 2 of 2 Data items fo
262. t Figure 36 The General Ledger Chart of Accounts List Screen Data items for the preceding screen are described below Print Detail List Enter Y Yes or No The initial default value is N This field is required Enter Y if you want to print all the detail on the Chart of Accounts The default value of will print just the account number and name Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Chart of Accounts information this step provides you with a default sequencing of data records by Account Number giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Account component and Changed On with the option to enter user speci fied comparisons at run time General Ledger User Manual 135 4 File Maintenance Step 3 This disposition type is used for all lists of master file information Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Chart of Accounts List this step formats the Chart of Accounts information The following data items are shown Account Number and Description This is the summary form of the Chart of Accounts List the detail form is shown on the following pages 136 General Ledger User Manual Fi
263. t Rec Canadian Corp Mfg 3030001001 3030001001 1040002000WH Retent Rec Canadian Corp Whls 3030001001 3030001001 1040002001MA Retent Rec Canadian Sales Mfg 3030001001 3030001001 1040002001WH Retent Rec Canadian Sales Whl 3030001001 3030001001 1050002000 Service Charges Rec Canadian 3030001001 3030001001 1060002000 Prepaid Insurance Canadian 3030001001 3030001001 1061002000 Prepaids amp Deposits Canadian 3030001001 3030001001 1070002000MA Inventory Canadian Corp Mfg 3030001001 3030001001 1080002000MA Work in Proc Canada Corp Mfg 3030001001 3030001001 1090002000MA Finished Goods Canadian 3030001001 3030001001 1100002000WH Resale Inventory Canadian 3030001001 3030001001 1130002000 Land Canadian 3030001001 2130000000 1140002000 Buildings Canadian 3030001001 2130000000 1150002000MA Equipment Canadian 3030001001 2130000000 1160002000 Furniture Fixtures Canadian 3030001001 2130000000 1170002000 Accum Depreciation Canadian 3030001001 2130000000 2010002000 Accts Payable Canadian Corp 3030001001 3030001001 2010002001 Accts Payable Canadian Sales 3030001001 3030001001 2020002000 Sales Tax Pay Canadian Corp 3030001001 3030001001 2020002001 Sales Tax Pay Canadian Sales 3030001001 3030001001 2030002000 Retention Pay Canadian Corp 3030001001 3030001001 2030002001 Retention Pay Canadian Sales 3030001001 3030001001 3010002001MA Sales Canadian Manufacturing 3030001001 3030001001 3010002001WH Sales Canadian Wholesale 3030001001 3030001001 404
264. t balance or budget amount to be graphed The combina tion of account number and fiscal year must be in the Account Balances file or the combina tion of Budget Type account number and fiscal year must be in the Budget Amounts file The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Fiscal Year Not on File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition type is used for all graphics output Step 3 In order to print the Account Balances by Month Net graph this step formats the Account Balances information The following data items are shown Account Description Fiscal Year Month Descrip tor and Monthly Amount A sample output is shown below Account 1010001000 Cash Corporate Fiscal Year 89 183337 136520 179606 424684 247488 308566 136512 244097 419282 98376 107528 331104 0 180 General Ledger User Manual Graphs and Spreadsheets 96 Option 3 Account Balances by Quarter This function will build a print file of net quarterly account balances for an account fiscal year that can be read by graphic utility software The following processing steps accomplish this job Step 1 You can use this function to enter
265. t be specified you have the option to initialize the receiving companies files The screen shown below allows you to enter parameters needed for the Combine General Ledgers utility Figure 48 The Combine General Ledgers Screen Data items for the preceding screen are described below Companies to be Combined Enter an upper case alphanumeric field up to 3 characters in length This field is required Supply the identifying codes for the companies to be included in the combined company Combined Company Enter an upper case alphanumeric field up to 3 characters in length This field is required Identify the company which should contain the combination This can be one of the compa nies included in the combination For example Company A Company B and Company C 192 General Ledger User Manual Intercompany Processing 7 may all be combined into Company A In this example Company A s data is affected but that of Company B and C are not Initialize Combined Company Files Enter Y Yes or No The initial default value is N This field is required Enter Y if you want the files in the receiving or combined company to be zeroed before the other companies are added into it Combine Account Balances Enter Y Yes or No The initial default value is N This field is required Indicate whether or not the Account Balances for these companies are to be combined Combine Budgets En
266. t columns and amounts in Gen eral Ledger separate the account number in General Ledger and Compute Statement Columns in Gen eral Ledger Step 6 This function retrieves the next statement to print Step 7 In preparation for performing a sort selection process on the Statements Amounts By Column informa tion this step provides sequencing of data records by Statement Detail Line No Type of Statement Output Line Line Counter and Account with no option to change the sequence at run time Selection of data records is provided by Print No with no option to enter selection criteria at run time Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 9 In order to print the Financial Statements this step formats the Statement Amounts By Column infor mation The following data items are shown Statement Heading and Text As appropriate group headings appear whenever a change occurs in Statement Detail Line No If requested totals appear whenever a change occurs in Statement Detail Line No 264 General Ledger User Manual Financial Statements 9 A sample output is shown below Expert Distributing Inc Balance Sheet For Year Ended May 31 1989 ASSETS CURRENT ASSETS CASH 450 028 FOREIGN CURRENCY 567 322 ACCOUNTS RECEIVABLE DOMESTIC 794 426 45 CANADIAN 387 094 49 181 520 RETENTION RECEIVABLE 20 512 MISC RECEIVABLES 4 533 PREPAYMENTS 28 93
267. t number identifying the Statement Print data to be copied To Statement Print Number Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry This is a unique Statement Print number not yet defined to which the Statement Print data to be copied The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 274 General Ledger User Manual Financial Statements 9 E Statement Print Record Already Exists for Copy To E Statement Print Record Does Not Exist for Copy From E The From and To Statement Print s Cannot Be the Same Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition type is used fro all standard processing functions within General ledger Step 3 This function creates a new Statement Detail record from the statement number entered which may be used as a basis for another statement Step 4 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job General Ledger User Manual 275 9 Financial Statements 276 General Ledger User Manual Appendix A Financial Statements Appendix A Financial Statements Financial Statements The financial sta
268. tatements 9 E Starting Month Cannot Be MTD or YTD for this File Type E Type Currency Code Not Allowed with this File Type W Ending Fiscal Year is Greater Than Current Fiscal Year W Starting Fiscal Year is Greater Than Current Fiscal Year Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Statement Printing screen Select the Next Record option to go to the next Statement Printing Columns record Select the End option to go to the next Statement Printing record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Statement Printing Columns file The screen shown below presents information about Statement Printing Text The Statement Printing Text file allows you to define the various text to be imbedded in a financial statement such as Company Name Accounting Period and Report Title If a heading text number has been entered on the statement printing screen the corresponding text from the Statement Text file will be displayed If no heading text number was entered no text will be displayed In either case left and right overlays can be added to the Statement Text to be printed A special value field can be entered in the left and right overlay instead of text See the Statement Text Detail section of this manual for more information on special value fields General Ledger User Manua
269. ted Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID of the operator who entered the control group is displayed Control No The system displays a positive number with up to 4 digits Supply the control number of the record you want to edit General Ledger User Manual 45 2 Transaction Processing File The system displays an upper case alphanumeric field up to 4 characters in length The originating file is identified Description The system displays an alphanumeric field up to 30 characters in length The description of this group is displayed Print Journal Enter Y Yes or N No The initial default value is Y This field is required Enter if you want to delay printing the journal for any reason Post Now Enter Y Yes or N No The initial default value is Y This field is required Enter N if you want to delay p
270. tement appendix is intended to further clarify the use of Statement Detail Records and Statement Print Statement Column Records in producing a financial statement A more thorough explanation of Statement Detail format types and accumulation registers is also given Finally a num ber of sample statements are shown 278 General Ledger User Manual Financial Statements Appendix B Statement Detail Format Types H The line item is a Heading and only the description is printed A blank line item is a Detail and will require further definition T The line item is a Total of the balances on the statement and is printed Z The line item is a Zeroing of the accumulating totals and does not print the totals Format types T and Z provide for accumulating or zeroing various levels of totals from one to nine as shown in the chart on the following page The number identifies which of the nine registers will be totaled or zeroed A T or a Z must always be entered with a register number Specifically format type T refers to the accumulated total in registers 1 through 9 In place of the P sign insert the appropriate register number Think of the program as maintaining nine adding ma chines Every line item entered is automatically added to all nine machines Whenever a T 4 such as T 2 is encountered by the system the current total in the corresponding adding machine is printed and all
271. ter Y Yes or No The initial default value is N This field is required Indicate whether or not the Budgets are to be combined Combine Unit Balances Enter Y Yes or No The initial default value is N This field is required Indicate whether or not balances kept in Units are to be combined Combine Foreign Balances Enter Y Yes or No The initial default value is N This field is required Indicate whether or not balances kept in foreign currencies are to be combined The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E No Balances File Exists in This Company Cannot Combine E No Budgets File Exists in This Company Cannot Combine E No Foreign Balances File Exists in This Company Cannot Combine E No Unit Balances File Exists in This Company Cannot Combine W Combined Company Data Files Will Be Initialized Press ENTER to save the information on this screen General Ledger User Manual 193 7 Intercompany Processing Step 2 This function creates temporary files in the combined company to hold the date from the companies being combined Step 3 This function selects the next company to combine Step 4 This step permits a job to change to a difference company Step 5 This step processes
272. ter 7 Intercompany Processing 4 eeeee ecce ee eene eren 6 2 neto Option 1 Intercompany Names essere nennen enne Option 2 Intercompany Names List Option 3 Intercompany Transactions Report Option 4 Combine General Ledgers eee Chapter 8 Foreign Currency Processing 4 ecce eee eee eren 22 90 195 Option Exchange Rates UPPER f 196 Option 2 Foreign Accounts 0 0 cece eeeeesecseeseeeeseeseeececseesessecsceseeecsesseesesseeaeeaseaeeaeees 199 Option 3 Exchange Rates List ie an eiim ia nie T ent 204 Option 4 Foreign Accounts List eese nennen 206 Option 5 Foreign Balances History Report sese 208 Option 6 Generate Currency Translations eese 210 Chapter 9 Financial Statements eeeee eese eese sense eren nete estne aeta neto 213 Option L Statement Text eb e ede 214 Op on 2 nette it peti ete css 219 Option 3 Statement Printing AE 234 Option corner ERE 247 Option 5 Statement Text List essent nennen nennen nens 254 Option 6 Statement Detail List essere nennen 256 Option 7 Statement Printing List essent nene nennen 258 Option 8 s tm EE EET MUERE 260 Option 9 Print Statements enen ee eben RE ee ER
273. tercompany Reference Account Component Fiscal Year and Fiscal Month with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Intercompany Transactions Report this step formats the YTD Postings informa tion The following data items are shown Intercompany Reference Account Fiscal Month Fiscal Year Journal Code Transaction Date Description Currency Code Currency Rate Home Amount and Amount As appropriate group headings appear whenever a change occurs in Account Compo nent 190 General Ledger User Manual Intercompany Processing 7 A sample output is shown below Expert Computing 11 03 94 17 12 Intercompany Transactions Fisc Account Mo Yr Jrnl Trx Date Description Inc Report Currency LGG Page 1 Home Amount Amount Intercompany 001 Expert Sales Outlet Account 1090001000MA Finished Goods EY88 1090001000MA EY 88 GL 06 10 88 Inventory Entry 8901 1090001000MA 04 89 GL 09 30 88 Inventory Transfers at Cost 8902 1090001000MA 07 89 GL 12 30 88 Inventory Transfer at Cost 8903 1090001000MA 11 89 GL 04 30 89 Inventory Transfer at Cost Account Totals Account 1100001001WH Resale Inventory Sales Outlet N EY88 1100001001MA EY 88 GL 06 10
274. that contribute to the making of that product or service you can identify the subsidiary code as well as the account number on the in voice line item If you have Accounts Receivable you can identify the revenues produced by that prod uct or service by supplying the subsidiary code on the sales invoice line item The sum of all those postings can then tell you which of your products or services is the most profitable to your company Another example of the use of General Subsidiary might be to identify and collect information on the costs associated with creating product These products could be as diverse as the construction of a building the manufacturing of machines from purchased parts or the writing and publishing of a book General Ledger User Manual 11 1 General Information If you do not have Accounts Payable or Accounts Receivable you can still collect information in Gen eral Subsidiary by entering the amounts as Journal Entries in General Ledger Conversely if you have Inventory Control Fixed Assets Order Entry or Purchase Orders you can also extract information from these applications Application Interfaces The combination of General Ledger and other APPX accounting applications such as Accounts Re ceivable and Accounts Payable provides a fully integrated system for effective management and con trol of your business There are many separate applications that can be installed in whatever configu ration best suits yo
275. the Operator ID and Control Number for each group of transactions and will not allow any operator to edit another operator s transactions No control or hash totals will be kept and no data will be posted to the Transaction Control file Also you will not be able to enter transactions in a foreign currency General Ledger User Manual 9 1 General Information If you enter Y Yes to Ask for Operator ID and N No for Use Transaction Control the system will assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed Additionally any operator will be allowed to edit another operator s trans actions No control or hash totals will be kept and no data will be posted to the Transaction Control file Also you will not be able to enter transactions in a foreign currency If you enter Y Yes to Ask for Operator ID and Y Yes to Use Transaction Control the system will assign the Operator ID and Control number to each group of transactions but the Control Number can be changed In addition control and hash totals can be entered and will be balanced against the sum of the transactions Each operator to restrict access to his or her transactions and transactions can be entered in foreign currencies One record will be written to the Transaction Con trol file for each group of transactions posted detailing the Operator ID Control Number Descrip tion N
276. the Transaction Processing menu 126 General Ledger User Manual File Maintenance 4 Figure 33 The General Ledger Recurring Entry Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line No Enter a positive number with up to 3 digits The system defaults a sequential line number Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the account to which this entry is to be posted The system displays the description 5 that you can verify your entry Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the entry A credit entry requires a minus sign General Ledger User Manual 127 4 File Maintenance Sub Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a subsidiary code and a posting is made to the Subsid iary Codes files Id
277. the information for Chart of Accounts and Account Balances It will create tempo rary work files that can be used to combine the Account Balance records for the companies selected Step 6 This step processes the information for Budgets and Budget Balances It creates temporary work files that can be used to combine Budget Balances for the companies selected Step 7 This step processes the information for Unit Accounts and Unit Balances It creates temporary work files that can be used to combine Unit Balances for the companies selected Step 8 This step processes the information for Foreign Accounts and Foreign Balances It creates temporary work fields that can be used to combine Foreign Balances for the companies selected Step 9 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job Step 10 This step creates the combined Chart of Accounts and Account Balances files in the company selected Step 11 This step creates the combined Budgets and Budget Balances files in the company selected Step 12 This step creates the combined Unit Accounts and Unit Balances files in the company selected Step 13 This step creates the combined Foreign Accounts and Foreign Balances files in the company selected 194 General Ledger User Manual Chapter Foreign Currency Processing Foreign Currency Processing This menu provides you with functions to handle foreign currenc
278. the left of the decimal and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are allowed General Ledger User Manual 203 Foreign Currency Processing EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeroes Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go to the next Foreign Ac counts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Balances file Option 3 Exchange Rates List This function prints a list of the Exchange Rates file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Exchange Rates information this step provides you with a default sequencing of data records by Currency Code with the optio
279. this field will automatically be saved from one record to the next Enter the year to which these transactions are to be posted If you are using 12 month ac counting this will be the calendar year if you are using 13 period accounting this will be the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you can change it Journal Code 22 Enter an upper case alphanumeric field up to 4 characters in length This field is required In ADD mode this field will automatically be saved from one record to the next Identify the journal associated with this entry This will be printed on the General Ledger report and will appear on several inquiries throughout the system General Ledger User Manual Transaction Processing 2 Reference Enter an upper case alphanumeric field up to 6 characters in length In ADD mode this field will automatically be saved from one record to the next Provide a reference for this entry This reference will be printed on the General Ledger re port and supplied to several inquiries throughout the system Auto Reverse Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y and N The initial default value is N In ADD mode this field will automatically be saved from one record to the next Indicate whether or not this entry is to be reversed automatically in the following month
280. ting file and any entry here will be ignored Suppress Items Enter an upper case alphanumeric field 1 character sin length Only letters are acceptable Valid entries are Z A and N The initial default value is N In ADD mode this field will automatically be saved from one record to the next This entry allows you to suppress the printing of the statement line The options are N No do not suppress any items in the range A Suppress all items in the range Z Suppress the line if the column amount is zero In a comparative statement all columns must have a zero amount Underline Enter an upper case alphanumeric field up to 13 characters in length Only numbers are acceptable Each entry position in the field designates the line column to be underlined when the state ment is printed The options are No underlining is to be performed for this line column position 1 A single underline is printed in this line column position 2 A double underline is printed in this line column position Note Each character in this field represents a column For example if the first two charac ters are blank and the next two are 2 the first two columns will not be underlined and the third and fourth will be double underlined Reverse Sign Accum Enter Y Yes or No The initial default value is N This field is required General Ledger User Manual 231 9 Financial Statements This entry al
281. tive statements horizontal and vertical percentages may be cal culated Multiple printed statements can be created from a single format definition by attaching print param eters to a format and storing the combined format and print parameters Print parameters include ac counting period account components rounding selections data format options types of data to be accessed and calculations or analyses to be performed An intercompany processing utility allows you to combine general ledgers from multiple companies for the purpose of printing consolidated financial statements This utility permits the combination of ac count balance unit balance foreign balance and or budget records General Subsidiary Another application General Subsidiary contains additional capability that you may find useful in your day to day operations General Subsidiary is available as an add on to General Ledger General Subsidiary provides you with the ability to expend the reporting capability of any account by any number of segments It provides a further breakdown of the account balance information by allow ing a subsidiary code to be appended to the account number during Transaction Processing This in turn allows you to track various revenue expense or asset transactions explicitly For example you might want to keep track of costs and income from a particular product or service that you sell If you have Accounts Payable when you purchase goods
282. trol file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail 20 General Ledger User Manual Transaction Processing 2 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Option Not Allowed E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select the Next Record option to go to the next Journal Entry Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Journal Entry Control Groups file The screen shown below presents information about Journal Entries Figure 5 The General Ledger Journal Entries Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Transaction No Enter a positive number with up to 4 digits General Ledger User Ma
283. udget vs Actual Income Statement the print columns are defined in the State ment Printing file and any entry here will be ignored General Ledger User Manual Financial Statements 9 Suppress Items Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Z A and N The initial default value is N In ADD mode this field will automatically be saved from one record to the next This entry allows you to suppress the printing of the statement line The options are N No do not suppress any items in the range A Suppress all items in the range Z Suppress the line if the column amount is zero In a comparative statement all columns must have a zero amount Underline Enter an upper case alphanumeric field up to 13 characters in length Only numbers are acceptable Each entry position in the field designates the line column to be underlined when the state ment is printed The options are No underlining is to be performed for this line column position 1 A single underline is printed in this line column position 2 A double under is printed in this line column position Note Each characters in this field represents a column For example if the first two charac ters are blank and the next two are 2 the first two columns will not be underlined and the third and fourth will be double underlined Reverse Sign Accum Enter Y Yes or No
284. ugust 1989 Monthly Entries Post Month Year 08 89 0001 GIP 1 1080001000MA is Process Product 1 08 31 89 Started 0002 GIP 1 1080001000MA is Process Product 1 08 31 89 Completed 0003 GIP 2 1080001000MA in Process Product 2 08 31 89 Started 0004 GIP 2 1080001000MA in Process Product 2 08 31 89 Completed 0005 PROD 1070001000MA in Inventory Product 08 31 89 Started 0006 PROD 1070001000MA in Inventory Product 08 31 89 Completed 0007 PROD 1070002000MA in Inventory Product 08 31 89 Started 0008 PROD 1070002000MA in Inventory Product 08 31 89 Completed 0009 PROD 1070001000MA in Inventory Product 08 31 89 Started 0010 PROD 1070001000MA in Inventory Product 08 31 89 Completed 0011 PROD 1070002000MA in Inventory Product 08 31 89 Started 0012 PROD 1070002000MA in Inventory Product 08 31 89 Completed Post Month Year 08 89 Totals gt Control Group Totals gt Control Group SRR 0028 August 1989 Monthly Entries Entered Calculated Difference Exclusive N Control Totals 22 00 Post Now Y Hash Totals 1288001600000 12880016000 Error The Entered and Calculated Hash Totals are Not Equal Warning This Control Group Contains Errors and Cannot Be Posted Grand Total gt Number of Errors in This Journa Number of Warnings General Ledger User Manual 39 2 Transaction Processing Option 5 Journal Entries Post This job posts those journal Entries groups that have had their journals print without e
285. umber of Transactions and Last Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This file can be printed on reports and viewed through an inquiry Budgets Balance and budget data can be maintained for as many years as you need Multiple budgets may be established for an account an unlimited number of budgets can be defined A budget analysis report is provided A separate application called Budget Analysis is available as an add on to General Ledger This application provides the ability to enter and generate variable budgets create budgets from balances copy and delete budgets print budget analysis review and variance reports and interface the Budgets file with graphics software It also allows you to transfer budget information to spreadsheet software for additional refining and it can update the Budgets file with the results from the spreadsheet Summary and Allocation Accounts In General Ledger there are two special types of options to allow you to summarize and or separate account balance information These options are called Summary Accounts and Allocation Accounts Summary Accounts allow you to define any number of detail account balance records which are to be summarized into another account This summarization occurs when the Summarize Accounts option is selected from the Monthly Processing menu Summary accounts cannot be posted to directly their value comes from summing the detail accounts de
286. umn Mask SHR HERE HH Math Type Factor Center Headings Extra Spaces Start Period 89 Update Start Period Currency Symbol Group Character Y End Period EOY 89 Update End Period N Sign Type Rounding Type N General Ledger User Manual 259 9 Financial Statements Option 8 Ratios List This function prints a list of the Ratios file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Ratio Detail information this step pro vides you with a default sequencing of data records by Ratio No Numerator Denominator and Se quence No with the option to change the sequence at run time Selection of data records is provided by Ratio No and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Ratios List this step formats the Ratio Detail information The following data items are shown Numerator Denominator Sequence No Constant Account Description Balance Type Start Month Start Fiscal Year End Month End Fiscal Year Operation Currency Code and Unit Budget Type As appropriate group headings appear whenever a change occurs in Ratio No 260 General Ledger User Manual Financial Statements
287. unts as well as the accounts receiving the allocations Journal Entries defining the allocations to be made are created when the Generate Allocation Entries job is run You can specify the account balances to be allocated and the account balances to receive the allocation In addition you can express the type of allocation you can define fixed amount fixed percent and ratio allocations You can specify an account to receive any over or under allocated amounts When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the three screens displayed by this function are shown The screen shown below presents information about Allocation Accounts This file defines those accounts to be allocated to other General Ledger accounts when the Generate Allocation Entries job is run The Generate Allocation Entries job creates journal entries that back out the amount stored in one account and distribute this amount to the accounts defined as the Receiving Accounts There are three methods available for distributing allocations The Percent method al lows distributions at a fixed percentage to a given account The Fixed Amount method allows a distribution for fixed dollar amount The R
288. up with the transactions post month and year The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Future Postings information this step provides you with a default sequencing of data records by Fiscal Year Fiscal Month and Account with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Fiscal Month and Account Component with the option to enter user specified compari sons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Future Postings Report this step formats the Future Postings information The following data items are shown Operator ID Control No Description Journal Code Source Transac tion No Transaction Date Fiscal Month Fiscal Year Reference Reversing Adjustment S U N Override Intercompany Intercompany Reference Sub Type Sub Code Amount Currency Code and Home Amount As appropriate group headings appear whenever a change occurs in Account or Fiscal Month When totals are specified the Total Amount is printed Grand totals print at the end showing Total Amount General Ledger User Manual 63 Monthly Processing A sample output is shown below Expert Computing Inc 11 03 94 1
289. ur requirements Components of each application contribute to the overall effective ness of the system The particular combination which is most effective for your installation as well as the specific way in which the applications interact will be determined by the specialized needs of your company Information contained in the master files of one application may be accessed modified updated or even entered from another application This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy General Ledger may be installed as a stand alone application or as part of a system that includes Bud get Analysis General Subsidiary Accounts Payable Accounts Receivable Inventory Control Pur chase Orders Order Entry Commission Accounting Fixed Assets and Sales Analysis In a multi application system data can be exchanged between applications Depending on system configuration General Ledger receives postings from the following applications Accounts Receivable nvoices Cash Receipts Service Charges Adjustments Order Entry Cash Deposits nvoices Cost of Goods Sold Accounts Payable nvoices Adjustments Hand amp Machine Checks 12 General Ledger User Manual General Information 1 Purchase Orders Prepayments nvoices Inventory Control Receipts Adjustments Product Transfers Warehouse T
290. uring the Close Month process for the last month of the fiscal year when the revenue and expense accounts are summed and zeroed The system displays the description so that you can verify your entry You also have the option to keep retained earnings separately by account component these parameters can be found on the next screen GL Report Required 130 Enter Y Yes or No The initial default value is N This field is required Enter Y if you want printing of the General Ledger Report to be required before end of month processing can proceed General Ledger User Manual File Maintenance 4 GL Report Printed The system displays Y Yes or No The initial default value is This indicates whether or not the General Ledger Report has been printed for this month Recurring Entries Generated The system displays Y Yes or No The initial default value is The system indicates whether or not recurring entries have been generated for the current month Future Postings Report Required Enter Y Yes or No The initial default value is N This field is required Enter Y if you want printing of the Future Postings Report to be required before end of month processing can proceed Future Postings Report Printed The system displays Y Yes or No The initial default value is This indicates whether or not the Future Po
291. validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 102 General Ledger User Manual File Maintenance 4 E Annual Amount Exceeds Maximum Allowable Value E Annual Amount Exceeds Minimum Allowable Value E Illegal Budget Method not M W or E W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Budgets screen Select the Next Record option to go to the next Budget Amounts record Select the End option to go to the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budget Amounts file Option 4 Unit Accounts You can use this function to enter or edit basic information in the Unit Accounts file In addition during the Initial Setup phase of your operations you can enter monthly unit balances Each Unit Account record defined corresponds to an account defined in the Chart of Accounts However each balance is given in a non monetary denomination such as machine hours An example of the use of a unit account might be to track machine hours for equipment or miles accu mulated on company cars or the number of defe
292. ved from one record to the next If you entered 001 013 SOY or EOY for the Start Month identify the starting fiscal year Otherwise leave this field blank End Fiscal Month Enter an upper case alphanumeric field up to 3 characters in length In ADD mode this field will automatically be saved from one record to the next This entry designates the month or the last month in a range of months to be accessed for balance information The ratio calculation process will take the difference between the start month and end month values The options are 001 013 Actual Fiscal Month the ending balance for the month 000 Current Calendar Month to 99 Negative Fiscal Month this is the number of months prior to the current fiscal month from which information is to be drawn For example if the current fiscal month is 12 5 refers to fiscal month 7 SOY Start of Year EOY End of Year End Fiscal Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next If you entered 001 013 SOY or EOY for the End Month identify the ending fiscal year Otherwise leave this field blank Unit Budget Type 252 Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next If D or U was entered in the File Type field identi
293. w Beginning Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of entries This number will be re flected on journals and other reports throughout General Ledger Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Press ENTER to save the information on this screen 210 General Ledger User Manual Foreign Currency Processing Step 2 This function checks to make sure that the Foreign Accounts and Foreign Balances files exist It also checks for the existence of the Exchange Rates file Step 3 In preparation for performing a sort selection process on the Foreign Balances information this step provides sequencing of data records by Fiscal Year Currency Code Translation Account and Foreign Account with no option to change the sequence at run time Selection of data records is provided by Fiscal Year Currency Code and Translation Account with the option to enter user specified compari sons at run time Step 4 This disposition type is used for all standard processing functions within General Ledger Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 This step processes the information for Foreign Balances Step 7 In order to print the Currency Translations Report and Update this step formats the Fore
294. would be a use of cash Neither A building s monthly depreciation of 10 000 is recognized on the financial statements but has no impact on cash General Ledger User Manual 25 2 Transaction Processing Adj Enter Y Yes or N No The initial default value is This field is required In ADD mode this field will automatically be saved from one record to the next Indicate whether or not this entry is an adjustment If 7 is entered a credit adjustment re duces month to date and year to date uses and a debit adjustment reduces month to date and year to date sources in the Account Balances file Y Yes this is an adjustment N No this is not an adjustment Example A purchase of 4500 for equipment was incorrectly entered as 5400 An entry of 900 with this field Y will reduce MTD and YTD Uses appropriately in the Account Balances file Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a subsidiary code and postings are made to the Gen eral Subsidiary files Identify the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL Home Amount The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If the currency code has been entered the
295. xpense account balances are added to retained earnings and then reset to zero to begin accumulations for the next year Retained earnings may be automatically kept in one or several accounts depending on how you define your ac count structure Account Structure General Ledger allows you to structure your account number to meet your own requirements The account number structure can be subdivided to facilitate profit center or cost center reporting You can define as many as four account components each having up to ten characters although the total num ber of characters cannot exceed 12 In addition you can describe each component and this descrip tion will appear on screens and reports Transactions detail may be automatically maintained on a month to date and or year to date basis and is designated separately for each account Detail can be kept by journal by journal and operator ID by journal operator ID and date in complete summary or in complete detail Transaction Control On the General Ledger Parameters file there are two entries which allow you to define the level of transaction control detail that is appropriate for your business These fields are labeled Ask for Op erator ID and Use Transaction Control Every transaction file is keyed by Operator ID and a sequential Control Number that is a part of your audit trail If you enter N No for Ask for Operator ID the system will automatically assign
296. y result are shown below E Account Not Defined in Balances File as a Summary Account Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Summary Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Summary Accounts file The screen shown below presents information about Summary Account Detail This file defines which accounts will be summed into the summary account The current balance for each summary account is recalculated each time the Summarize Accounts function is selected from the Monthly Processing menu A summary account may need to be defined as the sum of two or more ranges of accounts Each range requires a unique sequence number Within each range of sequential accounts you may specify starting and ending constraints on one or more account components You should not define a summary account that includes other summary accounts V 110 General Ledger User Manual File Maintenance 4 Figure 28 The General Ledger Summary Account Detail Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record
297. y by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able An entry of GL indicates General Subsidiary Enter the cost accounting subsidiary to which this account is posted If this is a General Sub sidiary account enter GL For more information regarding General Subsidiary refer the Application Features section of this manual Delete Subcode Post Detail 88 Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N M Y and T The initial default value is M For accounts with a Sub Type of GL this entry indicates how often General Subsidiary detail postings are deleted from the subsidiary postings file Your options are General Ledger User Manual File Maintenance 4 N Never M Delete during Close Month processing each month Y Delete only at the end of the fiscal year T Delete at the end of this month NOTE An entry of T in this field will be reset to after the detail has been deleted Level of YTD Detail Enter an upper case alphanumeric field 1 characters in length Only letters are acceptable Valid entries are N Y
298. y s ongoing profit or loss summed over all the years that the company has been in business On your Balance Sheet the total of all your assets should exactly equal the total of all your liabilities plus your Owners Equity which includes year to date Current Earnings At the end of each fiscal year year to date Current Earnings total profit or loss for the year is added to the Retained Earnings equity account and then all revenue and expense accounts are zeroed to begin accumulating for the next fiscal year Transaction Processing The most generally accepted method of recording transactions and keeping them in balance is called double entry bookkeeping This is the method used by APPX accounting applications including General Ledger therefore for every debit transaction entry you make you must also make a corre sponding credit entry As an example consider an invoice for a purchase of office supplies for your company In this ex ample you would debit an expense account called Purchases for the amount of the invoice and credit the liability account called Accounts Payable for the same amount Thus the current expense is re corded for the office supplies and will be reflected in the next Income Statement but your liability has also been increased since you now owe the vendor from whom you purchased the office supplies In the same manner when you pay for the office supplies you would debit Accounts Payable reducing your
299. y that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a numeric code to identify the ratio This number can be used for sorting ratio re ports Description Enter an alphanumeric field up to 30 characters in length This field is required Describe the ratio being defined This description will print on the list and the report 248 General Ledger User Manual Financial Statements 9 Press ENTER to continue to the next screen Select the Next Record to go to the next Ratios record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Ratios file The screen shown below presents information about Ratio Detail This field stores the various definitions that will be used to formulate ratios Ratio analysis capabilities are handled through dat
300. y transactions including exchange rates maintenance and list functions and currency translations Figure 49 The General Ledger Foreign Currency Processing Menu Option 1 Exchange Rates You can use this function to enter currency codes descriptions and exchange rate information for for eign currency processing These rates are assumed to be current and are used when the system gener ates exchange or translation gains and losses You should enter foreign exchange rates on a regular basis if you are using foreign currency These entries are the default values used when translating foreign journal entries to domestic currency Any default value may be changed during transaction entry When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Exchange Rates This file contains rates for foreign currencies These rates will default as the current exchange rates for foreign currency transactions entered into the system 196 General Ledger User Manual Foreign Currency Processing Figure 50 The Exchange Rates Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan opti
301. you decide to add a large number of budget records you may wish to use one or more of the utility functions provided on its Utilities menu These utilities allow you to create copy and delete budget records very quickly The created records can then be edited using this Budgets function On the following pages the two screens displayed by this function are shown The screen shown below presents information about Budgets Figure 22 The General Ledger Budgets Screen General Ledger User Manual 99 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 cha

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