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Sage 300 ERP 2014 General Ledger User's Guide

1. Optional Fields The Optional Fields option and the Optional Fields column in the Detail table indicate whether any optional fields are assigned to a selected entry detail If you assigned optional transaction fields to the account used in an entry detail the Optional Fields option is selected automatically To view or change the optional transaction fields assigned to a selected detail select the detail line and then click the Optional Fields Zoom E button or press Shift F9 If you delete all the optional fields for a detail the Optional Fields option or field is cleared for the detail For more information see About Optional Fields in General Ledger page 35 Quantity If you use quantities with the specified account you can enter one quantity with the detail for example to indicate the number of items sold if this feature is available to you Before you can enter quantities for an account you must select the Maintain Quantities option in two separate places e Onthe Account tab of the G L Options screen to turn on quantities for the whole ledger 258 Sage 300 ERP General Ledger Transactions Screens e On the Detail tab of the G L Accounts screen to turn on quantities for the account Reference Enter an optional detail reference of up to 60 characters The reference can be anything you want to keep with the detail such as a check number or invoice number The reference is listed with the detail on b
2. 2 Set up optional fields for use with General Ledger accounts and transactions You use the Optional Fields screen in the G L Setup folder to set up the optional fields you want to use with account records and transaction details User s Guide 35 Chapter 1 Setting Up General Ledger 3 Assign both types of optional fields to specific accounts using the Accounts screen Setting Up Optional Fields for Use in General Ledger You can set up an unlimited number of optional fields for General Ledger provided they are first set up in Common Services for system wide use After you set up optional fields for your Sage 300 ERP system you use the G L Optional Fields screen to define the optional fields you will use to customize your chart of accounts and to store additional information with general ledger transaction details See G L Optional Fields Screen page 226 Note If the G L Optional Fields screen is open other users cannot run any processes in General Ledger Also you can modify optional field records only when all other users have left General Ledger and all other General Ledger screens are closed Assigning Optional Fields to Accounts When you have defined optional fields for use in General Ledger you can assign the optional fields to particular accounts e You use the Optional Fields tab on the Accounts screen to assign optional account fields You can include optional account fields on your printed chart of accounts
3. User s Guide 209 Appendix A General Ledger Screen Guides You can also choose whether to include the optional account and transaction details fields and their values that are defined for each account Valid Currencies Shows the currencies that are valid for each multicurrency account whether revaluation is allowed and if so the revaluation code Allocation Shows the accounts to which balances are allocated along with the percentages going to each account Control Account Subledgers Lists the control accounts in the general ledger along with the subledgers that use them Fiscal Set Comparison Lets you compare the net changes in accounts for two fiscal sets Your choices for comparison are Actuals Budget 1 through Budget 5 Provisional Actuals Quantity and Provisional Quantity You can also choose the Use Rolled Up Amounts option to print amounts for the rollup account and all of its rollup member accounts at any level rolled up into a single amount for each period The rollup member account amounts are included only once in the rolled up amounts Rollup Accounts Choose either Members or Rollup Accounts to print the amounts of the parent account and or all of its child accounts at any level rolled up into a single amount Child account amounts are included only once in the rolled up amounts Account Configuration The Account Configuration column displays letter codes for each account with each code fol
4. User s Guide 85 Chapter 3 Entering and Posting General Ledger Transactions Either click the Finder and then select a schedule from the list or click the Zoom E button for the Schedule Code field and then create a schedule for this recurring entry c Inthe Start Date field enter the date that the recurring entry for this transaction begins General Ledger checks the start date to determine if the recurring entry should be included in a batch d Inthe Expiration Type field select No Expiration Date if you have no end date in mind for the recurring entry Otherwise select Specific Date and then enter an expiration date e To make this entry temporarily inactive select the Inactive option You can activate the recurring entry later When you change the status the start date is automatically updated to the current session date but you can change the date f Enter a description for the entry for example Monthly service charge g Inthe Source Code field enter or select the source code to use with the recurring entries when they are generated for example GL JE h If you need to reverse the transaction in the next fiscal period for example for some kinds of accruals select Auto Reverse i Select Normal or Quick Entry as the entry mode Quick entry mode saves you some keystrokes if you are entering similar details The program copies the reference and description for each detail line after the first
5. 2 20 22 ooo coco ccoo cc cece cece cece eee cece eeeeeeeceeeeeeeeeeeees 97 Clearing General Ledger History 2 00 ccc eccccecccccecccceccccceccceeececeeerecececcceeeseeeetees 99 Creating an Allocation Batch 000 2202 c cece cence cence cence cee cece eee aooo aaraa rinan 99 Creating a Batch of Recurring Entries _ 00 2200 2 00000000000 cece cece cece ce 000a aaraa 2a 102 Creatingia NEWS ac er dl 8 cto dl eh eh AN bad eal 103 Multicurrency Periodic Processes 2 2 2 0 cece cece cece cece ccccccceeececececceceetcceceseeeterees 105 About Converting to Euro 20 2 220 o cece ccc ence cece cence eee e cece ececeeeeeeeeeeeeeees 105 Switching the Accounting Method for Foreign Currency Translation 106 ABOUT REVGIUAE OM tht dl lnc uss tds secu dria saciid 110 Creating a Revaluation Batch 0 0 c lec cece cece e cece e eee e eee ec eee eeeeeeeseeeees 112 Chapter 5 Looking Up Information in General Ledger 117 Viewing Chart of Accounts Information 0 0 0 0 c ccc cece eee eee cece ee eee eee ec ee eeeeeeeenees 117 Viewing G L Account History 2200 0 20 c cece cece cece ccc c cece cee ee cee eee cee eeeeeeeeeeeeeeees 118 Viewing Source Currency Balances for a Multicurrency Account 22 222 22222 119 Looking Up Transactions Posted to General Ledger Accounts 2 222 2220 22200 0 120 Drilling Down fro
6. In other words the journal profile specifies the type of transaction but you refine the detail selection at print time The result is a very flexible report for tracing all kinds of transactions originating in any of the subledgers You specify the source codes that appear in a report in the source journal profile When you print the source journal you specify the following settings e The sorting order of the report by account number account segment account group or account sorted group e The ranges of account numbers segment codes account groups or account sorted groups e The ranges of fiscal periods references dates posting sequences and batch numbers Source journals can include up to 50 source codes for each journal If you have less than 50 source codes in your ledger you could print all transactions posted on a particular date or with a particular reference code Information Printed on This Report The following information is printed on the report e The name of the journal Journals are identified by name e The ranges you specified for each column of the report e Details listed in the order indicated by the columns e The total debits and credits of all details printed e Optional fields posted with transaction details if you choose to include them e If you use multicurrency accounting you can print amounts for the report in both the source currency and the functional currency or in reporting
7. Note Each fiscal set stores 12 or 13 periods of accounting transaction summary data depending upon whether the ledger uses 12 or 13 periods In addition each fiscal set has an adjustment period and a closing period Types of Fiscal Sets Each single currency general ledger account has more than one fiscal set because each fiscal set stores only one set of numbers for one fiscal year and an account can have different types of fiscal sets Example For a given single currency account in addition to the current year s transactions you can maintain the following information in your General Ledger e Fiscal sets containing an account s history for two years e Quantities for the account e Two sets of budget amounts for the account Two years of historical amounts plus the current year s amounts make up three actual fiscal sets Two years of historical quantities plus the current year s quantities make up three quantity fiscal sets The two budgets make up two budget fiscal sets You have a total of eight fiscal sets for the account Multicurrency accounts have additional fiscal sets that hold amounts posted to the account in each source currency used with the account Designating an account as a multicurrency account causes the system to create source currency and functional currency equivalent fiscal sets for the account as required If you selected the euro as your functional currency and specified a reporting currency
8. Import batches created automatically by Sage 300 ERP are in CSV text format comma separated values If you are exporting a batch manually using the File gt Export command in the Journal Entry screen you can choose from a variety of formats However if you are creating the file for Sage 300 ERP there is no reason to use another format Importing Batches from Non Sage 300 ERP Programs The only way to transfer batches created by non Sage 300 ERP programs into General Ledger is to import them As with transactions generated by Sage 300 ERP subledgers the source code attached to the detail indicates the transactions source ledger and type You must define your source codes in the source program and then add them to General Ledger before you export transactions User s Guide 91 Chapter 4 Period End Procedures Use General Ledger Periodic Processing screens to perform tasks that are part of your regular period end procedures such as clearing history creating general ledger batches and deleting inactive records Performing Period End Maintenance Use the G L Period End Maintenance screen to e Delete unneeded accounts transaction details and fiscal sets e Reset the current batch number to 1 Warning Period end maintenance permanently deletes information from General Ledger Before performing period end maintenance back up your data You can perform period end maintenance after creating a new year at the end
9. Whether quantities are kept for the account Account status active or inactive Whether the account balance is periodically allocated to other accounts Whether the account is a rollup account and if so whether it is the parent Rollup is the designation a member of a rollup or both the parent of a rollup group and a member of another rollup group Whether amounts posted to the account are consolidated during posting or if all details are posted or if posting is prohibited Whether the account uses optional fields or transaction optional fields e Print the chart of accounts e List rolled up account balances instead of viewing individual accounts G L Create Accounts Screen To open this screen Open General Ledger gt G L Accounts gt Create Accounts User s Guide 181 Appendix A General Ledger Screen Guides Secondary screens e G L Create Accounts Preview Screen page 185 Related tasks e Adding a New Account page 42 e Creating Accounts Automatically page 57 e Changing Account Information page 69 Overview Use the G L Create Accounts screen to create accounts automatically based on the characteristics of an existing set of accounts You can generate new accounts for e Arange of accounts e Arange of account groups e Aspecific segment code Fields and Controls Default Currency Details Select this option if you want the new accounts to use the same multicurrency options as the mo
10. You can define an unlimited number of source journals to meet a variety of transaction reporting requirements Each journal definition is basically a set of source codes for the transactions you want to include on the printed journal Typical source journals are a cash receipts journal a cash disbursements journal and a check register You construct the source journals by entering a list of source codes to be included in each source journal Before you start e Review your source journal requirements e Define the source codes that you need for your source journals using the G L Source Codes screen To add source journal profiles 1 Open General Ledger gt G L Setup gt Source Journal Profiles 2 Click the New button for the Profile field and then type the title to use for this journal in the field You can change the title at any time 3 Inthe table in the Source Codes field type the source codes for the transactions that you want included in the source journal or select the 28 Sage 300 ERP General Ledger Account Groups codes using the Finder You can include up to 50 source codes in the definition for a single journal 3 Press the Insert key to start a line for a new source code After adding source journals 1 Print the Source Journal Profile report check it and then file it as part of your permanent records 2 Print the source journal Account Groups Add and set up account groups to classify acco
11. e Update currency exchange rates e Post current batches e Back up your data e Determine the range of accounts and fiscal periods revaluation codes date and rate to use for each currency you want to revalue e Decide whether to revalue by a range of account numbers or segment codes and whether to force revaluation of accounts that are set to No for revaluation To create a batch of revaluation transactions 1 Open General Ledger gt G L Periodic Processing gt Create Revaluation Batch 2 In the Batch Description field type a brief description for this revaluation such as Currency devaluation 05 05 2019 You can use up to 60 characters for the description 3 Tab to the first line in the table 4 Inthe Currency Code field type or select the code for the source currency that you are revaluing 5 Inthe Revalue By field specify how to select accounts for revaluation You can select accounts by account number or by segment User s Guide 113 Chapter 4 Period End Procedures 6 10 11 12 In the From and To fields specify a range of account numbers or segment codes to revalue If you use optional fields check or change the optional fields assigned to the revaluation batch If the exchange gain loss account used by a revaluation code uses any optional fields the program sets the Optional Fields column to Yes for that line You cannot change the selection directly However if the setting is Ye
12. reports printing Account Groups 135 Account Structures 136 Batch Listing 136 Batch Status 139 Chart of Accounts 141 Create Accounts Preview 144 G L Options 144 Optional Fields 144 Posting Journals 145 Recurring Journal Entries 147 Revaluation Code 148 Segment Codes 148 Source Codes 149 Source Journal Profiles 149 Source Journals 150 Transaction Details Optional Fields 152 Transactions Listing 153 Trial Balance 156 revaluation 200 batches 111 forcing 110 methods 110 revaluation codes 110 244 adding 33 deleting 34 Revaluation Codes report 148 214 printing 148 Revaluation Codes screen 243 fields and controls 244 reversing entries 87 rolled up amounts using to compare fiscal sets 210 Rollup account adding 48 cautions 49 selecting member account types 50 Rollup accounts 164 S Sage Intelligence Reporting using to print financial statements 130 scheduling recurring journal entries 85 screen guides 159 security authorizations 263 security accounts 12 160 Segment Code report printing 148 Segment Codes report 215 Segment Codes screen 245 fields and controls 246 segment options specifying 228 segments 17 20 blank and account security 12 used to close accounts 71 Index setting up General Ledger 5 6 10 35 adding account groups 31 adding revaluation codes 33 adding segment codes 20 adding source codes 26 adding source journals 29 adding structure codes 23 Settings menu commands 268 Auto Cle
13. 2 Post the batch Posting Transaction Batches The process of transferring information from a batch of transactions to the general ledger accounts is called posting General Ledger lets you post transactions directly to accounts or post them provisionally to test their effect You use the Post Batches screen to post all or a range of unposted batches You can also post individual batches using the G L Batch List screen However you can post only one batch at a time using that screen You select the batch you want to post and then click Post or Prov Post on the G L Batch List Note If you use Intercompany Transactions and you are posting an intercompany batch the Intercompany Transactions program posts the batch as ICT posting is a separate process from G L posting Before you start e Print and verify batch listings for the batches you want to post If necessary make corrections User s Guide 83 Chapter 3 Entering and Posting General Ledger Transactions Note This step is required if the Force Listing Of Batches option is selected on the Posting tab of the G L Options screen If you do not use the Force Listing of Batches option you can post unlisted batches after you select Ready to Post for each batch e Set each batch that you want to post Ready to Post on the Batch List screen e Make sure that The fiscal periods to which you want to post are unlocked for General Ledger in Common Services Fiscal Calendar T
14. Allows all Sage 300 ERP users unrestricted access to General Ledger accounts unless you set up restrictions in the G L Account Permissions screen 12 Sage 300 ERP General Ledger General Ledger Setup Options Note You do not require permission for all accounts to perform periodic maintenance functions such as deleting inactive accounts However occasionally you may find that you cannot edit or delete a structure code segment or source code because it is used by an account that you cannot see In this case a user with access to all accounts must modify the accounts that use the code or segment you are trying to delete e No Accounts Prevents all Sage 300 ERP users except user ADMIN from seeing accounts and account data in General Ledger and subledger applications unless you grant individual access rights to accounts in the G L Account Permissions screen If you choose No Accounts other Sage 300 ERP users cannot enter Accounts Receivable invoices or post transactions unless you assign them permissions Granting Permissions to Specific Users When you turn on G L Security the next time you sign into the company database an Account Permissions icon appears in the G L Accounts folder that lets you assign access rights to accounts You assign access depending on your security needs For example you can set up identical access rights for all Sage 300 ERP users within a department division or business unit that restrict access to ac
15. G L Segment Codes Report 2 2 0 eo ccc cece cece cece e cece c eee eeeeeeeeeeeeeeeeeees 215 G L Source Codes Report o 20 0 c cece cece cece cc cccececcceeeteeccccceetetcceceeetettteceeeees 216 G L Source Journal Profiles Report 0 000 000 c cece cecceccccceceeececceeeesteeees 217 G L Source Journals Report 2 lec e eee c cece cee cccccecececccccceetetnceceeetettceeeeeees 217 G L Transaction Details Optional Fields Report 2000 00 e cece cece ceeeeceeeeees 218 G L Transactions Listing Report 0000 cece ccc cece cece cece ee eee eee ec eee eeeeeeeeeeeees 220 viii Sage 300 ERP General Ledger Contents G L Trial Balance Report 2 200 2 ooo ccc ccc ccc ence cccceccccccceeeeeccceeceetetecccceeeesees 222 SAA iM seman nc biden ar cr same ne taeda stm nine cid Imitn st tesla nh cen yaaa 224 Acco nt Groups icc ns ie ta a eh ane Uk e dro eh Naa AL a el ene e y calla 224 G L Account Structures Screen 202 2 ee eee eee eee eee eee 224 G L Optional Fields Screen aaao occ cece ccc ccccceecccccceeeteccceceeetttececeeeees 226 G L Options SGreeMy 222 2052 esse snd ce Sec adas 226 G L Recurring Entries Screen 0 2 2 2 22200 e ccc cece cece cece cece e cece e cece ee eeeeeeeeee 236 G L Revaluation Codes Screen 0 0 eee e cee cece ee cee cee ee eee e ee eneeneeesenseeeeeeees 243 G L Segment Codes Screen cnc cee eceeeeeceeeeeeeeees 245 G L Source Codes Screen oo one eee eee 247 G L Sourc
16. Segment Codes Related tasks e Printing the G L Segment Codes Report page 148 e Adding Segment Codes page 20 The G L Segment Codes report lists information about a range of segment codes you specify User s Guide 215 Appendix A General Ledger Screen Guides Information Printed on This Report For each segment the following information is printed on the report e All or a range of codes defined for the segment e The code descriptions and the numbers and descriptions of the retained earnings accounts to which the segment codes are closed G L Source Codes Report To open this screen Open General Ledger gt G L Reports gt Source Codes Related tasks e Printing the G L Source Codes Report page 149 e Adding Source Codes page 26 Overview The G L Source Codes report lists a range of source codes along with the description entered on the G L Source Codes screen for each code Each transaction entered in General Ledger or in subledgers must include a source code to identify the type of transaction For example GL AD could identify all adjustments entered in General Ledger and GL CA might identify all cash payments Source codes add flexibility to your general ledger because you define them You can select and print lists of posted transaction details by source codes using the G L Source Journal report Information Printed on This Report The following information is printed on the report
17. and when you print the Chart of Accounts Detail Long Form report you can choose whether to include the optional account and transaction details fields and their values that are defined for each account You can also use optional account fields as selection criteria when printing other types of reports e You use the Transaction Details Optional Fields tab on the Accounts screen to assign optional transaction fields If an account to which you have assigned optional transaction fields is used in a transaction detail you can edit the optional field information for the detail e Create Accounts The Create Accounts Preview screen lets you specify optional field information for the accounts you are creating The program assigns to the new accounts the optional accounts fields and optional transaction details fields set for the model accounts using the segment specified in the Default Options From field Note If an optional field has been set up as a required field the optional field must be entered or the account cannot be added or saved 36 Sage 300 ERP General Ledger Optional Fields Including Optional Fields in G L Transactions You can use optional fields in transaction details if any optional fields are assigned to the account used in the detail Note the particular behavior of optional fields in each transaction screen as follows e Journal Entry The Optional Fields check box on the Journal Entry detail table and on the G L
18. but not other account groups select Select Account Groups by Sort Code Range Note All account groups in the set must use the same sort code to print in order of sort code To exclude inactive accounts select Exclude Inactive Accounts If you use optional fields and you are printing the long form of the report you can include optional field information on the report Click the Include Optional Field option to include this information on the report If you are printing the Rollup Accounts report in the Show field select Members or Rollup Accounts Select the sort order for the report and a range of the item by which you are sorting You can order the report by account number any segment of the account number account group account sorted group You can sort by account group by choosing the Select Account Groups By Sort Code Range option Select accounts by specifying ranges of account groups account sorted groups account number segments that you have not already been specified as the sort order or the range of optional fields User s Guide 143 Chapter 7 Printing General Ledger Reports 11 Click Print Printing the G L Create Accounts Preview Report You print this report when you are creating accounts by copying a set of model account using the Create Accounts screen and you want to print a listing of the preview accounts before you generate them For more information see Creating Accounts Automaticall
19. detail entry tables 275 details 188 adding 276 deleting 276 editing 276 documentation and help 279 Index drilldown from journal entries 121 to Transaction History 187 Drilldown button 121 269 e mail printing reports as attachments to 133 entries adding journal entries 81 creating a batch of recurring entries 102 Excel GIFI macro 126 exporting 123 F File menu commands 267 Close 267 Customize 267 Export 267 Import 267 Print 268 Print Setup 268 Save 268 financial statements and Sage Intelligence Reporting 130 Finder button 270 setting criteria 277 Fiscal Set Comparison screen 185 fiscal sets about 60 and posting 62 comparing 121 186 209 User s Guide 285 Index multicurrency 61 types 61 function keys 269 G G L Batch List 89 G L Options report printing 144 G L Security 12 41 See also Account Permissions screen default account access 16 turning on for General Ledger 15 General Ledger reports 129 General Ledger snapshot portal 30 GIFI 126 Go button 272 group category 29 guides and documentation 279 H Help menu 269 history 188 clearing 99 entering for an account 51 I icons 269 ICT company 76 77 importing 123 124 batches 90 inquiry looking up journal entries 188 Inquiry button 273 Installation and Administration Guide 279 Installation and System Administrator s Guide 279 installing Sage 300 ERP documentation on 279 intercompany batch 77 posting
20. e Exported by Sage 300 ERP ledgers at other physical locations e Created by non Sage 300 ERP programs After importing the transactions you can edit print and post them in Sage 300 ERP General Ledger Tip To see how the data records should be organized we recommend that you export a record from Sage 300 ERP in the format that you want to import For more information on creating batches for importing see the Import Data into Sage 300 ERP topic in the System Manager help Importing Batches from Another Location Generally you use the Import feature to transfer Sage 300 ERP batches that are created in another location for posting to your General Ledger If your subledgers are in the same database as your General Ledger they create batches directly in General Ledger Import batches can be created off site in one of two ways e By using the G L Journal Entry screen in the remote site to create the batch Then you use the Export command on the Journal Entry screen s File menu to create a batch that can be imported by your General Ledger e By creating a General Ledger batch in a database that does not have General Ledger activated For example if you have a branch office database that contains Accounts Receivable or Accounts Payable ledgers 90 Sage 300 ERP General Ledger About Importing Batches but no General ledger Sage 300 ERP will create a G Limport batch file when you create a batch for posting to General Ledger
21. e The range of codes you selected e Each source code and its description e The number of source codes printed on the report 216 Sage 300 ERP General Ledger Reports Screens G L Source Journal Profiles Report Overview Information To open this screen Open General Ledger gt G L Reports gt Source Journal Profiles Related tasks e Printing the G L Source Journal Profiles Report page 149 e Adding Source Journal Profiles page 28 This report lists all or a range of the source journal definitions that have been added to General Ledger Source journals allow you to list posted transactions that were entered with particular source codes The source journal lists the source codes included in the journal as well as the default report used to print the journal Printed on This Report The following information is printed on the report e The range of journal profiles in the report e The journal names e The source codes included in the report G L Source Journals Report Overview To open this screen Open General Ledger gt G L Reports gt Source Journals Related tasks Printing the G L Source Journals Report page 150 e Adding Source Journal Profiles page 28 Source journals list the details of posted transactions for the source codes that you included in the source journal definition and in the order you specify at print time User s Guide 217 Appendix A General Ledger Screen Guides
22. e Use the Period End Maintenance screen to Delete inactive accounts Delete outdated transaction detail Delete outdated fiscal sets Reset batch numbers to 1 Note Period End Maintenance activities are optional and can be done at any time Multicurrency Periodic Processes This section describes processes that you may need to perform ina multicurrency ledger at year end or period end About Converting to Euro If your company is based or operating in the euro zone that is a member country of the European Monetary Union and you want to maintain accounts and financial statements both in euro units and national currency units the Company Profile screen in Common Services provides options that let you e Select the euro as your functional home currency e Select your national currency as a reporting currency Sage 300 ERP supports the euro but does not provide a conversion utility to automate the transition from a previous functional currency to the euro If you already have a Sage 300 ERP General Ledger in another currency and you need to convert your functional currency to euro you must set up a new general ledger by 1 Printing your old general ledger in your home currency to ensure that you have all closing balances on hand 2 Creating a new general ledger selecting the euro as your functional currency and designating a reporting currency Your new general ledger can be set up with any starting date for the fiscal ye
23. of a fiscal year or as needed Before you start e Run Create New Year first if you are deleting inactive accounts or outdated transaction detail or account balances at the end of a fiscal year e Post outstanding batches and print and clear outstanding posting journals if you are resetting batch numbers e Back up your data To perform period end maintenance 1 Open General Ledger gt G L Periodic Processing gt Period End Maintenance 2 Select the procedures you want to perform Delete Inactive Accounts You can delete an account only if it Has an Inactive status Has zero balances for the current year and for all previous years for which you retain transaction data User s Guide 93 Chapter 4 Period End Procedures 3 Is not assigned as the default closing account on the G L Options screen If necessary you can assign a different account number to be the default account Delete Transaction Detail History Delete Fiscal Set History General Ledger deletes historical financial quantity and budget details that are older than the number of years you specified for the Years of Fiscal Sets and Years of Transaction Detail options on the Posting tab of the G L Options screen Reset Batch Number Use this option to set the batch number back to i Click Process Performing Year End Processing At the end of a fiscal year you must close the income and expense accounts for the old year and open them f
24. the source journal cannot print the batch number with the consolidated details The journal also cannot print the posting sequence number of consolidated transactions To include consolidated transactions on a source journal when you print the source journal you must specify a blank as the starting batch or posting sequence number on the Ranges tab of the Source Journal Report screen Effects of Consolidation When General Ledger consolidates a group of transactions the individual details are erased and cannot be listed on source journals or on the Posted Transactions Listing Consolidation removes the posting entry numbers and batch entry numbers associated with details e The new posting sequence number is 0 e The batch number and entry number on reports is CNSLD e The description and reference fields are set to CONSOLIDATED To determine how a transaction was consolidated check its description and posting sequence number e Atransaction created by the Consolidate Posted Transactions screen has the description CONSOLIDATED and has a posting sequence number of 0 The batch number is 000000 e A transaction consolidated during posting has the description CONSOLIDATED POSTING and it has a posting sequence number 96 Sage 300 ERP General Ledger Consolidating Transactions Consolidating during Posting General Ledger also lets you consolidate transactions during batch posting Use the Post To Account Consolidated op
25. to select the account group e Inthe Post to Account field select Detail Consolidated or Prohibited Note You cannot post to a prohibited account 5 Select the following additional options on the Details tab and fill corresponding tabs as needed a If you want to allocate balances from this account automatically select the Auto Allocation option and then fill out the Allocation tab that appears Important To allocate balances by quantity you must also select the Maintain Quantities option for all accounts associated with the account allocation and ensure that they all use the same unit of measure b If this is a control account select the Control Account option Then on the Subledger tab that appears specify the subledgers that use the account c If this is a multicurrency account select the Multicurrency option Then on the Currency tab that appears specify The currencies that can be posted to the account Whether the account is subject to revaluation d To designate an account as a rollup account select the Rollup option Then add member accounts on the Rollup tab that appears For more information see Adding a Rollup Account page 48 6 If you use optional fields Use the Optional Fields tab to specify the optional fields to use for additional information you want to store with the account 44 Sage 300 ERP General Ledger Adding Accounts Use the Trans Optional Fields tab to specify th
26. 01 2013 the fiscal period will be June 192 Sage 300 ERP General Ledger Accounts Screens 2013 and when it is run for 07 01 2013 the fiscal period will be July 2013 and so on This date does not determine the period to which a detail will be posted It is for information only The period is set by the Year Period field Debit Source Debit Enter the amount of the debit To move to the Credit field to enter a credit press the Tab key without making an entry in the Debit field For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Debit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency functional currency columns to place them beside the source currency Description You can enter a description of up to 60 characters with each detail line The description is listed with the detail on batch listings posting journals and source journals if the detail has not been consolidated Optional Fields The Optional Fields option and the Optional Fields column in the Detail table indicate whether any optional fields are assigned to a selected entry detail If you assigned optional transaction fields to the account used in an entry detail the Optional Fields option is selected automatically To view or change the o
27. 200 200 2 2c ccc cece cece ee eeeeeee 149 Printing the G L Source Journals Report 2200 220 ccc cece cece cece c ee eeeeeceeeeeeees 150 Printing the G L Transaction Details Optional Fields Report 2 222 2222222222 152 Printing the G L Transactions Listing Report 0 c cee cece ec ec cece eee e eee eeeeeeeeeeee 153 Printing the G L Trial Balance Report 2 2 20 coc cece ccc cc ce cece ec ceececeeceeeeeeee 156 Appendix A General Ledger Screen Guides 0 000 000 0000 ecccceeeeeeeeeee 159 ACCOUNTS SChECNSiviss he ete es a eine e dd o Ahead dde do 159 G L Account History Inquiry Screen 2002 c ccc ncccceccecececceetttececeeees 159 G L Account Permissions Screen 00 20 2c cece cece cece cece cece eee eeeceeceeeeceessenseees 160 User s Guide vii Contents G L Accounts Screen ns 162 G L Budget Maintenance Screen coco co 20 ccoo cece cece cece c eee eccececeeeceeeeeeeeeees 177 G L Chart of Accounts Screen cnn 180 G L Create Accounts Screen nine 181 G L Fiscal Set Comparison Screen 0 2 020 e cece cece cece cecccccccetececcceteteeeeseeees 185 G L Source Currency Inquiry Screen _ 0 0 2 2 ecco ccc cece cc cece cece cccccecceececeteteceeeeeees 186 G L Transaction History Screen 2 202 222 c cece cece ecccccceeecccecceeeetecccceeeeeees 187 Periodic Processing SCreens 1 2 2 2 ccc cee cece ec ecccecccccecccceecccceccceeececeeetcceeereceeececeetes 196 G L
28. 262 Intercompany Transactions 77 J journal entries adding 81 deleting batches of 80 drilling down to source transactions 121 looking up 188 reversing 87 setting up recurring entries 85 Journal Entry screen 252 fields and controls 189 253 K keyboard shortcuts for detail tables 277 keys 269 Maintain Quantities option selecting 44 menus and commands 267 269 File 267 Help 269 Settings 268 286 Sage 300 ERP General Ledger multicurrency 244 displaying account balances 119 186 fiscal sets 61 Multicurrency option for accounts 163 multicurrency transactions about revaluing 110 Navigation buttons 273 New button 274 normal balance specifying for an account 44 O optional fields assigning to accounts 36 164 including in G L transactions 37 setting up in General Ledger 36 using in General Ledger 35 Optional Fields report 211 printing 144 Optional Fields screen 226 options 7 for printing reports 131 Options report 212 Options screen 226 fields and controls 228 setting default account access 16 Other account group 31 Index P period end 97 procedures 93 102 Period End Maintenance screen 203 periodic processing screens Clear History 196 Consolidate Posted Transactions 197 Create Allocation Batch 198 Create New Year 198 Create Recurring Entries Batch 199 Create Revaluation Batch 200 Period End Maintenance 203 Post Batches screen 261 posted transactions 96 posting 25 73 96 262 and fiscal sets
29. 62 prohibited 44 posting journals clearing 99 Posting Journals report 212 printing 145 posting options 227 print destination printing to a file 133 setting 132 setting e mail as 133 setting printer as 132 setting your screen as 133 printer assigning to a specific report 134 setting as print destination 132 printing See also General Ledger reports User s Guide 287 Index printing reports 134 options 131 provisional fiscal set 62 Q quantities entering historical quantities for accounts 51 quantity fiscal set 62 R recurring entries about 85 Recurring Entries report 214 Recurring Entries screen 236 fields and controls 237 recurring journal entries 102 creating batches for 199 scheduling 85 setting up 85 Recurring Journal Entries report 214 printing 147 report screens Account Groups report 204 Account Structures report 205 Batch Listing report 205 Batch Status report 208 Chart of Accounts report 209 Optional Fields report 211 Options report 212 Posting Journals report 212 Recurring Entries report 214 Revaluation Codes report 214 288 Sage 300 ERP General Ledger Segment Codes report 215 Source Codes report 216 Source Journal Profiles report 217 Source Journals report 217 Transaction Details Optional Fields report 218 Transactions Listing report 220 Trial Balance report 222 Reporting Currency 131 reports 129 See also financial statements print destinations 132 134 printing options 131
30. Clear History Screen 2 24 4 245 E ees eo Soe ee en e onc Dede eee ais a 196 G L Consolidate Posted Transactions Screen 22 22 2 ooo eee ence eee eee 197 G L Create Allocation Batch Screen 2 0 22 2 ooo neces 198 G L Create New Year Screen o oo ooo eee eee eee 198 G L Create Recurring Entries Batch Screen 2 20 220 cece cee cece cece cececceeeeeeees 199 G L Create Revaluation Batch Screen 22 20 eens 200 G L Period End Maintenance Screen coco eee eee eens 203 REPOSO e ees eds O dd e tle ok E E A SA 204 G L Account Groups Report 2 2 22 cece cece ccc cece aa ia eea a a aa 204 G L Account Structures Report 00 0022 ccc cece cece cece cc ceeecccccceetecececcceeetereceeeees 205 G L Batch Listing Report _ _ 20 2 000 200 c cece ccc cence cece eect ee eee eee eeeeeeeeeeeees 205 G L Batch Status REport 2 20 od ee ere eee ee ek de ie See lidad dio eect 208 G L Chart of Accounts Report a 2 022 000 cece ccc ccc AADA DLLD LLDD DLLD LL DLA Laana 209 G L Optional Fields Report aaaaaa aaao aoaaa aoaaa aaao oaaao AAIDD LLDD LADLAD LLP L ar naan 211 GLOP REDO ear oaea aa RA a EA ARNEE 212 G L Posting Journals Report 2 20 0 0 o cece cece eee cece cece eee ee ec ee ee ece ee nn nn nnnncnnnns 212 G L Recurring Entries Report 200 220 c ccc cece cece cece cece eee e cece ceeeeeeeeteeeeeees 214 G L Revaluation Codes Report l 000 c ccc cece ce cccceeeecececceecetcccesseeeenceees 214
31. Consolidated Printed on This Report The following information is printed on the report e Whether you included accounts with no activity and no opening balance e Whether you printed adjustment entries or closing entries You can print these entries only if you are printing data from period 12 or 13 whichever is the final period of the year 220 Sage 300 ERP General Ledger Reports Screens e The order of the report either by account number segment account group or account sorted group e The ranges of account numbers segments and account groups or account sorted groups e The range of years and fiscal periods e The last year closed e The last posting sequence used The sequence number identifies all transactions posted together Each time you post transaction batches the posting sequence number increases by 1 e Any optional fields that were used with the transactions if you chose to print optional transaction fields e Balances and net changes for each account over the selected period e Posting sequence and batch entry numbers For each account the report lists e The account number description and opening balance e Details posted to the account in the specified years and periods e The period source code date reference posting sequence batch number entry number and debit or credit amount e The net change for the account and the period closing balance e If you chose Use Rolled Up Amo
32. Create batches of transaction details for each period in the current year to bring your ledger up to date Warning If you have already advanced the current year and added current year opening figures do not post transactions to the previous year or your account balances will be overstated User s Guide 53 Chapter 2 Adding and Maintaining Accounts If you need to add previous year figures after entering balances in the current year make sure that you change balances only within the year you are editing by posting reversing entries to the adjustment period You must not post changes that will alter closing balances for the year Set the session date for the appropriate fiscal year and create separate transaction batches for each of the periods that you want to contain data If you want a full year of comparative period balances you must create one transaction in each period for each account Because you have already entered opening balances these batches must contain the net changes for each account except retained earnings in each fiscal period Important Do not enter the closing balance of the retained earnings account and do not create a batch for closing income and expense accounts to retained earnings You will use General Ledger s Create New Year screen to close each year after you have posted the year s data b Post all batches Note Back up your data after you create each set of batches and after each posting
33. Example If you defined four account segments on the G L Options screen e You can define one account structure that uses only two segments in account numbers such as the account segment and the department segment e You can define another structure for account numbers that have four segments such as the account segment and segments for the department About Segment Codes When you use the G L Accounts screen to add General Ledger account numbers the program checks the Segment Codes table to be sure that the segment codes such as the department numbers are valid If a segment code is not valid General Ledger does not let you add the account User s Guide 19 Chapter 1 Setting Up General Ledger The Account Segment The account segment is the portion of the General Ledger account number that identifies the account type as one of the income expense asset and liability accounts that record the company s business transactions For example if you have account numbers with two segments one segment may be the account segment and the other segment may identify the department Every account number requires an account segment If your account numbers have only one segment that segment is the account segment Adding Segment Codes After defining segments using the G L Options screen you can add valid codes to identify the accounting entities the segment represents For example you might enter 10 20 30 and 40 as codes for t
34. General Ledger Screen Guides Source Code A source code is a two part code of four characters that is used in General Ledger to show where a transaction originated Each journal entry is assigned a source code For example GL CD might identify a cash disbursement entered in a General Ledger batch The first two characters the source code prefix identify the ledger or subledger where the transaction originated for example GL for General Ledger The final one or two characters the source code suffix describe the type of transaction such as a cash disbursement Source codes are assigned automatically by subledgers Use the G L Source Codes screen to define the source codes to use for transactions created in General Ledger and in batches imported into General Ledger Currency Tab This tab appears if the Multicurrency option is selected on the Detail tab Default Currency The default currency code appears as the default when you enter transactions for the account but you can change the currency code when you enter transactions Using a default currency helps to speed up data entry Post In If you want to post to the account only in currencies assigned to the account choose Specified Currencies You must then enter each currency in which you can post to the account Posting will reject transactions in other currencies and report them on the posting error report If you want to be able to post any currencies defined in th
35. Journal Detail screen shows whether a detail account uses optional transaction fields Note The program sets this optional fields indicator You cannot change the entry in the check box but if the field is selected you can click the zoom button beside the check box and then edit or delete optional fields used for the detail You cannot add transaction optional fields that are not assigned to the account Journal Entry accepts optional field information from transactions you create in Sage 300 ERP subledgers provided they match the transaction optional fields specified for the account The information is transferred to General Ledger when you create a batch of general ledger transactions in a subledger When you post the journal entry the program saves the optional field information Note that the Post To Account option for the account must be set to Detail to save the optional field information e Create Allocation Batch The Optional Fields check box on this screen indicates whether your accounts use one or more optional transaction fields and whether they are set up for automatic insertion in transactions Note You cannot change the entry in the check box but if the field is selected you can edit or delete the optional fields used with the transaction You can also add any optional fields that are defined for transaction details on the G L Optional Fields screen The fields you specify are used for all the accounts include
36. Journal Entry 2 Click the New button beside the Batch field 3 Enter a description for the batch Or 1 Open General Ledger gt G L Transactions gt Batch List 2 Click the New button 3 When the Journal Entry screen appears enter a batch description Note You do not click the New button in the Journal Entry screen because a new batch has already been created After creating a new batch 1 Add journal entries 78 Sage 300 ERP General Ledger Editing a Batch 2 Print a batch listing 3 Set the batch Ready to Post using the Batch List screen 4 Post the batch Editing a Batch You use the Journal Entry screen to edit all types of General Ledger batches whether they were created by another Sage 300 ERP subledger or imported from a non Sage 300 ERP program provided that they have not been posted or deleted or set Ready to Post on the Batch List screen You can edit imported batches only to the degree specified for the Edit Imported Entries option on the Posting tab of the G L Options screen You can allow editing of all fields the fiscal period only or prevent any editing Note You can edit batches that have been provisionally posted Before you start Make sure that the batch you want to edit has not been set Ready to Post on the Batch List screen To edit the contents of an existing batch 1 Open General Ledger gt G L Transactions gt Journal Entry Tip Alternatively if the Batch
37. Ledger gt G L Reports gt Account Structures 2 Use the From Structure Code and To Structure Code fields to specify the range of account structure codes to include on the report 3 Click Print Printing the G L Batch Listing Report The Batch Listing report lists the contents of open unposted and posted batches Use it to check batches before you post them Batch listings are optional unless you select the Force Listing Of Batches option for General Ledger If you use the Force Listing Of Batches option you must print every batch before you can post it Note Some printing options are not available or are restricted for Intercompany Transactions ICT companies An ICT company creates transactions between companies using one company as the originator of a transaction for example Company A pays for a transaction for Company B and another as the destination company Company B There can be intermediate companies between the originator and the destination 136 Sage 300 ERP General Ledger General Ledger Reports Before you start e Select printing destinations and if necessary turn on and connect the printer e Determine which batches to list and whether to report amounts in functional currency only or in both functional and source currencies To print the Batch Listing report 1 Open General Ledger gt G L Reports gt Batch Listing Tip You can also open the Batch Listing Report screen from the G L Batch Li
38. Ledger Reports f in the account optional fields table enter a range of account optional fields by which to select accounts or leave the table blank The table appears only if you use Transaction Analysis and Optional Field Creator 4 On the Ranges tab specify ranges of fiscal periods references dates 5 posting sequences batch numbers and source currencies for a multicurrency ledger Important If you print entries for consolidated transactions you must enter 000000 in the Batch Number From field Click Print Printing the G L Transaction Details Optional Fields Report This report lists transactions that use optional transaction fields and optional field values that you specify Before you start Post batches Decide which accounts and optional fields you want to include on the report and the range of fiscal periods that you want reported Select printing destinations and if necessary turn on and connect the printer To print the Transaction Details Optional Fields report 1 Open General Ledger gt G L Reports gt Transaction Details Optional Fields Use the Sort By fields to specify the order in which to list information on the report You can print the report in order by account number by a particular segment such as department or region or by account groups If you are printing a particular department or region you should sort the report by the department or region segment If y
39. List This screen lists all the batches in the general ledger in order by batch number together with information about each batch such as Batch number Batch description Source ledger Type and status Whether printed Dates created and last edited Whether Ready to Post Batch total Number of entries and errors e Batch Status Report This report shows all activity that has taken place in currently unposted batches and in batches that have been posted or deleted since the last time the report data was cleared For more information about this report see G L Batch Status Report page 208 e Batch Listing Report This report lists the contents of unposted batches and identifies errors Use it to check transaction batches after retrieving or importing batches and before posting any batches For more information about this report see G L Batch Listing Report page 205 User s Guide 89 Chapter 3 Entering and Posting General Ledger Transactions e Posting Journal This report lists transactions that have just been posted For more information about this report see G L Posting Journals Report page 212 Tip You can also view posted transactions by printing the G L Transaction Listing by printing source journals or by using the Transaction History screen About Importing Batches You can use the Import command on the G L Journal Entry File menu to transfer to General Ledger batches of transactions that were
40. No Activity Include all accounts even if no transactions were posted to them in the reporting period Quantity Include quantity data for transactions Trans Optional Fields Include optional fields with the details of posted transactions Balances and Net Changes Include balances and net changes over the defined period for each selected account Posting Seq and Batch Entry Include posting sequence and batch entry numbers in the report 154 Sage 300 ERP General Ledger General Ledger Reports Note You can select the Posting Seq and Batch Entry option only if you have not selected the Quantity option 5 Select the currency in which to print the report Functional Select if you want to print the report in your company s functional currency Source and Functional Select if you want to include source currency information in the report Reporting Select if you want to print the report in a reporting currency you specify Note The Reporting option is available only if you selected the euro as your functional currency and you specified a reporting currency When you select this option the debit credit net change and balance amounts will be printed in the reporting currency These amounts are obtained from the reporting fiscal set 6 Select other options to specify what information appears in the report and how information is displayed Sort Transactions By Transaction Date Sort transactions by date within t
41. Options tab If you change this setting the next fiscal year you create will have the new number of periods You can lock and unlock individual fiscal periods with the Common Services Calendar screen User s Guide 7 Chapter 1 Setting Up General Ledger e Select 12 if your fiscal year is divided into calendar months e Select 13 if your fiscal year is divided into 4 week periods or if you currently use 12 periods but want to change you will need to enter historical figures recalculated over 13 periods If you select 13 you must also select the Quarter With 4 Periods In either case General Ledger provides two additional periods one for year end adjustments and one for closing entries Current Fiscal Year When you first select a newly created company Common Services Activation prompts you for the starting date of your fiscal year Sage 300 ERP uses the starting date you specify to create the current fiscal year in the fiscal calendar General Ledger activation uses this date and the Oldest Fiscal Year Starting Date to determine how many fiscal calendars it needs to create For example if your year starts in April and it is now June 2001 your current fiscal year is 2002 General Ledger creates calendars for prior fiscal years up to the current year and it also creates a calendar for the current fiscal year if one does not already exist Note The Current Fiscal Year you specify during activation is used only to create th
42. Specific Segments page 71 e Performing Year End Processing page 94 Use the G L Create New Year screen to e Create and post a batch of transactions to close income and expense accounts and enter the opening account balances for the new fiscal year Note Opening balances for the new fiscal year for balance sheet and retained earnings accounts are the same as the previous year s closing balances Income and expense accounts have opening balances of zero e Change the current fiscal year to the next year 198 Sage 300 ERP General Ledger Periodic Processing Screens Single and Multi Segment Account Numbers If you use single segment account numbers all accounts are closed to the default closing account specified on the G L Options screen If you use multi segment account numbers you provide information on three separate screens to specify the retained earnings account to which an account is closed e G L Options screen On the Segments tab specify that the segment is used in closing e G L Segment Codes screen Specify the retained earnings accounts to which different segment codes for example different departments close Note You can have as many retained earnings accounts as you have account segment codes e G L Accounts screen Specify for each account the segment you want to use for closing Note If you do not choose an account segment for closing General Ledger uses the default closing account defined on the G
43. Tip Click the Detail button to open the Journal Detail screen where you can add and edit details without having to scroll to view all the information for a detail Note If you have a multicurrency ledger and you are entering details for a multicurrency account you can select the source currency the rate type and the rate for each detail Each detail can use a different source currency and you can override the displayed exchange rates as required 6 To view or edit optional fields for a selected detail click the Optional Fields Zoom ese button or press Shift F9 The Journal Entry Optional Fields screen appears You can add or delete optional fields for the detail However you can add only optional transaction fields that are defined for the account 82 Sage 300 ERP General Ledger Posting Transaction Batches Note You can also change the value for the optional field as follows If the optional field is validated you must specify a value that is defined for the optional field in Common Services If the optional field allows a blank you can also leave the value blank If the optional field is not validated you can select a defined value or you can enter any value providing your entry does not exceed the length specified for the optional field You click Close to return to the Journal Entry screen 7 Click Add or Save After adding journal entries 1 Print a batch listing and check that all the entries are correct
44. Trial Balance reports view and print from setup screens History Budget Use the Account History Inquiry Budget Maintenance Source Maintenance Currency Inquiry Fiscal Set Comparison and Trial Balance screens view and print setup information and the Chart of Accounts Import General Use the File gt Import menu command on General Ledger Ledger Data screens Income View the Income Statement snapshot in the Sage 300 ERP Portal Statement Snapshot Journal Entry Use the Journal Entry Recurring Entries Create Allocation Batch Create Revaluation Batch Create Recurring Entries Batch Retrieve G L Batch Batch List Batch Listing and Batch Status screens view and print from setup screens Journal Entry View the Batch List screen view entries on the Journal Entry and Inquiry Recurring Entries screens print Batch Status and Batch Listings reports view and print from setup screens Journal Posting Use the Post Batches screen and inquiries associated with posted transactions Note e Journal Entry rights are not automatically given when Journal Posting is assigned 264 Sage 300 ERP General Ledger General Ledger Security Authorizations Security Description Authorization e You must set batch status to Ready to Post before posting a batch A separate right Set Batch Ready to Post is required Period End Use the Period End Maintenance screen view and print from setup Maintenance screens Sage 300 ERP Query Gen
45. View and change the default budgeting batch editing and posting settings for General Ledger e View the posting information that is maintained by General Ledger e Specify a source code to use as the default for journal entries This tab also displays statistical information about batch posting activity for the current fiscal year Segments Tab On this tab you identify account number segments to specify which portions of the account number can be used to close the income and expense accounts at year end You can e Specify the structure code that appears as the default when you add new accounts e Specify during setup which segment in your account numbers represents the account code You cannot change this setting later e Specify during setup which character you use to separate account segments You cannot change this delimiter later e Define the segments divisions or portions you use in your General Ledger account numbers Fields and Controls Account Tab On this tab you specify settings that determine how accounts are processed in General Ledger Generally you change account settings only after year end closing Default Access If you selected the G L Security option you can set the default account access to e All Accounts Allows all Sage 300 ERP users unrestricted access to General Ledger accounts unless you use the G L Account Permissions 228 Sage 300 ERP General Ledger Setup Screens screen
46. account 51 year end 94 Z Zoom button 274
47. account information or transactions follow these general steps 1 Open the screen for the data you want to import 2 Click File gt Import The Import dialog box appears The information columns are dimmed until you select a file or database to import 3 Inthe Type field select the format of the data you are importing 4 Select an action from the drop down list To import new records select Insert To overwrite existing records select Update To import new records and update existing records select Insert and Update 5 Click the Browse button and then specify one of the following depending on the type of data you are importing Access database Excel file A path or database for a CSV import 124 Sage 300 ERP General Ledger Exporting General Ledger Data In the Import dialog box the columns are no longer dimmed and you can edit them For example you can right click on cells in the Contents column to change values 6 Click OK to import the data A message appears displaying the number of updates and insertions and the number of items processed Exporting General Ledger Data General Ledger lets you export data such as account master information and transaction batches to files that can be read and used by other programs Transferring this information to non Sage 300 ERP databases is called exporting Example One common use of the Export Import functions is to export account balances or net am
48. allow access You cannot choose the Account segment here Use the Account tab to specify a range of account numbers From Specify the first code in the range of segment codes for which to allow or deny access To Specify the last code in the range of segment codes for which to allow or deny access Account Tab Use the Account tab to allow or deny user access to ranges of account numbers for example to allow access to Accounts Receivable sales accounts Allow Double click or use the spacebar to change this field from No to Yes User s Guide 161 Appendix A General Ledger Screen Guides Generally if the default access for General Ledger is All Accounts on the Account tab of the G L Options screen you choose No in the Allow column to restrict account access If the default access option is No Accounts you would choose Yes in the Allow column to allow access to a range of accounts From Specify the first account number in the range for which to allow or deny access To Specify the last account number in the range for which to allow or deny access G L Accounts Screen To open this screen Open General Ledger gt G L Accounts gt Accounts Related tasks e Adding a New Account page 42 e Adding a Rollup Account page 48 e Defining Account Reallocations page 72 e Specifying a Currency page 45 e Assigning Optional Fields to an Account page 46 e Setting Up General Ledger to Use Ac
49. amounts and quantities for a rollup account rolling up its member accounts into a single amount or quantity select Use Rolled Up Amounts Note The debits and credits on the report may not balance if any account is a member of more than one rollup group If you are printing net changes for the period and you do not want to include totals for net income or loss in your report clear the Include Net Income Loss Total for Listed Accounts option Note Skip this step if you are printing a worksheet or a provisional worksheet Specify whether to order the report by account number segment account group or account sorted group or optional field and specify a range of accounts in that order Specify the range of accounts segment codes account groups account sorted group and optional fields you want to print Click Print 158 Sage 300 ERP General Ledger Appendix A General Ledger Screen Guides Learn how to find and use Sage 300 ERP screens Each screen guide includes navigation information field help and a list of tasks you can use the screen to perform Accounts Screens Use General Ledger Accounts screens to set up and maintain the General Ledger accounts that make up your chart of accounts G L Account History Inquiry Screen Overview To open this screen Open General Ledger gt G L Accounts gt Account History Inquiry Related tasks Adding a New Account page 42 Adding a Rollup Account page
50. an optional comment to identify or explain the detail Comments are printed on the Batch Listing and Posting Journals but they do not appear on any other reports Date In a journal entry transaction you can choose to post a transaction to a different fiscal period than what was entered as the transaction date For example you could enter June dates in the transaction detail lines but post the transaction in July In a recurring entry the scheduled run date determines the fiscal period For example suppose a recurring entry starts at 06 01 2013 and does not expire The detail line dates are for 05 31 2013 When the recurring entry is run for 06 01 2013 the fiscal period will be June 2013 and when it is run for 07 01 2013 the fiscal period will be July 2013 and so on User s Guide 239 Appendix A General Ledger Screen Guides Description You can enter a description of up to 60 characters with each detail line The description is listed with the detail on batch listings posting journals and source journals if the detail has not been consolidated Optional Fields The Optional Fields option and the Optional Fields column in the Detail table indicate whether any optional fields are assigned to a selected entry detail If you assigned optional transaction fields to the account used in an entry detail the Optional Fields option is selected automatically To view or change the optional transaction fields assigned to a selec
51. are Actual Budget 1 through Budget 5 Provisional Quantity and Provisional Quantity Fiscal set comparison options include Budget sets 2 through 5 only if you are using Sage 300 Premium ERP Rollup Accounts A report that shows all rollup accounts and their directly related rollup member accounts You can also print a list of all rollup accounts related to a member account or to a group of member accounts 3 If you selected Fiscal Set Comparison as the report format on the screen that appears specify the two sets of figures you want to compare a Inthe Compare Fiscal Set 1 and Compare Fiscal Set 2 fields specify the fiscal set data type b Specify the year for each fiscal set you are comparing 142 Sage 300 ERP General Ledger 10 General Ledger Reports c If General Ledger is multicurrency i In the Using field specify whether to display figures in Functional or Source currency ii Inthe For Currency field specify the currency If the euro is your functional currency and you specified a reporting currency you can select the Reporting Currency option The report then prints amounts in the reporting currency obtained from the reporting fiscal set To exclude accounts that have zero balances and that had no transactions in the specified period range select Exclude Accounts with No Activity Note You must select the same year in both the From field and the To field To print a set of common account groups
52. are using Sage 300 Premium ERP you can create up to five optional budgets for an account User s Guide 63 Chapter 2 Adding and Maintaining Accounts Note You cannot add change or delete information contained in a locked budget set The Posting tab on the G L Options screen tells you which budget sets if any are locked You decide the type of information each budget contains For example you might set up an original budget an adjusted budget and a forecast Tip If you create roll up budgets use a separate budget set The Budget Maintenance screen provides calculation methods and tools to help you create budgets You can e Type the budget amounts in the Budget Amount column for each period e Let the system calculate budget amounts based on specified amounts and percentages using any combination of budget methods For information about specific budget methods see Budget Methods page 65 e Use the Fiscal Set Lookup feature to display actual and budget sets for any account in the general ledger and then use one of the Copy methods to move the lookup amount into your new budget e Use the Import and Export choices on the File menu to transfer General Ledger accounts and budget figures to and from non Sage 300 ERP programs For example you can export account data to a spreadsheet manipulate it and then import it as budget data spreadsheet you must supply the account number fiscal set and year and currency cod
53. available or are restricted for Intercompany Transactions ICT companies An ICT company creates transactions between companies using one company as the originator of a transaction for example Company A pays for a transaction for Company B and another as the destination company Company B There can be intermediate companies between the originator Before you start e Post batches e Decide whether to reprint posting journals you have printed before Note If the posting journal has been printed and the Reprint Previously Printed Journals option was not selected the corresponding Posting Journal Errors report will be blank even if there were errors You must select the Reprint Previously Printed Journals option if you are planning to print a copy of the errors report after printing the Posting Journals report If you are only printing an errors report possibly prior to printing the posting journal itself choosing this option is not necessary that is the Posting Journal Errors Report will not be blank assuming there were errors User s Guide 145 Chapter 7 Printing General Ledger Reports e Decide whether to list transactions by account number or posting sequence number This doesn t apply if you are printing errors only e Select printing destinations and if necessary turn on and connect the printer To print posting journals 1 2 Open General Ledger gt G L Reports gt Posting Journals Select t
54. but post the transaction in July In a recurring entry the scheduled run date determines the fiscal period For example suppose a recurring entry starts at 06 01 2013 and does not expire The detail line dates are for 05 31 2013 When the recurring entry is run for 06 01 2013 the fiscal period will be June 2013 and when it is run for 07 01 2013 the fiscal period will be July 2013 and so on This date does not determine the period to which a detail will be posted It is for information only The period is set by the Year Period field Debit Source Debit Enter the amount of the debit To move to the Credit field to enter a credit press the Tab key without making an entry in the Debit field User s Guide 257 Appendix A General Ledger Screen Guides For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Debit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency Tip If you enter multicurrency transactions frequently move the functional currency columns to place them beside the source currency Description You can enter a description of up to 60 characters with each detail line The description is listed with the detail on batch listings posting journals and source journals if the detail has not been consolidated
55. c Print the posting journals and keep them as part of your audit trail d Print trial balances for each of the periods in the year to which you posted and compare balances to those in your current ledger e Run Create New Year to close the income statement accounts to retained earnings and to advance the current year f Leave General Ledger then start it again using the year end date of the next year for which you want to enter historical data Again post batches and print trial balances to check the results If this is a previous year again use the Create New Year screen to close the year Note Repeat this step for each prior year of data 5 Print balance sheets and income statements for all past years and compare them to your existing statements 54 Sage 300 ERP General Ledger Adding Accounts Note To use the financial statements shipped with General Ledger sample data you must select the Use Account Groups option in the G L Options screen and assign each G L account to a group using the G L Accounts screen After adding account balances and quantities For further information on setting up your ledger see About Setting Up General Ledger page 5 Setting Account Permissions Important G L Account Permissions is part of G L Security an option that you select on the Account tab of the G L Options screen The G L Account Permissions icon appears in the G L Accounts folder only after you select the Use G L S
56. can view and enter supplementary information specific to that field Note If another Zoom button appears on the detail screen you can click it or press Shift F9 to open the new detail screen If you simply press F9 again the first detail screen closes This function is referred to as Detail Zoom To close the second detail screen press Shift F9 again After viewing or editing the information in the detail screen you can press F9 to close the screen Working with Detail Entry Tables The first tab of each transaction entry screen in Sage 300 ERP contains a detail entry table that shows the document details in tabular format In most cases you can enter all the necessary details for a document right on the table User s Guide 275 Appendix C Data Entry Tools Tips and Shortcuts Tip If there are more columns than can be displayed at one time you can use the horizontal scroll bar at the bottom of a list to view the additional columns You can also rearrange the order of columns or change column widths consistent with how you enter data You can also view and edit all the fields for a single detail on a separate Detail Items Taxes screen To view this screen select a detail line and click the Item Tax button below the table or press F9 Note You use the Detail Items Taxes screen to view or change tax information for a detail Detail tax fields do not appear in the detail table To add details using the detai
57. cannot findthe record you are looking for with the Finder or the navigation buttons check the Finder to see whether any criteria are being used to limit the selection If necessary remove the selection criteria For more information see Setting Finder Criteria page 277 Tip For additional instructions on using the Finder to select records press F1 when the Finder screen appears The Go button appears on screens where you must enter information such as filter criteria before viewing records that match the information you enter For example on some Statistics and Inquiries 272 Sage 300 ERP General Ledger Data Entry Tools and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button screens you must select a range of years and periods and specify an item number or vendor number before you can view statistics If you use multicurrency accounting you must also specify a currency After specifying this information you click the Go button or press F7 to view statistics The Inquiry button appears beside some data entry fields Click it to view comprehensive information for the record selected in the field Example In Accounts Receivable transaction screens an Inquiry button appears beside the Customer Number field You can click it to view all available information about the selected customer in the A R Customer Inquiry screen Navigation 14 4 D DI n a
58. cece cece ceeeeeeeeeeeeeeeeeeees 45 Assigning Optional Fields to an Account 2200 200 2 ccc cece cece ccc ccceceecceceeceeeeees 46 About Rollup Accounts ccoo 2 ccc cece cence cece cece cece eee a a a aee aaaea 48 Adding a Rollup Account ccoo a cece cece cece nn ce EOAR 48 About Entering Account Balances Historical Data and Quantities ooo 51 Adding Account Balances and Quantities to a New General Ledger 2 2 52 Setting Account PerMisSSiONS s oisidsesucrees pahane cece cee eee eee cee eee e cece eee aera 55 Creating Accounts Automatically 00 2200 2 c ccc cece ccc cece cc eeececeeeeeceeceeeeeeees 57 BUGGQCES a tod el de eee tS 60 About Fiscal Sets ncn fee vasclecd sc yeh cos de sacs tias N ALIER 60 Types of Fiscal Sets ooooooocccccccccccoccccco conc cece eee eee ee eee ee eeeeeeeeeees 62 ADOUE BUSES cone tase fy feet Ach cated MAR ee A Se ee eg 63 iv Sage 300 ERP General Ledger Contents Budget Methods eneee e cece cece cee cee cee E EE E 65 Editing Budget Data occ occ eee eceeeeeeees 67 Mamanin AGGOUNES careto Acetate lo dr ah oe catalase toch e dol eels 69 Changing Account Information 2 00 2000 c cece cece ence cece cece cece eee eeeeeeeeeseeees 69 Closing Accounts to Specific Segments 000 2200 c cece cece cece cece ce oranana 71 Defining Account Reallocations 2 2 00 22 0 0c ccc cece cece cence cee ec ccc aaa oonan aaou 72 Deleting am ACCOUNT e
59. cece cece ec eeeeceeeees 9 General Ledger Setup Options 00 200 c cece ccc ccc eee ec eee cece onai r aan nearer ieii 9 About Provisional Posting 0 200 222 ccc cece cece cece cece cece cece c ec ceeeeeeeeeeceeeeeeeeee 9 General Ledger Setup Options 0 220 2 200 c ccc cece eee cece cence eee e cece cece eeeeeeeeeees 10 About General Ledger Security 00 2222 2 cece cece cece cece ccc ec cece ceeeeceeeeeeceeeees 12 AECCOUNE S SOMENES sce fs neces oes dass andate 17 About Account Segments 2 220 222 cece cee eee cc eee cece cece eee e cece ec DE EPEE rnrn orrn rnrn 17 About Segment Codes conti diia 19 Adding Segment Codes coco cnn nn arrra rnanan 20 Deleting Segment Codes 2 022 0 2cccssedetaleced Sevecadetesaneshdewesadenedciebetenedcaetdabadactesadess 21 ACCOUNE SUCIOS sites seit o cereale nd beet cuted A Mase A ete ee 21 About Account Structures ninio 22 Adding Structure Codes 2 000 22 ccc cece ccc eee eee eee eee c cece eee cecceeecceeceneeeeceeeseeeeees 23 Deleting Account Structure Codes 200 220 cece cee eee cece cece cence iarrar ranan rrara 24 Source CODES eae et a ea he eo ee ee nee oe ee a 25 About Source Codes no 25 Adding Source Codes 0 22 02 occ c cece cece cece cece nce e cece ee DEDEDE EAEE r rnrn 26 User s Guide iii Contents Deleting Source Codes 2 2 2 0 2 e ccc ec ce ccoo cnn P APEEP DEPED PDPPP DDD PDP Do rronin 26 Source Journ
60. details consolidated during posting is the last date of the fiscal period to which they were posted Entry Description Enter a description of up to 60 characters for the journal entry The description is printed on batch listings and appears with the entry number when you use the Finder to view lists of entries Entry Mode Select Normal or Quick mode to control the way you create detail lines when pressing the Tab key e Normal After entering a detail line press the Tab key to begin entering the next detail without populating any fields e Quick After entering a detail line press the Tab key to begin entering the next detail and automatically copy information in the Reference Description Comment and Detail Date fields from the first line to the new line Entry Number Select an existing entry or click the New button to add a new entry If you delete an entry you cannot reuse its number If you do not reassign the number it is listed as Deleted on the posting journal when the batch is posted to provide an audit trail of the missing number Source Code Select a source code for the entire journal entry If you wish you can enter different source codes on individual detail lines 190 Sage 300 ERP General Ledger Accounts Screens You use the G L Source Codes setup screen to define source codes Source codes tell you which ledger a transaction comes from and what kind of transaction it is You define your own Gen
61. different printer to print item labels than you use to print inventory worksheets To assign a specific report to a specific printer 1 Open the report screen that you want to assign to a printer 2 On the report screen click File gt Print Setup The program displays the Windows default printer but you can change the printer for a specific report 3 Select the Specific Printer option and then select from the list the printer to use for this report The printer list includes all printers that have been added to the Printers and Faxes list in Windows 4 Select a paper source if you want to use a particular paper tray or paper stock for this report 5 Click OK to close the Print Setup screen 134 Sage 300 ERP General Ledger General Ledger Reports To clear the assigned printer for a specific report 1 2 On the Sage 300 ERP desktop select highlight the icon for the report On the Desktop Object menu click Restore Defaults or right click the report icon and then click Restore Defaults on the list that appears In the Restore Defaults dialog box select the Print Settings option then click OK The print setup for that report is reverted to the desktop default To have the program prompt you to specify a printer and print options each time you print On the Sage 300 ERP Desktop View menu click Preferences gt Confirm On Print General Ledger Reports Use General Ledger Reports screens to print repo
62. e Change the accounts before you add them permanently to your chart of accounts Note If you have not yet processed an account No appears in the Processed field G L Fiscal Set Comparison Screen To open this screen Open General Ledger gt G L Accounts gt Fiscal Set Comparison Related tasks Comparing Two Fiscal Sets page 121 User s Guide 185 Appendix A General Ledger Screen Guides Overview Use the G L Fiscal Set Comparison screen to display account information for two fiscal sets to compare the net changes or period balances You can compare actual quantity provisionally posted and budget fiscal sets in any combination you choose For multicurrency accounts you can specify amounts posted in a particular currency displaying the source currency amounts the functional equivalent of the source or the reporting currency this option is only available if the euro is your functional currency and you specified a reporting currency on the Company Profile screen in Common Services The program also displays the monetary difference between the two sets and the difference as a percentage of the second set If the account you select is a rollup account the Use Rolled Up Amounts option appears You can select it to view the balances net changes and quantities of the member accounts rolled into a single account G L Source Currency Inquiry Screen Overview To open this screen Open General Ledger gt G L Ac
63. entered If you use Sage 300 Premium ERP you can create up to five sets of budgets for each General Ledger account If you use Sage 300 Standard ERP you can create 2 budget sets if you use Sage 300 Advanced ERP you can create 3 budget sets A Budget fiscal set can be locked or unlocked at any time Locking a Budget fiscal set does not delete it budget information is saved for the number of years specified in the Years Of Fiscal Sets field on the Posting tab of the G L Options screen Segments Tab On this tab you identify account number segments to specify which 234 Sage 300 ERP General Ledger Setup Screens portions of the account number can be used to close the income and expense accounts at year end Account Segment Select the account segment for which you will specify additional information For more information see About Account Segments page 17 Default Structure Code Select the account number structure used most often in your General Ledger account numbers For example If you have two account number segments and most of your account numbers use both segments you would enter the code for the account number structure that includes both segments The default structure code you specify appears on the Detail tab of the G L Accounts screen when you are adding new accounts and specifies the format of the account number unless you assign a different structure Use the G L Account Structures screen to defin
64. hoe Rss dae Meee a ant tee ace det a eae tL ds 73 Deleting Member Accounts from a Rollup Account 2 c cceccceecccceeccccececeeeeecees 74 Chapter 3 Entering and Posting General Ledger Transactions 75 About Transaction Processing in General Ledger 200 c cece cece cece e cece ee eeceeeeeeeees 75 Posting Batches ooo eee ee eee ee ee eee ec ee ee cece e 75 Baten Errors sosrccsa lene ibas me obec blest E a Sx eas 75 Posting Sequences and Entry Numbers 0 0 2 2 2 002 220 ccc cece cece cc eececcecceeeeeceeeeess 76 Previous Year POSting taco Sean soe E eb AE ee Le fe ae 76 Provisional Posting 2222 22 occ tta a ee eee a eee ee eee ee eceeeeeceee 76 Reversing ENTES ccc snsdecche anuhescar EA ola tasa ates bes 76 Intercompany Transactions ICT Batches 000 2000 c cece eee cece cence ec ececeeeeeees 77 Adding a New Batch a eara T aea cee cece ee ce ee eee eee a e eee bec a eaa n aet Sae Ea Miaa 78 EGUEING a Baten ra oa ts ce ee the he a tata nas No Akt at thot nuts Soh Lig da Ls Uta foe a e 79 Delega Bata sete te i hte att tte a BANE BEY tt tale tek GA IE BA lalate od o aa taht ea EO LTS 80 Adding a Journal Entry 0 220022 c ccc ccc cece ence cece cece c cece e eee ee eee L Aaaa D oona aaan 81 Posting Transaction Batches 2200 22 2 c ccc ccc cence cece cece cece cece eee cnn Doorn aaora aaan 83 About Recurring Entries __ 2 0 2 2 200 22 200 c cece ce
65. keep account data and the current fiscal year During activation General Ledger e Creates fiscal calendars for all years that you want to keep history e Sets the current fiscal year to the year before the first full year so you can enter opening balances for the first year To add existing account balances and quantity data to a new general ledger 1 Start Sage 300 ERP using the year end date of the year before the earliest fiscal year for which you want to post transactions 2 Create and post closing balances to the year before the first full year for which you want to keep account data Create a batch with the closing balances of all your general ledger accounts Make sure the batch balances and that the batch matches your balance sheet for that year then post the batch If you do not want to enter previous years period balances you must enter the previous year s period 12 balances 3 Run Create New Year in the G L Periodic Processing folder to create the opening balances for your first full year of period balances and to advance the current year To change the current year in General Ledger you must create a new year The Create New Year screen closes income and expense accounts to retained earnings creates opening balances in the next year and advances the current year 4 Create and post the net changes for each successive period in the first year of data then close the year by running Create New Year a
66. of between one and ten parts called segments Add and set up these account segments and then define account structures that specify the various combinations of segments used in your account numbers About Account Segments An account number consists of from one to ten parts called segments Each segment can be up to 15 characters long You define account segments on the Segments tab of the G L Options screen Valid segment codes could be the codes for all departments in the company the company s division codes etc Once you define account segments you must e Use the G L Account Structures screen to define account structures the various combinations of segments used in your account numbers e Use the G L Segment Codes screen to specify which account segments are used by individual account numbers and the order in which segments appear Account Number Size The maximum number of segments you can define depends on the edition of Sage 300 ERP you use e In Sage 300 Premium ERP you can maintain up to 10 segments e In Sage 300 Advanced ERP you can maintain up to 4 segments e In Sage 300 Standard ERP you can maintain up to 3 segments If you are using Sage 300 Premium ERP your individual account numbers cannot exceed 45 characters including delimiter characters However most General Ledger reports that include account numbers assume your numbers will be 24 characters or fewer If you use longer numbers you will have to mo
67. or source currency if you have a multicurrency ledger as follows To view only one type of transaction use the Finder in the Source Code field to select the source code you use for that type If General Ledger is multicurrency and you selected a multicurrency account use the Finder for the Currency field to select the currency of the transactions you will view If you selected a rollup account and you want to view transactions of rollup members select the Use Rolled Up Amounts option then click the Go O button Results appear automatically in the detail table when you change any of these selection fields Double click a transaction to view it in the Journal Entry screen 120 Sage 300 ERP General Ledger Comparing Two Fiscal Sets Tip You can drill down from the Journal Entry screen to view transactions sent from subledgers in the original entry screens Drilling Down from Journal Entries to Source Transactions You can drill down from posted or unposted batches in General Ledger to view transactions in the subledgers where the source transactions were created To drill down to a source transaction 1 2 Open General Ledger gt G L Transactions gt Journal Entry In the Batch Number field select a batch that contains transactions created in another Sage 300 ERP ledger such as Accounts Receivable or Purchase Orders In the Entry Number field select the entry you want to view in the source ledger Click
68. press the spacebar Default Options From If you set the Create New field to Yes the program may generate new accounts using segment codes that do not exist in the model accounts If the program creates an account using a segment code that was not used before you can specify the existing accounts on which to model the new accounts The program will model the new accounts on accounts that use the segment code you specify in this field The new accounts will use the same Detail options as the model accounts From To segment code If you set the Create New field to Yes for the segment enter the range of segment codes for which you want to create the new accounts Segment Name This column displays all the non account segments used in the structure code you specified in the Create Accounts With Structure Code field 184 Sage 300 ERP General Ledger Accounts Screens G L Create Accounts Preview Screen To open this screen 1 Open General Ledger gt G L Accounts gt Create Accounts 2 Make selections and enter information required to create accounts automatically 3 Click Preview Related tasks e Adding a New Account page 42 e Creating Accounts Automatically page 57 e Changing Account Information page 69 Overview Use the G L Create Accounts Preview screen to e Display a list of accounts that the program will add to your chart of accounts when you click Process on the G L Create Accounts screen
69. select accounts by account number segment account group account sorted group or optional field Then specify the type of report and range of entries either accounts or segments you want to print Before you start Select printing destinations and if necessary turn on and connect the printer User s Guide 141 Chapter 7 Printing General Ledger Reports To print the Chart of Accounts report 1 Open General Ledger gt G L Reports gt Chart of Accounts 2 Inthe Report Format field select one of the following formats from the list Detail Short Form Shows basic setup information including account number description status account configuration and consolidation and allocation options Detail Long Form Prints short form information plus account groups and segment closed to You can also choose whether to include the optional account and transaction details fields and their values that are defined for each account Valid Currencies Shows the currencies that are valid for each multicurrency account whether revaluation is allowed and if so the revaluation code Allocation Shows the accounts to which balances are allocated along with the percentages going to each account Control Account Subledgers Lists the control accounts in the general ledger along with the subledgers that use them Fiscal Set Comparison Lets you compare the net changes in accounts for two fiscal sets Your choices for comparison
70. structure code for the company User s Guide 225 Appendix A General Ledger Screen Guides G L Optional Fields Screen Overview To open this screen Open General Ledger gt G L Setup gt Optional Fields Related tasks e Assigning Optional Fields to an Account page 46 e About Setting Up General Ledger page 5 e Printing the G L Optional Fields Report page 144 If you use Transaction Analysis and Optional Field Creator use the G L Optional Fields screen to define optional fields for use in General Ledger You can define two types of optional fields e Account These optional fields let you extend the type and amount of information that you can store with accounts For several General Ledger reports you can choose optional fields as criteria for selecting the accounts to include on the report e Transaction Details These optional fields let you store additional information with transaction details Note If the G L Optional Fields screen is open other users cannot run any processes in General Ledger Also you can modify optional field records only when all other users have left General Ledger and all other General Ledger screens are closed After you define optional account fields and optional transaction fields for General Ledger you can use the G L Accounts screen to assign them to specific accounts You can print the G L Optional Fields Report to create a list of the optional fields you have defined for Ge
71. the fiscal year for which you are filing income tax and then click OK In the Save As dialog box a Navigate to the location where you want to save the file b Inthe File Name field accept the default name or type a different file name c Make sure that the file type is GIFI file d Click Save A Ready status appears at the bottom of your Excel screen if the accounts in your file balance that is total assets equal total liabilities plus total equity A warning message appears if your accounts do not balance If you receive the warning message a Click OK b Check whether you have omitted one or more accounts from your chart of accounts c Repeat steps 3 through 8 When you reach step 5 make sure that you include all accounts from the chart of accounts Close the GIFI file and exit Excel User s Guide 127 Chapter 6 Importing and Exporting General Ledger Data To include this file with your electronic tax return open the T2 program and retrieve the GIFI file 128 Sage 300 ERP General Ledger Chapter 7 Printing General Ledger Reports Use General Ledger Reports screens to print reports of general ledger transactions and maintain your audit trail You print financial statements using Sage 300 ERP Intelligence Reporting For information about these reports see About Printing Statements Using Intelligence Reporting page 130 Note You can also print statements using Financial Reporter which c
72. then click the Trans Opt Fields button to open the Preview Account Transaction Optional Fields screen You use the optional fields preview screens to add or delete the optional fields and to change the default values that appear Note You can add only optional fields that are defined for General Ledger 10 To print the preview information click Print On the Print Create Accounts Preview Information screen that appears a Choose sorting options and the range of accounts you want to print b Select whether you want to print subledger or currency information c Click Print d Click Close to return to the G L Create Accounts Preview screen 11 When you have finished selecting or adjusting the accounts you want to create click Close to return to the G L Create Accounts screen In the G L Create Accounts screen all the fields are now dimmed you cannot change them However you can click Preview to return to the Preview screen 12 Click Process to add the accounts to your chart of accounts User s Guide 59 Chapter 2 Adding and Maintaining Accounts 13 14 If processing is successful the program creates the accounts and then displays a message telling you processing has finished and the number of new accounts that were created If there is an error in processing the accounts you are returned to the G L Create Accounts screen but all fields are dimmed Click Preview to view and remove any unsuitable accounts or
73. those batches are removed from the G L Batch List and from the G L Batch Status report Creating an Allocation Batch Use the G L Create Allocation Batch screen to create a batch of transactions that allocates balances in accounts that use the Auto Allocation option to other accounts and creates the offsetting details User s Guide 99 Chapter 4 Period End Procedures General Ledger calculates the amounts to distribute to each account based on the information entered on the Allocation tab on the G L Accounts screen for the source accounts Before you start e Define account allocation information on the Detail and Allocation tabs of the G L Accounts screen Make sure that all the accounts you are allocating to have Active statuses If any account is inactive the system displays a warning message so that you can change its status to Active before posting You cannot post to inactive accounts If allocating by quantities make sure that all accounts associated with the same allocation use the same unit of measure for quantities e Post outstanding batches to make sure that account balances and quantities are current in the accounts you want to allocate e Determine the contents of the allocation batch You can include either all allocated accounts a range of accounts that match one selected account segment and allocations based on account balances and or account quantities e Determine the date fiscal period and fiscal year
74. to the top row in view PD Go to the bottom row in view Tab or Enter Go to the next or previous column in a list Shift Tab or Shift Enter Setting Finder Criteria To help you search quickly through a long list of records you can use criteria to restrict the records that are displayed in the Finder and when you use the navigation buttons However at other times if the Finder uses criteria it might not display all the records you expect to see User s Guide 277 Appendix C Data Entry Tools Tips and Shortcuts To check or remove the criteria 1 Click the Finder 2 Click the Set Criteria button 3 On the screen that appears click the Clear button For instructions on setting criteria click the Help button when the Set Criteria screen appears 278 Sage 300 ERP General Ledger Appendix D Support and Resources Find support and resources to help get Sage 300 ERP up and running quickly Finding Help and Documentation You can find information about setting up and using Sage 300 ERP in the Sage 300 ERP Learning Center and in the product documentation included with this release Note For technical support visit our customer support website at http na sage com sage 300 erp product support or contact your Sage business partner The Sage 300 ERP Learning Center The Learning Center is where you ll find documentation for new product features and modules in the Sage 300 ERP Portal It features a
75. to which the batch will be posted e If allocating by quantities determine the range of fiscal periods for which you are allocating the net quantities The program allocates the account balance in the last fiscal period based on the net changes over the range of periods Note that the range of periods cannot span the fiscal year end e Back up your data To create an allocation batch 1 Open General Ledger gt G L Periodic Processing gt Create Allocation Batch 2 Inthe Batch Description field enter a brief description for the batch using up to 60 characters 3 Inthe Create Batch For field specify whether to use the full account number or one of the account segments to select accounts from which to reallocate balances 100 Sage 300 ERP General Ledger Creating an Allocation Batch 4 Use the From and To fields to specify the range of account numbers or account number segments If you use optional fields check or change the optional field information that will be included with the generated transactions The Optional Fields check box indicates whether your accounts use one or more transaction optional fields You cannot directly change the entry in the check box but if the field is selected you can edit the optional fields used with the transaction Click the Zoom E button beside the Optional Fields label or press the SHIFT F9 key You can edit or delete the optional fields on the Optional Fields screen that app
76. transaction fields on the report The report also identifies entries within posted batches that were not posted successfully G L Batch Status Report To open this screen Open General Ledger gt G L Reports gt Batch Status Related tasks e Printing the G L Batch Status Report page 139 e Adding a New Batch page 78 e Editing a Batch page 79 Overview The G L Batch Status report lists information about General Ledger batches including the debit and credit totals the number of entries and for printed batches the number of outstanding errors The report also lists the batch descriptions to let you track the original entry of transactions When to Print Print the report as part of the transaction entry cycle to discover batches for which you need to print or reprint listings before posting and batches that contain errors Information Printed on This Report The following information is printed on the report e The range of batch numbers source ledgers and batch creation dates for the batches that you want printed e Whether the report includes batches that have already been listed e The batch type e The status of the batches you chose to print 208 Sage 300 ERP General Ledger Reports Screens e For each batch the report lists the batch number the batch description the source ledger the number of entries unless posted the creation date the last edit date the status the batch type t
77. type of schedule and its frequency It can also include optional fields entered with transaction details if you choose to include them Before you start Select printing destinations and if necessary turn on and connect the printer User s Guide 147 Chapter 7 Printing General Ledger Reports To print the Recurring Entries report 1 Open General Ledger gt G L Reports gt Recurring Entries 2 Inthe From Recurring Entry Code and To Recurring Entry Code fields specify the range of recurring entry setup codes to include on the report 3 If you want to print the schedule associated with each recurring charge select Include Schedules 4 If you want to include optional field information with each recurring entry detail that uses them select Include Trans Optional Fields 5 Click Print Printing the G L Revaluation Codes Report This report lists specified revaluation codes and the information entered to define them in a multicurrency ledger Before you start Select printing destinations and if necessary turn on and connect the printer To print the Revaluation Codes report 1 Open General Ledger gt G L Reports gt Revaluation Codes Report Tip You can also click File gt Print on the Revaluation Codes setup screen to open the report screen 2 Specify the range of revaluation codes to include on the list 3 Click Print Printing the G L Segment Codes Report The G L Segment Codes report lists info
78. use the Create Allocation Batch screen to generate allocation transactions Close To Segment Account The account number segment by which you wish to close at year end General Ledger lets you define a separate retained earnings account for each segment code that you enter in the Segment Codes table For example if your General Ledger account numbers have two segments account and department you can close by department as follows 1 Mark the department segment as a closing segment on the G L Options screen 2 List each of your departments on the Segment Codes screen with the retained earnings account each closes to 170 Sage 300 ERP General Ledger Accounts Screens 3 For each account choose the department segment in the Close To Segment field of the Accounts screen Any accounts for which you do not choose a segment will close to the default retained earnings closing account G L will also use the default closing account if you have only one account number segment the account segment Control Account You may designate an account as a control account for Sage 300 ERP subledgers You can then post only transactions created by subledgers to the account To further restrict posting you can specify the subledgers for which the account is a control Only transactions created by those subledgers may be posted to the account General Ledger checks the ledger by looking at the first two characters of the source code in
79. valid for the account The Detail tab appears when you open the G L Accounts screen and it contains the key information that every account requires Options you select on this tab determine whether certain other tabs appear for the account User s Guide 163 Appendix A General Ledger Screen Guides Optional Fields Tab Rollup Tab The Optional Fields tab appears only if you use Transaction Analysis and Optional Field Creator You can use this tab to assign an unlimited number of optional fields to the account to store additional information that your company wants to track Any optional fields that are set up for automatic insertion on accounts appear on the tab along with their default values You can include these account fields on the report when you print the long form of your chart of accounts You can also use these optional account fields as selection criteria when printing your chart of accounts trial balances transaction listings and source journals This tab appears when you select the Rollup option on the Detail tab Use it to e Create relationships between accounts that can be used for classification budgeting and reporting Creating a relationship between accounts lets you consolidate roll up account balances and quantities if the account maintains quantities to provide a summary balance similar to the consolidation options provided in Financial Reporter e Change a rollup account to a non rollup ac
80. you to specify which journals to print as well as to track data A unique posting entry number consisting of the posting sequence number and the entry number indicating the order of posting is assigned to each entry that is posted Previous Year Posting When amounts are posted to revenue and expense accounts for a previous year this screen also creates the closing entries for those accounts and adjusts the retained earnings account for the year Closing transactions are listed on the posting journal Provisional Posting Provisional posting copies Actual fiscal set amounts to a Provisional fiscal set and updates the Provisional fiscal set so you can see the combined effect Batches are not deleted when you post them provisionally and you can make changes to them if necessary before permanently posting them On the Batch Status report they are marked as provisionally posted and the date and the posting sequence number are included You can include provisional transactions on the Batch Status and Trial Balance reports Provisional Posting is not available in an ICT company Reversing Entries Before you can post reversing entries that span two fiscal years you must first create a new year using the Create New Year screen If you do not create a new year first posting creates an error batch for the reversing entries which you can post later Note Provisional posting does not post reversing entries across a fiscal yea
81. 0 Petty Cash Job Site In this example one segment identifies the department and the other is the account segment Additional account number segments can distinguish other functional areas within the company The following example shows a three segment account number A 15 1000 Single Segment Account Numbers A single segment account number has only an account segment You cannot create account structure codes or segment codes for a single segment account 18 Sage 300 ERP General Ledger Account Segments number You cannot close single segment income and expense accounts by account number segment such as by department Instead G L closes the accounts to the default closing account specified on the Account tab of the G L Options screen Changing Segments At any time you can add new segments change segment descriptions delete a segment providing it is not assigned to an account number structure or change the length of a segment providing it is not used in an account number structure Account Structures An account structure identifies which account segments are used by particular accounts in your general ledger and the order of those segments in the account number Account structures let you use different numbers of account segments in your codes within the same General Ledger The number of account structures you can define is determined by the version of Sage 300 ERP you are using 3 4 or an unlimited number
82. 205 printing 136 Batch Status report 208 printing 139 batches 78 80 clearing 99 creating recurring entries 102 editing 79 revaluation 111 reversing 87 breakouts 20 22 budget fiscal set 62 Budget Maintenance screen 177 fields and controls 178 buttons Drilldown 269 Finder 270 Go 272 Inquiry 273 Navigation 273 New 274 Zoom 274 C Change Sort Codes screen 32 chart of accounts about designing 6 Chart of Accounts report 209 allocation 210 printing 141 Rollup Account report 211 subledger control accounts 211 Chart of Accounts screen 180 Clear History screen 196 clearing history 99 closing accounts specifying closing segments 71 commands 269 company information specifying for G L 227 comparisons fiscal sets 121 186 284 Sage 300 ERP General Ledger Consolidate Posted Transactions screen 197 consolidating transactions 96 contact for General Ledger 227 control accounts in Chart of Accounts report 211 converting G Lto euro 105 Create Accounts Preview report printing 144 Create Accounts screen 181 fields and controls 182 Create Allocation Batch screen 198 Create New Year screen 198 Create Revaluation Batch screen fields and controls 201 currency displaying balances for multicurrency accounts 186 for an account 163 current year balances entering for an account 51 custom fields See optional fields custom fields See optional fields D data entry screens 277 data snapshot 30 default sort code 31
83. 3 periods plus a 14th period for adjusting and a 15th period for closing revenue and expense accounts of actual monetary data for one general ledger account in home currency Reporting currency only available if you selected the euro as your functional currency and specified a reporting currency in the Company Profile screen in Common Services A Quantity fiscal set stores quantity information related to the actual amounts If you use quantities each actual fiscal set is paired with a quantity fiscal set E The Provisional fiscal set temporarily stores amounts from provisional batch postings A Provisional Quantity fiscal set stores provisionally posted quantities Budget Fiscal Set 1 stores planning information Depending on the edition of Sage 300 ERP you are using you can store up to five separate budgets in sets 1 through 5 You might want to use budget set 1 to store your original budgets Budget Fiscal Set 2 You might want to use this budget set to store your revised budgets 3 Budget Fiscal Set 3 You might want to use this budget set to store forecasts Budget Fiscal Set 4 You might want to store budgeted quantity information forthe account Budget Fiscal Set 5 About Budgets You use the Budget Maintenance screen to enter budgets for your accounts for any year defined in the fiscal calendar You can maintain between one and five budget sets for each account depending on your edition of Sage 300 ERP If you
84. 48 Changing Account Information page 69 Deleting an Account page 73 Viewing G L Account History page 118 Use the G L Account History Inquiry screen to display Actual and quantity information for prior years including the opening and closing account balances and the net changes and balances for each fiscal period Total quantity and total net change information for the fiscal year G L transaction details for a period by double clicking on the period for which you want more information User s Guide 159 Appendix A General Ledger Screen Guides Rollup Accounts If the account you select is a rollup account you can view each account separately or roll up the balances Rolled up amounts appear in the Net Change and Balance columns when you select the Use Rolled Up Amounts option G L Account Permissions Screen Important G L Account Permissions is part of G L Security an option that you select on the Account tab of the G L Options screen The G L Account Permissions icon appears in the G L Accounts folder only after you select the Use G L Security option and then close and reopen the company database To open this screen Open General Ledger gt G L Accounts gt Account Permissions Related tasks e Turning on G L Security page 15 e Setting Account Permissions page 55 e About Setting Up General Ledger page 5 e Setting Up General Ledger to Use Account Groups page 30 Overview Use
85. 97 Chapter 4 Period End Procedures 6 7 Determine whether to consolidate by account and fiscal period or by account fiscal period and source code If you do not consolidate by source code enter the source code to assign to consolidated transactions Back up your data To consolidate transactions 1 6 Open General Ledger gt G L Periodic Processing gt Consolidate Posted Transactions In the Consolidate for field specify how to select accounts for consolidation You can by account number or by segment In the From and To fields specify the range of account numbers or segments for which to consolidate posted transactions In the Through Period Ending field specify the last fiscal year and period through which to consolidate transactions Use the Consolidate By fields to specify whether to consolidate by Account and fiscal period where all transactions for the same account and fiscal period are consolidated into one transaction If you are consolidating by account and fiscal period enter the source code to assign to consolidated transactions Account fiscal period and source code where transactions are consolidated only if they have the same source code Account fiscal period and source ledger where transactions are consolidated if they share the same source ledger If you are consolidating by account fiscal period and source ledger select the ledgers whose transactions you are consolidatin
86. Account Information Use the G L Accounts screen to update information for an existing account Note You cannot turn off the Multicurrency option or the Maintain Quantity option for an account after you turn them on Before you start Make sure that e The account is not used as the default closing account for the company or a retained earnings account for any account number segment e The change will not cause the account to be in the wrong account group if the company uses account groups To update an account record 1 Open General Ledger gt G L Accounts gt Accounts 2 Inthe Account field type the account number and then press the Tab key User s Guide 69 Chapter 2 Adding and Maintaining Accounts 3 Update the tabs in the account record as needed Note the following about information that you can and cannot change for an account Account You cannot change the account number To assign a new account number you must add an account with the new number transfer any account balances make the old account inactive then delete the account when it no longer contains account data for the period that you retain history Account Type You cannot change the type for an account that is specified as the Default Closing Account in the G L Options screen To change the account type for that account you must first specify a new default closing account Changing an income statement type account to a balance sheet typ
87. Click the Previous and Next buttons to navigate through a list of existing records or click the First and Last buttons to navigate to the first and last records User s Guide 273 Appendix C Data Entry Tools Tips and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button Note If you clicked the Set Criteria button on the Finder screen and specified criteria only records that match the criteria you specified will appear when you use the navigation buttons If a record does not appear click the Finder amp and check to see whether you have specified criteria that prevent the record from appearing Click the New button or select New from a menu to begin creating a new record Click the Zoom button or press the F9 key to view or enter supplementary information for a transaction detail or for a field In any detail entry table you can select a detail line and press F9 to open a screen that displays all the fields for a single detail including additional tax related fields that do not appear on the detail table You can edit existing details and even add new details for the document 274 Sage 300 ERP General Ledger Working with Detail Entry Tables Tool Standard Redesigned Shortcut Key Description Button Button Beside any field that displays a Zoom button you can click the button or select the field and then press F9 to open a separate screen where you
88. Control Account option is selected on the Detail tab Subledger Control accounts can accept transactions from all subledgers listed on the Control Account Subledgers information tab To add more subledgers press the Insert key to start a new line and then type the two letter code for the subledger or use the Finder to select subledger codes Trans Optional Fields Tab This tab appears if you have installed and activated Transaction Analysis and Optional Field Creator Auto Insert Double click in the Auto Insert field to change its value or press the User s Guide 175 Appendix A General Ledger Screen Guides Spacebar e Select Yes in this field if you want Sage 300 ERP to display the optional field and its default value in transaction details e Select No if you do not want the optional field to appear automatically Default Value and Description Use this column to enter the default value you want to use for each optional transaction field you assign to an account When you use the account in a transaction detail the optional transaction fields and their default values are used for the detail unless you change them If the optional field is validated you must specify a value that is defined for the optional field in Common Services If the optional field allows blanks you can also leave the optional field value blank If the optional field is not validated you can select an optional field value that has been de
89. G L Consolidate Posted Transactions Screen Overview To open this screen Open General Ledger gt G L Periodic Processing gt Consolidate Posted Transactions Related tasks e Consolidating Transactions page 97 e Performing Year End Processing page 94 Use the G L Consolidate Posted Transactions screen to reduce detail in reports by consolidating combining details in the accounts for which you do not need a permanent record of every transaction For information about general considerations and the effects of consolidation see About Consolidating Transactions page 95 User s Guide 197 Appendix A General Ledger Screen Guides G L Create Allocation Batch Screen Overview To open this screen Open General Ledger gt G L Periodic Processing gt Create Allocation Batch Related tasks Creating an Allocation Batch page 99 Use the G L Create Allocation Batch screen to create a batch of transactions that allocates balances in accounts that use the Auto Allocation option to other accounts and creates the offsetting details General Ledger calculates the amounts to distribute to each account based on the information entered on the Allocation tab on the G L Accounts screen for the source accounts G L Create New Year Screen Overview To open this screen Open General Ledger gt G L Periodic Processing gt Create New Year Related tasks e Creating a New Year page 103 e Closing Accounts to
90. General Ledger maintains a fiscal set for storing the reporting currency equivalent of each period to let you display balances and net changes in the reporting currency For a quick reference to the types of fiscal sets and their codes see Types of Fiscal Sets page 62 Actual Fiscal Set All accounts have an actual fiscal set The amounts stored in the actual fiscal set are the totals of all transactions posted to the account Actual fiscal set information appears on General Ledger reports such as the Income Statement User s Guide 61 Chapter 2 Adding and Maintaining Accounts and the Balance Sheet When you post a batch of transactions the system updates the actual fiscal sets Quantity Fiscal Set If you want to store quantity data with general ledger accounts you must first choose the option to maintain quantities on the G L Options screen Then to maintain quantity data for individual accounts you select the option to maintain quantities for each applicable account You enter quantity information as you enter monetary amounts in transaction batches Each time you make a journal entry for an account for which quantities are maintained General Ledger prompts you for a debit or credit amount and a quantity When you post the batch General Ledger updates the actual and the quantity fiscal sets Budget Fiscal Sets You can maintain up to five budget fiscal sets identified by the numbers 1 through 5 for each account You dec
91. L Options screen Posting to Closed Years After creating a new year you may continue to post transactions to the year you have just closed Whenever you post to a closed year General Ledger will also create all appropriate closing entries to update retained earnings Note Each income expense account is closed automatically to a retained earnings account at year end G L Create Recurring Entries Batch Screen To open this screen Open General Ledger gt G L Periodic Processing gt Create Recurring Entries Batch Related tasks e Creating a Batch of Recurring Entries page 102 e Performing Period End Maintenance page 93 User s Guide 199 Appendix A General Ledger Screen Guides Overview Use the G L Create Recurring Entries Batch screen to create a journal entry batch consisting of a single recurring entry or a range of recurring entries If a recurring journal entry has already been scheduled you can also create a batch using the Reminder List For information about using the Reminder List see the System Manager help G L Create Revaluation Batch Screen To open this screen Open General Ledger gt G L Periodic Processing gt Create Revaluation Batch Related tasks e Creating a Revaluation Batch page 112 e Creating a New Year page 103 e Performing Period End Maintenance page 93 Overview Use the G L Create Revaluation Batch screen to revalue the functional currency equivalents of e
92. Ledger gt G L Transactions gt Journal Entry Related tasks e Adding a Journal Entry page 81 e Adding a New Batch page 78 e Drilling Down from Journal Entries to Source Transactions page 121 e Reversing a Posted Batch or Journal Entry page 87 Overview Use the G L Journal Entry screen to e Create new batches e Add journal entries to existing batches e Change and delete journal entries e View and reverse posted batches or entries e Add intercompany transactions for a Sage 300 ERP Intercompany Transactions ICT company e Drill down on posted and unposted entries that originated in other Sage 300 ERP ledgers to view source transactions For more information about General Ledger journal entries and batches see About Transaction Processing in General Ledger page 75 252 Sage 300 ERP General Ledger Transactions Screens Customizing the G L Journal Entry Screen You can customize the information on the G L Journal Entry screen as follows Drag columns in the transaction list to arrange them in the order in which you want to view or enter information Click File gt Customize to hide fields Click Settings gt Auto Clear to streamline data entry by creating a new entry when you click Add If you want to use the G L Journal Detail entry screen to view and edit an entry instead of viewing and editing the entry in the table select the entry and then press F9 Editing Journal Entries and B
93. List screen is open you can select the batch from the list and then click Open 2 Inthe Batch Number field use the Finder or the navigation buttons to display the batch you want to edit or type the batch number You can now select an entry from the batch 3 Inthe Entry Number field use the Finder or the navigation buttons to display the entry you want to edit or type the entry number in the field The journal entry is now available for editing 4 Edit the header information or the details for the selected entry as needed User s Guide 79 Chapter 3 Entering and Posting General Ledger Transactions Tips To delete the entire entry click Delete To delete the existing details for the entry click Clear To view all the information for a single detail without needing to scroll select the detail on the table and then click Detail Click Close when you want to return to the Journal Entry screen To view or edit optional field information for a detail select the detail and then click the Optional Fields Zoom E button 5 When you have finished making changes click Save and then click Close After editing a batch 1 Print the Batch Listing available in the G L Reports folder 2 Check the batch listing for errors 3 Correct all errors before posting the batch copy of each edited batch and the batch must be error free before you can post it Deleting a Batch You can delete General Ledger batches that y
94. P screens File Menu File Menu Commands Close Closes the current You can also press Alt F4 to close a screen screen Customize Lets you hide or display Click File gt Customize to hide fields on an fields for users by UI open screen for users assigned to a UI Profile Profile ID ID for that screen When these fields are hidden data that would normally appear in these fields cannot be printed For more information see the help for the UI Profile Maintenance screen in the System Manager help Export Exports data recordsto Click File gt Export to export data other Sage 300 ERP databases and non For example you could export purchase Sage 300 ERP statistics for use in spreadsheet or database programs software Note You cannot export serial or lot numbers for kit components Import Imports data records Click File gt Import to import data from other databases and from non Sage 300 For example you could use a spreadsheet to User s Guide 267 Appendix C Data Entry Tools Tips and Shortcuts ESTI Nae ERP programs enter current requisitions or purchase orders when setting up your system and then import the transactions later Note You cannot import serial or lot numbers for kit components Prints the current On screens with a corresponding report click report list or screen File gt Print to open the report screen which you use to select report options if applicable before printing the
95. Prohibited for an account you cannot select that account as the default closing account Default Rate Type If you selected the Multicurrency option you must also select the type of exchange rate such as a spot rate or weekly rate you use most often when converting source currencies to functional currency during transaction entry User s Guide 229 Appendix A General Ledger Screen Guides You select the default rate type for General Ledger on the Account tab of the G L Options screen You define currencies rate types rate tables and exchange rates using the Common Services Currency screens You can change the default rate type at any time and use a different rate type when you enter a transaction Functional Currency Functional currency is the currency in which your company keeps its books also known as the base currency or home currency The functional currency is usually the currency used in the country where your business has its headquarters In Common Services e You use the Company Profile screen to specify the functional currency for the company e You use the Currency Codes screen to define currency codes for the company Maintain Quantities Important After you select this option you cannot clear it Select this option if you will post quantities for example number of pounds kilograms shares of stock or other units of measure as well as monetary amounts to your accounts When you select this op
96. Receivable the following General Ledger entry is created on January 31 2020 G L Account Functional Currency Exchange Gain 1 6500 1 5000 x 1 000 150 00 5 In General Ledger a Revalue the balance of the USD Bank account using 1 USD 1 6500 CAD as the exchange rate for Year Period 2020 01 The General Ledger revaluation creates the following entry on January 31 2020 G L Account Functional Currency 5 000 x 1 650 6 750 1500 00 b Print the Trial Balance report The multicurrency accounts display the following values for January 31 2020 ete cree anit create ozs Casso UnrsizeseacnongeGon Unreaizeseacnongetoss O oo eens caneto O O ow 5 000 1 000 x 1 6500 1 500 6 750 1 650 00 1 650 00 User s Guide 109 Chapter 4 Period End Procedures e At the transaction date each asset liability revenue or expense arising from a foreign currency transaction of the recording entity should be translated into functional currency using the exchange rate in effect at the date of the transaction e At each balance sheet date recorded balances of monetary assets and liabilities that are denominated in a currency other than the functional currency of the recording entity should be adjusted to reflect the current spot exchange rate The resulting exchange gain or loss should be included that is recognized in the net income for the current period About
97. Revaluation Use the G L Create Revaluation Batch screen to revalue the functional currency equivalents of each specified source currency amount using the exchange rate you enter When you create a revaluation batch General Ledger e Recalculates the functional currency equivalent values of source currency account balances at new exchange rates e Creates a transaction for the difference between the old functional currency equivalent and the new value posting the difference to the account being revalued and to the unrealized exchange gain loss accounts or to the recognized exchange gain loss accounts The revaluation code assigned to an account determines e The rate type that is used to display the default exchange rate e The source code to assign to revaluation transactions e The exchange gain loss accounts to which exchange differences are posted Revaluation Methods The Gain Loss Accounting Method selected for your company in the Company Profile screen in Common Services determines how exchange gains and losses are calculated The choices are e Realized Unrealized Gain Loss Method This method records transactions for the unrealized gains and losses in each fiscal period you 110 Sage 300 ERP General Ledger Multicurrency Periodic Processes revalue Revaluation creates an automatically reversing entry for the difference between the original functional currency equivalent balance and the revalued functional currency
98. Revaluation is set to No for the selected currency on the G L Accounts screen If the currency is not listed even if the account accepts posting from all currencies the account is not revalued The default revaluation code you specify on the Create Revaluation Batch screen is used to revalue the accounts Creating a Revaluation Batch Use the G L Create Revaluation Batch screen to revalue the functional currency equivalents of each specified source currency amount using the exchange rate you enter When you create a revaluation batch General Ledger e Recalculates the functional currency equivalent values of source currency account balances at new exchange rates 112 Sage 300 ERP General Ledger Multicurrency Periodic Processes e Creates a transaction for the difference between the old functional currency equivalent and the new value posting the difference to the account being revalued and to the unrealized exchange gain loss accounts or to the recognized exchange gain loss accounts The revaluation code assigned to an account determines e The rate type that is used to display the default exchange rate e The source code to assign to revaluation transactions e The exchange gain loss accounts to which exchange differences are posted Before you start e Define revaluation codes using the Revaluation Codes screen then use the Currency tab of the G L Accounts screen to assign the codes to the accounts you will revalue
99. Sage 300 ERP Sage 300 ERP 2014 General Ledger User s Guide This is a publication of Sage Software Inc Copyright 2013 Sage Software Inc All rights reserved Sage the Sage logos and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software Inc or its affiliated entities All other trademarks are the property of their respective owners Business Objects and the Business Objects logo BusinessObjects and Crystal Reports are trademarks or registered trademarks of Business Objects Software Ltd in the United States and in other countries Business Objects is an SAP company Microsoft SQL Server Windows Vista and the Windows logo are either registered trademarks or trademarks of Microsoft Corporation in the United States and or in other countries The names of all other products and services are property of their respective owners Your use of this document and the Sage product s described herein is governed by the terms and conditions of the Sage End User License Agreement EULA or other agreement that is provided with or included in the Sage product Nothing in this document supplements modifies or amends those terms and conditions Except as expressly stated in those terms and conditions the information in this document is provided by Sage AS IS and Sage disclaims all express implied or statutory warranties of any kind including but not limited to the warr
100. These instructions assume that you have set up printers in Microsoft Windows 1 Onthe Sage 300 ERP Desktop menu click File gt Print Destination 2 Select Printer and then click OK When you next print from Sage 300 ERP the report will be sent to the Windows default printer orientation each time you print a report on the Desktop click View gt Preferences and then select Confirm on print 132 Sage 300 ERP General Ledger Printing Tips To print to the screen display reports on your monitor 1 On the Sage 300 ERP Desktop menu click File gt Print Destination 2 Click Preview Note For Web based clients the Preview screen appears first when you click Tip You can print a report displayed in the Preview window by clicking the Print Report 3 button To print to a file 1 On the Sage 300 ERP Desktop menu click File gt Print Destination 2 Click File When you next print from Sage 300 ERP you are prompted for an export format and a destination e If you select Disk file as the destination browse to the location where you want to save the file accept the file name or type the name you want to use and then click Save e If you select Application as the destination Sage 300 ERP opens the associated application and displays the report in that application You can then save the file to a location using the file name you want e If you select Microsoft Mail as the destination Sage 300 ERP opens your e mail cli
101. account of 5 000 00 as of December 31 2019 The CAD equivalent functional amount is 6 750 00 Sample Company Ltd wants to switch to the Recognized Gain Loss accounting method as of January 1 2020 Before you start e Complete all period end and year end procedures e Run Create New Year 106 Sage 300 ERP General Ledger Multicurrency Periodic Processes Steps to take in 2019 1 In Accounts Receivable revalue the balances of your accounts receivable Assume that the exchange rate on December 31 2019 is 1 USD 1 4000 CAD Thus when revaluation is performed in A R the following reversing G L entry is created on December 31 2019 G L Account Functional Currency Receivables Control Unrealized Exchange Loss 1 4000 x 1 000 1 500 100 00 2 In General Ledger a Open General Ledger gt G L Periodic Processing gt Create Revaluation Batch and then revalue the balance of USD bank accounts using 1 USD 1 4000 CAD as the exchange rate for Year Period 2019 12 The G L revaluation creates the following reversing entry on December 31 2019 G L Account Functional Currency Unrealized Exchange Gain 0 00 0 00 5 000 x 1 4000 6 750 250 00 b Open General Ledger gt G L Reports gt Trial Balance Report and then print the report The report shows the following entries G L Account Functional Currency USD Bank 5 000 00 Receivables Control 1 000 00 Ll Unrealized Exchange Gain a i Unr
102. accounts and produce financial reports that include the provisionally posted transactions At a later time you can discard or edit provisionally posted transactions if necessary and you can post them again either provisionally or permanently For more information see About Provisional Posting page 9 Default Source Code Specify the source code to use as the default on the G L Journal Entry screen Edit Imported Entries Specify the information that General Ledger users can edit in transactions in imported batches batches created in a non Sage 300 ERP program and then imported You can allow editing of the following information e All fields e Only fiscal year period and transaction date e No editing Force Listing of Batches Select this option if you want to strengthen your audit trail If you select this option e You must print a listing of each batch and each batch must be free of errors before you can post it e If you edit a batch you must print another listing of it before posting You can print batch listings to the print destinations available to you If you do not select this option you can still list a batch before processing it but the listing is optional Keep Years of Fiscal Sets Specify the number of years prior to the current year for which you want to save period balances and net changes for accounts User s Guide 233 Appendix A General Ledger Screen Guides Depending on the editio
103. ach specified source currency amount using the exchange rate you enter When you create a revaluation batch General Ledger e Recalculates the functional currency equivalent values of source currency account balances at new exchange rates e Creates a transaction for the difference between the old functional currency equivalent and the new value posting the difference to the account being revalued and to the unrealized exchange gain loss accounts or to the recognized exchange gain loss accounts The revaluation code assigned to an account determines e The rate type that is used to display the default exchange rate e The source code to assign to revaluation transactions e The exchange gain loss accounts to which exchange differences are posted For more information see About Revaluation page 110 200 Sage 300 ERP General Ledger Periodic Processing Screens Fields and Controls Account Account Segment Range Select a range of accounts that you want revalued by specifying either a range of account numbers or a range of account number segment codes All accounts within the range that post to the selected currency and use the revaluation code you specify will be considered for revaluation If you select Yes in the Force Reval column all accounts that have their Revaluation option set to No on the G L Accounts screen will be revalued Batch Description Enter a description of up to 60 characters for the batch The desc
104. acting all periods the rate from 1 The amount you specify in the Spread Amount field In other words a ratio weight factor is calculated by dividing each individual period s inquiry amount by the sum of the inquiry amounts for all periods That weight factor is then multiplied by the spread amount you specify to arrive at each period s budget amount 66 Sage 300 ERP General Ledger Budgets How G L Calculates Budget Amounts Fixed When you select this option the General Ledger adds the fixed amount Amount Fixed Amount field appears In you specify tothe Budget Amount this field enter a fixed amount field for each period Spread When you select this option the General Ledger distributes the spread Amount Spread Amount field appears In amount you specify evenly across the this field enter an spread amount Budget Amount fields for all periods Note Ifthe amount cannot be divided evenly the remainder is added into the last period Editing Budget Data You can maintain between one and five budget sets for each account depending on your edition of Sage 300 ERP If you are using Sage 300 Premium ERP you can create up to five optional budgets for an account Note You cannot add change or delete information contained in a locked budget set The Posting tab on the G L Options screen tells you which budget sets if any are locked Before you start Make sure that the budget set you want to add or
105. add account structure codes 6 Open General Ledger gt G L Setup gt Account Structures In the Structure Code field type a code to identify the new account structure and then press the Tab key You can use up to six alphanumeric characters for the code Tip To add a different code than the one displayed click the New button beside the Structure Code field Enter a description for the structure code using up to 60 characters If you want to use this code as the default structure code select Use As Company Default Structure Note After you have assigned a default structure you can change the default structure only on the Segments tab of the G L Options screen In the Choose The Segments To Be Added To This Account box highlight the segments to include in the account structure in the order you want them to appear and then click Include Click Add After adding account structure codes Use the Segment Codes screen to add the codes that are valid for each segment for example all the department codes division codes and so on Deleting Account Structure Codes You can delete an account structure only if no account uses it Before you start Make sure no accounts are using the structure codes you want to delete To delete an account structure code 1 2 Open General Ledger gt G L Setup gt Account Structures Use the navigation buttons or the Finder for the Structure Code field to display the struc
106. al Profiles ccoo limito tos trat dol 27 About Source Journals coito he dto ida ll et dea de da dde a e 27 Adding Source Journal Profiles ooooooccccccccccccccccccccccccccccococcnoccccnnccccnnccccnncccnos 28 Account Groups es 29 About Account GroupS 22 2 22 oie cece cece cece cece EE AET 29 Setting Up General Ledger to Use Account Groups 20 2222 e eee eee eee eee eee e eee e eee 30 Adding Account Groups 2 0 ccceceecccccccccecccccecececececeeeccceeeccceeecceeeteceeececeeeeaes 31 Changing Sort Codes reggae sl LA A eee een 2028 32 Revaluation Codes nes 32 Adding Revaluation Codes 0 0 2 coe e cece cnn cnn cnn cnn cnn nncnncnnnccnos 33 Deleting Revaluation Codes 2 2000 22 20 c ence cence cece cee eeeeeeeeeeeeeeeees 34 Optional Fields gt 2 2 sete Sako ta Toa e Se SS y coe cores E franc da Aree tin loa o dd ado eo SUP alas 34 About Optional Fields in General Ledger 200 2 c ccc cece ccc c ccc ceecceeeeceeeeeeeees 35 Value Set and Auto Insert Values 22 22 20 eee eee eee 39 Chapter 2 Adding and Maintaining Accounts ooo 41 Information Stored in General Ledger Accounts 0 2 00 222 000c cece cece eeeeeeeeeeeeeeeee 41 Adding ACCOUNTS a aa ot a etl eS en ig tle os fc ts coun te 42 Adding a New Account 22 220 cece cece ccc e ccc cece cece eee e cece eee eeeeeeeeeeeeeeeeeeeees 42 Specifying a Currency 2 00 2220 c cece cece cece cece eee e cece
107. ally 1 2 Open General Ledger gt G L Accounts gt Create Accounts Use the Finders in the From Accounts With Structure Code and Create Accounts With Structure Code fields to select a structure code on which to base the model accounts User s Guide 57 Chapter 2 Adding and Maintaining Accounts 3 Inthe Select Account Range area a Inthe Select By field specify Account Number Account Group or Sort Code Account Group b Inthe From and To fields enter the ranges for that selection 4 Select Default Subledger Details and Default Currency Details options optional 5 If you want to review existing accounts along with the accounts to be added select the Include Existing Accounts option 6 Use the table to specify the segments you want to create 7 Click Preview The program displays a message telling you how many preview accounts it created Note If your existing chart of accounts contains no accounts with the required segments in the specified range the program does not create any new accounts 8 Click Close to close the message 9 Use the G L Create Accounts Preview screen to Change the accounts before you add them permanently Change the accounts as follows You can change the entry in the Create field only if you have not yet processed the account If you do not want to create an account that is marked Yes for creation change the entry to No for the selected account by double clicking the Cre
108. ameters dialog box appears click the browse button select parameters for the report and then click OK Intelligence Reporting generates the report displaying the results on several tabs in an Excel workbook Tip For help on using Sage Intelligence Reporting click the Home tab This tab includes a variety of resources including links to YouTube videos the Sage Intelligence Community and the Sage Intelligence Knowledge Base 5 Click the tab that contains the version of the report that you want to view For example if you generated an income statement there are tabs for Actual YTD Actual vs Prior and Actual vs Budget 6 When you are satisfied with the results you can print the report by clicking File gt Print then selecting print options as usual You can also view and print reports using the Report Designer Open Intelligence Reporting gt Report Designer select a layout and enter parameters similar to the procedure for generating the report from the Report Viewer About Reporting Currency The reporting currency is a Currency Type option that appears in General Ledger to enable euro based companies operating in a European Monetary Union member state to report transaction amounts and account balances in their national currency while using the euro as their functional home currency The Reporting option is available only in multicurrency ledgers if the euro is your functional currency and you specified a reporting
109. and then record a realized exchange gain or loss at the time you are paid and convert that payment to your functional home currency If you have posted an unrealized gain or loss that amount is reversed when you realize the gain or loss G L Segment Codes Screen To open this screen Open General Ledger gt G L Setup gt Segment Codes Related tasks e About Setting Up General Ledger page 5 e Adding Segment Codes page 20 User s Guide 245 Appendix A General Ledger Screen Guides Overview e Printing the G L Segment Codes Report page 148 Use the G L Segment Codes screen to e Enter a list of valid segment codes for each of the segments you use in account numbers other than the account segment e Assign a separate closing account for each segment code in the table For example if your account numbers include a Department segment you would use the Segment Codes table to enter the codes and descriptions of each of the departments in your company If you close income and expense accounts at year end by department you could specify a separate closing account for each department code you add For more information see About Segment Codes page 19 Fields and Controls Segment Name Select a segment for which you want to add or review codes Note You use the Segments tab on the G L Options screen to assign Segment Codes table Closing Account If you are closing income and expense accounts by s
110. ant to post to the account at the current time User s Guide 173 Appendix A General Ledger Screen Guides For example you can use the Inactive status to ensure that no transactions are posted to an account you are planning to delete at the end of the year Structure Code If General Ledger uses more than one segment for account numbers you must specify the account structure to use when setting up an account Account structures determine which segments appear in an account number and the order in which they appear The structure code you specify for an account identifies the account structure and therefore the pattern or format that the account number must use Optional Fields Tab This tab appears if you have installed and activated Transaction Analysis and Optional Field Creator Optional Field and Description Use the Optional Field column to specify the codes for the optional fields that you want to add to the selected account After you select a code the description for that code appears in the adjacent field There is no limit to the number of optional fields you can use with an account However you can add only optional fields that you have first e Defined in Common Services e Specified as account optional fields using the G L Optional Fields setup screen When you enter an optional field code the program displays the description field entered for the optional field in Common Services Value and Descript
111. anties of merchantability fitness for a particular purpose or of non infringement No implied license is granted to you under any Sage intellectual property or trade secret right Sage reserves the right to revise supplement or remove information in this document at any time without notice to you or others Sage End User License http na sage com sage na eula Contents ss ieee ener eee ee ey eee ere oe See Ionn eee ster O 1 Chapter 1 Setting Up General Ledger oocccoocccococccccccccccccccccnnn 5 About Setting Up General Ledger oocccccccccccccccccccccccncccnoccnoccnoncncccnnncnnncnnncnnncnnncnoss 5 Step One Activate General Ledger for Your Database ooooccccccccccccccccccccccocccccoccccco 5 Step Two Select Configuration and Processing Options ccc ce eeceeeecceeeeceeees 5 Step Three Add Accounts 0 2 20 2 2c cece ccc cc cece cece cece eee e cece DIDDI PPDPP D o oo ororo n 6 Step Four Add Historical Data 00 000 o cece cece eee cece cece cece cece eeeceeeeeeees 6 About Designing Your General Ledger 00 220 co cece cece cece cece eee e eee e cece cece eeecceeeeeees 6 Designing a Chart of Accounts 0 200 200 c cece cece cece cece cece cece cece iarrar ranana nnana 6 About Fiscal Years and Periods 22 22 2002 oon 7 Current Fiscal Year 2 2ccccc cceeedese se Sees ey secede ee ei Ue seoabe ve oirir E reee ie S 8 Oldest Fiscal Year Starting Date _ 0 0 2200 o cece e
112. ar 268 Clear Saved Settings 268 Save Settings as Defaults 268 setup options 10 226 setup screens Account Structures 224 Optional Fields 226 Options 226 Recurring Entries 236 Revaluation Codes 243 Segment Codes 245 Source Codes 247 Source Journal Profiles 248 shortcuts 269 snapshots 29 and account groups 30 sort codes 32 changing 32 source codes overview 25 Source Codes report 216 printing 149 Source Codes screen 247 Source Currency Inquiry screen 186 Source Journal Profiles report 217 printing 149 User s Guide 289 Index Source Journal Profiles screen 248 fields and controls 248 Source Journal report printing 150 source journals 96 Source Journals report 28 217 structure codes adding 23 deleting 24 structures account 22 subledger control accounts 211 subledgers 164 T technical support 279 280 tools 269 Transaction Details Optional Fields printing 152 Transaction Details Optional Fields report 218 Transaction History screen 187 Transaction Optional Fields 164 transaction screens Batch List 249 Journal Entry 252 Post Batches 261 transactions 70 97 displaying 120 187 drilldown 121 importing 123 looking up 188 Transactions Listing report 220 printing 153 290 Sage 300 ERP General Ledger Trial Balance report 222 printing 156 U Unclassified Account Group 31 Upgrade Guide 279 vV Value Set field G L Optional Fields 39 Y year to date transactions entering for an
113. ar as long as you enter opening balances with detail lines later than January 1 1999 User s Guide 105 Chapter 4 Period End Procedures 3 Using the closing balance from all financial reports to enter opening balances in euro You can add opening balances to the first period of the new fiscal year If you convert to the euro immediately after closing a year you need to transfer only balance sheet balances to the new general ledger Switching the Accounting Method for Foreign Currency Translation In this topic we use an example to explain the procedure for switching the gain loss accounting method for currency translation Very broadly the steps are 1 Select the new method on the Options tab of the Company Profile 2 Create new accounts and modifying existing revaluation codes or create new codes in General Ledger 3 In Accounts Payable and Accounts Receivable modify current account sets or create new account sets for any multicurrency account sets Example e Sample Company Ltd is a multicurrency company Its functional currency is Canadian dollars In the fiscal year 2019 Sample Company Ltd used the Realized and Unrealized Gain Loss accounting method The company revalues balances of monetary accounts once a year There is only one US customer and as of December 31 2019 their balance in USD is 1 000 00 with CAD equivalent of 1 500 00 Sample Company Ltd maintains a USD bank account with a balance in the
114. ased on the quantities that were distributed 72 Sage 300 ERP General Ledger Maintaining Accounts Important All accounts must maintain quantities and they must use the same unit of measure c List the accounts to which you are allocating balances together with the reference description and percent of the account balance or quantity that you want to assign to each transaction detail When you have finished defining the reallocations click Save Deleting an Account You cannot delete a General Ledger account unless The current year opening and current balance for the Actual fiscal set of the account are both zero No transactions have been posted to the Actual fiscal set of the account in the current year The account is not assigned as the Default Closing Account on the G L Options screen These restrictions preserve the integrity of your data and preserve the audit trail You can delete an account with quantities in the Quantity fiscal set and with amounts in any of the budget fiscal sets Before you start Make sure that The account is inactive The account is not used as a retained earnings account Note that General Ledger will not check if the account is a closing account for a segment code you must do that yourself The account does not receive amounts automatically reallocated from another account If it does assign a different reallocation account for the other account The beginning and cur
115. atch listings posting journals and the G L Transactions Listing If you do not consolidate the transaction detail references are also listed on source journals If you print source journals by reference you can use the same reference for all details in an entry so all details from the entry are grouped together Source Code Specify the source code to use for the entry This source code is used as the default for all detail lines in the entry but you can enter a different source code for a detail line if necessary If you use different source codes for individual detail lines the separate details in an entry can appear in different source journals Source ledger and Source type Specify a source type for the detail You can enter a different source ledger and type for each detail line if necessary If you use different source types for individual detail lines the separate details in an entry can appear in different source journals By default the detail line source ledger and type is the same one that you selected for the entry Detail Table Multicurrency Fields Currency Specify the source currency of the debit or credit amount you are entering If you enter the code for the functional home currency General Ledger enters a rate of 1 000 for the detail Note You use the G L Accounts screen to specify which currencies can be posted to the account User s Guide 259 Appendix A General Ledger Screen Guides Functiona
116. atches The following conditions apply when editing journal entries and batches You cannot edit entries in batches that are set Ready to Post see the Status field at the upper right side of the screen You cannot edit entries in batches that have been deleted or posted However you can automatically create a reversing entry in a new batch You can edit batches that have been provisionally posted and then post the revised batches You can edit imported batches only to the degree you specify for the Edit Imported Entries option on the Posting tab of the G L Options screen You can allow editing of all fields the fiscal period only or prevent any editing Fields and Controls Auto Reverse If you want this transaction to be reversed in a future fiscal period select the Auto Reverse option and then specify a period to which to post the reversal General Ledger will automatically create a reversing entry by reversing the signs of all the details for this journal entry and it will post the reversing entry to the specified fiscal period Both the original and reversing entries are posted when you post the batch User s Guide 253 Appendix A General Ledger Screen Guides The date on the reversing transaction is the first day of the specified reversal period The description is REVERSING ENTRY Note e You can create and post reversing entries that span the previous and current fiscal years e If you want to create a
117. ate field or by selecting the field and pressing the spacebar If a preview account is based on a subledger control account you can view or change the information that will be added to the Subledger tab on the new G L Account record by clicking the Subledger button You can also double click the Control Account field for any account whose control account attributes you want to change If a preview account is based on a multicurrency account you can view or change the information that will be added to the Currency tab 58 Sage 300 ERP General Ledger Adding Accounts of the G L Account record by clicking the Currency button You can also double click the Default Currency field of a multicurrency account to change the default currency for the account Specify optional field information for the accounts to be created The program assigns to the new accounts the optional accounts fields and optional transaction details fields set for the model accounts using the segment specified in the Default Options From field The Optional Fields column on the preview screen indicates whether optional account fields will be assigned to the new account To view the optional account fields that will be assigned to a new account highlight the account then click the Optional Fields button to open the new Preview Account Optional Fields screen To view the transaction details optional fields to be assigned to a new account highlight the account
118. ave posted to General Ledger accounts e Account description Report Body The body of the report lists batches sequentially For each batch the report lists the batch number the batch description the creation date the status the batch type all entries in the batch the batch total and the account description The first two characters of the source code identify the source ledger for example IC for Inventory Control The last two characters identify the transaction type for example RC for receipt Any comment lines you entered with an entry detail are listed immediately after the detail These comments appear on the posting journal but are not stored with posted transactions in other words they do not appear ina source journal or on the G L Transactions Listing Batch totals are listed after the batch entries The report also lists the number of entries in each batch and the number of batches in the report If you have a multicurrency ledger you can print amounts in both functional currency and source currency If you print source currency information the report also contains rate information for each multicurrency entry including the rate type the date the rate was entered and the rate itself The account description is included on the report User s Guide 207 Appendix A General Ledger Screen Guides Optional fields that were posted with details are printed for each entry if you chose to include optional
119. ccount Structures Create Accounts with Structure Code Type the structure code to be used by the new accounts or select it using the Finder The structure code must contain the segments you want to include in the new accounts and it must contain all of the segments used in the structure code you entered in the From Accounts With Structure Code field You can enter the same structure code in both fields as long as you already have some accounts that use this structure code From Accounts with Structure Code Type the structure code for the accounts that the new accounts will be based on or use the Finder to select it User s Guide 183 Appendix A General Ledger Screen Guides The program adds new segments or segment codes to the model accounts giving the new accounts the same properties as the accounts on which they are modeled Example You might generate new accounts 1000 300 10 and 1000 300 20 using account 1000 300 as the model The new accounts will contain the same first two segments Detail settings and if you choose Currency and Subledger settings as the model account Table Create New This field lets you choose whether to add new accounts for segment codes that are not used in the set of model accounts If you select No the new accounts will use only the segment codes that are used by the model accounts To change the value to Yes or No double click the field or with the Create New field selected
120. ce 0000000000000000 ee eee ee eee cece e eee ceeeeeeeeeees 85 Setting Up Recurring Entries cele c ccc e cece cece cece ceeeeeceeeeeceeeeeeeeeees 85 Reversing a Posted Batch or Journal Entry 0 00 2222 0 2200 e cece cece cece cc ceeeeeceeeeeeees 87 About Viewing Batch Information 0 00 c lec cee eee cceceeeeee ee eee ee ences eeeeeeeeeeeeeaes 89 About Importing Batches 2 2 200 o coe cece cece cece eee ee cece eee cnn eeeeeeeeteeeeeseee 90 Importing Batches from Another Location 0 2200 22 ccc cece cece cece eceeeceeeeeeees 90 Importing Batches from Non Sage 300 ERP Programs 220 2220 e2eeeeeeeee eee 91 User s Guide v Contents Chapter 4 Period End Procedures aossen 93 Performing Period End Maintenance 2 0 2 cece ccccececcecccccecccceeccccceccceeeccceeececeeeeaees 93 Performing Year End Processing 20 2200c220cccceecceceec ccc ececeeeeeeeeeeeeeeeeeeteeeeeeesees 94 About Consolidating Transactions 22 20200 20 ccc e eee e cece ee eeececeeeeeeeee 95 About Source Journals and Consolidation _ 22 20 0020 0 20 96 Effects of Consolidation 2c oe ssrccceoesxed ates its Bool get let 96 Consolidating during Posting 22 0 occ cece cece cence cece eee e cece eee eeeeeeeeeeeeeeees 97 Recovering Disk Space after Consolidation 00 02 20 ccc cece cece cece e cece eceeceeceess 97 Consolidating Transactions
121. ce in those periods Detail Table Account Specify the account to which the detail will be posted Note e Before you can enter and post a transaction the status of the account to which it is posted must be set to Active on the G L Accounts screen e You cannot select an account for which the Post To Account field has been set to Prohibited Account Description This field displays a description of the account 256 Sage 300 ERP General Ledger Transactions Screens Comment Add an optional comment to identify or explain the detail Comments are printed on the Batch Listing and Posting Journals but they do not appear on any other reports Source Credit Enter the amount of the credit For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Credit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency Tips e Toreturn to the Debit field you can press Shift Tab e If you enter multicurrency transactions frequently move the functional currency columns to place them beside the source currency Date In a journal entry transaction you can choose to post a transaction to a different fiscal period than what was entered as the transaction date For example you could enter June dates in the transaction detail lines
122. cies User s Guide 45 Chapter 2 Adding and Maintaining Accounts Which currencies you want to revalue automatically for the account if any Double click or press the Spacebar to turn on Revaluation for a particular currency 4 Click Save Assigning Optional Fields to an Account In General Ledger you can assign an unlimited number of optional fields to an account to store additional information that your company wants to track for the account e Account Optional Fields Account optional fields provide a convenient means to customize your General Ledger system by letting you store an unlimited number of additional pieces of information with account records e Transaction Optional Fields General Ledger also retains optional field information for transactions including those created in other Sage 300 ERP modules and sent to General Ledger if the optional fields used in the transaction details match those used in General Ledger General Ledger includes transaction optional fields assigned to an account and their default values when you use the account in a journal entry detail You can edit or delete optional fields in journal entry details whether the entries are added manually in Journal Entry or generated automatically in General Ledger using Create Allocation Batch Create Revaluation Batch or Create Recurring Entries Batch or in a Sage 300 ERP subledger Note Transaction optional fields are maintained at the detai
123. cies to different accounts Alternatively different revaluation codes may have different source codes assigned to them 244 Sage 300 ERP General Ledger Setup Screens Source Code Specify the source code that will be assigned to all transactions generated for accounts that use this revaluation code Unrealized Exchange Gain Account Specify the account to which you will post any gain resulting from the functional equivalent of a source currency balance being revalued ata different rate of exchange than was in effect when you initially recorded transactions The amount is an unrealized gain because it is theoretical only For example if you are revaluing a receivables account you record an unrealized gain or loss when you revalue a currency and then record a realized exchange gain or loss at the time you are paid and convert that payment to your functional home currency If you have posted an unrealized gain or loss that amount is reversed when you realize the gain or loss Unrealized Exchange Loss Account Specify the account to which you will post any loss resulting from the functional equivalent of a source currency balance being revalued ata different rate of exchange than was in effect when you initially recorded transactions The amount is an unrealized loss because it is theoretical only For example if you are revaluing a receivables account you record an unrealized gain or loss when you revalue a currency
124. click Clear to abort the process Some accounts may have been added to your Chart of Accounts When processing is successful click Close to close the message A message asks whether you want to clear the temporary file You must clear the preview accounts before you can create another set of accounts If you click No you are returned to the G L Create Accounts screen but as before all the fields are dimmed Click Clear to delete the temporary file so that you can create a different set of accounts in the future After creating accounts automatically Print your new chart of accounts and file it for reference Budgets Create and set up budgets for your General Ledger accounts About Fiscal Sets General Ledger stores the totals of all transaction amounts for each account in records called fiscal sets General Ledger automatically adds the fiscal sets you require when you post transactions to general ledger accounts create new fiscal years set up budgets and otherwise create account data for current and previous years A fiscal set contains the following data The opening balance for the year an adjustment amount and a closing entry The net changes for periods 1 through 15 for the year The net changes resulting from adjustments for the fiscal year end The net changes resulting from transferring income and expense account balances to retained earnings closing entries 60 Sage 300 ERP General Ledger Budgets
125. cluded with each subledger transaction These first two characters must match the subledger codes For example all transactions created by Accounts Receivable use source codes that begin with AR Maintain Quantities General Ledger lets you keep statistical information with financial and budget information for accounts If you selected the Maintain Quantities option for the General Ledger you can specify the accounts to which quantity information such as the number of units purchased or sold can be posted Each account that maintains quantities stores a financial balance anda quantity balance for each fiscal period You can post a quantity to the quantity fiscal set each time you post a financial transaction to the account Quantity information is maintained for as many years as financial information for accounts Example A common use for the quantity fiscal set is to keep a sales quantity with each sales transaction Note Unlike financial information quantity information has no balancing requirements that is credits are not required to equal debits within a journal entry User s Guide 171 Appendix A General Ledger Screen Guides Multicurrency Accounts This option lets you maintain balances for an account in more than one source currency To create multicurrency accounts you must e Have purchased and installed Sage 300 ERP Multicurrency e Select the Multicurrency option for the company on the Company Profile s
126. count Groups page 30 e Changing Account Information page 69 e Deleting an Account page 73 Overview Use the G L Accounts screen to e Add new accounts to the general ledger e Change information for existing accounts 162 Sage 300 ERP General Ledger Accounts Screens e Delete accounts which you no longer need e Print the chart of accounts Depending on the options you select this screen can include several tabs of information about the general ledger account you are adding or displaying Note e Tosee multicurrency options you must purchase and install Sage 300 ERP Multicurrency e To use optional fields you must purchase and activate Sage 300 ERP Transaction Analysis and Optional Field Creator e To maintain quantity and currency information for an account you must select the options for the company in the G L Options screen Allocation Tab This tab appears when you select the Auto Allocation option on the Detail tab for an account Options you select on the Allocation tab determine how General Ledger distributes the balance of an account when you run Create Allocation Batch in the G L Periodic Processing folder Currency Tab Details Tab This tab is available only if the Multicurrency option is selected e On the Company Profile screen in Common Services e On the G L Options screen e For the account on the Detail tab of this screen The Currency tab lets you specify which currencies are
127. count by clearing the Rollup option on the Details tab Subledger Tab This tab appears when you select the Control Account option on the Detail tab Use the Subledgers tab to specify which subledgers use the account as a control account Transaction Optional Fields Tab The Transaction Optional Fields tab appears only if you use Transaction Analysis and Optional Field Creator You can use this tab to add an unlimited number of optional fields for additional information that you want to include with transactions processed for a selected account 164 Sage 300 ERP General Ledger Accounts Screens Transaction details that use the account will include the optional fields on this tab whether you enter the transactions through Journal Entry Create Allocation Batch Create Revaluation Batch or the Create Recurring Entries Batch screen or you create them for General Ledger in a Sage 300 ERP subledger If you use exactly the same optional fields in the subleders optional field information passes from the subledgers to General Ledger Fields and Controls Buttons Replace Optional Fields To use the same optional fields for transaction details as you use for the account click the Replace Optional Fields button Providing you have set up matching optional fields for accounts and transaction details in G L Optional Fields the program replaces optional fields on the Trans Optional Fields tab with optional fields that match those use
128. count segment options using the G L Options setup screen Default structure code Account segment Segment delimiter Segment description table Segment number Segment name Length Use in closing Yes No For more information see About Account Segments page 17 User s Guide 11 Chapter 1 Setting Up General Ledger General Ledger Posting Options You specify the following posting options using the G L Options setup screen e Lock budget sets e Allow posting to previous years e Allow provisional posting e Force listing of batches e Years of fiscal sets e Years of transaction detail e Edit imported entries e Default source code For more information see About Transaction Processing in General Ledger page 75 About General Ledger Security G L Security is a feature of General Ledger that lets you limit the accounts that individual users can view or work with to minimize the risk of unauthorized activity With G L Security you can e Assign account access rights to individual users to control which accounts they can view and work with e Block off entire account segments or only the most sensitive accounts for example Payroll Sales Retained Earnings Common Stock and Preferred Stock Default Account Access You select the option to use G L Security and set a default level of access to accounts using the Account tab of the G L Options screen You can set the default account access as follows e All Accounts
129. count tab a Select the G L Security option b From the Default Access list select the default level of account access to permit all users You can set the default account access as follows All Accounts Allows all Sage 300 ERP users unrestricted access to General Ledger accounts unless you set up restrictions in the G L Account Permissions screen Note You do not require permission for all accounts to perform periodic maintenance functions such as deleting inactive accounts However occasionally you may find that you cannot edit or delete a structure code segment or source code because it is used by an account that you cannot see In this case a user with access to all accounts must modify the accounts that use the code or segment No Accounts Prevents all Sage 300 ERP users except user ADMIN from seeing accounts and account data in General Ledger and subledger applications unless you grant individual access rights to accounts in the G L Account Permissions window If you choose No Accounts other Sage 300 ERP users cannot enter Accounts Receivable invoices or post transactions unless you assign them permissions 3 Click Save 4 Close and then reopen your company database After turning on G L Security Use the Account Permissions screen available in the G L Accounts folder to set up account permissions for users 16 Sage 300 ERP General Ledger Account Segments Account Segments An account number consists
130. counts gt Source Currency Inquiry Related tasks Viewing Source Currency Balances for a Multicurrency Account page 119 Use the G L Source Currency Inquiry screen to e Display all source currency account balances for a multicurrency account as well as the equivalent amounts in the functional currency e Display all reporting currency account balances for a multicurrency account Note If the euro is your functional currency and you specified a reporting currency this screen displays a column with amounts shown in the reporting currency 186 Sage 300 ERP General Ledger Accounts Screens e Display source currency account balances for rollup accounts Rolled up amounts appear in the Source Balance and Equivalent Balance columns when you select the Use Rolled Up Amounts option e Drill down to Transaction History to show individual transactions G L Transaction History Screen Overview To open this screen Open General Ledger gt G L Accounts gt Transaction History Secondary screens G L Journal Entry Inquiry Screen page 188 Related tasks Looking Up Transactions Posted to General Ledger Accounts page 120 Note For an Intercompany Transactions company this screen is called ICT G L Transaction History Inquiry and has an extra field labeled Company Use the G L Transaction History screen to e Display all transactions posted to selected account in a particular year and fiscal period unless transacti
131. counts outside that group For maximum security you can block your entire chart of accounts to all Sage 300 ERP users except the ADMIN user You can test the effects of the G L security options you select by logging on to Sage 300 ERP as a user other than ADMIN and checking which accounts are visible in the General Ledger Chart of Accounts screen If you selected No Accounts you will not see any account numbers in the Finder or in the Chart of Accounts screen G L Security and Rollup Accounts If you are using G L Security and want to create rollup accounts you must have access rights to view all member accounts of the rollup account in order to view the rolled up balances in the higher level account If a roll up account is accessible under the user s security rights all of its member accounts are also assumed to be accessible User s Guide 13 Chapter 1 Setting Up General Ledger How Access Restrictions Affect Sage 300 ERP Users Account access restrictions affect Sage 300 ERP user activities in the following ways e Account lookup and inquiry Users cannot look up restricted account numbers in Finders or perform account inquiries in General Ledger If users enter restricted account numbers into fields they will see an error message stating that the specified account does not exist in the General Ledger e Adding new accounts Users cannot add new accounts that fall within a restricted segment range e Posting and othe
132. creen e Select the Multicurrency option for General Ledger on the G L Options screen e Select the Multicurrency option for each account on the Account Detail tab of the G L Accounts screen To assign currencies to an account you use the Currency tab of the G L Accounts screen Important You can switch an account from single currency to multicurrency at any time However once you turn on the multicurrency option for an account you cannot turn it off again You can effectively turn off multicurrency for any account by restricting the posting currencies to your functional currency on the Currency tab of the G L Accounts screen Normal Balance This setting lets you specify whether the account balance is usually a debit or a credit amount For example most asset and expense accounts normally maintain debit balances whereas most liability income and retained earnings accounts normally maintain credit balances The normal balance type can be used on inquiries and reports as selection criteria and they can help you distinguish between asset and liability accounts balance sheet accounts and income and expense accounts P amp L accounts You can also make use of the normal balance for two column accounting in financial statements It does not affect account postings 172 Sage 300 ERP General Ledger Accounts Screens Post to Account When you set up an account you specify whether debit and credit transaction detail
133. ctures 22 account options 163 227 Account Permissions screen See also G L Security fields and controls 160 account security See Account Permissions screen Index account segments 20 227 228 specifying options for G L 228 used in account structures 22 account structures 20 adding structure codes 23 deleting structure codes 24 Account Structures report 205 printing 136 Account Structures screen 224 fields and controls 225 account types selecting for an account 44 using to select rollup account members 50 accounts 17 163 186 187 244 adding 42 adding details 43 allocating automatically from 44 allocating by quantity 44 assigning optional fields to 44 breakouts 20 22 defining as normal balance 44 designing a chart of accounts 6 importing data for 123 information stored with 41 multicurrency 163 natural 20 permissions 160 structure code for 43 User s Guide 283 updating account records 69 Accounts screens Account History 159 Account Permissions 160 Accounts fields and controls 165 Accounts screen 162 Budget Maintenance 177 Chart of Accounts 180 Create Accounts 181 Fiscal Set Comparison 185 Source Currency Inquiry 186 Transaction History 187 activating 5 6 10 actual fiscal set 61 allocating automatically 72 allow provisional posting 9 assigning optional fields to accounts 35 auto allocating 72 balances allocating 162 batch 73 228 batch list 89 Batch List screen 249 Batch Listing report
134. currency Printing Tips Select report printing options and print destinations Report Printing Options You can print Sage 300 ERP data in a variety of reports to view key information Printed reports also serve as a source of backup information in case your data is damaged on your computer User s Guide 131 Chapter 7 Printing General Ledger Reports Sage 300 ERP provides four destinations for printing reports You can e Print directly to a printer to laser printers on 8 5 x 11 paper or to dot matrix printers to obtain permanent copies of the information e Display the information on your screen for a quick review e Print to a file that you can save print later or import into another program e Print to an e mail to send to another user or office For instructions on specifying the print destination for Sage 300 ERP reports see Selecting a Print Destination page 132 If you print reports to a physical printer you can also specify a particular printer to use for printing a report For instructions see Selecting a Printer for Reports page 134 Selecting a Print Destination You can print Sage 300 ERP reports to a printer to the screen to a file or as an attachment to an e mail message Note You must be assigned to a security group that has authorization to change the print destination or the only destination available will be a physical printer To set the Sage 300 ERP print destination to Printer Note
135. currency only Note The Reporting option is available only in multicurrency ledgers if the euro is your functional currency and you specified a reporting currency G L Transaction Details Optional Fields Report To open this screen Open General Ledger gt G L Reports gt Transaction Details Optional 218 Sage 300 ERP General Ledger Reports Screens Fields Related tasks Printing the G L Transaction Details Optional Fields Report page 152 Overview Use the G L Transaction Details Optional Fields report to select and print transactions that use specified optional transaction fields and optional field values The report lists posted transactions that include the specified optional transaction fields whose values fall within the specified range of values for the selected accounts Information Printed on This Report The following information is printed on the report e The range of optional fields and values account numbers segment codes account groups or account sorted groups you specified for the report e The order in which accounts are listed by account number segment account group or account sorted group e The following transaction information about posted transaction details that meet the specified criteria Posting sequence Batch number Year and period Optional field codes and values Debit or credit amount Quantity Unit of measure e The total of the details posted to each account e In multicurre
136. d in the allocation When you process the allocation if the specified optional fields match the transaction optional fields defined for the accounts used in the allocation the optional field information is included in the journal entry for the accounts User s Guide 37 Chapter 1 Setting Up General Ledger e Create Revaluation Batch The Optional Fields column on this screen indicates whether optional transaction details fields have been defined for the exchange gain account or the exchange loss account for a selected revaluation code If at least one optional transaction field is defined you can add or delete optional fields for a revaluation batch Note You can add only optional transaction fields that are defined for the exchange gain and exchange loss accounts assigned to the revaluation code Optional field information specified for the revaluation is included in the journal entry details generated for an account only if the optional fields in the revaluation match the optional transaction fields defined for the exchange gain or exchange loss accounts e Recurring Entries Setup screen The Optional Fields check box on this screen indicates whether transaction optional fields are defined for the account used in a recurring entry detail You can add or delete optional fields for the recurring entry Note You can add only transaction optional fields that are defined for the account e Create Recurring Entries Batch Recurring en
137. d on the Optional Fields tab If an account optional field has no matching transaction optional field in the G L Optional Fields setup screen the field is not used for transaction details Currency Click this button on the Rollup tab of the G L Accounts screen to view currency information about a selected member account You can see source and equivalent balances for source currencies associated with this account This button is available only for multicurrency accounts Copy After previewing the rollup accounts you selected in the G L Account Selector screen click this button to add the accounts to the Rollup tab Preview Click this button to view the rollup member accounts you selected on the G L Account Selector screen Rollup Zoom If rollup accounts have been assigned to a member account on the Rollup tab the Rollup field in the table displays Yes User s Guide 165 Appendix A General Ledger Screen Guides Click the Rollup Zoom E button to view the accounts assigned to a member account you select on the Rollup tab The G L Rollup Accounts screen appears where you can view or add member accounts for the selected account Show Hide Tree Click this button to show or hide a list of all rollup accounts with their member accounts listed in tree format Account To display an existing account type the account number in this field or use the Finder or the navigation buttons to select it If you are creating a
138. del accounts If you do not select the option the new accounts will use the multicurrency option if the model account also uses it However the Post In currency option for the new account will be set to All Currencies and the default currency will be set to the source currency This option is available only in multicurrency ledgers Default Subledger Details Select this option if you want the new accounts to use the same control account options as the model accounts Include Existing Accounts Select this option if you want to display existing accounts in the Create Accounts Preview screen 182 Sage 300 ERP General Ledger Accounts Screens Note If an account already exists in your chart of accounts General Ledger does not overwrite it when you create the new accounts Select Account Range From To Account Group If you selected Account Group in the Select By field specify the range of account groups to which you want to add new accounts From To Account Number If you selected Account Number in the Select By field specify the range of account numbers to which you want to add new accounts Segment Name Segment Code If you selected Segment in the Select By field specify the segment name and code for which you want to add new accounts Select By Select the range of accounts into which you want to insert the new accounts You can select a range of account numbers accounts segments or account groups Select A
139. des e Select a batch for editing deleting printing posting or provisional posting e Print batch listings and batch status reports e Print posting journals double click the Posting Sequence column e Print posting error reports double click the Number of Errors column Tip If other users are posting batches or editing batch information click the Refresh button to see changes Viewing Batches and Batch Information You can use the following fields and options on this screen to specify batches to view e Batch Number Select a batch number to highlight the row for that batch in the table e Source Ledger View batches from a single subledger e Show Posted and Deleted Batches View or hide posted and deleted batches Batch information appears in the table Information displayed for each batch includes e Batch number e Description e Source ledger e Type Imported Entered Subledger Generated or Recurring e Status Batch statuses include Open Batch is unlisted or is an edited batch that has not been relisted 250 Sage 300 ERP General Ledger Transactions Screens Deleted Batch was deleted Deleted batches appear only if you select the Show Posted And Deleted Batches option Ready To Post Batch is completed and ready to post Posted Batch has been posted Posted batches appear only if you select the Show Posted And Deleted Batches option Post In Progress Batch is being posted now from a
140. dify your reports If you define 10 segments it is unlikely that any of your account numbers will contain all 10 e You can use up to 15 characters in a single segment e Individual account numbers can contain from one to ten segments and you can vary the number and order of segments used in account numbers in the same general ledger User s Guide 17 Chapter 1 Setting Up General Ledger The following chart shows a typical segment organization Account code Department Division Account Number Format One segment of the account number is called the account segment This segment identifies the exact purpose of the account such as petty cash You specify the number of the account segment in the Account Segment field on the Segments tab of the G L Options screen Every account number and account number structure you add must include the account segment Other account segments can identify divisions departments warehouse locations and so on The delimiter character is used to separate the segments of the account number during entry and display and on reports making it easier to read You can use each account number segment you define to select and sort accounts that appear on reports and inquiries If your account numbers have two defined segments you might have the following petty cash account numbers Dept Seg Account Number Account Description 15 1000 Petty Cash Office 20 1000 Petty Cash Plant 25 100
141. dod A eh ee ler eh eee tact ted 280 How can we help yOu 22 oo ccc cece cece cece ceeececcceeeteccecceeecenctcceeeteteteceeees 280 E AAA RU RESON EIR NUE RENNIE TEE 283 x Sage 300 ERP General Ledger Introduction Whatever the size of your business General Ledger can handle all your financial record keeping and reporting needs You use General Ledger to set up and maintain your general ledger accounts to enter or transfer transactions from various sources and to print a number of general ledger reports including a chart of accounts trial balance posting journal and transactions listing You use Sage 300 ERP Intelligence Reporting which comes with Sage 300 ERP to print financial statements such as balance sheets and income statements You can also use Financial Reporter which comes with General Ledger to print financial statements and to produce comprehensive management reports General Ledger supports multicurrency accounting integrates extensively with other Sage 300 ERP programs and supports import and export of transaction data for use with other programs The General Ledger User s Guide contains the following chapters e Chapter 1 Setting Up General Ledger Set up records and specify options that determine how General Ledger processes transactions and interacts with other Sage 300 ERP modules e Chapter 2 Adding and Maintaining Accounts Use General Ledger Accounts screens to set up and maintain your c
142. e account e Account Optional Fields Account optional fields provide a convenient means to customize your General Ledger system by letting you store an unlimited number of additional pieces of information with account records e Transaction Optional Fields General Ledger also retains optional field information for transactions including those created in other Sage 300 ERP modules and sent to General Ledger if the optional fields used in the transaction details match those used in General Ledger General Ledger includes transaction optional fields assigned to an account and their default values when you use the account in a journal entry detail You can edit or delete optional fields in journal entry details whether the entries are added manually in Journal Entry or generated automatically in General Ledger using Create Allocation Batch Create Revaluation Batch or Create Recurring Entries Batch or in a Sage 300 ERP subledger consolidate posted transactions any optional field information stored for the transactions is deleted In General Ledger setting up optional fields is a three step process You must 1 Set up system wide optional fields in Common Services Before you can use optional fields in General Ledger you must define optional fields for your Sage 300 ERP system using the Optional Fields screen in Common Services For more information about setting up optional fields in Common Services see the System Manager help
143. e account will cause problems in your General Ledger if you post batches to a prior year for the account Account Group You can change the account group in an account record at any time You can turn account groups on or off in the G L Options screen at any time Any accounts that are added when account groups are turned off will belong to the Unclassified Account Group Auto Allocation You can change the information on the Allocation tab of the screen at any time Multicurrency option You can turn this option on at any time if you have installed the Sage 300 ERP Multicurrency module If you select the option for an account you can post transactions to the account in more than one currency Once you turn on the option you can specify that the account accepts transactions from all currencies defined in Common Services or from specific currencies only Maintain Quantities You can turn this option on at any time Control Account You can turn this option on at any time You can add subledgers if you use the account for more than one subledger You can post transactions from only the specified subledgers 4 When you have finished updating the account click Save 70 Sage 300 ERP General Ledger Maintaining Accounts Closing Accounts to Specific Segments A closing account is a retained earnings account to which you post the difference between the sums of revenue and expense account balances when you close these accounts at
144. e revaluation takes place Example Revaluing the balances in accounts in a single fiscal period creates a single set of transactions one transaction to post the revaluation and one to reverse it Revaluing a range of periods creates a set of transactions in each period and allow you to print statements that include the revaluation in each of the periods J E Date Specify the journal entry date that will be entered with each transaction created by the G L Create Revaluation Batch screen Optional Fields Select or enter an optional field code that you have set up in Common Services When you enter the optional field code the program displays the description for the optional field Rate Date This field displays the date associated with the exchange rate Each exchange rate in a currency table appears with a date Sage 300 ERP selects exchange rates for transactions based on the rate type and the rate date Rate types tell Sage 300 ERP whether to require a rate with the current date or accept a rate with the closest earlier or later date Tip A recent date indicates that your currency tables are up to date You can override the rate and the date if needed Revaluation Code Specify the revaluation code to use Revaluation codes provide General Ledger with the following information 202 Sage 300 ERP General Ledger Periodic Processing Screens e Rate type e Source code for transactions e Exchange gain account e E
145. e shows the relationships between accounts e To hide the tree click the Hide Tree button e To view the tree click the Show Tree button e You can double click an account number in the tree to open the G L Rollup Accounts screen where you can add member accounts to the rollup account You can also open the G L Rollup Accounts screen from the table in any of the following ways e By double clicking the member account e By highlighting the account and then clicking the Rollup zoom button e By highlighting the account and then pressing Shift F9 Note An account cannot be a rollup member of itself If an account exists on the Rollup tab you cannot add it again To view details about the currency of a multicurrency member account highlight the account on the Rollup tab and then click the Currency button Note Member accounts of a rollup account cannot be multicurrency unless the rollup account itself is also multicurrency Multicurrency transactions of rollup member accounts must be rolled up properly to their parent rollup accounts Therefore if any member of a rollup account is multicurrency the parent rollup account must also be multicurrency Adding a Rollup Account A rollup account lets you consolidate or roll up account balances and quantities if applicable to provide a summary balance and it can be used for 48 Sage 300 ERP General Ledger Adding Accounts classification budgeting and reporting Before yo
146. e Account Groups option If you plan to use the Income Statement or Balance Sheet snapshots ensure that group categories are assigned to all account groups You assign categories using the Account Groups screen For more information see Adding Account Groups page 31 Assign each General Ledger account to an account group You use the G L Accounts screen to assign accounts individually to account groups You can use the Other account group for accounts that you want to exclude from your balance sheet and income statement You can use the Unclassified account group if you don t want to specify an account group whenever you create an account The default sort code for the Unclassified Account Group is ZZZZZZZZZZZZ but the group code is blank If you do not use account groups the program assigns accounts to the Unclassified account group internally Adding Account Groups If you use account groups in General Ledger you must assign every account to a group a blank account group code To add your own account groups 1 2 Open General Ledger gt G L Setup gt Account Structures In the Account Group field enter up to 12 characters to define the account group code The code can consist of alphabetical or numerical characters or a combination of both User s Guide 31 Chapter 1 Setting Up General Ledger The standard account groups are numbered 01 to 26 You can continue the sequence or create a differ
147. e Common Services currency tables choose All Currencies Revaluation Specify whether to revalue the balance of this account for a selected currency when you create a currency revaluation batch You must then specify a revaluation code for the currency 168 Sage 300 ERP General Ledger Accounts Screens Note If you select No you can still revalue account balances by forcing revaluation when you run the Create Revaluation Batch program Revaluation Code A multicurrency General Ledger allows you to record amounts in more than one currency and automatically converts these amounts to the functional home currency of your company during transaction entry and posting As currency rates fluctuate you need to revalue account balances at current rates particularly at period and year end or before printing financial statements and reports Revaluation codes provide General Ledger with e The rate type e The source code for transactions e The exchange gain account e The exchange loss account You use the Revaluation Codes screen in the G L Setup folder to define revaluation codes Source Currency The currency in which a transaction is processed Detail Tab Account Group Use the Finder to select an account group Account groups are used to organize accounting information on reports or in data snapshots by standard classifications such as Cash and Cash Equivalents Other Current Assets or Shareholders Equity If
148. e General Ledger application Click the Data Activation icon in the Administrative Services folder to start the activation Activation requires the following information e The current fiscal year e The starting date of the oldest fiscal year for which you want to keep data Note Make sure you enter the starting date for the first period in your fiscal year For example if your year starts in April specify April 1 of the first year that you want data General Ledger creates a calendar for the year before the oldest year you specify so you can post the opening entries for the oldest fiscal year Step Two Select Configuration and Processing Options Decide on the options you need including whether to use the sample chart of accounts shipped with General Ledger whether to use account groups how many account segments to use what account segments to use whether to print batches before posting whether to allow posting to previous years User s Guide 5 Chapter 1 Setting Up General Ledger Use the following screens in the G L Setup folder to select options and configure General Ledger e First use the G L Options screen to select basic processing options and define all the segments used in your General Ledger account numbers e Next use the Segment Codes screen and then the Account Structure screens to define a structure for your chart of accounts Note After adding segment codes and account structure codes open
149. e Journal Profiles Screen 20 200 0 020s 248 TRANSACHIONS SCrEEMS 2 5 4 2 23f iJ Re at es oh eee a ae ae tat dt ce al 249 G EiBateh List SCREEN ista a a ld tn ata ta alta 3 249 G L Journal iEntry SCS rr e ol edad 252 G L Post Batches Screen ii A e oe O add o 261 Appendix B General Ledger Security ocioso 263 General Ledger Security Authorizations 20 020 2200 c cece cece cece cece cece eeeeeeeeeeeee 263 Appendix C Data Entry Tools Tips and Shortcuts 267 Menu Gomimand S 32 o n2 28 2G d axehsteie wes novice t pose bande eind ox 267 File MU nn nn 267 Settings MENU urraca iaada 268 AAA A Ae ait teenth eotl 269 Data Entry Tools and Shortcuts 2 000000 cece ccc cece ence ccc ceececccceecencceecceceteceeeeeees 269 Working with Detail Entry Tables 2 2000 2 2000 c ccc cence eee e cece eee ceceeceeeeeees 275 Keyboard Shortcuts for Detail Tables 2 0000000000 c cece cece ceccccceceecceceeeeeeeceenees 277 Setting Finder Criteria e e de dd had ocala 277 Appendix D Support and Resources aonana 279 Finding Help and Documentation 2200 220 c cece eee cece cece eee ee cee eeeceeeeeeeeeseeees 279 The Sage 300 ERP Learning Center 20 20200 coo c cece cece cece cece ec eeececeeceeeeeees 279 User s Guide ix Contents Context Sensitive Help 22000000 c ccc cc ccc cecececccceeeetececececetececsseeeeteeees 279 Product Documentation ns 279 Support and RESOURCES iia e
150. e Which account s codes pertain to e Type and frequency of schedule e Optional fields entered with transaction details if you choose to include them G L Revaluation Codes Report To open this screen Open General Ledger gt G L Reports gt Revaluation Codes Report Related tasks e Adding Revaluation Codes page 33 214 Sage 300 ERP General Ledger Overview Information Reports Screens e Printing the G L Revaluation Codes Report page 148 The G L Revaluation Codes report lists each of the revaluation codes in a range you specify along with the description and other information entered to define the code on the G L Revaluation Codes screen Note You define revaluation codes only if you have a multicurrency ledger and if you plan to revalue source currency amounts automatically using the G L Create Revaluation Batch screen Printed on This Report The following information is printed on the report e The range of revaluation codes selected for the report e The revaluation code and description e The rate type you want the G L Create Revaluation Batch screen to use as a default for generating revaluation transactions e The source code to be assigned to details generated by the G L Create Revaluation Batch screen using the revaluation code e The accounts to which the exchange gains and losses are posted G L Segment Codes Report Overview To open this screen Open General Ledger gt G L Reports gt
151. e and type in the file along with the budget amounts See the System Manager help for information about importing budget data Future Year Budgets In addition to current year budgets you can create budgets for an unlimited number of future years if you are using Sage 300 Premium ERP These future year budgets consume disk space so you should add them only when necessary 64 Sage 300 ERP General Ledger Budget Methods Budgets On the G L Budget Maintenance screen you select a budget method to specify budget method options that are used to calculate budget period amounts For more information about using this screen see G L Budget Maintenance Screen page 177 Base Amount Increase Base Percent Increase Budget Methods How G L Calculates Budget Amounts When you select this option the Base Amount and Amount Increase fields appear e Inthe Base Amount field enter the base amount you want to begin with that is the base amount you want to use to calculate the budget for Period 1 In the Amount Increase field enter the amount by which the base amount should be increased When you select this option the Base Amount and Increase fields appear e Inthe Base Amountfield enter the base amount you want to begin with that is the base amount you want to use to calculate the budget for Period 1 In the Increase field enter the percentage in decimal notation by which the base amount s
152. e correct fiscal calendars It is not the current fiscal period after activation When activation is finished General Ledger sets the current fiscal year to the year before the oldest fiscal year you specified so you can enter the opening balances for your ledger The current fiscal year in the General Ledger program is the year to which you are posting transactions At any time you can check which year is current by looking on the Posting tab of the G L Options screen The only way to change the current year is to use the Create New Year screen Create New Year closes the income and expense accounts to retained earnings and makes the new year the current year You cannot post to a future year You cannot move the current year to a prior year although you can post to prior years When you post to a prior year General Ledger automatically generates any necessary closing entries to retained earnings To avoid prior year posting when adding historical data and all the additional closing entries it would create General Ledger activation sets the current fiscal year to the year before the oldest fiscal year you specified so you can enter the opening balances for your ledger 8 Sage 300 ERP General Ledger General Ledger Setup Options Oldest Fiscal Year Starting Date General Ledger uses the Oldest Fiscal year Starting Date for two separate purposes e To create fiscal calendars that begin with this month and date General Ledger cr
153. e currency account balances 1 2 Open General Ledger gt G L Accounts gt Source Currency Inquiry In the Account field enter or select the number of the account you want to inquire on In the Period Ending field select the year and period for which you want to view balances User s Guide 119 Chapter 5 Looking Up Information in General Ledger 4 If you selected a rollup account and you want to include balances for member accounts select the Use Rolled Up Amounts option Rolled up amounts then appear in the Source Balance and Equivalent Balance columns To view detailed information for the account period and currency in the Transaction History screen double click the line for the currency Looking Up Transactions Posted to General Ledger Accounts Use the G L Transaction History screen to display all transactions posted to selected account in a particular year and fiscal period unless transactions were consolidated To look up transaction history for an account 1 2 6 Open General Ledger gt G L Accounts gt Transaction History If this is an Intercompany Transactions company select the company code in the Company field In the Account field enter or select the number of the account you want to inquire on In the Period Ending field select the year and period for which you want to view transactions You can use filters to restrict the list to transactions with a particular source code
154. e issues e Support and Services http na sage com sage 300 erp product support Find links to support services or contact our support team e Customer Center https customers sagenorthamerica com irj portal anonymous login Exclusive support for Sage customers e Partner Center https partners sagenorthamerica com Exclusive support for Sage partners e Priority Software Support http na sage com sage 300 erp product support Learn how to get unlimited support by phone e mail and live chat I m looking for downloads updates or technical specifications Find product updates download resources or review technical specifications for Sage 300 ERP e Sage 300 ERP Resources online https customers sagenorthamerica com irj go km docs sageKM Sage Accpac ERP Ungated Customers Browsable Product Documentation Accpac_ UA_Resources htm Find and download user guides technical specifications and more User s Guide 281 Appendix D Support and Resources e Support and Services http na sage com sage 300 erp product support Find links to support services contact our support team and learn how to guarantee your Sage software is always up to date I want to become a more skilled user of Sage 300 ERP Find links to Sage software training online communities and more e Sage University www sageu com sage300erp Convenient professional training options to help you achieve your busine
155. e set to Active on the G L Accounts screen e You cannot select an account for which the Post To Account field has been set to Prohibited Account Description This field displays a description of the account Comment Add an optional comment to identify or explain the detail Comments are printed on the Batch Listing and Posting Journals but they do not appear on any other reports Source Credit Enter the amount of the credit For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Credit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency Tips e To return to the Debit field you can press Shift Tab e If you enter multicurrency transactions frequently move the functional currency columns to place them beside the source currency Date In a journal entry transaction you can choose to post a transaction to a different fiscal period than what was entered as the transaction date For example you could enter June dates in the transaction detail lines but post the transaction in July In a recurring entry the scheduled run date determines the fiscal period For example suppose a recurring entry starts at 06 01 2013 and does not expire The detail line dates are for 05 31 2013 When the recurring entry is run for 06
156. e the account number structures you want to use with General Ledger Segment Delimiter Select the character that will separate the different segments of the account number When you enter account numbers throughout the program you can type the delimiter characters yourself or let General Ledger automatically insert them for you Valid delimiters are Segments table Length Specify a length from 1 to 15 characters for the segment excluding the delimiter characters Segment Name Enter a name of up to 60 characters such as Account Division or Region for the segment User s Guide 235 Appendix A General Ledger Screen Guides Segment Number General Ledger assigns a number to each segment you define For each segment you use you must provide a description specify length and specify whether to close income and expense accounts at year end by this segment for example by department The number of account segments you can have 7 or 10 depends on the Sage 300 ERP edition you use Use in Closing You can close different income and expense accounts at year end to different retained earnings accounts If you have more than one account segment the method for closing to different retained earnings accounts is as follows e G L Options screen Specify that a segment is used in closing e G L Segment Codes screen Define the valid codes such as department codes for a segment then specify the retained ea
157. e transaction optional fields and their default values to use in details you post for this account 7 When you have finish adding required information on all the tabs click Add or click Save After adding a new account e Print the chart of accounts e If you are setting up the General Ledger and have added all your accounts you should now add previous year balances e Use the Budget Maintenance screen to add budget information Specifying a Currency You can specify which currencies are valid for an account Tip When an amount is posted in a valid source currency the system creates Source Functional and Equivalent fiscal sets to store original and converted currency amounts You can save disk space by reducing the number of valid source currencies for an account Before you start Select the Multicurrency option for the account This option appears only for multicurrency databases Important After you select the Multicurrency option and save the account record you cannot change the selection To specify a valid currency for an account 1 Open General Ledger gt G L Accounts gt Accounts 2 On the Currency tab a Specify whether to allow posting from all currencies defined in Common Services or only specific currencies b Specify the default currency to appear during transaction entry 3 Use the table to specify Each of the currencies in which you want to enter transactions if you chose specified curren
158. ealized Exchange Loss a o User s Guide 107 Chapter 4 Period End Procedures c Open General Ledger gt G L Periodic Processing gt Create New Year and then click Process Steps to take in 2020 1 2 3 4 In General Ledger post the reversing revaluation entries created by the 2019 revaluation G L Account Functional Currency Unrealized Exchange Loss 000 000 0 00 100 00 1 4000 x 1 000 1 500 100 00 G L Account Functional Currency USD Bank 000 0 00 100 00 250 00 Unrealized Exchange Gain 0 00 0 00 250 00 0 00 5 000 x 1 4000 6 750 250 00 In Common Services a Open Company Profile and then click the Options tab b Inthe Gain Loss Accounting Method field select Recognized Gain Loss c Click Save In General Ledger a On the G L Accounts screen create new accounts for Recognized Exchange Gain and Recognized Exchange Loss b Onthe Revaluation Codes screen modify existing revaluation codes or create new ones c Assign the new revaluation codes to the new exchange gain and loss accounts In Accounts Receivable a Modify existing account sets or create new account sets for the USD customers 108 Sage 300 ERP General Ledger Multicurrency Periodic Processes b Revalue the balances of your accounts receivable In our example we assume that the exchange rate on January 31 2020 is 1 USD 1 6500 CAD Thus when revaluation is performed in Accounts
159. ears If any transaction details optional fields were set up as Required they are automatically inserted and they must be included with the transaction Note The allocation details will include only the transaction details optional fields that are assigned to the account used in the detail Specify the journal entry date and the fiscal year and period to which to post each entry In the Allocation Method field specify whether to allocate account balances quantities or both the balances and the quantities If you allocate account quantities also specify the range of fiscal periods for determining the net changes in quantity 8 Click Process to generate the batch After creating an allocation batch A single balanced entry is created for each allocated account consisting of the details that allocate the account balance and quantities if allocating by account quantity and an offsetting detail and using the date and fiscal period you specified for posting Entries are assigned to the next open batch which you can view edit and post in the same way as other batches Any remainder of an allocated account balance is included in the last detail line of the entry Use the Batch Listing screen to print batch listings User s Guide 101 Chapter 4 Period End Procedures e If any allocation accounts have an Inactive status you must change the status to Active You cannot post to inactive accounts e Post the allocatio
160. eates calendars for the current year and all previous years to one year before the date you enter here The year prior to the Oldest Fiscal Year is required for opening balances which you post to period 12 or 13 of the year e To set the current fiscal year to oldest year so that you can enter your prior year data and opening balances The best way to add prior year data is to e Set the fiscal year to the first year enter and post final period balances then create the next year thereby closing the current year income and expense accounts to retained earnings and moving the current fiscal year to the newly opened year e Enter and post period net changes for each of the prior years creating a new year after entering each year s batches to close to retained earnings and advance the current fiscal year e Enter and post current year transactions or period net changes up to the current period Example For example if your fiscal year starts on April 1 and you want comparative figures from April 1 2002 enter 04 01 2002 If you do not want to enter any prior year data enter the current year Note that you cannot change to an earlier date after activation General Ledger Setup Options Select options that specify how records and transactions are processed in General Ledger About Provisional Posting Sage 300 ERP lets you post transactions on a provisional basis to test their effects on your ledger before you post the act
161. ecurity option and then close and reopen the company database You assign permissions to accounts and segments depending on the default access set on the G L Options screen If default account access is e All Accounts you need to restrict specific Sage 300 ERP users in the G L Account Permissions screen e No Accounts you need to grant individual access rights to accounts in the G L Account Permissions screen Without specific permission Sage 300 ERP users cannot post transactions to accounts Before you start e If the G L Account Permissions icon is not available in the G L Accounts folder On the G L Options screen select the G L Security option Then close and reopen the company database On the Account tab of the G L Options screen specify a default level of access to accounts All Accounts or No Accounts For more information see About General Ledger Security page 12 e Make sure all other users have left Sage 300 ERP General Ledger and all other General Ledger screens are closed You cannot maintain General Ledger account permissions if any other General Ledger screens are open User s Guide 55 Chapter 2 Adding and Maintaining Accounts To set account permissions 1 Open General Ledger gt G L Accounts gt Account Permissions 2 Inthe User ID field select the user for which you want to set permissions Tips If you have already added user IDs to G L Security you can browse through the list of use
162. ed account in the selected period click Currency Viewing G L Account History Use the G L Account History Inquiry screen to display balance and net change information for an account You can display Actual and quantity information for prior years including the opening and closing account balances and the net changes and balances for each fiscal period Total quantity and total net change information for the fiscal year G L transaction details for a period by double clicking on the period for which you want more information To view account history 1 2 5 Open General Ledger gt G L Accounts gt Account History Inquiry In the Account field enter or select the account number you want to inquire on In the Year field select the fiscal year for which you want to view account activity If your General Ledger and the selected account are multicurrency select a currency and the currency type Source or Functional in which to display account balances Note If your functional currency is the euro and a reporting currency is defined in Common Services on the Company Profile screen you can select Reporting Source or Functional as the currency type If your functional currency is the euro and you have a single currency If the Show Quantity option is available select it to view information for 118 Sage 300 ERP General Ledger Viewing Source Currency Balances for a Multicurrency Account quantities
163. edit is not locked To edit budget data 1 Open General Ledger gt G L Accounts gt Budget Maintenance 2 Inthe Account field select the account for which you are entering budget information 3 Display the budget set you want to edit a Inthe Budget Set field select the budget set you want to add or edit b In the Year field select the fiscal year for the budget c If you are editing budget data for a multicurrency account specify the currency and currency type you want to view and edit User s Guide 67 Chapter 2 Adding and Maintaining Accounts Example Your functional currency is US dollars You want to view figures in Canadian dollars but enter amounts in US dollars You select CAD as the currency and select Equivalent as the currency type You can then enter US dollar amounts in the Budget Amount column and view their equivalents in Canadian dollars in the Inquiry Amount column d Click the Go button 4 Enter data for each period in the budget set You can Click in the Budget Amount column to enter amounts manually for each fiscal period Use one of the methods in the Budget Method section to enter calculated budget data For more information about each method see Budget Methods page 65 Use the following buttons in conjunction with the budget method to produce the results you want Click the Add To button to add the amounts you are copying or calculating to amounts already in the Budget Amoun
164. ee About General Ledger Security page 12 Company Tab On this tab you specify the contact name telephone number and fax number for General Ledger To change the company name and address or to change the contact name telephone number and fax number at the company level use the Company Profile screen in Common Services Posting Tab On this tab you specify General Ledger posting options You can change the options specified here at any time Allow Posting to Previous Years Select this option if you want to allow batches to be posted to previous years Because you can select or clear this option at any time you might want to leave it off to ensure that you do not accidentally post to a prior year such as when you enter an incorrect transaction date However there are some circumstances under which it should be allowed For example you may need to post to a prior year to e Enter the last year s closing account balances when you create the General Ledger database in order to set up opening balances for the current year and to enter historical data e Correct errors in prior year figures e Enter adjustments for a prior year after the year is closed years are set to Active on the Fiscal Calendar screen in Common Services 232 Sage 300 ERP General Ledger Setup Screens Allow Provisional Posting Provisional posting is temporary posting If you select this option General Ledger lets you post transactions to
165. een Note If you want to show source currency balances for all past periods you must enter transactions in each of the originating currencies along with the exchange rate at the time and the functional currency equivalent amount Modifying Historical Data If you need to change account data for the previous year after you have created your chart of accounts you should enter the adjustments in a batch and then post the batch to the previous year Entering Current Year Opening Balances and Year To Date Transactions When you set up a General Ledger system partway through a fiscal year you must enter the transaction data for the current year to date in addition to the closing balances from the previous year User s Guide 51 Chapter 2 Adding and Maintaining Accounts You can e Enter all the current year transactions one at a time period by period This method provides a complete audit trail for current year transactions e Enter all the transactions for the current period and the net changes for the earlier periods in the current year This method provides an audit trail for current period transactions and creates accurate balances for previous periods in the current year You can print comparative financial statements for all the current year periods to date and detailed audit trail reports for the current period e Enter the net change net increase or decrease for each account in each period to date including the curre
166. egment you can specify a different retained earnings account for each valid segment code e You use the Segments tab on the G L Options screen to specify the segments by which you close e After you specify segment codes and their closing accounts you can use the Detail tab of the G L Accounts screen to select the segment by which each account closes Description Enter a description for the segment code For example you might use 246 Sage 300 ERP General Ledger Setup Screens the name of a department or division such as Commercial or Retail Segment Code Enter the segment codes that are valid in your general ledger For example if you are entering codes for the Department segment you might have department codes SALES ASSEM ADMIN or 10 20 30 To add a segment code to an existing list click a row in the table and then press the Insert key Note If a segment code is used in any active accounts you cannot delete it G L Source Codes Screen Overview To open this screen Open General Ledger gt G L Setup gt Source Codes Related tasks e About Setting Up General Ledger page 5 e Adding Source Codes page 26 e Printing the G L Source Codes Report page 149 Use the G L Source Codes screen to add new source codes and descriptions change descriptions and delete codes that are no longer needed Source codes are used in General Ledger to identify the source or type of transacti
167. eneral Ledger gt G L Reports gt Account Structures Related tasks Printing the G L Account Structures Report page 136 Overview The G L Account Structures report lists e The account structure codes in the range you selected e The description for each code e The segments included in each account structure in the order they appear Every account you define must have at least one structure code G L Batch Listing Report To open this screen Open General Ledger gt G L Reports gt Batch Listing Related tasks e Printing the G L Batch Listing Report page 136 e Posting Transaction Batches page 83 e Adding a New Batch page 78 e Editing a Batch page 79 User s Guide 205 Appendix A General Ledger Screen Guides Overview The G L Batch Listing report lists posted and unposted batches of general ledger transactions To enforce a strict audit trail select the Force Listing Of Batches option on the G L Options screen This option prevents you from posting batches that are unlisted Note Some printing options are not available or are restricted for Intercompany Transactions ICT companies An ICT company creates transactions between companies using one company as the originator of a transaction for example Company A pays for a transaction for Company B and another as the destination company Company B There can be intermediate companies between the originator and the destination Inf
168. ent set of codes In the Description field type a description for the new group In the Group Category field select the category to use to classify this group of accounts in data snapshots Click Add Changing Sort Codes You can change the order in which accounts appear on reports and you can insert new account groups within an existing sort order You change sort codes only in the Change Sort Codes screen To change the sort code for account groups 1 2 Open General Ledger gt G L Setup gt Account Groups Click the Change Sort Codes button to display the Change Sort Codes screen Double click in the New Sort Code column for the account group you are changing Change the code then tab out of the column The account group moves to its new position in the list Assign the same sort code to the other account groups in the set Click the Process button to save your changes Revaluation Codes Revaluation codes store information for General Ledger to use when you revalue multicurrency accounts due to changes in exchange rates Revaluation codes determine the currency table set up in the Currency screens in Common Services to use for revaluation and include the rate type source code and exchange gain and exchange loss accounts to use for revaluing different currencies 32 Sage 300 ERP General Ledger Revaluation Codes Adding Revaluation Codes Use the G L Revaluation Codes screen to set up revaluation c
169. ent so that you can send the report as an attachment to recipients you specify Note You can enter the name of a non existent file or directory to be created by the system when you print When you print to a file the report is assigned To print reports as attachments to e mail messages 1 On the Sage 300 ERP Desktop menu click File gt Print Destination 2 Select E mail to create a file that can be attached to an e mail 3 Select either Adobe Acrobat PDF or Rich Text Format RTF as the file format for the e mail attachment User s Guide 133 Chapter 7 Printing General Ledger Reports You can open PDF files with Adobe Acrobat Reader available as a free download from the Adobe Software website You can open RTF files with most Windows and Linux word processing programs 4 Click OK When you print using an e mail destination Sage 300 ERP creates a PDF or RTF version of the report opens your default e mail program and attaches the report file to a new e mail message In Microsoft Windows the default e mail program is set in Internet Options in the Control Panel Selecting a Printer for Reports When your print destination is Printer Sage 300 ERP prints reports to the Windows default printer unless you have assigned a specific printer to a report The ability to assign different printers to different reports at print time means that you are not limited to printing to the default printer For example you can use a
170. enter a different source ledger and type for each detail line if necessary If you use different source types for individual detail lines the separate details in an entry can appear in different source journals By default the detail line source ledger and type is the same one that you selected for the entry Multicurrency Fields Currency Specify the source currency of the debit or credit amount you are entering If you enter the code for the functional home currency General Ledger enters a rate of 1 000 for the detail Note You use the G L Accounts screen to specify which currencies can be posted to the account Exchange Rate Select one of the following options e Recurring Entry Rate Use the same exchange rate from the recurring entry record each time you produce a batch for this recurring entry e Current Rate Use the exchange rate in effect in Common Services when you create a batch for the recurring entry Functional Debit Credit This field displays the functional currency equivalent amount of the entry in the Source Debit Credit field or the amount of the detail if it is entered in the functional currency User s Guide 241 Appendix A General Ledger Screen Guides Enter the amount with the number of decimal places used by the currency If you are entering a detail in a currency other than the functional currency the program converts the source amount to its functional currency equivalent amount then d
171. entered on the Maintenance Accounts screen access the Account Mapping screen view and print from setup screens Balance Sheet View the Balance Sheet snapshot in the Sage 300 ERP Portal Snapshot Common If a group has access only to Common Inquiry users who belong to Inquiry that group will not be able to update G L accounts setup screens setup reports or the Account Mapping screen If a group has access to any General Ledger function users who belong to that group will automatically have access to Common Inquiry too Create New Use the Create New Year screen view and print from setup Year screens User s Guide 263 Appendix B General Ledger Security Security Description Authorization Dashboard Use the Executive Dashboard on the Sage 300 ERP Dashboard page The Sage 300 ERP Dashboard page is on the Sage 300 ERP Dashboard Center at http AccpacDashboard Users with access to G L Dashboard can access dashboard pages if any based on data stored in General Ledger Export General Use the File gt Export menu command on General Ledger Ledger Data screens Financial Use Financial Reporter to customize and print Sage 300 ERP Reporter financial reports G L Security Assign accounts to other users Maintenance History Budget View the Chart of Accounts Account History Inquiry and Budget Inquiry Maintenance screens access Source Currency Inquiry and Fiscal Set Comparison screens print the Chart of Accounts and
172. equivalent balance in each fiscal period you revalue Because the transactions automatically reverse the effect of revaluation is completely backed out in the fiscal period following the last fiscal period you specify for revaluation Note If you revalue accounts in the last period of a year you must create the new year before you post the revaluation batch because the reversing entry will be posted to the new year You must specify unrealized exchange gain and loss balance sheet accounts for a revaluation code before you can create a revaluation batch using that code Recognized Gain Loss Method Under this method revaluation transactions are considered permanent so no reversing entries are created Entries are assigned to the next open batch which you can view edit and post in the same way as other batches Note You must specify recognized gain and loss income statement accounts for a revaluation code before you can create a revaluation batch using that code The program uses the session date to determine the default period for revaluation If you specify a range of periods the system warns you to check your selection carefully because the transactions will be revalued permanently As an extra precaution the system does not allow you to use the Create Revaluation Batch screen if there are any unposted revaluation entries You must delete or post any existing revaluation entries first Note If you choose the Recogni
173. er GLSJ1SA for printing both source and functional currency reports onto letter size or A4 paper There are two ways to select a sample report format Type one of these format file names into the Use Report field Select a currency option from the Currency list The Use Report field automatically shows the file name of the report format c If your General Ledger is multicurrency in the Currency field select Functional or Source and Functional The Reporting option is available only in multicurrency ledgers if the euro is your functional currency and you specified a reporting currency Note The Reporting option uses the letter size report format GLSJO1F and prints debit and credit amounts from the reporting fiscal set 3 On the Account tab a Specify whether to sort the report by Account Number by Segment or by Account Group b Specify a range of account numbers or segment codes c If you want to select accounts by a range of sort codes select Select Account Groups By Sort Code Range and then specify the range Note The Account Group option in the Sort By section changes to Account Sorted Group when you select this option d If you want to include optional field information that was posted with transaction details select Include Trans Optional Fields e Inthe segment table specify the segment names and ranges of segment codes by which to select accounts User s Guide 151 Chapter 7 Printing General
174. er page 5 User s Guide 243 Appendix A General Ledger Screen Guides Overview e Adding Revaluation Codes page 33 e Printing the G L Revaluation Codes Report page 148 Use the G L Revaluation Codes screen to set up revaluation codes You assign these codes to multicurrency accounts to specify how to revalue functional currency balances when exchange rates change After you set up revaluation codes you can use the G L Accounts screen to assign these codes on an account basis to each of the currencies that can be posted to an account For more information see About Revaluation page 110 Fields and Controls Rate Type Select a rate type to specify which rate table is used to get the exchange rate for the revaluation Recognized Gain Loss Account Exchange gains and losses are recognized when the foreign currency monetary items are revalued or settled using the exchange rate in effect at the revaluation date balance sheet date These gains and losses will be shown on the income statement and will be included in the determination of net income for the current period causing tax implications for the recording entity Revaluation Code This is a code of up to 6 letters or numbers that identifies a method of revaluing accounts after exchange rates have changed For example you may create different revaluation codes for different currencies allowing you to post exchange gains and losses for different curren
175. er resources to get Sage 300 ERP working smoothly for your business Your Sage Business Partner is also an excellent resource to consult when you have questions about Sage 300 ERP How can we help you I m setting up Sage 300 ERP and need information or assistance e Sage 300 ERP Resources online https customers sagenorthamerica com irj go km docs sageKM Sage Accpac ERP Ungated Customers Browsable Product Documentation Accpac_UA_Resources htm Find and download user guides technical specifications and more e Sage 300 ERP Web Portal http www sage300erp com Find a business partner get priority support and more I m looking for instructions to complete a task in Sage 300 ERP While using Sage 300 ERP you can get instructions directly from the software in the following ways 280 Sage 300 ERP General Ledger Support and Resources e Contextual Help To see topics related to your current task In the Sage 300 ERP Desktop press Fi In the Sage 300 ERP Portal press Alt Fi e Help Topics To explore topics and information In the Sage 300 ERP Desktop click Help gt Help Topics In the Sage 300 ERP Portal click Help gt Learning Center I think something is broken or I m getting error messages Search our knowledge base for solutions to common issues or contact us for one on one assistance e Knowledge Base https customers sagenorthamerica com Find answers and solutions to FAQs and known softwar
176. eral Ledger data in the Sage 300 ERP Portal Inquiry If you also have Export Processing authorization for General Ledger print or export the results of these queries Set Batch Set batches ready to post Ready to Post Setup Edit information on the G L Options Segment Codes Source Maintenance Codes Source Journal Profiles Revaluation Codes Account Structures and Optional Fields screens Transaction View transaction history print the Transactions Listing and Inquiry Posting Journals view and print from setup screens Transaction Access the Consolidate Posted Transactions screen view and print Maintenance Accounts and Transaction History print the Transactions Listing and Posting Journals view and print from setup screens use the Clear History screen to clear printed posting journals Transaction Add or delete optional fields for the Journal Entry Recurring Optional Fields Entries Create Allocation Batch Create Revaluation Batch and Create Recurring Entries Batch screens Transaction Add or delete optional fields for the Journal Entry Recurring Optional Fields Entries Create Allocation Batch Create Revaluation Batch and Create Recurring Entries Batch screens User s Guide 265 Appendix C Data Entry Tools Tips and Shortcuts Use these tools and tips to speed up data entry in Sage 300 ERP Menu Commands The following commands appear on the File Settings when available and Help menus on Sage 300 ER
177. eral Ledger source codes to identify transactions For example GL CD can identify a cash disbursement added to General Ledger GL JE can identify a general journal entry Status If the batch is set Ready To Post on the G L Batch List screen Ready To Post appears in the Status field Note e Batches that are set Ready to Post cannot be edited e You cannot use the G L Post Batches screen to post batches that are not set Ready to Post e On the G L Batch List screen you can select a batch and then click the Post button to post a single batch even if the batch has not been set Ready to Post e You cannot post to an account if the Post To Account field on the G L Year Period Specify the year and period to which to post the journal entry If you selected the Allow Posting To Previous Years option on the Posting tab of the G L Options screen you can post to any existing year for which you maintain fiscal sets and transaction details If a fiscal period is closed you cannot post an entry to that period unless you reopen the period entry that is you cannot enter two halves of an entry to different fiscal periods causing the ledger to be out of balance in those periods Detail Table Account Specify the account to which the detail will be posted User s Guide 191 Appendix A General Ledger Screen Guides Note e Before you can enter and post a transaction the status of the account to which it is posted must b
178. es and they must use the same unit of measure Description You can enter a description of up to 60 characters with each detail line The description is listed with the detail on batch listings posting journals and source journals if the detail has not been consolidated Percent Enter the percentage of the amounts or quantities that should be distributed to this account The percentage for a single account must be more than 0 and the total percentages of all accounts must add up to 100 If you are reallocating by account balance the program distributes this percentage of the balance in the target account For example you could distribute 25 of the balance to this account If you are reallocating by account quantities the program distributes this percentage of the net quantity to the target account and then it distributes a portion of the account balance to the target account based on the quantity that it distributed Reference Enter an optional reference of up to 60 characters The reference can be anything you want to keep with allocation details and is listed with allocation details on batch listings posting journals and the G L Transactions Listing If you do not consolidate details references are also listed on source journals If you print source journals by reference you can use the same reference for all details in an entry so all details from the entry are grouped together User s Guide 167 Appendix A
179. es to print 3 Click Print Printing the G L Source Journals Report Source journals list the details of posted transactions for the source codes that you included in the source journal definition You can customize a source journal at print time by choosing e The sorting order of the report By account number segment or account group e Account segment account group or account optional field ranges e Fiscal period reference transaction date posting sequence and batch number ranges Before you start e Select printing destinations and if necessary turn on and connect the printer e Post current batches e Define source journals on the G L Source Journal Profiles screen To print the Source Journals report 1 Open General Ledger gt G L Reports gt Source Journals 2 On the Journal tab a Inthe Profile field select the type of journal to print b Inthe Use Report field accept the default report format or specify an alternative report format You can select one of the sample report formats that are shipped with General Ledger or you can choose a custom format that your company has created 150 Sage 300 ERP General Ledger General Ledger Reports If your General Ledger is multicurrency you can select one of three sample formats GLSJO1F for printing functional currency only onto letter size paper GLSJ01S for printing both source and functional currency reports onto legal size pap
180. fined in Common Services or you can enter any combination of alphanumeric special characters and spaces that does not exceed the length specified for the optional field Optional Field and Description Use this column to specify the codes for the optional fields you want to use for transaction details that include this account Later when you use the account in a transaction detail the program uses the optional transaction fields and their default values for the detail unless you change them on the Optional Fields detail screen You can assign the codes manually or you can click the Replace Optional Fields button to use the same optional fields in transactions as you use for the account There is no limit to the number of optional transaction fields you can assign to an account but you can add only optional fields that you have first e Defined in Common Services e Specified as optional transaction details fields using the General Ledger Optional Fields screen 176 Sage 300 ERP General Ledger Accounts Screens When you enter an optional field code the program displays the description field entered for the optional field in Common Services Required Select this option to make this optional field required in transactions that use this account Note When you select Required Auto Insert is automatically selected Required fields are inserted automatically in new transactions Value Set If an optional field is a re
181. for a field Use the Finder to search lists of codes maintained in or used by Sage 300 ERP programs such as document numbers terms codes and account set codes You can use menu commands in the Finder to help you search as follows 270 Sage 300 ERP General Ledger Data Entry Tools and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button e On the Settings menu select Color options to highlight a field using color for the text or for the background On the Settings menu select Field Name as Column Heading to use field descriptions or internal field names as column headings On the Settings menu use Columns options to specify columns that appear in the table On the Global Settings menu select the Go to Filter First option if you want the Finder to display the same filter settings you specified on the Find By list the next time you search this type of record You can also use the Auto Search option to locate a record quickly in along list To do this select Auto Search andthe criteria by which you want to search and then begin typing the characters that start or User s Guide 271 Appendix C Data Entry Tools Tips and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button are contained in the field you are searching Note Records that appear in the Finder are restricted by any selection criteria you apply to this field If you
182. formation each will hold Example You could decide use three budget sets for the following purposes e Budget fiscal set 1 Original budget e Budget fiscal set 2 Revised budget e Budget fiscal set 3 Forecast Use the same budget setup for all accounts to create reports that compare the actual amounts to your original budget in budget fiscal set 1 and your revised budget in budget fiscal set 2 Note The Sage 300 Advanced ERP edition provides 3 budgets for each account while Sage 300 Standard ERP provides 2 budget sets for each account Currency This field appears in multicurrency ledgers If the account is multicurrency you can select a currency for the budget set Currency Type This field appears in multicurrency ledgers If the account is multicurrency specify the currency type source functional or equivalent for the budget User s Guide 179 Appendix A General Ledger Screen Guides set Fiscal Set Lookup The Fiscal Set Lookup fields let you display amounts for a fiscal set of an account You specify the account number fiscal set year currency and currency type to identify information to display You can use this to transfer current or previous year actual figures or budget figures from any account to the budget you are working with You can transfer the figures as they are add an amount or percentage or transfer the annual total and distribute it evenly to every period For example you might wa
183. fy the source code to use for the entry This source code is used as the default for all detail lines in the entry but you can enter a different source code for a detail line if necessary If you use different source codes for individual detail lines the separate details in an entry can appear in different source journals Source ledger and Source type Specify a source type for the detail You can enter a different source ledger and type for each detail line if necessary If you use different source types for individual detail lines the separate details in an entry can appear in different source journals By default the detail line source ledger and type is the same one that you selected for the entry 194 Sage 300 ERP General Ledger Accounts Screens Detail Table Multicurrency Fields Currency Specify the source currency of the debit or credit amount you are entering If you enter the code for the functional home currency General Ledger enters a rate of 1 000 for the detail Note You use the G L Accounts screen to specify which currencies can Functional Debit Credit This field displays the functional currency equivalent amount of the entry in the Source Debit Credit field or the amount of the detail if it is entered in the functional currency Enter the amount with the number of decimal places used by the currency If you are entering a detail in a currency other than the functional currency the program conver
184. g as well as the source code to assign to consolidated transactions from the source ledger If you use a multicurrency ledger amounts are also consolidated by source currency Click Process 98 Sage 300 ERP General Ledger Clearing General Ledger History Clearing General Ledger History Use the G L Clear History screen to e Clear all information for printed posting journals e Clear information for deleted and posted batches up to and including the batch number you specify Warning Information and statistics that match the criteria you specify are deleted permanently Clear history at the end of a fiscal year or as needed Before you start Before clearing printed posting journals make sure you have copies of all posting journals you need To clear history 1 Open General Ledger gt G L Periodic Processing gt Clear History 2 If you want to clear printed posting journals select Clear Printed Posting Journals and specify the posting sequence number through which to clear history Important After clearing posting journals you can no longer print them Make sure you have copies of all posting journals before you continue 3 If you want to clear deleted and posted batches select Clear Deleted And Posted Batches and specify the batch number through which to clear history 4 Click Process General Ledger clears all records that match the criteria you specified If you cleared deleted and posted batches
185. g paper sizes Legal Letter A4 If you selected Functional the report prints on letter sized paper 8 Click Print Note The status of listed batches will be Printed on the batch status report After printing the Batch Listing Report e Verify contents correct any errors reprint the edited batches and then file the listings e Post the batches Printing the G L Batch Status Report The G L Batch Status report shows all activity that has taken place in all currently unposted batches and in batches that were posted or deleted since the last time the report data was cleared Note Some printing options are not available or are restricted for Intercompany Transactions ICT companies An ICT company creates transactions between companies using one company as the originator of a transaction for example Company A pays for a transaction for Company B and another as the destination company Company B There can be intermediate companies between the originator and the destination Before you start e Select printing destinations and if necessary turn on and connect the printer e Decide on the range of batch numbers source ledger codes creation dates and the batch types and statuses to report User s Guide 139 Chapter 7 Printing General Ledger Reports To print the Batch Status report 1 Open General Ledger gt G L Reports gt Batch Status Tip You can also open the Batch Status Report screen from
186. h number and moves to the Batch Description field Enter a description for the batch Enter header information for the entry as follows a Beside the Entry Number field click the New button General Ledger inserts the next entry number b Enter a description for the entry c If you use Sage 300 ERP Intercompany Transactions use the Finder for the Originator field to select a company Transactions in an intercompany batch can have different originating companies User s Guide 81 Chapter 3 Entering and Posting General Ledger Transactions Note The Originator field appears only if you install and activate Intercompany Transactions d Inthe Date field specify the date of the journal entry e Use the Year Period field to specify the fiscal year and period to which to post the transaction The default fiscal year and period is determined by the date you entered in the Date field f Enter the source code for the transaction or use the Finder to select it General Ledger displays the default source code from the Posting tab of the Options screen but you can change the code g Select Normal or Quick as the entry mode This option controls the number of fields visited when you are adding new transaction details h If the transaction should be reversed in the next fiscal period for example if the entry is an accrual select the Auto Reverse option 5 Enter debit and credit information in the detail table
187. hanging the department account number segment then re importing the file Note If importing fails the system creates a restart record You must remove the restart record before you can perform another import successfully You can remove the record either by correcting the error that caused the restart record in the first place for example an error in the file you are trying to import or by deleting the record in the Restart Maintenance screen General Ledger lets you import information from a variety of file formats such as CSV or spreadsheet files For more detailed information on importing data into Sage 300 ERP including the required formats and contents of import files see the System Manager help User s Guide 123 Chapter 6 Importing and Exporting General Ledger Data Importing Data to General Ledger Use the Import command to transfer data such as account master information and transaction batches from non Sage 300 ERP programs to Sage 300 ERP General Ledger Transferring this information to Sage 300 ERP is called importing Example One common use of the Export Import functions is to export account balances or net amounts to a spreadsheet for analysis and manipulation Then import this information as next year s budget information Tip If you often import the same data you can create a script to speed up the process The fields selected when you create the script appear in the Import dialog box To import
188. hart of accounts to set up account budgets and to inquire on account history and activity e Chapter 3 Entering and Posting General Ledger Transactions Use General Ledger Transactions screens to record journal entries and to view edit and post transactions created and sent to General Ledger by other Sage 300 ERP modules e Chapter 4 Periodic Processing in General Ledger Use General Ledger Periodic Processing screens to perform tasks that are part of your regular period end procedures such as clearing history creating general ledger batches and deleting inactive records User s Guide 1 Introduction e Chapter 5 Looking Up Information in General Ledger Use the Chart of Accounts History and Inquiry screens to look up information about General Ledger accounts and the transactions posted to these accounts Use the Fiscal Set Comparison screen to compare the net changes or period balances for two fiscal sets e Chapter 6 Importing and Exporting General Ledger Data Import account records transaction batches and other records into General Ledger from files created by other programs and export General Ledger data for use in other programs e Chapter 7 Printing General Ledger Reports Use General Ledger report screens to print setup reports and analytical reports You print financial statements using Sage 300 ERP Intelligence Reporting For information about these reports see About Printing Statements Using Inte
189. he accounts to post to exist in General Ledger and have Active status All entries balance If you are going to post provisionally the Allow Provisional Posting option is selected on the Posting tab of the G L Options screen Important If you previously posted provisional data make sure you are ready to delete it provisionally posted batches are automatically cleared the next time you post e Back up your data To post transaction batches 1 Open General Ledger gt G L Transactions gt Post Batches 2 Specify the batches to post by selecting All Batches or Range If you want to post a single batch enter the same batch number for the beginning and end of the range 3 Click Post to post batches permanently Click Provisional Post to post on a temporary basis If you decide not to post batches click Close After posting batches e If errors were found and placed in a new batch during posting correct the errors then post the batch e Print the Posting Journal for an audit trail report of posted transactions 84 Sage 300 ERP General Ledger About Recurring Entries To report provisional transactions print the Provisional Posting Journal e When ready post provisional batches permanently About Recurring Entries You can set up and schedule journal entries for recurring transactions that vary little from period to period such as periodic depreciation charges or loan repayments You use the G L Recurring Entrie
190. he posting sequence the number of reported errors and the batch totals amounts and quantities e A batch summary at the end of the report lists the number of batches of each status number of batches number of entries and total debits and credits G L Chart of Accounts Report To open this screen Open General Ledger gt G L Reports gt Chart of Accounts Related tasks Printing the G L Chart of Accounts Report page 141 Overview The Chart of Accounts Report lists all or a range of General Ledger accounts according to the selection criteria and the sort and format criteria you specify At printing time you can select accounts by account number segment account group account sorted group or optional field Then specify the type of report and range of entries either accounts or segments you want to print Information Printed on This Report The following information is printed on the report e The range of account numbers segment codes account groups or account sorted group you specified for the report e The order in which accounts are listed by account number segment account group or account sorted group e The type of information you are printing Detail Short form Shows basic setup information including account number description status account configuration and consolidation and allocation options Detail Long form Prints short form information plus account groups and the segment closed to
191. he segment that represents the four regions in your company Before you start e Define the account number segments on the Segments tab of the G L Options screen e List all the codes that are valid for each of the account segments such as all the department codes Each code must contain the number of characters specified for the segment on the G L Options screen e For each segment code that closes to a retained earnings account list the account number of the retained earnings account it uses To add segment codes 1 Open General Ledger gt G L Setup gt Segment Codes 2 From the Segment Name list select the segment for which you want to enter valid codes 3 If you are entering codes for the first time for this segment click in the table or press the Tab key to insert the first line in the table If you are editing existing codes click the line you want to change or click in the table and press the Insert key to add a code 4 Inthe Segment Code column enter or change the code The code must be the length you specified for the segment 5 Tab to the Description field and then enter a description for the code 20 Sage 300 ERP General Ledger Account Structures 6 Press the Tab key and if the segment is used in closing accounts enter the retained earnings account number to which this segment code closes 7 If you want to add another code press the Insert key and then repeat steps 4 5 and 6 8 When y
192. he selected accounting periods on the report Select Account Groups By Sort Code Range If you select this option specify a range of account group sort codes in the Sort Code Account Group fields Use Rolled Up Amounts Print the transactions of a rollup account and of its rollup member accounts at any level rolled up into a single amount for each transaction Note Rollup member account transactions are included only once in the rolled up transactions Page Break After Each Account This option appears if you selected Segment in the Sort By area Select the option if you want to add a page break after each account in the report 7 If you want to include a specific range of segment codes and or account optional fields specify the ranges to include User s Guide 155 Chapter 7 Printing General Ledger Reports 8 Click Print After printing this report e Use the report in combination with the posting journals and batch listings to trace transactions for auditing purposes e File the listing with your audit trail reports Printing the G L Trial Balance Report This report prints a trial balance report or worksheet that lists selected account balances for a specified fiscal period Print it at the end of accounting periods when you are ready to calculate adjusting entries Before you start e Select printing destinations and if necessary turn on and connect the printer e Update account information by entering
193. he type of journal you want to print You can print the Posting Journal or the Provisional Posting Journal or you can print the errors from either report A posting error report is always printed after the journal if transactions could not be posted Note The Provisional Posting Journal and Provisional Posting Journal Errors reports are not available for ICT companies Specify whether to order the report by posting sequence or account number Specify the range of posting sequences to include in the report Select Reprint Previously Printed Journals to print journals that have already been printed to a printer or file or if you are printing the Posting Journal Errors report Select Include Trans Optional Fields to print information from optional fields posted with transaction details Note This option is not available for an ICT company If you are printing the journal for an ICT company select a format from the ICT Expansion field None This option prints only the original posted transactions not transactions generated in the remote companies Separate Report This option prints all the posted G I batches first with no information about entries generated in remote companies and then in a separate report prints all the generated transactions for the given range of posting sequences 146 Sage 300 ERP General Ledger General Ledger Reports By Entry This option prints transactions that were generated in remote com
194. hich contains at least two transaction details one for the debit amount and one for the credit amount Journal entries do not affect G L account balances until you post the batches Posting Batches When General Ledger posts a batch all entries that cannot be posted are added to a new batch Print the posting journal for a list of all posted transactions and all errors that the program encountered The posting process consolidates details for accounts using the Post To Account In Consolidated option selected on the Detail tab of the G L Chart of Accounts screen Posting changes the status of posted batches to Posted on the Batch Status report Batch Errors If you use the Force Listing Of Batches option all batches to be posted must be error free and you must have printed listings for them before trying to post them If you do not use the option and you post a batch that contains errors the correct entries will be posted and entries containing errors will be placed in a new batch which uses the next available batch number Note General Ledger cannot detect some errors until you post the batch and these errors are not reported on the batch listing User s Guide 75 Chapter 3 Entering and Posting General Ledger Transactions Posting Sequences and Entry Numbers A unique posting sequence number is assigned to each posting run The number is printed on the posting journal and appears on the G L Batch List screen allowing
195. hich to revalue account balances Specify whether or not to force currency revaluation 114 Sage 300 ERP General Ledger Multicurrency Periodic Processes If you force revaluation General Ledger processes all accounts that meet all of the following conditions Within the specified range Post to the selected currency Revaluation option set to No for this currency on the G L Accounts screen If you do not force revaluation General Ledger processes all accounts that meet all of the following conditions Within the specified range Post to the selected currency Revaluation option set to Yes for this currency on the G L Accounts screen Revaluation code exists on the G L Accounts screen for this currency If you do not list the currency on the G L Accounts screen the account will not be revalued even if you accept posting from all currencies 13 Enter as many currencies as you need to revalue and then click Process After creating a revaluation batch e Print and then check the batch listing e If necessary edit the batch print a new listing and then post the batch User s Guide 115 Chapter 5 Looking Up Information in General Ledger Use the Chart of Accounts History and Inquiry screens to look up information about General Ledger accounts and the transactions posted to these accounts Use the Fiscal Set Comparison screen to compare the net changes or period balances for two fiscal sets Viewing Chart of Account
196. hould be increased General Ledger uses the base amount you specify as the Period 1 Budget Amount e Tocalculate the budget amount for Period 2 General Ledger adds the amount increase to the base amount To calculate the budget amount for Period 3 General Ledger adds the amount increase to the Period 2 amount General Ledger continues to calculate budget amounts in this manner until all periods have a budget amount General Ledger multiplies the base amount by the percent increase to calculate the Period 1 budget amount e Tocalculate the budget amount for Period 2 General Ledger multiplies the Period 1 amount by the percent increase e Tocalculate the Period 3 budget amount General Ledger multiplies the Period 2 amount by the percent increase General Ledger continues to calculate budget amounts in this manner until all periods have a budget amount User s Guide 65 Chapter 2 Adding and Maintaining Accounts How G L Calculates Budget Amounts Select this option to copy or addthe General Ledger copies the exact amounts in each period of the amounts in each period of the Inquiry Amount column into the Inquiry Amount fields into the corresponding periods of the Budget corresponding periods of the Budget Amount column Amount fields Copy When you select this option the General Ledger adds the period Amount Amount Increase field appears amount in each Inquiry Amount Increase In this field enter
197. ick Close at the message that shows how many rollup member accounts were created When you return to the Rollup tab in the G L Accounts screen the new member accounts appear in the table 5 Click Save The new member accounts now appear in the tree as well as in the table on the Rollup tab 50 Sage 300 ERP General Ledger Adding Accounts Tip To hide the tree click the Hide Tree button To view it again click Show Tree About Entering Account Balances Historical Data and Quantities Before you can use General Ledger you must at least enter beginning balances for the current fiscal year If you intend to enter period data for previous years do so first Entering last year s ending balances establishes the current year s beginning balances Warning Do not post historical data if you have already entered current year opening balances and transactions because doing so will overstate account balances Entering Historical Data You add historical data if you want to do previous year comparisons If you do not want to add data for previous years you can simply enter current year opening balances Historical amounts include the opening and closing balances for the previous years and the net changes and balances for each fiscal period of the previous years To add the historical amounts you enter and post the historical opening balances and period net changes as journal entries using the General Ledger Journal Entry scr
198. ide how many of the five you want to use and the type of budget information you want to keep in each Provisional Fiscal Set The provisional fiscal set contains amounts that have been provisionally temporarily posted to general ledger accounts Posting and Fiscal Sets General Ledger allows you to post amounts temporarily to accounts to test their effects on financial statements When you post batches provisionally General Ledger adds the transaction amounts to the provisional fiscal set instead of to the actual fiscal set and keeps the batches available for further editing and posting When you post the batch permanently General Ledger removes the effects of provisional posting You can print financial statements that include provisional amounts and check the results before posting the transactions permanently to ledger accounts You can post batches provisionally only if you select the option to allow provisional posting Types of Fiscal Sets Each account has many fiscal sets 62 Sage 300 ERP General Ledger Budgets Each single currency general ledger account has more than one fiscal set because each fiscal set stores only one set of numbers for one fiscal year and an account can have different types of fiscal sets Multicurrency accounts have additional fiscal sets that hold amounts posted to the account in each source currency used with the account Types of Fiscal Sets An Actual fiscal set stores one year 12 or 1
199. ields and the range of optional field codes for which you wish to include transactions in the report Only posted transactions that use the specified optional transaction fields and values will appear on the report 9 Click Print Printing the G L Transactions Listing Report The G L Transactions Listing report lists the net changes balances and transaction details for accounts in a range of fiscal years and periods you specify User s Guide 153 Chapter 7 Printing General Ledger Reports Before you start Post batches Decide which accounts to include in the report and the range of fiscal years and periods for which to display information Decide whether to include accounts with no activity zero balance accounts with no transactions posted to them in the periods specified for the report Select printing destinations and if necessary turn on and connect the printer To print the G L Transactions Listing report 1 2 Open General Ledger gt G L Reports gt Transactions Listing Specify the order in which to sort transactions You can sort transactions by account number by a particular segment such as department or region by account groups or by account sorted groups If printing one particular division or region you should sort by the division or region segment Specify the range of fiscal years and periods to print Indicate whether to print additional information on the report Accounts With
200. il entry screen click the zoom button beside the Optional Fields field You can open the screen only if the Optional Fields field is selected indicating that transaction optional fields have been defined for the account The screen displays the transaction optional fields defined for the account along with the default values of the optional fields Click Close when you have finished adding recurring entries Reversing a Posted Batch or Journal Entry General Ledger makes it easy to reverse any of the transactions in a posted batch To reverse a posted batch or journal entry 1 2 Open General Ledger gt G L Transactions gt Batch List Double click the posted batch that you want to reverse or that contains the entry you want to reverse The G L Journal Entry screen appears displaying the batch If you want to reverse an individual entry in the batch select the entry in the Entry Number field User s Guide 87 Chapter 3 Entering and Posting General Ledger Transactions 5 Click Reverse The Create Reversing Batch screen appears 6 Select one of the Reverse options to specify which of the following you want to reverse The selected entry only The whole batch 7 Inthe Batch Number field specify the reversing batch to which you want to add the batch or entry you are reversing You can create a new reversing batch or select an existing reversing batch 8 Inthe Batch Description field enter a descripti
201. ill create an error batch with the original and reversing entries which you can post later If the new year exists posting will post the original entry and add the reversing entry to an error batch for later posting because you cannot post to a future year e Provisional posting does not create reversing entries across a fiscal year boundary only within the fiscal year Batch Description Enter a description of up to 60 characters for the batch The description is printed on batch listings and appears with the batch number when you use the Finder to view lists of batches Batch Number General Ledger assigns a batch number when you create a new batch During posting the batch number is assigned to each transaction in the batch and becomes an important part of the audit trail for the transaction User s Guide 189 Appendix A General Ledger Screen Guides To recall an existing batch for modifying or deleting enter the batch number or use the Finder to select it If you delete a batch you cannot reuse its number and the batch is listed as Deleted on the G L Batch Status report Date Specify the date for the journal entry The complete journal entry can have a single date associated with it or you can enter a different date on each detail line This date does not determine the period to which the details will be posted It is for information only The period is set by the Year Period field The date assigned to
202. in this sequence The journal includes the original details which are consolidated on posting The consolidated entries are listed in the summary at the end of the report Comments appear on this journal but not on the G L Transactions Listing or on source journals e Optional transaction fields posted with journal entry details if you chose to print them e The number of posting entries in this posting sequence e In multicurrency ledgers you can print both source currency and functional currency information User s Guide 213 Appendix A General Ledger Screen Guides After printing the Posting Journal Errors Report lists all entries containing errors together with the number of the new batch into which they were placed These entries must be corrected and then posted again Note If the posting journal has been printed and the Reprint Previously Printed Journals option was not selected the corresponding Posting Journal Errors report will not print G L Recurring Entries Report Overview Information To open this screen Open General Ledger gt G L Reports gt Recurring Entries Related tasks e Printing the G L Recurring Entries Report page 147 e Setting Up Recurring Entries page 85 The G L Recurring Entries report lists recurring journal entries set up using the G L Recurring Entries screen Printed on This Report The following information is printed on the report e Recurring entries by code
203. ion Use this column to enter the value you want to use for each optional field you assign to an account If the optional field is validated you must specify a value that is defined for the optional field in Common Services If the optional field allows blanks you can also leave the optional field value blank If the optional field is not validated you can select an optional field value that has been defined in Common Services or you can enter any 174 Sage 300 ERP General Ledger Accounts Screens combination of alphanumeric special characters and spaces that does not exceed the length specified for the optional field Value Set If the Value Set field is Yes you must also enter a Value except in the following instances e Ina Text optional field or in a Date optional field where these fields were set up in Common Services to be validated and allow blanks e When the Text optional field type or the Date optional field type is not validated Rollup Tab This tab appears if the Rollup option is selected on the Detail tab Select Member Accounts To choose more than one member accounts click the Zoom button for the Select Member Accounts for the Rollup Account option The G L Account Selector screen appears where you select the range of account numbers segments groups and types For more information see Adding a Rollup Account page 48 and About Rollup Accounts page 48 Subledger Tab This tab appears if the
204. ion Stored in General Ledger Accounts When adding an account in General Ledger you specify the following information Account number Account description name of the account Account structure account segments used in the account number Account status Active or inactive Account type Balance sheet income statement or retained earnings Account allocation instructions if you want to reallocate the account balance Currency information for the account in multicurrency ledgers Normal type of account balance debit or credit Whether to close by segment code if it is an income statement account Whether to post all details to the account in detail consolidate them or prohibit them Whether the account is a control account Whether to maintain quantity information for the account Whether the account is a rollup account or a member of a rollup account For more information about these options see G L Accounts Screen page 162 User s Guide 41 Chapter 2 Adding and Maintaining Accounts General Ledger also stores the following information for each account e Amounts that reflect the actual monetary transactions of the company e Amounts that have been provisionally posted to accounts e Optional quantity information such as number of units sold or purchased per fiscal period e Budget information Note The number of years of data you can maintain depends on the edition of Sage 300 ERP you use In Sage 300 P
205. ional field 3 Use the Trans Optional Fields tab to add optional fields to be used in transaction details that use the account To use the same optional fields for transaction details as you use for the account click the Replace Optional Fields button Providing you have set up matching optional fields for accounts and transaction details in G L Optional Fields the program replaces the optional fields on this tab with optional fields that match those used on the Optional Fields tab If an optional account field has no matching optional transaction field in G L Optional Fields the field is not used for transaction details 4 On the Detail tab for the Post To Account option select Detail Important General Ledger does not keep optional field information for consolidated transactions After assigning optional fields When you use the selected account in a journal entry General Ledger includes User s Guide 47 Chapter 2 Adding and Maintaining Accounts the optional fields and values you assigned About Rollup Accounts A rollup account lets you consolidate or roll up account balances and quantities if applicable to provide a summary balance and it can be used for classification budgeting and reporting Rollup is multi level Not only can you add member accounts to a rollup account you can add member accounts to an account s member accounts creating a tree structure on the Rollup tab in the account record The tre
206. isplays the result in the functional field If you change the functional currency amount calculated by the program the program will adjust the rate to reflect the change Rate This is the rate at which the amount in the source currency will be converted to the functional currency You can change the rate for any detail but the journal entry must balance in the functional currency before you can post it A list of rates appears when the program cannot find a rate that matches the method defined for selecting rates for the currency You can choose a rate or enter one directly Rate Date The exchange rate will be calculated as of the date in this field Rate Type Specify the rate type which specifies the rate table used to convert the source currency to functional currency for example spot rate contract rate or average rate The default rate type is displayed but you can enter a different rate type and a different exchange rate Rounding Account This field appears when you select Current Rate as the exchange rate When you process a recurring entry using the current rate from Common Services the debits and credits that balanced in the functional currency in the recurring entry record may no longer balance In this situation the program debits or credits the rounding account to balance the debits and credits in the journal entry 242 Sage 300 ERP General Ledger Setup Screens Enter the account you wish to use fo
207. j If you have a multicurrency ledger select the type of exchange rate to use for the recurring entries from the Exchange Rate list If you select Recurring Entry Rate the program uses the same exchange rate from the recurring entry record each time you produce a batch for this recurring entry If you select Current Rate the program uses the exchange rate in effect in Common Services when you create a batch for the recurring entry If you selected Current Rate specify the rounding account to which to post any rounding differences that result when converting the 86 Sage 300 ERP General Ledger 4 5 Reversing a Posted Batch or Journal Entry exchange rate You cannot select an account to which posting is prohibited Enter transaction details in the table or click the Detail button and then enter the details in the separate Recurring Entry screen that appears The Optional Fields column or the check box in the separate detail screen indicates whether transaction optional fields are defined for the account used in a recurring entry detail If optional fields are used you can use the Recurring Entry Optional Fields screen to view or change the optional fields for the entry Display the Recurring Entry Optional Fields screen using one of the following methods On the detail entry table select the detail and then either click the zoom button beside the Optional Fields check box or press Shift F9 On the separate deta
208. l Debit Credit This field displays the functional currency equivalent amount of the entry in the Source Debit Credit field or the amount of the detail if it is entered in the functional currency Enter the amount with the number of decimal places used by the currency If you are entering a detail in a currency other than the functional currency the program converts the source amount to its functional currency equivalent amount then displays the result in the functional field If you change the functional currency amount calculated by the program the program will adjust the rate to reflect the change Rate This is the rate at which the amount in the source currency will be converted to the functional currency You can change the rate for any detail but the journal entry must balance in the functional currency before you can post it A list of rates appears when the program cannot find a rate that matches the method defined for selecting rates for the currency You can choose a rate or enter one directly Rate Date The exchange rate will be calculated as of the date in this field Rate Type The exchange rate will be calculated as of the date in this field Detail Table ICT Company Fields Destination This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the company that ultimately receives the entry made by the originating company The destination co
209. l level If you consolidate posted transactions any optional field information stored for the transactions is deleted Before you start e Define optional fields for your company in Common Services e Set up optional fields for General Ledger using the G L Optional Fields setup screen 46 Sage 300 ERP General Ledger Adding Accounts Set up account optional fields to store custom information with accounts Set up transaction detail optional fields to store custom information with transaction details To assign optional fields to an account 1 Open General Ledger gt G L Accounts gt Accounts 2 Use the Optional Fields tab to add optional fields to store custom information for the account as follows a In the Optional Fields column use the Finder to select optional account fields that you have defined using the G L Optional Fields setup screen When you choose an optional field the program fills in the description and the default value for the optional field To change the value for the optional field use the Finder in the Value column to select a different value If the optional field is validated you must enter a value that is defined for the field in Common Services If the optional field accepts blanks you can leave the value blank If the optional field is not validated you can enter any value consistent with the type of field providing your entry does not exceed the maximum length specified for the opt
210. l table do one of the following e Ifa blank line is highlighted tab to the Item Number field then either type the item number or select it from the Finder Enter the remaining information for the detail e To start a new line press Insert or tab through the end of the last line on the table If you want to insert a new line in a specific location highlight the line above the location and then press Insert Note A detail line is saved as you enter it on the detail entry table To edit details using the detail table e Select the line you want to edit and then enter your changes on that line Note For information about using your keyboard to move within a detail table see Keyboard Shortcuts for Detail Tables page 277 To delete details using the detail table 1 Select the line you want to delete 2 Press the Delete key on your keyboard 3 If you see a message asking you to confirm the deletion click Yes 276 Sage 300 ERP General Ledger Keyboard Shortcuts for Detail Tables To edit item information or detail tax information using the Detail Items Taxes screen 1 Select the detail on the table and then either click the Item Tax button or press F9 2 Edit the item information and or change the Tax Class or Tax Included options for the detail Keyboard Shortcuts for Detail Tables Use the following keyboard shortcuts to navigate in detail tables te Command Go left or right one column Pg Up Po Go
211. lick Save and then click Close Defining Account Reallocations General Ledger lets you allocate the balance of an account periodically to other accounts for example to allocate income and expense account balances from head office accounts to department accounts or to allocate profits to partners To define account reallocations 1 Open General Ledger gt G L Accounts gt Accounts 2 Inthe Account field select the account from which you want to allocate amounts automatically 3 On the Detail tab select Auto Allocation if it is not already selected When you select the allocation option the Allocation tab becomes available 4 On the Allocation tab enter reallocation details as follows a Inthe Source Code field select the source code to use for the allocation transactions b Inthe Allocate By field specify whether to reallocate amounts based on the account balance or on the account quantities Account Balance This selection distributes the balance in the account to the target accounts based on the percentages that you specify on the Allocation tab For example you could distribute 25 of the balance to each of four accounts This choice distributes balances only and does not distribute quantities Account Quantities This selection distributes the net quantity in an account to the target accounts according to the percentages that you specify It then distributes the account balance to the target accounts b
212. lligence Reporting page 130 Note You can also print statements using Financial Reporter which comes with General Ledger For an introduction to Financial Reporter see the Financial Reporter User s Guide e Appendix A General Ledger Screen Guides Learn how to find and use Sage 300 ERP screens Each screen guide includes navigation information field help and a list of tasks you can use the screen to perform e Appendix B General Ledger Security Authorizations If security is turned on for your Sage 300 ERP system the system administrator must assign users security authorization for General Ledger screens This appendix describes the authorizations you can assign to General Ledger users e Appendix C Data Entry Tools Tips and Shortcuts Use these tools and shortcuts to speed up data entry in Sage 300 ERP 2 Sage 300 ERP General Ledger e Appendix D Support and Resources Find support and resources to help get Sage 300 ERP up and running quickly User s Guide 3 Chapter 1 Setting Up General Ledger Use General Ledger Setup screens to set up accounts options and security authorizations that determine how General Ledger processes transactions and interacts with other Sage 300 ERP modules About Setting Up General Ledger After installation you take the following general steps to set up General Ledger Step One Activate General Ledger for Your Database This step adds the database tables required by th
213. lowed by a comma The first code represents the account type followed by the code for the account balance type followed by the code for the currency type followed by the code for a rollup account only when the account is a rollup account or a rollup member if not no code appears in this position Account Type Codes B Balance sheet account I Income and expense account 210 Sage 300 ERP General Ledger Reports Screens R Retained earnings account Account Balance Type codes include CR Credit account DR Debit account Currency Type codes include M Multicurrency account F Functional currency Rollup Account codes include R Rollup account M Member of a rollup account B Botha rollup account and a member of a rollup account Control Accounts The Control Accounts column indicates whether an account is a control account To see which ledgers use the control account print the Control Account Subledgers version of the report Post In The Post In column displays whether to post in detail or consolidated format or whether posting to this account is prohibited e For a Rollup Account report the report displays all rollup accounts all of their directly related rollup member accounts and a Yes No field to indicate if those rollup member accounts are themselves rollup accounts G L Optional Fields Report Overview To open this screen Open General Ledger gt G L Reports gt Optional Fields Rela
214. lue If the optional field is validated you can specify only values that are specified for the optional field in Common Services The following table explains the relationship between the Value Set and Auto Insert fields Value Set and Auto Insert Values Value Set Optional Field For Optional Field For and Auto Insert Values Accounts Transaction Details Value Set When you create a new account When you create anew account Yes the optional field and its default the optional field and its default value appear on the Optional value appear on the Trans and Fields tab on the G L Accounts Optional Fields tab of the G L Auto Insert screen Accounts screen Yes Value Set If you add or save an account When you create a new account Yes you must change Auto Insert to the optional field will not appear Yes on the Trans Optional Fields tab of and the G L Accounts screen Auto Insert If you manually insert this optional No field for the new account the value you defined in the Default Value field will be inserted Value Set No Default Value is blank Default Value is blank You can enter the optional field value on the Trans Optional Fields tab of the G L Accounts screen or directly in a transaction User s Guide 39 Chapter 2 Adding and Maintaining Accounts Use General Ledger Accounts screens to set up and maintain the General Ledger accounts that make up your chart of accounts Informat
215. m Journal Entries to Source Transactions 222 2222222222 121 Comparing Two Fiscal Sets 2 22 0 200 c cece cece cence cece eee cece eee cece eeeeeeeeeeeeeeee 121 Chapter 6 Importing and Exporting General Ledger Data 123 About Importing and Exporting General Ledger Data 220 2 200 22 cece cece cece e cece 123 Importing Data to General Ledger 20 0 200 cece cece cence cece cence eee ceeecececeeeeeeeeees 124 Exporting General Ledger Data 2 22 0 200 ecco cece cence cece cence eee ec ce eeeceeeeeeeeeeeeees 125 Creating a GIFI Export File 2 2 00 e cece ce cece ence eee e cee eeeeeeeeeseeeeeeeeeees 126 vi Sage 300 ERP General Ledger Contents Chapter 7 Printing General Ledger Reports co 129 About General Ledger Reports 2 0 ccccccccccccccccccccccecccceeccccecccceececeeececerececererees 129 About Printing Statements Using Intelligence Reporting 22 220 2222 eee ee eee 130 About Reporting Currency 220 2200 2 ccc cece c cece cece cece cece eee eee eeeeeeeeeeeceeeeteeeeeeeee 131 PID OMA S A IR AN 131 Report Printing OPTIONS s2 43222 ce2s5 a tt phlei eta 131 Selecting a Print Destination 00 0 002 o cece cece cece cence aaao cee eeceeeeeeeeeeeee 132 Selecting a Printer for Reports _ 0 020 2220 occ cece cece cece cence cece ccc eeeeeeeeeeeeeeeeees 134 General Ledger Reports 200 22 o ccc
216. mn and then use the Finder A to select the first account code in the range that you want to allow or restrict c Tab to the To column and then use the Finder A to select the last account in the range d Press the Insert key to start a new line to specify another range of account numbers e Click Save Click the Test button to test the account segments you have specified The G L Permissions Finder lists only the accounts this user has permission to see and work with After setting account permissions To set up identical permissions for another user copy the current user s permissions to other user IDs by using the File menu s Import and Export commands to import and export user permissions Print account permissions information by clicking the Print button on the G L Account Permissions screen Creating Accounts Automatically Before you start Before you create accounts automatically you should print and examine your chart of accounts carefully to be sure you select an appropriate range of accounts to use as the base accounts and to determine what other criteria you need for creating the new accounts Note that if an account already exists in your chart of accounts General Ledger will not overwrite it when you create the new accounts Also if your existing chart of accounts contains no accounts with the required segments in the specified range the program will not create any new accounts To create accounts automatic
217. mpany can be a single or multicurrency company but if single currency it must have the same functional currency as the originating company 260 Sage 300 ERP General Ledger Transactions Screens Originator This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the originating company for this journal entry All the details for a single journal entry must use the same originating company However the entries within a batch can use different originating companies Route This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the route between the originator and the destination selected for this detail line If the destination company for this detail is also the originator the route must be zero G L Post Batches Screen To open this screen Open General Ledger gt G L Transactions gt Post Batches Related tasks Adding a New Batch page 78 Editing a Batch page 79 Deleting a Batch page 80 Posting Transaction Batches page 83 Printing the G L Batch Listing Report page 136 Printing the G L Batch Status Report page 139 Use the G L Post Batches screen to Post batches of transactions to General Ledger User s Guide 261 Appendix A General Ledger Screen Guides e Post batches of intercompany transactions to the respective originating company and destination compa
218. n account structure to each account that you add to General Ledger You specify which account structure an account uses when you add the account using the G L Accounts screen Note General Ledger does not let you add an account if its account number does not match the format of the assigned account structure Guidelines for Creating Account Structures e You can use more than one account number structure within the same General Ledger For example you can define one account structure that uses only two segments in account numbers such as the account segment and a department segment and another structure for account numbers that have four segments such as the account segment and segments identifying the department sales region and product type e Each structure can use any combination of the account segments you have defined arranged in any order and containing up to 45 characters including delimiters Individual account numbers cannot exceed 45 characters including delimiter characters so if you defined 10 segments it is unlikely that any of your account numbers could contain all 10 e You can add new account structures at any time but you can change existing structure definitions only if you have not added accounts that use the structure 22 Sage 300 ERP General Ledger Account Structures e The order in which you select the segments determines their order within the account structure e When defining an accoun
219. n batches Creating a Batch of Recurring Entries Use the G L Create Recurring Entries Batch screen to create a journal entry batch consisting of a single recurring entry or a range of recurring entries To create a batch of recurring entries 1 Open General Ledger gt G L Periodic Processing gt Create Recurring Entries Batch 2 Inthe Run Date field enter that date to determine which recurring entries are due to be processed It includes all entries up to the date specified 3 Use the From Recurring Entry Code and To Recurring Entry Code fields to specify range of codes for which to process recurring entries Tip To process a single recurring entry code enter the same code in both fields 4 Inthe Method field specify how to create the batch Default If you select this method the batch will be appended to an open batch if both batches have the same run date otherwise a new batch is created Create a New Batch If you select this method a new batch is created Add to an Existing Batch If you select this method you use the adjacent field that appears to specify an existing open batch to which to add this batch The run date for the existing batch can be different than the batch you are creating 5 Click Process Note Any transactions details optional fields and values specified for the recurring entry code will be used in the resulting transaction details 102 Sage 300 ERP General Ledger Creating a Ne
220. n of Sage 300 ERP you use you can maintain from 7 to 99 years of history depending on your business requirements and data storage capacity When you perform Period End Maintenance fiscal sets older than the number of years specified are deleted The G L Period End Maintenance screen gives you the option of deleting fiscal period balances and net changes that are older than this number of years Keep Years of Transaction Detail Specify the number of years prior to the current year for which you want to keep posted transaction history The number of years for which you keep detail must not exceed the number in the Years Of Fiscal Sets field If you use Sage 300 Premium ERP you can keep up to 99 years of transaction detail and fiscal sets If you use Sage 300 Standard ERP or Sage 300 Advanced ERP you can keep up to 7 years of transaction detail and fiscal sets When you perform Period End Maintenance transaction details older than the number of years specified are deleted The G L Period End Maintenance screen gives you the option of deleting transaction details that are older than this number of years Lock Budget Sets Select a budget set if you want to prevent users from entering deleting or changing amounts You can lock a set to prevent anyone from entering budget data into a fiscal set you decided not to use Or you may want to lock the fiscal set that contains your original budget after the figures for all the accounts are
221. n to remove the result of previous calculations without having to delete the Budget fiscal set Delete Click this button to remove a Budget fiscal set from an account The fiscal set is deleted regardless of whether it contains amounts Note Historical fiscal sets are normally retained for the number of years specified in the Years Of Fiscal Sets field on the Posting tab of the G L Options screen Once a fiscal set is older than the number of years specified it is automatically deleted when you use the Create New Year screen Replace Click the Replace button to replace the amounts in the Budget Amount column with amounts you are copying or calculating Account To display budget information for an account type the account number in 178 Sage 300 ERP General Ledger Accounts Screens this field or use the Finder or the navigation buttons to select it Budget Amount This column displays the budget amounts for the selected account Budget Method Select a budget method to help you to calculate budget period amounts based on information you specify For a list of budget methods see Budget Methods page 65 Budget Set When you create a budget for an account you specify the budget fiscal set and year for the budget data Budget fiscal sets are identified by the numbers 1 through 5 if you use the Sage 300 Premium ERP edition You can decide how many budget fiscal sets you want to use for an account all are optional and the in
222. ncy value of transactions This is the full multicurrency version of the source journal e GLSJiSA RPT Use this report when you want to print source currency reports on A4 paper Fields and Controls Profile Enter a name that will help you recognize this profile later 248 Sage 300 ERP General Ledger Transactions Screens Source The source codes you enter here determine which transactions are printed in this source journal For example if you specify source code AP CK all transactions with source code AP CK will appear on the report e Asource journal can use up to 50 source codes e The same source code can be used with more than one source journal Transactions Screens Use General Ledger Transactions screens to enter and post batches of journal entries and to review and edit transaction information before posting G L Batch List Screen Overview To open this screen Open General Ledger gt G L Transactions gt Batch List Related tasks e Adding a New Batch page 78 e Editing a Batch page 79 e Deleting a Batch page 80 e Posting Transaction Batches page 83 e Printing the G L Batch Listing Report page 136 e Printing the G L Batch Status Report page 139 The G L Batch List screen lists posted and unposted General Ledger and intercompany batches Use this screen to e Create a new batch e View the transactions in a batch User s Guide 249 Appendix A General Ledger Screen Gui
223. ncy ledgers amounts in both source and functional currency or in functional currency only User s Guide 219 Appendix A General Ledger Screen Guides G L Transactions Listing Report Overview To open this screen Open General Ledger gt G L Reports gt Transactions Listing Related tasks Printing the G L Transactions Listing Report page 153 The G L Transactions Listing report lists the net changes balances and transaction details for accounts in a range of fiscal years and periods you specify When to Print Information Print this report before consolidating posted transactions and before printing financial statements You can view the same details ordered and extracted by different criteria with the source journals Because posted transactions can be consolidated this listing may not show all the details that were entered in batches e Transactions can be consolidated during posting Set posting consolidation on the G L Accounts screen e You can consolidate transactions after posting using the Consolidate Posted Transactions screen A consolidated transaction created during posting retains the posting sequence number on the G L Transactions Listing so the consolidated amount can be traced through the posting journal to the batch listings Transactions that are consolidated after posting are consolidated by fiscal period and source code but not by posting sequence number The description in this case is
224. neral Ledger G L Options Screen To open this screen Open General Ledger gt G L Setup gt Options 226 Sage 300 ERP General Ledger Overview Account Tab Setup Screens Related tasks e About Setting Up General Ledger page 5 e Printing the G L Options Report page 144 After setting up your general ledger you use the G L Options screen to e Add or change the contact name telephone number and fax number for your general ledger e Specify account settings such as multicurrency account groups and default closing account e Turn on G L Security and specify the default user access to General Ledger accounts e Specify a default source code for journal entries e Specify options for posting budget sets history and statistics e Set up account segments On this tab you specify settings that determine how accounts are processed in General Ledger Generally you change account settings only after year end closing Company Tab Posting Tab On this tab you specify the contact name telephone number and fax number for General Ledger To change the company name and address or to change the contact name telephone number and fax number at the company level use the Company Profile screen in Common Services On this tab you specify General Ledger posting options You can change the options specified here at any time User s Guide 227 Appendix A General Ledger Screen Guides You can e
225. new account type the new account number in this field and then press the Tab key You can type account numbers with or without the delimiter character used to separate account number segments an account click the New icon to refresh the screen so that you can enter new information Allocation Tab This tab appears if the Auto Allocation option is selected on the Detail tab Account Specify the account to which the detail will be posted Note e Before you can enter and post a transaction the status of the account to which it is posted must be set to Active on the G L Accounts screen e You cannot select an account for which the Post To Account field Allocate By Choose whether you want to allocate the account based on the account balance or based on the quantity in the account 166 Sage 300 ERP General Ledger Accounts Screens e Reallocation by account balance distributes the balance in the account to the target accounts based on the percentages that you specify on the Allocation tab For example you could distribute 25 of the balance to each of four accounts This choice distributes balances only and does not distribute quantities e Reallocation by account quantity distributes the net quantity in an account to the target accounts according to the percentages that you specify It then distributes the account balance to the target accounts based on the quantities that were distributed All accounts must maintain quantiti
226. ng Entry Setup screen This option is not available for an ICT company 140 Sage 300 ERP General Ledger General Ledger Reports 4 Select the status of the batches you want to print You can select the following types Open unposted unlisted batches or edited batches that have not been relisted Deleted batches that have been deleted Ready to Post completed batches that are marked ready for posting Post In Progress batches that are being posted now from another workstation or batches for which posting failed and has to be restarted Posted batches that have been posted Provisionally Posted batches that have been posted provisionally Note You can select this option if your company uses the Allow Provisional Posting option However this option is not available for an ICT company Provisional Post In Progress batches that are being provisionally posted now from another workstation or batches for which provisional posting failed and has to be restarted Note You can select this option if your company uses the Allow Provisional Posting option However this option is not available for an ICT company 5 Click Print After printing the Batch Status Report File the Batch Status report Printing the G L Chart of Accounts Report The Chart of Accounts Report lists all or a range of General Ledger accounts according to the selection criteria and the sort and format criteria you specify At printing time you can
227. nn nc ee oroarea 135 Printing the G L Account Groups Report ccccccecccceecccececccceccceeececeeeeceeeeees 135 Printing the G L Account Structures Report 0 0 00 222 ce cece cece ce cece cece ee ceeeeeeeees 136 Printing the G L Batch Listing Report 0 2200022 occ ccc c cece ee eeeeeeeeeeeee 136 Printing the G L Batch Status Report 000 220 c cece cece eee c cece ceeeeeeeeeeeees 139 Printing the G L Chart of Accounts Report 220 222 20 e cece cence cece cece ce ceeceeeeeeee 141 Printing the G L Create Accounts Preview Report 0 0 0 20 ce cece eee e eee e cece ee ee ees 144 Printing the G L Optional Fields Report 00 22 0002 c cocci cece c cece ececceeeeeeeeees 144 Printing the G L Options Report 0 22200 c ccc cece eee eee ee cece cee eeeeeeeeeeeees 144 Printing the G L Posting Journals Report coco e eee eee eee eee ce eee cc eee eeeeeeneeeees 145 Printing the G L Recurring Entries Report 0 20 2200 c cece eee c cece cc eecceeecee cece 147 Printing the G L Revaluation Codes Report 000 20 c cece cece cece cece eceeceeeeeeees 148 Printing the G L Segment Codes Report 0 2 2 0 2220 c cece cece cece aoaaa aoo oaran annon 148 Printing the G L Source Codes Report 0 2 2 0 2c ccc ccc cece cece cece cee eeeeeceeeeeees 149 Printing the G L Source Journal Profiles Report 0
228. nother workstation or posting has failed for this batch and must be restarted Provisionally Posted Batch has been provisionally posted Provisional Post In Progress Batch is being provisionally posted now from another workstation or provisional posting has failed for this batch and must be restarted e Whether the batch has been printed e Dates created and last edited e Whether the batch is ready to post e Posting sequence if posted e Batch totals e Number of entries and errors e Quantity total appears for a Sage 300 ERP Intercompany Transactions ICT company if one of the companies specified on the ICT Options screen maintains quantities in its General Ledger Setting Batches Ready To Post Double click the Ready To Post column when e You are finished editing a batch and want to prevent further changes e You are ready to post the batch of transactions Note e Batches that are set Ready to Post cannot be edited e You cannot use the G L Post Batches screen to post batches that are not set Ready to Post User s Guide 251 Appendix A General Ledger Screen Guides e On the G L Batch List screen you can select a batch and then click the Post button to post a single batch even if the batch has not been set Ready to Post e You cannot post to an account if the Post To Account field on the G L Accounts screen is set to Prohibited for that account G L Journal Entry Screen To open this screen Open General
229. ns for the year that is ending If you import batches import and post the batches you need for the year Print and clear all outstanding posting journals Print financial statements Print any other reports and listings you need for your audit trail and other records If desired consolidate posted transactions If you use multicurrency accounting update exchange rates and revalue account balances if needed Back up your data To create a new year 1 Open Common Services gt Fiscal Calendar and then a Create a fiscal calendar for the next year b Ensure that the closing period for the current year is not locked Open General Ledger gt G L Periodic Processing gt Create New Year Click Proceed Each transaction detail is assigned the source code GL CL and is posted to the closing period After creating a new year Print the Posting Journal The journal lists all closing transactions showing the retained earnings account to which each closing balance was transferred For accounts closed by segment the journal also lists the segment name with each detail Define and print a source journal that lists only the entries associated with the closing source code GL CL Print and clear the Batch Status report selecting all statuses 104 Sage 300 ERP General Ledger Multicurrency Periodic Processes e Print the opening balance sheet and other reports you need to start your records for the new fiscal year
230. nt number segment account group fiscal period reference date batch number and posting sequence number You can also include transaction optional fields account optional fields select account groups by sort code range and use rolled up amounts Ina multicurrency system you can also select and report source journal transactions by their source currency Other examples of source journals you can print include e All details that have the same source code such as all credit card payments all credit memos and all checks e All details entered on a particular day specifying all source codes for a single date e All details entered in a particular batch User s Guide 27 Chapter 1 Setting Up General Ledger e All details that contain a common reference e All details posted to a division department or any accounting entity associated with a segment e You can include Transaction Optional Fields data with any of the journals Changing the Standard Source Journal Reports If you want to change the information in a report or the order that the report is sorted beyond the choices provided by the G L program you can define a new report or modify an existing report General Ledger report definitions are found in the ENG subdirectory of the program directory The program directory is in the installation folder under GLxxx where xxx is the version number of the General Ledger program Adding Source Journal Profiles
231. nt period This method produces accurate balances for each account in each period of the current year allowing you to print comparative financial statements However it does not provide transaction detail such as date reference code and description for the audit trail reports e Enter the net change between the opening and current balances for each account This is the quickest method but it does not let you print financial statements for past periods in the current year and does not provide transaction detail for audit trail reports Using this method you would have to rely on your manually prepared financial statements for comparisons For the steps involved in adding historical information to General Ledger see Adding Account Balances and Quantities to a New General Ledger page 52 Adding Account Balances and Quantities to a New General Ledger Before you can use General Ledger you must at least enter beginning balances for the current fiscal year If you intend to enter period data for previous years do so first Entering last year s ending balances establishes the current year s beginning balances Warning Do not post historical data if you have already entered current year opening balances and transactions because doing so will overstate account balances 52 Sage 300 ERP General Ledger Adding Accounts Before you start Activate your General Ledger specifying the first full year for which you want to
232. nt to use last year s actual figures increased by 5 to adjust for inflation as this year s budget Inquiry Amount This column displays data from any G L account you choose You select the inquiry account by selecting items in the Fiscal Set Lookup area of the screen Year Select the year for which you want to display or edit the budget set G L Chart of Accounts Screen To open this screen Open General Ledger gt G L Accounts gt Chart of Accounts Related tasks Adding a New Account page 42 Changing Account Information page 69 Deleting an Account page 73 Printing the G L Chart of Accounts Report page 141 Viewing Chart of Accounts Information page 117 180 Sage 300 ERP General Ledger Accounts Screens Overview Use the G L Chart of Accounts screen to e List all the accounts in the general ledger in account number order beginning with the account you specify e View detailed information for a selected account You can view the following information for an account Account type balance sheet income statement or retained earnings Normal account balance debit or credit Reporting currency balance debit or credit This option is available only if euro is your functional currency and you specified a reporting currency Whether the account is a multicurrency account in multicurrency ledgers only Functional balance at the end of the currently selected fiscal period and year
233. ny general ledgers if you use Sage 300 ERP Intercompany Transactions e Provisionally temporarily post transactions to General Ledger so you can test their effects on your ledger before posting them permanently For more information about posting batches and processing transactions see About Transaction Processing in General Ledger page 75 262 Sage 300 ERP General Ledger Appendix B General Ledger Security Set up General Ledger security and assign security authorizations to users General Ledger Security Authorizations If security is turned on for your Sage 300 ERP system the system administrator must assign users security authorization for General Ledger screens For information on turning on security setting up security groups and assigning authorizations refer to the System Manager help Note To change the print destination for forms and reports you must have Change Print Destination security authorization for Administrative Services To view records and to print reports in General Ledger you must belong to a security group with Common Inquiry authorization Common Inquiry permission by itself does not let you edit any General Ledger records To edit records or perform processing tasks the system administrator must grant the group access to additional tasks from the following list General Ledger Security Authorizations Security Description Authorization Account Update General Ledger account information
234. odes Print the Source Codes report from the G L Reports folder as a record of the available codes Deleting Source Codes Before you start Make sure the source code you want to delete is not used in an unposted General Ledger batch If it is change the code in the batch to another valid source code before you post the batch Note You cannot delete a source code that is being used in an account allocation or in a subledger control record 26 Sage 300 ERP General Ledger Source Journal Profiles To delete a source code 1 Open General Ledger gt G L Setup gt Source Codes 2 Use the Finder or the navigation buttons for the Source Code field to display the source code you want to delete 3 Press the Delete key 4 Click Yes to confirm your choice when prompted After deleting source codes Print the Source Codes report from the G L Reports folder as a record of the available codes Source Journal Profiles You can define an unlimited number of reports called source journals that you can use to meet a variety of transaction reporting requirements About Source Journals Source journals list posted batch entries by their source codes Typical source journals are a cash receipts journal a cash disbursements journal and a check register You construct the source journals by entering a list of source codes to be included in each source journal You can select transactions within the predefined source journals by accou
235. odes You assign these codes to multicurrency accounts to specify how to revalue functional currency balances when exchange rates change Before you start Decide on a coding convention draw up a list of codes and a description for each Choose the rate type to use for each revaluation code Choose the source code to use to track revalued transactions Determine the exchange gain and loss accounts to which to post revaluation gains or losses for each revaluation code To add revaluation codes Open General Ledger gt G L Setup gt Revaluation Codes Click the New button for the Revaluation Code field and then type the new revaluation code You can use up to six characters letters and numbers for the code You can also just type the code and press the Tab key In the Description field enter a short description of the code using up to 60 characters In the Rate Type field select a rate type that has been defined for currencies in Common Services The rate type determines which exchange rate table will be used for revaluations In the Source Code field specify the source code to assign to all transactions created with this revaluation code User s Guide 33 Chapter 1 Setting Up General Ledger 6 Enter or select the accounts to which to post exchange gains and losses Note The labels for the exchange gain and loss fields will be either Unrealized or Recognized depending on the Gain Loss Accounting Method o
236. of accounts segments account groups account sorted groups or optional fields in the general ledger as of the fiscal period you specify Report Formats You can print seven different trial balance report formats e Report Shows net total debits and credits difference between the total debits and total credits for each or the accounts listed e Worksheet Trial balance report plus columns for manually entering income statement balance sheet and adjustment debits and credits e Quantity Report Trial balance report plus columns containing quantities and the unit of measure for each account listed e Provisional Quantity Trial balance report plus columns containing quantities and the unit of measure for each account listed Figures include any provisionally posted amounts and quantities e Provisional Included Trial balance report where the amounts include any provisional postings e Provisional Separate Trial balance report plus separate columns showing provisionally posted amounts 222 Sage 300 ERP General Ledger Information Reports Screens e Provisional Worksheet Trial balance report plus columns for manually entering income statement balance sheet and adjustment debits and credits Figures include any provisionally posted amounts The report format is a single spaced listing of the accounts and their balances The worksheet format is a double spaced listing of General Ledger accounts including columns for you
237. omes with General Ledger For an introduction to Financial Reporter see the Financial Reporter User s Guide About General Ledger Reports General Ledger prints two main types of reports e Audit reports that provide you with transaction listings and status information such as batch listings posting journals source journals the chart of accounts and the trial balance e Financial statements such as balance sheets income statements and statements of changes in financial position You print financial statements using Sage 300 ERP Intelligence Reporting For information about these reports see About Printing Statements Using Intelligence Reporting page 130 Note You can also print statements using Financial Reporter which comes with General Ledger For an introduction to Financial Reporter see the Financial Reporter User s Guide If you have a multicurrency ledger these reports can also include source and functional currency home currency information on letter size legal size or A4 paper Note e Posting journals are required reports that provide the audit trail for User s Guide 129 Chapter 7 Printing General Ledger Reports batches e You cannot print batch listings for deleted and posted batches If you need to list a posted batch set up a source journal that includes all the source codes likely to have been used in the batch then choose the batch number as the first means of selection when you are p
238. on details You can print source journals that include all transactions with particular source codes You define source codes before you enter and post accounting transactions For more information see About Source Codes page 25 Tip For each source code you use enter a description that you will recognize later such as Accounts Payable checks User s Guide 247 Appendix A General Ledger Screen Guides G L Source Journal Profiles Screen To open this screen Open General Ledger gt G L Setup gt Source Journal Profiles Related tasks e About Setting Up General Ledger page 5 e Adding Source Journal Profiles page 28 e Setting Up General Ledger to Use Account Groups page 30 e Printing the G L Source Journals Report page 150 e Printing the G L Source Journal Profiles Report page 149 Overview Use the G L Source journal Profiles screen to e Add new source journals e List the source codes used in each source journal or modify or delete existing journal definitions Source journals select and print posted transaction details according to transaction source codes Predefined Source Journal Definitions General Ledger comes with three source journal report definitions e GLSJO1F RPT Lists only the functional currency value of transactions This is a single currency or functional currency only version of the source journal e GLSJO1S RPT Lists the source currency and or the functional curre
239. on for the reversing batch 9 Specify a description for each entry you are reversing The method for doing this depends on what you are reversing Whole batch Select one of the Entry Descriptions options to specify a method for generating descriptions for the entries in the batch Original Each entry in the reversing batch has the same entry description it had in the original batch Original with Prefix Each entry in the reversing batch has the same entry description it had in the original batch preceded by the prefix you enter New Each entry in the reversing batch has the entry description you enter Individual entry In the Entry Description field enter a description for the entry you are reversing 10 Click Process After reversing a posted batch or journal entry 1 Print a batch listing for the reversing batch and check the entries 88 Sage 300 ERP General Ledger About Viewing Batch Information 2 Make corrections if needed then reprint the listing for each corrected batch Once batches are correct file the reports Note You must print batch listings before posting if the Force Listing Of Batches option is selected on the Posting tab of the G L Options screen 3 Select the Ready to Post option for the reversing batch on the Batch List screen and then post the batch About Viewing Batch Information General Ledger has several screens that display batch and journal entry information e G L Batch
240. on of capital equipment you might name the code ASSETDEPRECIAT Schedule Code Specify a schedule code for the recurring entry To view existing schedule codes or to create a new one click the Zoom a button to open the Schedules screen Source Code Specify the source code to use for the entry This source code is used as the default for all detail lines in the entry but you can enter a different source code for a detail line if necessary If you use different source codes for individual detail lines the separate details in an entry can appear in different source journals 238 Sage 300 ERP General Ledger Setup Screens Start Date The start date is the first date for the recurring entry batch When you use the G L Create Recurring Entries Batch screen to create an entry batch General Ledger checks the start date to determine if the recurring entry should be included in the batch If the run date of the recurring entry batch is earlier than the start date specified the recurring entry is not included in the batch Details Table Account Specify the account to which the detail will be posted Note e Before you can enter and post a transaction the status of the account to which it is posted must be set to Active on the G L Accounts screen e You cannot select an account for which the Post To Account field has been set to Prohibited Account Description This field displays a description of the account Comment Add
241. ons were consolidated Tip You can use filters to restrict the list to transactions with a particular source code or source currency if you have a multicurrency ledger Information displayed for each transaction includes e Fiscal period e Date e Source code e Reference and description e Functional currency for posted amounts and source currency if you have a multicurrency ledger User s Guide 187 Appendix A General Ledger Screen Guides e Reporting currency amount The Reporting option is available only in multicurrency ledgers if the euro is your functional currency and you specified a reporting currency e Quantity e Exchange rate rate type and rate date if you have a multicurrency ledger e Batch number entry number and transaction number e Optional fields If you do not specify a source code or currency the program lists the displayed transactions first by year and period then in order by currency source ledger source type posting sequence and detail record number e Displays rollup amounts If Use Rolled Up Amounts is selected and the Go button clicked all transactions posted to an account in a particular year and fiscal period as well as the rollup member transactions will be displayed A new Members field appears in the table and displays the rollup member or rollup account to which the transaction was posted G L Journal Entry Inquiry Screen To open this screen 1 Open General Ledger gt G L Acc
242. or the next fiscal year To maintain clear and complete accounting records there are other procedures you should follow at year end Before you start If creating the new year would result in too many years of data you must first clear some of the earliest years of history using the Clear History screen Transaction history is not cleared when you create a new year Make sure you have entered the correct default closing account on the G L Options screen If you close by segments specify the retained earnings accounts for each segment code on the Segment Codes screen Enter and post all outstanding transactions for the year that is ending If you import batches import and post the batches you need for the year Print and clear all outstanding posting journals Print financial statements Print any other reports and listings you need for your audit trail and other records If desired consolidate posted transactions 94 Sage 300 ERP General Ledger About Consolidating Transactions e If you use multicurrency accounting update exchange rates and revalue account balances if needed e Back up your data To perform year end processing 1 Open General Ledger gt G L Periodic Processing gt Create New Year a Click Process b When processing has finished click Close Open General Ledger gt G L Reports gt Batch Status a Print the Batch Status report for the transactions created by the Create New Year
243. ormation Printed on This Report The following information is printed at the top of the report e The range of batch numbers source ledgers and batch creation dates for the batches that you printed e Whether the report includes batches that have already been listed e Batch type Batch types include Entered Batches created in General Ledger using the G L Journal Entry screen Subledger Batches created in aSage 300 ERP subledger Imported Batches you have transferred to General Ledger using Import batches These can be batches created by another general ledger or by a non Sage 300 ERP program They can also be recurring batches created in your own general ledger and then exported for later use Generated Batches created in General Ledger such as to contain reallocation transactions or revaluation transactions or closing entries or transactions that were rejected during posting 206 Sage 300 ERP General Ledger Reports Screens Recurring Batches of recurring entries created in the G L Recurring Entry setup screen This option is not available for Intercompany Transactions companies e Batch status Batch statuses can be Open Unlisted batches or edited batches that have not been relisted Provisionally Posted Batches that have been provisionally posted This option is not available for Intercompany Transactions companies Ready to Post Completed batches that are ready for posting Posted Batches you h
244. ormation only The period is set by the Year Period field 254 Sage 300 ERP General Ledger Transactions Screens The date assigned to details consolidated during posting is the last date of the fiscal period to which they were posted Entry Description Enter a description of up to 60 characters for the journal entry The description is printed on batch listings and appears with the entry number when you use the Finder to view lists of entries Entry Mode Select Normal or Quick mode to control the way you create detail lines when pressing the Tab key e Normal After entering a detail line press the Tab key to begin entering the next detail without populating any fields e Quick After entering a detail line press the Tab key to begin entering the next detail and automatically copy information in the Reference Description Comment and Detail Date fields from the first line to the new line Entry Number Select an existing entry or click the New button to add a new entry If you delete an entry you cannot reuse its number If you do not reassign the number it is listed as Deleted on the posting journal when the batch is posted to provide an audit trail of the missing number Source Code Select a source code for the entire journal entry If you wish you can enter different source codes on individual detail lines You use the G L Source Codes setup screen to define source codes Source codes tell you which ledger a
245. ou are sorting the report by account number or by segment in the adjacent From and To fields 152 Sage 300 ERP General Ledger General Ledger Reports If you are sorting by account number specify the range of accounts to include If you are sorting by account segment specify which account segment to select by and then specify a range of segment codes 4 If your General Ledger is multicurrency specify the report currency You can print amounts in both source and functional currency or in functional currency only If the euro is your functional currency and a reporting currency is specified for your ledger you can also choose Reporting if you want to print amounts in that currency 5 Inthe From Period and To Period fields specify the year and range of fiscal periods for the report If you have created the next year you can select the adjustment or closing periods 6 To select accounts by a range of sort codes select Select Account Groups By Sort Code Range and then in the From and To Sort Code Account Group fields specify the range of sort codes If you are sorting the report by account number or segment and not by sort code range select a range of account groups or accept the default range to include all account groups 7 Inthe segment table select ranges of segment codes if you want to restrict the report to accounts with particular segment codes 8 Inthe optional fields tables specify up to three optional f
246. ou have added all the codes for a segment click Save After adding segment codes Print the Segment Codes report from the G L Reports folder This report lists the valid codes for each segment and shows the related description and retained earnings account if any Deleting Segment Codes Before you start Make sure that the segment code you are going to delete is not being used by an active account You cannot delete a segment code that is in use To delete a segment code 1 Open General Ledger gt G L Setup gt Segment Codes 2 From the Segment Name list select the segment for which you want to delete a segment code 3 Inthe table select the particular code you want to delete 4 Press the Delete key After deleting segment codes Print the Segment Codes report from the G L Reports folder as a record of the available codes Account Structures After creating account segments define account structures that specify the various combinations of segments used in your account numbers User s Guide 21 Chapter 1 Setting Up General Ledger About Account Structures Account number structures let you use different account segments for different groups of account numbers You use the Account Structures screen to define account structure codes that are used to format account numbers The structure specifies e Which segments appear in the account number e The order in which the segments appear You must assign a
247. ou have not yet posted Before you start Confirm the batch number for the batch that you are going to delete To delete a batch follow one of these procedures 1 Open General Ledger gt G L Transactions gt Journal Entry 2 Inthe Batch Number field use the Finder or the navigation buttons to display the batch you want to delete or type the batch number 3 Click Delete All transactions in the batch are deleted 80 Sage 300 ERP General Ledger 3 Adding a Journal Entry Open General Ledger gt G L Transactions gt Batch List Select highlight the batch you want to delete on the Batch List screen Clear the option Show Posted And Deleted Batches to limit the display to batches that have not been posted Click Delete After deleting a batch e The batch is listed as deleted on the Batch Status report e You cannot reuse the batch number until you reset batch numbers using the Period End Maintenance screen Adding a Journal Entry A journal entry in General Ledger is like a manual journal entry The sum of the debits equals the sum of the credits Each debit line and each credit line in a journal entry is called a detail You use the G L Journal Entry screen to maintain batches journal entries and journal entry details To add a journal entry 1 2 Open General Ledger gt G L Transactions gt Journal Entry Beside the Batch field click the New button General Ledger provides the next batc
248. ount if you have a multicurrency ledger Whether to store additional information for the account by using optional account fields Whether to keep optional fields with transactions you post to the account Whether to maintain quantity data for the account and if so the unit of measure to use Whether to roll up accounts and which accounts can be rolled up To add a new account to the General Ledger 1 2 Open General Ledger gt G L Accounts gt Accounts In the Account field type the new account number and then press the Tab key You can type account numbers with or without the delimiter character used to separate account number segments Tip If you add another account immediately after finishing these steps click the New icon to refresh the screen so that you can enter new information Enter a description for the account Fill in the fields on the Detail tab as follows a If you have more than one segment in your account numbers use the Finder for the Structure Code field to choose the account structure that User s Guide 43 Chapter 2 Adding and Maintaining Accounts matches the segments in the account you are adding b Inthe Normal Balance field specify whether this account normally has a debit or a credit balance c Inthe Account Type field select Income Statement Balance Sheet or Retained Earnings for this account d If you use account groups use the Finder for the Account Group field
249. ounts gt Transaction History 2 Specify the account period and source code for which you want to see journal entries 3 On the table double click the transactions for which you want to display details Related tasks Looking Up Transactions Posted to General Ledger Accounts page 120 Overview screen the G L Journal Entry screen appears displaying the details of the selected transaction Look up the details of a transaction selected on the G L Transaction History screen 188 Sage 300 ERP General Ledger Accounts Screens Fields and Controls Auto Reverse If you want this transaction to be reversed in a future fiscal period select the Auto Reverse option and then specify a period to which to post the reversal General Ledger will automatically create a reversing entry by reversing the signs of all the details for this journal entry and it will post the reversing entry to the specified fiscal period Both the original and reversing entries are posted when you post the batch The date on the reversing transaction is the first day of the specified reversal period The description is REVERSING ENTRY Note e You can create and post reversing entries that span the previous and current fiscal years e If you want to create a reversing entry that spans the current and the next fiscal year you must first use the G L Create New Year screen to create the new year If you do not create a new year first posting w
250. ounts to a spreadsheet for analysis and manipulation Then import this information as next year s budget information Before you start e Depending on the type of file you are exporting you may need to create a file or a database to export to before exporting from Sage 300 ERP If you are exporting to Excel create an Excel file If you are exporting to Access create a database file If you are exporting to an ODBC database create an empty database Be sure to create it in the database type you use e If you are exporting in XML format determine a location to export the file to e If you are exporting in CSV format set up a path to the directory where you will be exporting the Sage 300 ERP data To export General Ledger information follow these general steps 1 Open the screen for the data you want to export 2 Click File gt Export 3 Inthe Export dialog box that appears select a file format from the Type list 4 Click Browse and then specify the location and file to export to User s Guide 125 Chapter 6 Importing and Exporting General Ledger Data Click the plus signs beside items that have them to expand the list of fields If there are fields that you do not want to export clear the checkbox for that field To change the criteria for exported data click the Set Criteria button Click OK to begin the export When the export is finished you receive a message that displays the number of records expor
251. panies after each entry was posted It first prints the whole original entry and then prints the transactions that each entry generated in remote companies This option appears when you ve chosen Posting Sequence as the Sort By option By Detail This option prints transactions that were generated in the remote companies after each detail was posted It first prints the original detail and then prints the transactions that each detail generated in remote companies This option appears when you ve chosen Posting Sequence as the Sort By option Note If you are not printing the journal for an ICT company skip this step 8 If you have a multicurrency ledger in the Currency section specify whether to print amounts in your functional currency or in both source and functional currency Note If the euro is your functional currency and a reporting currency is specified for your system you can select Reporting to print amounts in your reporting currency from the reporting fiscal set 9 If you selected Source and Functional as the Currency option specify a paper size 10 Click Print After printing posting journals Check the report and then file it with other audit trail reports Printing the G L Recurring Entries Report The recurring entries report lists recurring journal entries set up using the G L Recurring Entries screen This report lists recurring entries by code states which account s the codes pertain to and shows the
252. posted to the account Note You can select the Show Quantity option for a rollup account even if it does not use the Maintain Quantities option General Ledger checks whether any of the member accounts maintain quantities If they do their quantities are rolled up along with their account balances if you also select the Use Rolled Up Amounts option If you selected a rollup account and you want to see rolled up amounts for the account select the Use Rolled Up Amounts option Double click a period to open the G L Transaction History screen where you can view detailed history for the account and period Viewing Source Currency Balances for a Multicurrency Account Ina multicurrency General Ledger you can display source currency and reporting currency balances for multicurrency accounts You can Display all source currency account balances for a multicurrency account as well as the equivalent amounts in the functional currency Display all reporting currency account balances for a multicurrency account Note If the euro is your functional currency and you specified a reporting currency this screen displays a column with amounts shown in the reporting currency Display source currency account balances for rollup accounts Rolled up amounts appear in the Source Balance and Equivalent Balance columns when you select the Use Rolled Up Amounts option Drill down to Transaction History to show individual transactions To view sourc
253. ption selected in the Company Profile 7 Click Add After adding revaluation codes e Print the G L Revaluation Codes report to list the information defined using this screen e Assign the revaluation codes to the relevant accounts and currencies Deleting Revaluation Codes Before you start Determine whether the revaluation code you want to delete is used with any accounts If it is use the G L Accounts screen to assign a different revaluation code to each of the accounts To delete a revaluation code 1 Open General Ledger gt G L Setup gt Revaluation Codes 2 Inthe Revaluation Code field use the Finder or the navigation buttons to display the revaluation code you want to delete 3 Click Delete 4 At the Confirmation message that appears click Yes 5 Select another code for deletion or click Close After deleting revaluation codes Print the G L Revaluation Codes report as a reference if you want to keep a printed record of the codes available Optional Fields If you use Transaction Analysis and Optional Field Creator set up optional fields that you can use to store additional information with General Ledger 34 Sage 300 ERP General Ledger Optional Fields records and transactions activated Transaction Analysis and Optional Field Creator In General Ledger you can assign an unlimited number of optional fields to an account to store additional information that your company wants to track for th
254. ptional transaction fields assigned to a selected detail select the detail line and then click the Optional Fields Zoom E button or press Shift F9 If you delete all the optional fields for a detail the Optional Fields option or field is cleared for the detail For more information see About Optional Fields in General Ledger page 35 User s Guide 193 Appendix A General Ledger Screen Guides Quantity If you use quantities with the specified account you can enter one quantity with the detail for example to indicate the number of items sold if this feature is available to you Before you can enter quantities for an account you must select the Maintain Quantities option in two separate places e Onthe Account tab of the G L Options screen to turn on quantities for the whole ledger e Onthe Detail tab of the G L Accounts screen to turn on quantities for the account Reference Enter an optional detail reference of up to 60 characters The reference can be anything you want to keep with the detail such as a check number or invoice number The reference is listed with the detail on batch listings posting journals and the G L Transactions Listing If you do not consolidate the transaction detail references are also listed on source journals If you print source journals by reference you can use the same reference for all details in an entry so all details from the entry are grouped together Source Code Speci
255. quired field it must contain a value before you can save anentry The Value Set field indicates Yes if General Ledger has already seta value including an acceptable blank for the field G L Budget Maintenance Screen Open General Ledger gt G L Accounts gt Budget Maintenance To open this screen Open General Ledger gt G L Accounts gt Budget Maintenance Related tasks e Adding a New Account page 42 e Editing Budget Data page 67 Overview Use the G L Budget Maintenance screen to e Enter and display budget information for each G L account e If your General Ledger has multicurrency accounts enter budget amounts for each of the currencies you use You can maintain between one and five budget sets for each account depending on your edition of Sage 300 ERP If you are using Sage 300 Premium ERP you can create up to five optional budgets for an account User s Guide 177 Appendix A General Ledger Screen Guides budget set The Posting tab on the G L Options screen tells you which budget sets if any are locked Fields and Controls Buttons Add Save Click this button to add or save your changes to a budget fiscal set that you have defined for an account Add To Click the Add To button to add the amounts you are copying or calculating to amounts already in the Budget Amount column Clear Click this button to clear all the period amounts in the Budget Amount fields You can use the Clear butto
256. r IDs using the navigation buttons or use the Finder to select a user ID If you have not added the user ID for which you want to set permissions click the Zoom button for the User ID field to display all Sage 300 ERP user IDs and then use the Finder to select the ID you need 3 Use the Segment tab to allow or deny user access to ranges of account segments for example to restrict access to a particular department a Click in the first row of the Allow column then use the Spacebar or double click to switch between No and Yes b Double click in the Segment column and then select a segment from the list that appears For example you could select the Division account segment to restrict account access based on the company s divisions c Tab to the From column and then use the Finder A to select the first segment code in the range that you want to allow or restrict d Tab to the To column and then use the Finder amp to select the last code in the segment range e Press the Insert key to start a new line to specify another range of segment codes f Click Add or Save 4 Use the Account tab to allow or deny user access to ranges of account numbers for example to allow access to accounts receivable sales accounts a Click in the first row of the Allow column then use the Spacebar or double click to switch between No and Yes 56 Sage 300 ERP General Ledger 5 Adding Accounts b Tab to the From colu
257. r batch related activities Posting is limited to batches that do not contain restricted accounts Users cannot view a batch that contains transactions with restricted account numbers The batch will not appear in batch list windows Even if the user has Journal Posting rights they cannot post batches if G L Security has been set to No Accounts e Invoice entry Users cannot enter invoices for restricted accounts in Purchase Orders or Accounts Receivable e Importing and exporting account data Users cannot import and export data for restricted accounts e Report generation Restricted account ranges do not appear in financial reports created using Financial Reporter Security for Accounts that Use Blank Segments If you use a mix of account structures in your chart of accounts you need to consider how the program handles accounts that do not contain all the segments you use in your system If an account number does not include a particular segment say division the program considers this segment blank Unless you specifically restrict blank values for the division segment the segment will be allowed Example For the sample company SAMLTD account 1000 contains only the account segment If you do not restrict blank division and region segments and the account segment 1000 is allowed account 1000 will be visible 14 Sage 300 ERP General Ledger General Ledger Setup Options To allow accounts that include division 100 but res
258. r boundary only within a fiscal year 76 Sage 300 ERP General Ledger About Transaction Processing in General Ledger pen Transactions ICT Batches Important You can enter intercompany transactions only in the company for which you activated Intercompany Transactions If you are working with a company for which Intercompany Transactions has not been activated the ICT ds do not appear on G L screens and reports If you use Sage 300 ERP Intercompany Transactions e Additional fields appear on the G L Journal Entry screen letting you identify the originating company for the batch and a destination company and route number for each transaction e You use the ICT A P Post Batches screen to post intercompany batches Note Tf Intereompaniy Transactions is activated for the open company you can post only intercompany batches and transactions When you post an intercompany batch Sage 300 ERP creates batches for the originating company and for the destination company in their respective General Ledgers It also creates a posting journal in Intercompany Transactions that shows what happened If you selected Post G L Batches for the originator and the destination companies in ICT Options Sage 300 ERP will also post these batches for you in the remote General Ledgers The program generates descriptions for the batch entry and line for the originating and destination companies as shown in the following examples e Batch descrip
259. r data snapshots If you do not plan to use the General Ledger snapshots or the standard reports that come with Financial Reporter you can add any new account groups that you need or delete any account groups that you do not need You can reassign account groups to different group categories However we recommend that you consider such reassignment very carefully Note You cannot change the standard set of account categories or the sort codes that come with General Ledger Note the following additional characteristics of account groups e You can change the descriptions for the account groups to suit your business needs e One account group can be used by many accounts e One sort code can be used by many account groups e The system assigns the Unclassified account group to accounts that use a blank account group code Setting Up General Ledger to Use Account Groups Sage 300 ERP uses account groups to classify account balances e On the financial statements that come with Financial Reporter e Inthe Income Statement and Balance Sheet snapshots that you view in the Sage 300 ERP portal For more information about group categories see About Account Groups page 29 30 Sage 300 ERP General Ledger Account Groups To set up General Ledger to use account groups 1 2 Select the option to use account groups in General Ledger a Open General Ledger gt G L Setup gt Options b On the Account tab select the Us
260. r recording rounding differences that may arise when you create a recurring entry batch Source Functional Credit Enter the amount of the credit For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Credit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency Tips e To return to the Debit field you can press Shift Tab e If you enter multicurrency transactions frequently move the functional currency columns to place them beside the source currency Source Functional Debit Enter the amount of the debit To move to the Credit field to enter a credit press the Tab key without making an entry in the Debit field For multicurrency accounts enter detail amounts in the source currency The program displays the functional currency equivalent amount in the Functional Debit field You can edit the functional currency amount if necessary but you can post the entry only when the debit and credit amounts balance in the functional currency Tip If you enter multicurrency transactions frequently move the functional currency columns to place them beside the source G L Revaluation Codes Screen To open this screen Open General Ledger gt G L Setup gt Revaluation Codes Related tasks e About Setting Up General Ledg
261. remium ERP you can maintain 99 years of data In Sage 300 Advanced ERP you can maintain 7 years of data In Sage 300 Standard ERP you can maintain 7 years of data Adding Accounts Add accounts to record information for different transaction types in your general ledger Adding a New Account You must assign an account structure code to each new account The account structure code verifies the account number when you enter it and determines how the number is displayed in windows and printed on reports You set up segment validation rules using the Segment Codes screen in the G L Setup folder Before you start Determine e The account number and description name of the account e The account structure code e The account type and normal account balance debit or credit 42 Sage 300 ERP General Ledger Adding Accounts The account group in which the account belongs if account groups are used for the company Whether to post transactions in detailed or consolidated form or to prohibit posting to certain accounts Whether to close an income or expense account to an account specified for a particular account code segment Whether this account is to be used as a control account for a subledger and if so for which subledger Whether to reallocate the account balance to other accounts on a regular basis and if so to which accounts and in what proportions The currencies in which to enter transactions for the acc
262. rent balances for the account are zero No transactions have been posted to the account in the current year User s Guide 73 Chapter 2 Adding and Maintaining Accounts e The account does not contain quantities or budget amounts that you need to produce comparative financial statements To delete an account Open General Ledger gt G L Accounts gt Accounts In the Account field type the account number and then press the Tab key Tip You can type account numbers with or without the delimiter character used to separate account number segments Click Delete When prompted to confirm that you want to delete the account click Yes Deleting Member Accounts from a Rollup Account To delete a member account from a rollup account 1 Pp wN Open General Ledger gt G L Accounts gt Accounts Use the Finder for the Account field to select the rollup account To delete individual members highlight the account in the table Press the Delete key on your keyboard Warning Do not click the Delete button or you will delete the rollup account with all its members 74 Sage 300 ERP General Ledger Chapter 3 Entering and Posting General Ledger Transactions Use General Ledger Transactions screens to enter and post batches of journal entries and to review and edit transaction information before posting About Transaction Processing in General Ledger A General Ledger batch is a group of journal entries each of w
263. reparing to print the journal e Source journals do not include comments or transactions that were consolidated on posting If you need this additional information print the posting journal e Batch listings are optional unless you select the Force Listing Of Batches option for General Ledger If you use the Force Listing Of Batches option you must print every batch before you can post it After you list a batch its status will be Printed on the batch status report About Printing Statements Using Intelligence Reporting Sage 300 ERP comes with several financial reports that you print using Sage 300 ERP Intelligence Reporting including e Financial Balance Sheet e Financial Income Statement e Financial Forecasting e Financial Ratios Intelligence Reporting harnesses the capabilities of Microsoft Excel to provide quick access to information that you need from your Sage 300 ERP system for operations and strategic planning It also provides a powerful report designer that you can use to create customized reports and to analyze data in real time To print statements using Intelligence Reporting 1 Open Intelligence Reporting gt Report Viewer 2 Inthe Report Viewer screen that appears under the Designer heading double click the layout for the statement you want to view for example Financial Balance Sheet 130 Sage 300 ERP General Ledger About Reporting Currency 3 On the ribbon click Run 4 If the Enter Report Par
264. report Print Setup Selects a printer and Click File gt Print Setup to set up your sets printing options printer You can select the default printer or select another from the list of installed printers For more information about print options refer to your operating system documentation Saves the entries or If you have just entered a new record Add changes you have made appears instead of Save to the current screen Settings Menu Settings Menu Commands command Bescon O ws Auto Clear Creates a new entry Use the Auto Clear option to streamline automatically when you data entry in transaction entry screens post a transaction i e IfAuto Clear is turned on all fields are cleared each time you post a transaction allowing you to immediately begin entering another transaction If Auto Clear is turned off transaction information remains on the screen after you post it Click the New button to begin entering another transaction Clear Saved Restores default This command is available for screens and Settings settings for a report for some reports Save Settings Saves the current This command is available for screens and commandi This command is available for screens and available for screens and 268 Sage 300 ERP General Ledger Data Entry Tools and Shortcuts commana pesen as Defaults report settings as for some A personal defaults Help Menu ONU MANS Menu Commands sc
265. retrieving and posting batches e Decide whether to list accounts by account number by segment by account group or by account and group Account Sorted Group e Decide whether to include accounts with no activity during the report period e If you have provisionally posted batches decide whether or how to include provisional data e Decide whether to use rolled up amounts Note If you include rolled up amounts the debits and credits on the report may not balance if any account is a member of more than one To print the Trial Balance report 1 Open General Ledger gt G L Reports gt Trial Balance 2 Select the report format You can select Report Shows the difference between the total debits and total credits for each or the accounts listed 156 Sage 300 ERP General Ledger 3 General Ledger Reports Worksheet Trial balance report plus columns for manually entering income statement balance sheet and adjustment debits and credits Quantity Report Trial balance report plus columns containing quantities and the unit of measure for each account listed Provisional Quantity Trial balance report plus columns containing quantities and the unit of measure for each account listed Figures include any provisionally posted amounts and quantities Provisional Included Trial balance report where the amounts include any provisional postings Provisional Separate Trial balance report plus separate columns showing p
266. reversing entry that spans the current and the next fiscal year you must first use the G L Create New Year screen to create the new year If you do not create a new year first posting will create an error batch with the original and reversing entries which you can post later If the new year exists posting will post the original entry and add the reversing entry to an error batch for later posting because you cannot post to a future year e Provisional posting does not create reversing entries across a fiscal Batch Description Enter a description of up to 60 characters for the batch The description is printed on batch listings and appears with the batch number when you use the Finder to view lists of batches Batch Number General Ledger assigns a batch number when you create a new batch During posting the batch number is assigned to each transaction in the batch and becomes an important part of the audit trail for the transaction To recall an existing batch for modifying or deleting enter the batch number or use the Finder to select it If you delete a batch you cannot reuse its number and the batch is listed as Deleted on the G L Batch Status report Date Specify the date for the journal entry The complete journal entry can have a single date associated with it or you can enter a different date on each detail line This date does not determine the period to which the details will be posted It is for inf
267. ription S a Displays version and copyright information for the current screen and ECT Contents Opens Opens Help Using Help Opens Help to an introductory topic on how to use Help Data Entry Tools and Shortcuts Use these tools and shortcuts to speed up data entry in Sage 300 ERP Note We are updating the visual design of Sage 300 ERP Some screens but not all include redesigned buttons as shown below Data Entry Tools and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button Drilldown n a The Drilldown button appears beside some data entry fields and in some column headings in transaction detail entry tables Click it to view details of the record or transaction in the corresponding field You can drill down both within Sage 300 ERP programs and between separate programs For example you can drill User s Guide 269 Appendix C Data Entry Tools Tips and Shortcuts Tool Standard Redesigned Shortcut Key Description Button Button From General Ledger transactions to original transaction entries From Accounts Receivable to Order Entry From Accounts Payable to Purchase Orders From one transaction to an originating transaction such as from a credit note to the invoice within a program Finder The Finder appears in some data entry fields and in some table headings in transaction entry screens Click it when you want to look up records you can select
268. ription is printed on batch listings and appears with the batch number when you use the Finder to view lists of batches Currency Code Specify the code for the source currency you are revaluing Currency codes are defined in Common Services If a currency is not listed for an account on the G L Accounts screen that account will not be revalued even if the account accepts postings from all currencies Fiscal Year Specify the fiscal year for which you want accounts revalued Force Reval Double click this field or press the spacebar to specify whether to force revaluation If you force revaluation General Ledger processes all accounts that meet all of the following conditions e Within the specified range e Post to the selected currency e Revaluation option set to No for this currency on the G L Accounts screen If you do not force revaluation General Ledger processes all accounts that meet all of the following conditions e Within the specified range e Post to the selected currency User s Guide 201 Appendix A General Ledger Screen Guides e Revaluation option set to Yes for this currency on the G L Accounts screen e Revaluation code exists on the G L Accounts screen for this currency If you do not list the currency on the G L Accounts screen the account will not be revalued even if you accept posting from all currencies From To Period Specify a range of fiscal periods to specify the time period over which th
269. rmation about a range of segment codes you specify Before you start Select printing destinations and if necessary turn on and connect the printer 148 Sage 300 ERP General Ledger General Ledger Reports To print the G L Segment Codes report 1 Open General Ledger gt G L Reports gt Segment Codes 2 Specify whether include codes for all segments or a range of codes for a particular segment 3 Click Print Printing the G L Source Codes Report This report lists a range of source codes and their descriptions Before you start Select printing destinations and if necessary turn on and connect the printer To print the Source Codes report 1 Open General Ledger gt G L Reports gt Source Codes Tip You can also open this screen by click File gt Print on the Source Codes setup screen 2 Enter the range of source codes to include on the report 3 Click Print Printing the G L Source Journal Profiles Report This report lists information for a selected range of source journals Before you start Select printing destinations and if necessary turn on and connect the printer To print the Source Journal Profiles report 1 Open General Ledger gt G L Reports gt Source Journal Profiles Tip You can also open this screen by clicking File gt Print on the Source Journal Profiles setup screen User s Guide 149 Chapter 7 Printing General Ledger Reports 2 Enter the range of source journal profil
270. rnings account for each code e G L Accounts screen Specify the segment you use for closing each account in the account record G L Recurring Entries Screen To open this screen Open General Ledger gt G L Setup gt Recurring Entries Related tasks e About Setting Up General Ledger page 5 e Setting Up Recurring Entries page 85 e Printing the G L Recurring Entries Report page 147 Overview Use the G L Recurring Entries screen to set up journal entries for transactions that recur on a periodic basis 236 Sage 300 ERP General Ledger Setup Screens On this screen you can e Add edit and delete recurring journal entries e Enter transaction details for an entry e Specify an existing schedule or create a new one to specify when recurring entries are processed e View current credit and debit totals for your entry along with the amount if any by which the entry is out of balance Fields and Controls Auto Reverse Select this option to reverse the recurring journal in the next fiscal period Debits Credits Current debit and credit appear below the Details table along with the amount by which the entry is out of balance if it is Description If you are entering a new recurring entry code enter a description of up to 60 characters for the code Entry Description Enter a description of up to 60 characters for the type of journal entry you are creating for example a monthly rent payment an ann
271. ro as your functional currency and specified a reporting currency on the Company Profile screen in Common Services You specify a rounding account to ensure that journal entries entered in the reporting currency balance during posting Use Account Groups Select this option to classify General Ledger accounts using standard groupings such as Cash and Cash Equivalents Fixed Assets Cost of Sales and so on If you select this option you must assign an account group to each account that you add to your ledger Note You must select this option to use the Income Statement and Balance Sheet snapshots in the Sage 300 ERP Portal or to use the sample reports that come with Financial Reporter The snapshots and the sample reports rely on the standard set of account groups that come with General Ledger However you can use account groups even if you do not use Financial Reporter s standard financial statements or snapshots Use G L Security Select this option to grant account level security for your general ledger accounts User s Guide 231 Appendix A General Ledger Screen Guides You can assign account access rights to individual users to control which accounts they can view and work with helping you minimize the risk of unauthorized activities You can block off entire account segments or only the most sensitive accounts for example Payroll Sales Retained Earnings Common Stock and Preferred Stock For more information s
272. rovisionally posted amounts Provisional Worksheet Trial balance report plus columns for manually entering income statement balance sheet and adjustment debits and credits Figures include any provisionally posted amounts In the Print field select the type of report to print You can select Balances as of Year Period or Net Changes for the Period If you selected Worksheet or Provisional Worksheet as the report format you must print Balances as of Year Period In the For Year Period field select the period end for the report Note If you are printing a Net Changes report you specify a range over which to compare balances Use the Sort By fields to specify how to sort information on the report You can select Account Number Lists accounts in order by account number Segment Lists accounts in order by the segment you specify This is usually the best choice if printing reports by department or region Account Group Lists accounts by the account groups to which they are assigned Account Sorted Group Lists accounts by the account sorted group User s Guide 157 Chapter 7 Printing General Ledger Reports 10 11 Note You must select the Select Account Groups by Sort Code Range option below the Sort By options before you can select the Account Sorted Group option If you want to list accounts that have zero balances and no postings in the current year select Include Accounts With No Activity To print
273. rticles and information about the portal shortcuts snapshots and Inquiry You view the Learning Center in one of the following ways e Open the Sage 300 ERP Portal and on the welcome bar at the top of the screen click Help gt Learning Center On the tab menu for any portal tab click Help Context Sensitive Help Sage 300 ERP features context sensitive help that you can use to quickly open and view articles and information directly from Sage 300 ERP screens e Inthe Sage 300 ERP Portal click Help on the tab menu to view help for the current screen e On the Sage 300 ERP Desktop press F1 to view help for the current screen Product Documentation Sage 300 ERP includes guides in printable PDF format including the Installation and Administration Guide Upgrade Guide and other User s Guide 279 Appendix D Support and Resources documentation related to installation and setup These guides are available in the Docs folder on the Sage 300 ERP server and online in the Sage Customer Portal at e https customers sagenorthamerica com irj go km docs sageKM Sage Accpac ERP Ungated Customers Browsable Product Documentation Accpac_UA_Resources htm To view the guides in the Docs folder e On the Windows taskbar click Start gt Programs gt Sage 300 ERP gt Documentation Support and Resources Use the links below to find instructions software training one on one support technical specifications or oth
274. rts of general ledger transactions and maintain your audit trail Printing the G L Account Groups Report The G L Account Groups report lists account group codes along with their descriptions sort codes and group categories Before you start Select printing destinations and if necessary turn on and connect the printer To print the G L Account Groups report 1 2 Open General Ledger gt G L Reports gt Account Groups In the Select By field specify whether to select and list account groups by account group or by sort code and account group Use the From and To fields to specify the range of account groups or sort code and account group depending on your choice in the Select By field to include on the report Click Print User s Guide 135 Chapter 7 Printing General Ledger Reports Printing the G L Account Structures Report The G L Account Structures report lists e The account structure codes in the range you selected e The description for each code e The segments included in each account structure in the order they appear Every account you define must have at least one structure code Before you start Select printing destinations and if necessary turn on and connect the printer To print the Account Structures report 1 There are two ways to open the Account Structures Report screen Open General Ledger gt G L Setup gt Account Structures and then click File gt Print Open General
275. s you can add or delete optional fields for that revaluation code To view or edit the optional fields used for a revaluation code select the detail line on the table and then click the Zoom button or press SHIFT F9 The Create Revaluation Optional Fields screen that appears shows the transaction optional fields assigned to the exchange gain loss accounts for the revaluation code along with their default values You can accept or change optional field values as you require You can delete optional field codes used in the revaluation batch if necessary You can add only optional transaction fields that are defined for the exchange gain and exchange loss accounts assigned to the revaluation code Note Optional field information is included in the journal entry details only if the optional fields in the revaluation match the transaction optional fields assigned to the affected exchange gain loss accounts Specify the Revaluation Code The code you select determines the rate type to use when revaluing balances as well as the source code and exchange gain or loss account to which to post the resulting transactions Use the Fiscal Year From Period and To Period fields to specify the fiscal year and the range of fiscal periods to include in the revaluation In the J E Date field enter the journal entry date The default date is the session date In the Revaluation Rate and Rate Date fields enter the exchange rate and date at w
276. s Information You can use the G L Chart of Accounts screen to e List all the accounts in the general ledger in account number order beginning with the account you specify e View detailed information for a selected account To view Chart of Accounts information 1 2 Open General Ledger gt G L Accounts gt Chart of Accounts If you want to view your chart of accounts beginning with a certain account number for example to start the list from revenue and expense accounts enter or select the account number in the Starting Account field To display balances as of a certain period end specify the ending year and period in the Period Ending field To display only rolled up balances rather than individual balances for members of rollup accounts select Use Rolled Up Balances Click the Go button View account information as follows Scroll through the list to view summary information for each account To view details for a particular account double click the account or select it and then click Open To view transaction history for a selected account click Transactions To compare fiscal sets for a selected account click Comparison User s Guide 117 Chapter 5 Looking Up Information in General Ledger To view budget information for a selected account click Budget To view the history for a selected account click History To view all the source currencies that have been posted to a select
277. s are posted to the account in detail or consolidated form or whether posting to the account is prohibited e Detail All debit and credit details posted to an account are kept and can be listed individually on source journals and the G L Transactions Listing report You can also select Detail to save optional field information with transactions e Consolidated If you post consolidated transactions the optional transaction fields are not saved There are two methods of consolidating posted amounts in General Ledger During the posting process if you select the Consolidated posting option for the account After the transactions have been posted using the Consolidate Posted Transactions screen e Prohibited You cannot post to the account and you cannot select that account as the exchange account Rollup Select this option to designate an account as a rollup account You add rollup account members on the Rollup tab that appears after you select the option A rollup account lets you consolidate or roll up account balances and quantities if applicable to provide a summary balance and it can be used for classification budgeting and reporting For more information about rollup accounts see About Rollup Accounts page 48 Status You can assign a status to an account as follows e Select Active as the account status for all accounts to which you want to be able to post transactions e Select Inactive if you do not w
278. s of accounts by opening G L Reports gt Chart of Accounts Important Design your chart of accounts carefully It is much easier to move accounts around before entering them than to change them afterward Selecting System Wide Options You must choose some system wide options in System Manager s Common Services before setting up your General Ledger These include e Multicurrency setting With multicurrency turned on you can process transactions in more than one currency If you select multicurrency you must also select your home currency called the functional currency You make this selection on the Company Profile screen in Common Services e Number of fiscal periods Select either 12 or 13 periods for your fiscal year You make this selection on the Company Profile screen e Currency codes rate types tables and rates You maintain all currency information using the Currency screens For information see Common Services help or refer to the System Manager help Note You do not have to create fiscal calendars before you activate General Ledger General Ledger creates fiscal calendars during activation based on the About Fiscal Years and Periods Sage 300 ERP lets you use a 12 or 13 period year depending on your requirements The fiscal calendar for Sage 300 ERP is maintained by Common Services not by the General Ledger program You select the number of periods for your company on the Common Services Company screen on the
279. s screen to set up one or more recurring entry records Later you use the Create Recurring Entries Batch screen in the Periodic Processing folder to create a batch of recurring transactions You can also schedule reminders for users who are responsible for processing these entries periodically When a recurring entry comes due Sage 300 ERP reminds these users to create batches of recurring entries For information about scheduling reminders see the System Manager help Setting Up Recurring Entries You use the G L Recurring Entries screen to set up journal entries for transactions that recur on a periodic basis Setting up a recurring entry is similar to recording a journal entry except that the Recurring Entry screen contains additional fields for identification and timing of the recurring transaction To set up recurring entries 1 Open General Ledger gt G L Setup gt Recurring Entries 2 In the Recurring Entry Code field enter a unique code that represents the type of entry you are creating Your code can be up to 16 characters long Example You are creating a recurring entry for semi annual amortization Your code might be AMORT 3 Enter header information to use for the recurring entries as follows a Inthe Entry Description field enter a description of the code up to 60 characters long Descriptions help to identify each code b In the Schedule Code field attach a processing schedule for your recurring entry
280. screen b Click Close Open General Ledger gt G L Reports gt Posting Journals a Print the posting journal created for the transactions created by the Create New Year screen b Click Close Open General Ledger gt G L Periodic Processing gt Period End Maintenance a Select Delete Inactive Accounts Delete Transaction Detail History Delete Fiscal Set History b Click Process to clear prior year fiscal sets and transaction details that have been kept for the number of years specified on the Posting tab of the G L Options screen c When processing has finished click Close Back up your data About Consolidating Transactions Use the G L Consolidate Posted Transactions screen to reduce detail in reports by consolidating combining details in the accounts for which you do not need a permanent record of every transaction User s Guide 95 Chapter 4 Period End Procedures If you have some accounts that you consolidate regularly because they accumulate detail that you do not need you should consider using the option to consolidate those accounts during posting Note When you consolidate posted transactions you lose the ability to drill down to the original transaction in the source ledger and you also lose any optional fields posted with the transaction About Source Journals and Consolidation If you consolidate details either during posting or at period end using the Consolidate Posted Transactions screen
281. ss goals e Sage Summit http na sage com sage summit Connect with peers and experts at our annual conference e Priority Software Support http na sage com sage 300 erp product support Learn how to get unlimited support by phone e mail and live chat I want to share knowledge with other Sage 300 ERP users Find and share tips tricks and solutions online in the Sage 300 ERP Community e Sage 300 ERP Community http community sageaccpac com Explore Sage 300 ERP blogs discussions FAQs resources and more e Sage Summit http na sage com sage summit Connect with peers and experts at our annual conference I want to contact a Sage 300 ERP representative e Support and Services http na sage com sage 300 erp product support Find links to support services contact our support team and learn how to guarantee your Sage software is always up to date e Live Chat http community sageaccpac com Chat with a Sage representative at the Sage 300 ERP Community Web site 282 Sage 300 ERP General Ledger A account allocation 163 account balances displaying multicurrency balances 119 186 entering 51 entering opening balances 51 account codes 22 account groups 30 32 adding 31 assigning an account to 44 Account Groups report 204 printing 135 account history entering 51 Account History screen 159 account information 41 imported 123 account numbers number size 228 segments 17 246 stru
282. st screen Click File gt Print 2 Use the From and To fields to specify batch selection criteria as follows a Specify a range of batch numbers b Specify a range of source ledgers The default range includes all ledgers to ZZ To restrict the report to a particular ledger enter the same ledger code in the From and To fields such as GL or AR For an Intercompany Transactions company you enter either AI or GI c Specify a range of batch creation dates The default range includes all batches from the first day of the fiscal year to the session date 3 In the Include section specify optional information to include in the report You can include Batches that have been printed before and have not changed since they were last listed Transaction optional fields This option is not available for an ICT company References and descriptions if the batches include them If you choose Source and Functional in the Currency section and then select Letter A4 as the paper size references and descriptions are included automatically in the printed report You cannot change this option User s Guide 137 Chapter 7 Printing General Ledger Reports If this is an ICT company references and descriptions are always included You cannot change this option Comments if the batches include them 4 Select the types of batches you want to print You can select from the following types Entered batches created
283. t column Click the Replace button to replace the amounts in the Budget Amount column with amounts you are copying or calculating Tips Click the Clear button to remove figures entered previously on the screen Click the Delete button to remove the budget record completely This action will free up disk space Use the Fiscal Set Lookup section to look up current or previous year actual or budget figures from any account When you click the Go button beside the Fiscal Set Lookup fields the Inquiry Amount column displays amounts from your inquiry that can help you prepare the budget for the account you are working with You can also inquire on an account s rolled up amounts Select the Use Rolled Up Amounts option and then click the Go O button to see 68 Sage 300 ERP General Ledger Maintaining Accounts rolled up budget figures Budgets for the member accounts are rolled into the rollup account for inquiry purposes If you have security authorization for the rollup account you 5 When you are satisfied with the budget data click Add or Save You can continue to manipulate the amounts in the Budget Amount fields using various budget methods or by manually changing the amounts 6 When you are satisfied with the result click Add or Save Maintaining Accounts Set up account permissions specify closing accounts define reallocations and perform other tasks to maintain and modify accounts in General Ledger Changing
284. t is posted to General Ledger accounts It is an essential part of the audit trail linking the batch listings to the G L Transactions listing If you selected the Allow Provisional Posting option on the G L Options screen you can post provisional transactions You can print the journal in account number order or in posting sequence order All batches posted at one time are assigned the same posting sequence number You can also select the range of posting sequences to print Once you have printed the journal to a printer or file you can clear the data for the posting sequences printed but you do not have to clear the journal between posting sequences You can keep adding to it with each posting until you are ready to change the fiscal year when you must clear the entire journal The G L Create New Year screen also produces a posting journal that shows the entries generated to close revenue and expense accounts Printed on This Report The report includes the range of posting sequences in the report and the sorting order either by posting sequence or account number The following information is listed for each detail e The batch number and entry number Like the posting entry number these numbers remain with the posted transactions unless you consolidate The numbers let you track transaction details back to the original batch listings e All details and comments that appeared on the batch listing and were successfully posted
285. t structure move the segments in the exact order you want them to appear e You cannot change the structure attached to an account Maximum Number of Account Structures Depending on the edition of Sage 300 ERP you are using you can define e Up to three account structures in Sage 300 Standard ERP e Up to four account structures in Sage 300 Advanced ERP e Unlimited account structures in Sage 300 Premium ERP Adding Structure Codes You use the Account Structures screen to define account structure codes that are used to format account numbers The structure specifies e Which segments appear in the account number e The order in which the segments appear You must assign an account structure to each account that you add to General Ledger You specify which account structure an account uses when you add the account using the G L Accounts screen Before you start e Decide how many different account structures are required to represent your chart of accounts For example you can use two account segments in your company the account segment plus a department segment or a region segment If some of your accounts use only the account segment create a structure that uses just that segment called the COMPNY structure You might have one other structure that has all segments e Define all the account segments you need on the Segments tab of the G L Options screen User s Guide 23 Chapter 1 Setting Up General Ledger To
286. ted Creating a GIFI Export File General Ledger allows companies to export a General Index of Financial Information GIFI file as part of their electronic tax return for Canadian T2 Corporate Income Tax Returns General Ledger includes a GIFI macro in Excel that allows you to associate GIFT codes to each account in your chart of accounts To create a GIFI export file 1 2 Start Excel Open Program Files gt Sage 300 ERP gt Macros gt GIFI XLS If a security warning appears saying that macros have been disabled click Enable Content Click the Retrieve Accounts button At the Open Company prompt a Enter your User ID and password the code for the company database you want to export information from and the session date b Click OK This step clears the worksheet and retrieves account information from the database you specified 126 Sage 300 ERP General Ledger 10 11 Creating a GIFI Export File For each account in the chart of accounts that does not have a GIFI Code assign a GIFI code as follows a Double click the blank cell in column C to display a list of GIFI codes you can choose from b Click the code you want to assign to the account Important Make sure that you include all accounts from the chart of accounts When you have assigned GIFI codes to all the accounts in your chart of account click the Export button A GIFI Export dialog box appears In the Fiscal Year field enter
287. ted detail select the detail line and then click the Optional Fields Zoom a button or press Shift F9 If you delete all the optional fields for a detail the Optional Fields option or field is cleared for the detail For more information see About Optional Fields in General Ledger page 35 Quantity If you use quantities with the specified account you can enter one quantity with the detail for example to indicate the number of items sold if this feature is available to you Before you can enter quantities for an account you must select the Maintain Quantities option in two separate places e On the Account tab of the G L Options screen to turn on quantities for the whole ledger e Onthe Detail tab of the G L Accounts screen to turn on quantities for the account Reference Enter an optional detail reference of up to 60 characters The reference can be anything you want to keep with the detail such as a check number or invoice number The reference is listed with the detail on batch listings posting journals and the G L Transactions Listing 240 Sage 300 ERP General Ledger Setup Screens If you do not consolidate the transaction detail references are also listed on source journals If you print source journals by reference you can use the same reference for all details in an entry so all details from the entry are grouped together Source Ledger Source Type Specify a source type for the detail You can
288. ted tasks Printing the G L Optional Fields Report page 144 The G L Optional Fields report lists separately the optional fields set up for accounts and transaction details User s Guide 211 Appendix A General Ledger Screen Guides When to Print Print this report whenever you need a listing of all the optional fields set up for General Ledger Information Printed on This Report For each optional field code the following information is printed on the report e Description e Default value e Whether the optional field is required e Whether the optional field is set for automatic insertion in new accounts G L Options Report To open this screen Open General Ledger gt G L Reports gt Options Related tasks e Printing the G L Options Report page 144 e About Setting Up General Ledger page 5 Overview The G L Options report lists the options selected and information entered on the G L Options screen including the following e Account number segments defined for your ledger and the descriptions associated with those segments e Which if any budget sets are locked e Posting preferences G L Posting Journals Report To open this screen Open General Ledger gt G L Reports gt Posting Journals Related tasks Printing the G L Posting Journals Report page 145 212 Sage 300 ERP General Ledger Overview Information Reports Screens The Posting Journal is the record of every entry tha
289. ted transactions must also contain source codes You can define or import the source codes you want to use in imported transactions using the G L Source Codes screen Using Source Codes for Reporting Source codes allow you to organize and print source journals of posted transactions according to transaction type for example sales checks or cash receipts Use source journals to group transactions for analysis and auditing requirements Batch listings and posting journals group transactions only by time of entry User s Guide 25 Chapter 1 Setting Up General Ledger Adding Source Codes Source codes are used in General Ledger to identify the source or type of transaction details You can print source journals that include all transactions with particular source codes You define source codes before you enter and post accounting transactions Before you start General Ledger comes with a set of source codes already defined You can view the predefined source codes by clicking the Finder in the Source Code field in the Source Codes screen To add source codes 1 Open General Ledger gt G L Setup gt Source Codes 2 Click the New button for the Source Code field and then type a four character source code Note The first two characters of the code must identify the source ledger such as GL or AR The second two characters identify the 3 Enter a description for the code 4 Click Add After adding source c
290. the G L Options screen to specify the default structure code on the Segments tab e Use the Source Codes and Source Journal Profiles screens to define source codes and reports for sorting and printing the details of posted transactions e Use the Account Groups screen to assign accounts to groups e Use the remaining icons to set up recurring entries revaluation codes and optional fields Step Three Add Accounts Add general ledger accounts using the Accounts screen in the G L Accounts folder Step Four Add Historical Data In General Ledger you must enter at least the year to date balances in each of your ledger accounts About Designing Your General Ledger Before you begin setting up any part of your general ledger design your chart of accounts and select system wide options Designing a Chart of Accounts How you organize your chart of accounts depends on how you intend to use particular features of the General Ledger system You must decide e Which accounts you need e Which account segments each account requires e How you will assign account numbers 6 Sage 300 ERP General Ledger About Fiscal Years and Periods Begin by listing the accounts you need and then decide on an account numbering scheme that suits your financial reporting requirements If you do not have an accountant to assist you use one of the sample data charts of accounts as a guideline for designing your own chart of accounts Print the sample chart
291. the Drilldown button beside the Entry Number field to display the original transaction in the source ledger Comparing Two Fiscal Sets Use the G L Fiscal Set Comparison screen to display account information for two fiscal sets comparing the net changes or period balances You can compare actual quantity provisionally posted and budget fiscal sets in any combination you choose To compare two fiscal sets 1 2 Open General Ledger gt G L Accounts gt Fiscal Set Comparison In the Account field enter an account number you want to view or use the Finder to select one If you choose a rollup account the Use Rolled Up Amounts option appears Select the Use Rolled Up Amounts option if it appears if you want to view rolled up amounts for this account User s Guide 121 Chapter 5 Looking Up Information in General Ledger 4 Select the type of comparison to perform Select Net Change to compare account activity between two fiscal sets Select Balance to view changes in the account balance for two fiscal sets 5 Use the Fiscal Set 1 and Year fields to select the type of fiscal set and the year for the first fiscal set of the pair you are comparing 6 Use the Fiscal Set 2 and Year fields to select the type of fiscal set and the year for the second fiscal set 7 If General Ledger and the selected account are multicurrency In the Currency Type field specify whether to display balances in the source Currency amo
292. the G L Account Permissions screen to e Define account access permissions for individual Sage 300 ERP users Note Depending on the Default Access setting on the Account tab of the G L Options screen you use the Account Permissions screen mainly to grant access to accounts or to restrict access Fields and Controls User ID Select the ID of the user for which you want to add account permissions 160 Sage 300 ERP General Ledger Accounts Screens If you have already added the User ID to G L Security you can browse through the list of User IDs using the Previous and Next buttons or you can click the Finder button and choose a User ID If you have not added the User ID for which you want to set permissions click the Zoom button as shown below to display all Sage 300 ERP User IDs and then select the User ID from the Finder that appears Segment Tab Use the Segment tab to allow or deny user access to ranges of account segments for example to restrict access to a particular department Allow Double click or use the spacebar to change this field from No to Yes Generally if the default access for General Ledger is All Accounts on the Account tab of the G L Options screen you choose No in the Allow column to restrict account access If the default access option is No Accounts you would choose Yes in the Allow column to allow access to a range of accounts Segment Choose the segment for which you want to restrict or
293. the G L Account Selector screen Select the ranges of account numbers account segments or account groups that are members of this rollup account User s Guide 49 Chapter 2 Adding and Maintaining Accounts Select the account types to include in the rollup account Accounts that do not match the selected type will be excluded from the rollup account even if they fall within the specified range of account numbers or account groups Example If the Income Statement option is not selected then even if the Account Number range includes income statement accounts those accounts will not be copied into the table Specify ranges of segments as additional selection criteria optional Specify account optional fields as additional selection criteria optional Click the Preview button to check your choices Click Close at the message that appears telling you that processing is complete The G L Account Selector Preview screen lists the accounts in the ranges you specified You can double click in the Add column to change the entry to No if you decide not to include some of these accounts Note If the rollup account is single currency only single currency accounts are included in the preview Accounts that already exist in the Rollup table are not shown in the preview screen Tip To view a multicurrency account highlight the account then click the Currency button Click Copy in the G L Account Selector Preview screen Cl
294. the G L Batch List screen Click File gt Print Batch Status Report 2 Use the From and To fields to specify batch selection criteria a Specify a range of batch numbers The default range includes all open batches Specify a range of source ledgers The default range includes all ledgers to ZZ To restrict the report to a particular ledger enter the same ledger code in the From and To fields such as GL or AR For an Intercompany Transactions company you enter either AI or GI Specify a range of batch creation dates The default range includes all batches from the first day of the fiscal year to the session date 3 Select the types of batches you want to print You can select the following types Entered batches created using the G L Journal Entry screen Subledger batches sent from other Sage 300 ERP module such as Accounts Receivable or Accounts Payable Imported batches you have transferred to General Ledger using the Import Batches screen These can be batches created by another Sage 300 ERP General Ledger or by a non Sage 300 ERP program They could also be batches that were exported from your own General Ledger then imported later Generated batches created in General Ledger such as to contain allocation transactions or revaluation transactions or closing entries or transactions that were rejected during posting Recurring batches of recurring entries created using the G L Recurri
295. the amount by field to the amount in the Amount which the period amounts should be Increase field and then copies the increased result into the Budget Amount field for the corresponding period Copy When you select this option the General Ledger multiplies the amount Percent Increase field appears In this field in the Inquiry Amount field for each Increase enter the percentage by which the period by the percentage in the period amounts should be Increase field and then copies the increased result into the Budget Amount field for the corresponding period Copy When you select this option the General Ledger performs a weighted Prorated Spread Amount field appears In distribution of amounts based on Spread this field enter the amount you want to prorate to the individual periods e The period amount in the Inquiry Amount field The sum of period amounts in all Note In a multicurrency system the Inquiry Amount fields you must enter the source and functional equivalents of other currencies separately if you want both sets of numbers To calculate the functional The system uses the following equivalent from a source amount equation to compute each period s inquire on the source amount and budget amount then use the percent increase budget method If the rate is less Period inquiry amounts x Spread than one use a negative percent amount for period Sum of amounts increase calculated by subtr
296. tion The generated G L batch description will be From ICT Company companyID GI post seq gt nnn batch x where companyID is the ID code of the originator nnn is the sequence number and x is the batch number e Entry description The generated entry description will be the same as that in the ICT G I entry e Line description The generated line description will be the same as that in the ICT G I line e Line comment The generated line comment will be the same as that in the ICT G I line User s Guide 77 Chapter 3 Entering and Posting General Ledger Transactions Adding a New Batch Sage 300 ERP General Ledger is a batch oriented accounting system You group financial transactions together and enter them in batches before you post them to general ledger accounts You use the G L Journal Entry screen to add batches directly into General Ledger Before you start Define the following information for your Sage 300 ERP system e Fiscal period dates and statuses using the Fiscal Calendar screen in Common Services e Source codes for General Ledger transactions e Optional transaction fields if you plan to use them e The chart of accounts e Currency codes rates and rate types if you have a multicurrency General Ledger Important When creating a new batch you must use the batch number assigned by the system To add a new batch follow one of these procedures 1 Open General Ledger gt G L Transactions gt
297. tion you must also enter the largest number of decimal places up to three used in any of the units of measure in which you post quantities Financial and budget information is always stored with the same number of decimal places This number is determined by the functional home currency you define for the company After selecting the option use the Detail tab of the G L Accounts screen to assign a unit of measure to each account for which you plan to keep quantities You can then enter and post quantities with monetary transactions for the accounts With each account that uses quantities General Ledger keeps a quantity balance and net change in quantity for each fiscal period as well as a monetary balance and net change You can provisionally post quantities as well as monetary amounts 230 Sage 300 ERP General Ledger Setup Screens Multicurrency Important After you select this option you cannot clear it If you specified multicurrency processing for the company on the Company Profile screen in Common Services select this option to use multicurrency accounting for your General Ledger data files A multicurrency ledger allows you to enter import post store and report transactions in more than one currency Note On the G L Accounts screen you must select the Multicurrency option for each account that you want to keep separate source currency balances Reporting Rounding Account This field appears if you selected eu
298. tion on the Detail tab of the G L Accounts screen to identify the accounts you want to consolidate when you post batches e The batch number and entry number used on reports is CNSLD e The description and reference fields are set to CONSOLIDATED POSTING Recovering Disk Space after Consolidation Consolidation does not reduce the disk space taken up by transactions Instead it frees up space within the existing file so the file will not continue to grow If you need to free up space occupied by transactions you must 1 Consolidate posted transactions 2 Use the database utilities for your database to reduce the file size Consolidating Transactions Use the G L Consolidate Posted Transactions screen to reduce detail in reports by consolidating combining details in the accounts for which you do not need a permanent record of every transaction Important When you consolidate transactions you lose any optional field information that was posted with the transactions Before you start 1 Post outstanding batches 2 Print the G L Transactions Listing to obtain a report of full transaction detail for your audit trail 3 If you will not be consolidating by source code print the source journals you require 4 Determine whether to consolidate by account number or segment and the range of accounts or segments to consolidate 5 Decide on the fiscal year and period up to which to consolidate transactions User s Guide
299. to make the adjusting entries Tip The worksheet format is particularly useful at month end and year end You can also print a shorter version of the report or worksheet that omits accounts with no activity Note e The Provisional formats are available only if the Allow Provisional Posting option is selected on the Posting tab of the G L Options screen e The Quantity Report format is only available if the Maintain Quantities option is selected on the Account tab of the G L Options screen e All reports except worksheets can be printed with balances as of year period or net changes Printed on This Report The following information is printed on the report e The fiscal period and range of accounts segments account groups or account sorted groups you chose to print e The ordering of the report either by account number segment account group or account sorted groups e Debit and credit account balances in separate columns e Additional columns on the worksheet for manual adjustments when you are preparing financial statements e The total debits and credits for all accounts listed on the report and the amount by which the report is out of balance if you printed a range of accounts e The amounts and quantities if applicable of a rollup account and all of its rollup member accounts at any level rolled up into a single amount or quantity Rollup member account amounts are included only once in the rolled up amoun
300. to set up restrictions e No Accounts Prevents all Sage 300 ERP users except user ADMIN from seeing accounts and account data in General Ledger and subledger applications unless you use the G L Account Permissions screen to grant individual access rights to accounts Note If you select No Accounts other Sage 300 ERP users cannot enter Accounts Receivable invoices or post transactions unless you assign them permissions For more information see About General Ledger Security page 12 and G L Account Permissions Screen page 160 Default Closing Account This is the account to which the G L Create New Year screen closes all income and expense accounts that are not specifically assigned to another retained earnings account If you use multi segment account numbers you can close income and expense accounts by segments and assign a separate retained earnings account to each segment code using the G L Segment Codes screen For example you can do year end closing by the department segment and assign a different retained earnings account to each department in your company If any department lacks a retained earnings account General Ledger uses the default account you enter on the Account tab of the G L Options screen You can change the default closing account before or after doing year end closing Note Before you can enter a default closing account you must set up the chart of accounts If the Post To Account field is set to
301. transaction comes from and what kind of transaction it is You define your own General Ledger source codes to identify transactions For example GL CD can identify a cash disbursement added to General Ledger GL JE can identify a general journal entry Status If the batch is set Ready To Post on the G L Batch List screen Ready To Post appears in the Status field User s Guide 255 Appendix A General Ledger Screen Guides Note e Batches that are set Ready to Post cannot be edited e You cannot use the G L Post Batches screen to post batches that are not set Ready to Post e On the G L Batch List screen you can select a batch and then click the Post button to post a single batch even if the batch has not been set Ready to Post e You cannot post to an account if the Post To Account field on the G L Accounts screen is set to Prohibited for that account Year Period Specify the year and period to which to post the journal entry If you selected the Allow Posting To Previous Years option on the Posting tab of the G L Options screen you can post to any existing year for which you maintain fiscal sets and transaction details If a fiscal period is closed you cannot post an entry to that period unless you reopen the period Note You must use the same fiscal period for all details in a single journal entry that is you cannot enter two halves of an entry to different fiscal periods causing the ledger to be out of balan
302. trict those that do not contain the division segment you would set account permissions as follows e If the default access set on the G L Options screen is All Accounts Caw OO ee ee All division segments with a blank value are restricted e If the default access is No Accounts tow seament mm e CE A wooo fowsen IE Turning on G L Security G L Security is a feature of General Ledger that lets you limit the accounts that individual users can view or work with to minimize the risk of unauthorized activity With G L Security you can e Assign account access rights to individual users to control which accounts they can view and work with e Block off entire account segments or only the most sensitive accounts for example Payroll Sales Retained Earnings Common Stock and Preferred Stock Note G L Security is separate from the security you use to authorize users to view or work with General Ledger screens You assign security for General Ledger screens in Administrative Services as you do for other Sage 300 ERP modules User s Guide 15 Chapter 1 Setting Up General Ledger Before you start Make sure all other users have left Sage 300 ERP General Ledger and all other Sage 300 ERP General Ledger screens are closed You cannot save changes on the G L Options screen if any other General Ledger screens are open To turn on G L Security 1 Open General Ledger gt G L Setup gt Options 2 On the Ac
303. tries use the optional transaction details fields and values specified for the recurring entry code You can edit the default fields and values in Journal Entry as for any other journal entry Validating Optional Field Values The program displays the default value associated with each optional field used You can accept or change the value as you require If an optional field is validated you must specify an optional field value that has been defined in Common Services If the Optional Field is validated and allows blanks you can also leave the optional field value blank If the optional field is not validated you can select an optional field value that has been defined in Common Services or can enter any value providing you do not exceed the length specified for the optional field Deleting Optional Fields You can delete General Ledger optional fields only if they are not used by any accounts or in any unposted transactions 38 Sage 300 ERP General Ledger Optional Fields You must remove the optional fields from the accounts and transactions where they are used before you can delete them using the G L Optional Fields screen Value Set and Auto Insert Values If you use Transaction Analysis and Optional Field Creator the Value Set field appears on screens where optional fields are used and indicates whether a default value is specified for a selected optional field Select this option if the optional field has a default va
304. ts User s Guide 223 Appendix A General Ledger Screen Guides e The net balance of all revenue and expense accounts included on the report stated as Net Income Loss For Accounts Listed If you include all revenue and expense accounts the figure will be the net income to date Setup Screens Use General Ledger Setup screens to set up accounts options and security authorizations that determine how General Ledger processes transactions and interacts with other Sage 300 ERP modules Account Groups To open this screen Open General Ledger gt G L Setup gt Account Groups Related tasks Setting Up General Ledger to Use Account Groups page 30 Overview Sage 300 ERP uses account groups to classify account balances e On the financial statements that come with Financial Reporter e Inthe Income Statement and Balance Sheet snapshots that you view in the Sage 300 ERP portal G L Account Structures Screen To open this screen Open General Ledger gt G L Setup gt Account Structures Related tasks e About Setting Up General Ledger page 5 e Adding Structure Codes page 23 e Setting Up General Ledger to Use Account Groups page 30 e Printing the G L Account Structures Report page 136 224 Sage 300 ERP General Ledger Overview Setup Screens You use the Account Structures screen to define account structure codes that are used to format account numbers The structure specifies e Which segmen
305. ts appear in the account number e The order in which the segments appear You must assign an account structure to each account that you add to General Ledger You specify which account structure an account uses when you add the account using the G L Accounts screen For more information see About Account Structures page 22 Fields and Controls Choose the segments to be added to this account To include a segment in the selected structure code click to select the segment in this pane and then click Include Segments currently used by this account This pane lists all segments that will appear in account numbers that use this account structure in the order they will appear in the account numbers To exclude a segment that is currently included click to select the segment in this pane and then click Exclude Structure Code This is a code of up to 6 letters or numbers that identifies which account segments are used in a particular account number and the order of the account segments Use a code that identifies the use of the structure For example a structure for account numbers with only an account segment could be called ADMIN or COMPANY In the description field enter a description of up to 60 characters that indicates the structure code s use such as Regional admin accounts or Departmentalized accounts Use as Company Default Structure Select this option if you want to use this structure code as the default
306. ts the source amount to its functional currency equivalent amount then displays the result in the functional field If you change the functional currency amount calculated by the program the program will adjust the rate to reflect the change Rate This is the rate at which the amount in the source currency will be converted to the functional currency You can change the rate for any detail but the journal entry must balance in the functional currency before you can post it A list of rates appears when the program cannot find a rate that matches the method defined for selecting rates for the currency You can choose a rate or enter one directly Rate Date The exchange rate will be calculated as of the date in this field Rate Type The exchange rate will be calculated as of the date in this field User s Guide 195 Appendix A General Ledger Screen Guides Detail Table ICT Company Fields Destination This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the company that ultimately receives the entry made by the originating company The destination company can be a single or multicurrency company but if single currency it must have the same functional currency as the originating company Originator This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the originating company for this jo
307. ture code you want to delete Click Delete 24 Sage 300 ERP General Ledger Source Codes Source Codes Set up source codes that identify the source or type of transaction details in General Ledger About Source Codes Source codes are used in General Ledger to identify the source or type of transaction details You can print source journals that include all transactions with particular source codes You define source codes before you enter and post accounting transactions Note General Ledger comes with a set of source codes already defined You can view the predefined source codes by clicking the Finder in the Source Code field in the Source Codes screen Important When you post a transaction the G L journal entry that is created includes the description specified for the source code For this reason before you assign a source code to a subledger transaction type you should make sure that the source code description correctly describes the transaction type All transactions entered in General Ledger must use a source code that begins with GL to identify the transaction with the General Ledger program General Ledger automatically adds new source codes found in subledger transactions during posting Note When you activate Project and Job Costing the system creates default source codes in General Ledger When you save changes to the codes in Project and Job Costing the changes are also effected in General Ledger Impor
308. u start You should be aware of the following rollup cautions when creating rollup groups When you create rollup groups be careful not to create doubled amounts for reports A parent account cannot be a child of itself That is when you create a rollup group you cannot add the top account as a member of the same group When you prohibit posting to a rollup account you can still post to that account in other ledgers Accounts Receivable Accounts Payable and so on but not in General Ledger An account can be a member of more than one rollup group Users that have security rights to a parent account will automatically gain rights to the member accounts of the rollup group New accounts are not added automatically to rollup groups To select member accounts for a rollup account 1 2 Open General Ledger gt G L Accounts gt Accounts Use the Finder for the Account field to select the account you are designating as a rollup account On the Detail tab select the Rollup option On the Rollup tab that appears add member accounts in one of the following ways To add individual member accounts click the first blank line in the table then use the Finder in the Account column to select each account in turn To select a range of member accounts click the Zoom E button for the Select Member Accounts for the Rollup Account field and then use the G L Account Selector screen that appears to add member accounts In
309. ual financial amounts permanently User s Guide 9 Chapter 1 Setting Up General Ledger This feature is particularly useful when you are doing period end or year end adjustments and want to ensure that you have entered all the transactions you need before you post them You select the Allow Provisional Posting option on the G L Options screen Provisionally posted amounts are stored with the accounts in a provisional fiscal set and can be included on normal General Ledger reports and inquiries that show the net result of the batch posting on the ledger s accounts If you do not use the Force Listing of Batches option you can post batches provisionally only if you have printed listings for them or you have selected the Ready to Post option for the batches on the Journal Entry screen A provisionally posted batch is maintained separately from actual postings and its status shows it has been provisionally posted When you are satisfied that the entries in the batch are correct you can post the batch to update actual financial amounts in the actual fiscal sets General Ledger Setup Options Before you set up your general ledger you must e Decide which ledger options you need For more information see About Designing Your General Ledger page 6 e Design your account number format specifying the size of your account numbers and how the numbers are segmented For more information see About Account Segments page 17 and Abo
310. ual insurance payment or a twice yearly bond interest payment Entry Mode Select an entry mode for entering details e Normal Enter all information for all details without copying any information e Quick After entering the first detail line copyReference and Description information to all subsequent detail lines you enter Exchange Rate Specify whether to use the current rate or recurring entry rate Expiration Type If the recurring entry expires on a specific date for example the day that a lease expires select Specific Date and then specify the date User s Guide 237 Appendix A General Ledger Screen Guides If the recurring entry does not expire on a specific date select No Expiration Date Note If the run date for the recurring entries batch is later than the expiration date you specify the recurring entry will not be included in the batch Inactive Select this option to deactivate the recurring entry Last Maintained This field displays the date that the record was last updated Last Run Date This is the last date on which a batch of invoices was created for the recurring entry code Out of Balance By This field displays the amount by which the entry is out of balance if it is Recurring Entry Code Each recurring journal entry is identified by a unique recurring entry code To create a new recurring entry code click the New button and then enter a code of up to 15 characters depreciati
311. unt balances and to support reports such as income statements and balance sheets About Account Groups Sage 300 ERP uses account groups to classify account balances e On the financial statements that come with Financial Reporter The sample statements are designed for Sage 300 ERP sample data and retrieve data using standard account groups To use the statements with your own data you must either Assign the same standard account groups to your accounts Customize the sample statements to match the account groups that you have set up for your company e Inthe Income Statement and Balance Sheet snapshots that you view in the Sage 300 ERP portal These snapshots retrieve data from a set of group categories that are linked to general ledger accounts through the standard account groups If you plan to use the Income Statement and Balance Sheet snapshots note that before you configure the snapshots you must Assign all account groups to appropriate categories from the standard set of group categories that comes with General Ledger You can assign any User s Guide 29 Chapter 1 Setting Up General Ledger number of account groups to the same category Assign all general ledger accounts to appropriate account groups Otherwise the snapshots may display incorrect information or no information Customizing Account Groups You can use account groups whether or not you also use Financial Reporter s standard financial statements o
312. unts the report lists the transactions of a rollup account and all of its rollup member accounts at any level rolled up into a single amount for each transaction If you use multicurrency accounting you can print amounts in both source and functional currencies on letter legal or A4 paper sizes You can also print the report in functional currency only The report includes e Source currency opening balances For multicurrency accounts the report lists the opening account balance in each source currency e Functional equivalent figures e Functional currency opening balances e Consolidated details When the account is consolidated a separate transaction is created for each currency as well as for the other consolidation options source code fiscal period User s Guide 221 Appendix A General Ledger Screen Guides e Change in balance by currency The report shows the change in the account balance in the last period specified by source currency Note e If you select the Sort Transactions By Transaction Date option all transactions are sorted by date within the accounting periods e You can print the report in the reporting currency only if you use the euro G L Trial Balance Report To open this screen Open General Ledger gt G L Reports gt Trial Balance Related tasks Printing the G L Trial Balance Report page 156 Overview The G L Trial Balance report prints the balance for each account in the range
313. unts or in their functional currency equivalents In the Currency field specify the currency of the balances or net changes that you want to view currencies When you specify a source currency in the Currency field the program displays only balances or net changes for transactions posted to the account in that currency You can choose to view source currency amounts or their functional currency equivalents 8 Click the Go button to display the accounts you have specified 122 Sage 300 ERP General Ledger Chapter 6 Importing and Exporting General Ledger Data Import account records transaction batches and other records into General Ledger from files created by other programs and export General Ledger data for use in other programs About Importing and Exporting General Ledger Data You can import account records transaction batches and other records into an Sage 300 ERP database from files created by other programs You can also export data from a Sage 300 ERP database for use in other programs You can use this feature to speed up your initial ledger setup especially if you are converting data from a non Sage 300 ERP database to Sage 300 ERP General Ledger For example you can e Export account data to a spreadsheet program work with the data then import it back into General Ledger as budget figures for a new fiscal year e Add anew department to your chart of accounts by exporting an existing department set c
314. urnal entry All the details for a single journal entry must use the same originating company However the entries within a batch can use different originating companies Route This field appears if the open company is the ICT company in which Intercompany Transactions had been activated Select the route between the originator and the destination selected for this detail line If the destination company for this detail is also the originator the route must be zero Periodic Processing Screens Use General Ledger Periodic Processing screens to perform tasks that are part of your regular period end procedures such as clearing history creating general ledger batches and deleting inactive records G L Clear History Screen To open this screen Open General Ledger gt G L Periodic Processing gt Clear History 196 Sage 300 ERP General Ledger Overview Periodic Processing Screens Related tasks e Clearing General Ledger History page 99 e Creating a New Year page 103 e Performing Period End Maintenance page 93 e Performing Year End Processing page 94 Use the G L Clear History screen to e Clear all information for printed posting journals e Clear information for deleted and posted batches up to and including the batch number you specify Warning Information and statistics that match the criteria you specify are deleted permanently Clear history at the end of a fiscal year or as needed
315. using the G L Journal Entry screen Subledger batches sent from other Sage 300 ERP module such as Accounts Receivable or Accounts Payable Imported batches you have transferred to General Ledger using the Import Batches screen These can be batches created by another Sage 300 ERP General Ledger or by a non Sage 300 ERP program They could also be batches that were exported from your own General Ledger then imported later Generated batches created in General Ledger such as to contain allocation transactions or revaluation transactions or closing entries or transactions that were rejected during posting Recurring batches of recurring entries created using the G L Recurring Entry Setup screen This option is not available for an ICT company 5 Select the status of the batches you want to print Open unposted batches Ready to Post completed batches that are marked ready for posting Posted batches that have been posted Provisionally Posted batches that have been posted provisionally Note You can select this option if your company uses the Allow Provisional Posting option However this option is not available for an ICT company 6 If your General Ledger is multicurrency select Functional or Source and Functional in the Currency section 7 If you selected Source and Functional for the currency specify a paper size 138 Sage 300 ERP General Ledger General Ledger Reports You can select one of the followin
316. ut Account Structures page 22 You specify most General Ledger setup options using the G L Options setup screen However a few system wide settings are defined in Common Services For more information on Common Services see the System Manager Help For more information about using the G L Options screen see G L Options Screen page 226 Ledger Options Specified in Common Services You specify the following information and options in Common Services e Whether your company uses multicurrency accounting e The number of fiscal periods in your business year e The start and end dates of accounting periods 10 Sage 300 ERP General Ledger General Ledger Setup Options e If you use Sage 300 ERP Transaction Analysis and Optional Field Creator all optional fields that you will use in General Ledger and in subledgers General Ledger Account and Ledger Options You specify the following account and ledger options using the G L Options setup screen Whether your general ledger uses multicurrency accounting Default rate type Whether to use account groups Whether to maintain quantities Number of decimal places in quantities Default closing retained earnings account Reporting rounding account euro functional currency only G L Security and the resulting default access to accounts For more information see About Setting Up General Ledger page 5 General Ledger Account Segment Options You specify the following ac
317. view Use the G L Period End Maintenance screen to e Delete unneeded accounts transaction details and fiscal sets e Reset the current batch number to 1 Warning Period end maintenance permanently deletes information from General Ledger Before performing period end maintenance back up your data You can perform period end maintenance after creating a new year at the end of a fiscal year or as needed Note e All period end maintenance activities are optional and can be done at any time e If G L Security is turned on note that period end functions do not check account permissions For example you can delete inactive accounts even if you do not have account permission Reports Screens Use General Ledger Reports screens to print reports of general ledger transactions and maintain your audit trail G L Account Groups Report To open this screen Open General Ledger gt G L Reports gt Account Groups Related tasks e About Setting Up General Ledger page 5 e Setting Up General Ledger to Use Account Groups page 30 e Printing the G L Account Groups Report page 135 204 Sage 300 ERP General Ledger Reports Screens Overview The G L Account Groups report lists account group codes along with their descriptions sort codes and group categories The printed report includes columns for e Sort Code e Account Group ID e Description G L Account Structures Report To open this screen Open G
318. w Year Creating a New Year At the end of a fiscal year you use the Create New Year screen to create and post a batch of transactions to close income and expense accounts and enter the opening account balances for the new fiscal year If you use single segment account numbers all accounts are closed to the default closing account specified on the G L Options screen If you use multi segment account numbers you provide information on three separate screens to specify the retained earnings account to which an account is closed e G L Options screen On the Segments tab specify that the segment is used in closing e G L Segment Codes screen Specify the retained earnings accounts to which different segment codes for example different departments close e G L Accounts screen Specify for each account the segment you want to use for closing Before you start e If creating the new year would result in too many years of data you must first clear some of the earliest years of history using the Clear History screen Transaction history is not cleared when you create a new year e Make sure you have entered the correct default closing account on the G L Options screen e If you close by segments specify the retained earnings accounts for each segment code on the Segment Codes screen e Back up your data User s Guide 103 Chapter 4 Period End Procedures You might also want to Enter and post all outstanding transactio
319. xchange loss account Codes are defined using the G L Revaluation Codes setup screen Revaluation Rate Specify the exchange rate that will be in effect for all accounts using this revaluation code Rate type is determined by the revaluation code but you can change it When the program cannot find a rate that matches the method defined for selecting rates for the revaluation code zeroes appear in this field and an error message states that you must enter an exchange rate that is greater than zero Revalue By You can define a range of accounts for revaluation in two different ways e By specifying a range of account numbers e By specifying a range of a specific segment Once you choose the kind of range you want you can specify the starting and ending values for the range All accounts within the range that post to the selected currency and have the revaluation code you specify set to Yes will be considered for revaluation If you select Force Revaluation all accounts that post to the selected currency and have the revaluation code set to No will be considered for revaluation G L Period End Maintenance Screen To open this screen Open General Ledger gt G L Periodic Processing gt Period End Maintenance Related tasks e Performing Period End Maintenance page 93 User s Guide 203 Appendix A General Ledger Screen Guides e Creating a New Year page 103 e Performing Year End Processing page 94 Over
320. y page 57 Printing the G L Optional Fields Report This report lists the optional account fields and the optional transaction fields you have defined for General Ledger Before you start Select printing destinations and if necessary turn on and connect the printer To print the Optional Fields report 1 Open General Ledger gt G L Reports gt Optional Fields 2 Click Print Printing the G L Options Report The G L Options report lists the options selected and information entered on the G L Options screen including the following e Account number segments defined for your ledger and the descriptions associated with those segments e Which if any budget sets are locked e Posting preferences Before you start Select printing destinations and if necessary turn on and connect the printer 144 Sage 300 ERP General Ledger General Ledger Reports To print the Options report 1 Open General Ledger gt G L Reports gt Options 2 Click Print Printing the G L Posting Journals Report Posting journals provide an audit trail report of all posted General Ledger transactions that you have not yet cleared from your system You can reprint journals as often as you need until you clear them using the G L Clear History screen In multicurrency ledgers you can print both source currency and functional currency information on journals on letter ledger or A4 paper Note Some printing options are not
321. year end You can specify separate closing accounts for different divisions or departments of your company using the Segment Codes screen For example if one segment of your account numbers represents company divisions you can close revenue and expense accounts to retained earnings accounts by division Before you start e Create your chart of accounts e Create segment codes e Close all other General Ledger screens for the company database and make sure that other users are not using General Ledger To close accounts to a specific segment 1 Open General Ledger gt G L Setup gt Options 2 On the Segments tab in the Use in Closing column mark the segment as a closing segment 3 Click Save and then click Close 4 Open General Ledger gt G L Setup gt Segment Codes 5 Inthe Segment Name field select the segment you marked as a closing segment 6 Inthe table on the G L Segment Codes screen enter all the codes that can be used for the segment specifying the retained earnings account to which each segment closes 7 Click Save and then click Close 8 Open General Ledger gt G L Accounts gt Accounts 9 For each revenue and expense account that includes the segment in the account number in the Close to Segment field select the closing segment User s Guide 71 Chapter 2 Adding and Maintaining Accounts the default closing account which is defined on the Account tab of the G L Options screen 10 C
322. you want to use the sample statements that come with Financial Reporter select one of the standard account groups that come with General Ledger Otherwise select any account group Account Type Each account in the General Ledger is identified as a balance sheet User s Guide 169 Appendix A General Ledger Screen Guides account type B an income statement account type I or a retained earnings account type R General Ledger uses account types to compute account balances properly and automatically transfer the revenue and expense account balances to retained earnings at year end You must define at least one account with the retained earnings type but you can specify a separate retained earnings account for each code for a particular account number segment In other words you can have different retained earnings accounts for each of your departments or regions Auto Allocation General Ledger can automatically allocate an account s balance to other accounts according to your specifications An allocation account distributes its amounts to other accounts within the company You select the Auto Allocation option for an account on the Detail tab of the G L Accounts screen If you designate the account as an allocation account you must identify the accounts that receive the allocated amounts and the percentage that each account receives You specify this information on the Allocation tab of the G L Accounts screen You
323. zed Gain Loss Method and then save the Company Profile you cannot revert to the Realized Unrealized Gain Loss method Also you must specify Exchange Gain and Exchange Loss accounts for each revaluation code The program does not use the Unrealized Gain Loss accounts specified under the Realized and Unrealized Gain Loss method as default Exchange Gain and Exchange Loss accounts User s Guide 111 Chapter 4 Period End Procedures Forcing Revaluation of Multicurrency Account Balances The Create Revaluation Batch screen provides an option that lets you force the revaluation of account balances for example before preparing financial statements When you revalue a currency without forcing revaluation only accounts that satisfy all the following conditions are revalued e The account falls within the range of accounts you specify on the Create Revaluation Batch screen e The account posts to the selected currency That is the currency is listed on the currency tab of the G L Accounts screen e Revaluation is set to Yes for the selected currency on the G L Accounts screen e Arevaluation code has been assigned to the account for the selected currency on the G L Accounts screen When you force revaluation only accounts that satisfy all the following conditions are revalued e The account falls within the range of accounts you specify on the Create Revaluation Batch screen e The account posts to the selected currency e

Sage 300 ERP 2014 General Ledger User's Guide

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