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General Ledger System Administration Manual

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1. Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record op tion to go to the next Unit Balances record Select the End option to go the next Unit Accounts record 104 General Ledger System Administration Manual Initial Setup Opening Entries 3 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file This screen may optionally be used to display information about Unit Balances During the Initial Setup phase of your operations this screen will not appear During Live Operations you can use this screen to view your unit balances Figure 29 The General Ledger Initial Setup Unit Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are entering balances SOY The system displays
2. At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen shown below allows you to enter the Operator ID of the operator who is to make the out of balance journal entry posting Data items are described below Out of Balance Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable Identify the operator who is allowed to enter the out of balance journal entries print the journal and run the subsequent posting function Press ENTER to save the information on this screen Option 10 Reset Post in Progress Journal Entries You can use this function to edit the post in Progress field on a Journal Entries Control Groups record This will be necessary in the unlikely event that a post failed to complete At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen allow
3. The transaction description is displayed Control No Enter a positive number with up to 4 digits The number of the control group which contained the original transaction is displayed if sufficient detail is being kept Source Trx No Enter a positive number with up to 4 digits The transaction number from the original entry is displayed if complete detail is being kept Transaction Date Enter a date YMD The transaction date is displayed if complete detail is being kept Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The transaction amount is shown 149 General Ledger System Administration Manual 4 Recovery Processing Reference Enter an upper case alphanumeric field up to 6 characters in length The reference from the original transction is shown if sufficient detail is being kept Reversing Enter an uppr case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y N and The initial default value is N This field indicates whether or not this entry is to be reversed in the following month or if it is a reversing entry The options are N No this is not a reversing entry Y Yes a record will be generated in the fiscal month following this one to back out this entry This record is the posting corresponding to an entry if Y in the previous month Adjustment Enter Y Yes or N No the i
4. CHG or INQ pertain to those records in the Units Control Groups file Option 12 Reset Statement in Use You can use this function to edit the Statement in Use field on the Statements file This may be necessary in the unlikely event that the statement printing function failed to complete At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about Statements This file is used to define and describe a financial statement format When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Statement No Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records Enter a number to identify the financial statement This unique number will be used to access the statement for maintenance and printing Description The
5. Chart of ACCOUNES 0 00 cs seserseeseeseeeseeseeserssenessceaseaeseesecssenersseseeaesasneeee 139 Option 3 UNE Accounts i faces ienitie ahve ee hte ee saat 149 Option 4 Foreign ACCOUNES 00 cece eeeeeeseneesesseeseeececseesessecsecssacsecsessesseeaeeseeaeeaeees 154 Option 5 Transaction Control oo eeeseseseeseeseeseeeceecsecseesecseesseecsesessesseeaesaseasaeees 160 Option 6 MTD Postings siti n a R ston RER cor nineteen seats 163 Option 7 YTD POSUNE Sietas keiner oen eie ee neee ee ol deape tele inh arises 168 Option 8 Future Posting S i 52 cecsesechseasistveceestiedsneseesecbert see saehcqveczeseeedebsseceetuesseuaeaehoes 172 Option 9 Journal Entry Adjustments ccc eeeceeeeecneseeseeseeeceecsessesseeseeseeaeeeeaes 176 Option 10 Reset Post in Progress Journal Entries occ eceeeeeeeseeseeneeseeeeeeeees 177 Option 11 Reset Post in Progress Unit Entries ccc eecseeeeeceeseeeneeseeseeeeseeeeeees 179 Option 12 Reset Statement in Use oo eee eceecseeeeeseeseeseeeceesseesesseesesseeaseesessesats 182 Option 13 Rearrange Account Number 0 cccccececceesesesessecseeseeeceeceeesesseeseeaeeeeeeaes 183 Option 24 End Recovery Processing cesessseeseeeceeseseneeseeseesceecseeseesesseeaeeaseaceaeaes 188 General Ledger System Administration Manual v Table of Contents vi Genera Ledger System Administration Manual Chapter 1 General Information 1___General Information Introduction What Is Ge
6. Main and Division and you want your Division to have three characters your entries on this screen would be Component 1 Old Location 11 Old Length 2 New Length 2 Component 2 Old Location 1 Old Length 5 New Length 5 Component 3 Old Location 9 Old Length 2 New Length 3 159 General Ledger System Administration Manual 4 Recovery Processing Component 4 Blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below In Location 10 Length Cannot Be Greater Than 3 In Location 11 Length Cannot Be Greater Than 2 In Location 12 Length Cannot Be Greater Than 1 In Location 2 Length Cannot Be Greater Than 11 In Location 3 Length Cannot Be Greater Than 10 In Location 4 Length Cannot Be Greater Than 9 In Location 5 Length Cannot Be Greater Than 8 In Location 6 Length Cannot Be Greater Than 7 In Location 7 Length Cannot Be Greater Than 6 In Location 8 Length Cannot Be Greater Than 5 In Location 9 Length Cannot Be Greater Than 4 Must Specify New Account Component Length Must Specify Original Account Component Length Must Specify Original Account Component Starting Location New Component Length Invalid Old Component Length Invalid Sum of Account Component Lengths Cannot Exceed 12 W Any Existing Data For This Component Will Be Erased mmm a a coil ceil a o
7. Option 4 Foreign Accounts You can use this function to enter basic information about foreign accounts In addition during the Initial Setup phase of your operations you can enter monthly balances for each foreign account When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option 143 General Ledger System Administration Manual 4 Recovery Processing The screen presents information about Foreign Accounts This file contains general information about foreign balances When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items
8. The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Chart of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file Option 5 Unit Accounts You can use this function to enter or edit basic information in the Unit Accounts file In addition dur ing the Initial Setup phase of your operations you can enter monthly unit balances Each Unit Account record defined corresponds to an account defined in the Chart of Accounts However each balance is given in a non monetary denomination such as machine hours An example of the use of a unit account might be to track machine hours for equipment or miles accu mulated on company cars or the number of defective parts discovered on an assembly line Statistical information can then be gleaned from the Unit Balances report When you use this function a record of all entries will
9. The initial default value is 1 This field is required Indicate the method for allocating to this account Your options are 1 Fixed Percent Distribute based on the Allocation 2 Fixed Amount Distribute the Fixed Amount 3 Ratio Distribute based on the ratio of accounts from the Chart of Accounts or Unit Ac counts files defined below General Ledger System Administration Manual 49 2 Initial Setup File Maintenance Allocation Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal If this is a fixed percent type of allocation supply the percent of the account balance for the account on the header screen that should be distributed to this receiving account Fixed Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If this is a fixed amount type of allocation supply the fixed amount that is to be allocated to this receiving account Adjustment Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not this entry is an adjustment If Y is entered a credit entry will re duce month to date and year to date uses and a debit entry will reduce month to date and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U
10. event that a post failed to complete At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen allows you to edit the Post in Progress field for Units Control Groups When you enter units entries you will see only one of the two possible screens for Units Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control questions If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your units entries In addition a record is written to the Transaction Control file for each control group posted If you answered Y to Ask Operaor ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Acc
11. ing a subsidiary code to be appended to the account number during Transaction Processing This in turn allows you to track various revenue expense or asset transactions explicitly General Ledger System Administration Manual 11 1___General Information For example you might want to keep track of costs and income from a particular product or service that you sell If you have Accounts Payable when you purchase goods that contribute to the making of that product or service you can identify the subsidiary code as well as the account number on the in voice line item If you have Accounts Receivable you can identify the revenues produced by that prod uct or service by supplying the subsidiary code on the sales invoice line item The sum of all those postings can then tell you which of your products or services is the most profitable to your company Another example of the use of General Subsidiary might be to identify and collect information on the costs associated with creating product These products could be as diverse as the construction of a building the manufacturing of machines from purchased parts or the writing and publishing of a book If you do not have Accounts Payable or Accounts Receivable you can still collect information in Gen eral Subsidiary by entering the amounts as Journal Entries in General Ledger Conversely if you have Inventory Control Fixed Assets Order Entry or Purchase Orders you can also extract informat
12. sponding credit entry As an example consider an invoice for a purchase of office supplies for your company In this ex ample you would debit an expense account called Purchases for the amount of the invoice and credit the liability account called Accounts Payable for the same amount Thus the current expense is re corded for the office supplies and will be reflected in the next Income Statement but your liability has also been increased since you now owe the vendor from whom you purchased the office supplies In the same manner when you pay for the office supplies you would debit Accounts Payable reducing your debt and credit Cash also reducing your bank balance This ensures that the General Ledger is always in balance in other words your debits always equal your credits In all APPX accounting applications including General Ledger your daily transaction entries can be performed using a series of methodical steps In every application these steps are basically the same They are e Enter your daily transactions e Print journals of the transactions these provide a necessary audit trail e Post the transactions Once these steps are performed you can print reports and view inquiries that will contain up to the minute information Since posting transactions automatically updates the General Ledger your infor mation will be up to date not only in any subsidiary applications you may have but also in General Ledger 4 Genera
13. up to 12 characters in length This field is required Define the last account in the range for the denominator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If this account is in the Unit Balances file enter a valid unit type This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator Start Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the first component of the account if you want only certain first com ponents included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator End Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start Sub Account Enter an upper case alphanumeric field up to 10 characters in length 54 General Ledger System Administration Manual Initial Setup File Maintenance 2 Define the low value for
14. 28 The General Ledger Initial Setup Unit Balances Enter Screen General Ledger System Administration Manual 103 3 Initial Setup Opening Entries When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are entering balances SOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the start of year unit balance Monthly Balances Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00
15. Be Both a Heading and a Summary Account E Delete Sub Post Detail Cannot Be Blank E Level of Detail for Future must be Greater or Equal that of MTD E Level of Detail for Future must be Greater or Equal that of YTD E Level of Posting Detail Must Be Zero For This Account General Ledger System Administration Manual 35 2 Initial Setup File Maintenance Press ENTER to save the information on this screen Select the Next Record option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file Option 4 Types You can use this function to enter or edit unit and budget types For example for Budget Types you may want to differentiate between several sets of budgets such as Proposed Budget Revision 1 and Revision 2 For Unit Types you may need to track unit balances separately for machine hours and man hours When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Unit and Budget Types Use this field to maintain Type descriptions These descriptions are used in conjunction with the Bud gets and Units files E
16. CHG or INQ pertain to those records in the Foreign Balances file Option 5 Transaction Control This job allows you to modify the Transaction Control file The following processing steps accomplish this job Step 1 This function checks to see whether you have chosen to use the Transaction Control option before running any function that requires the file Step 2 You can use this function to edit Transaction Control records in the unlikely event of system failure during posting When yu use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about Transaction Control This file contains one record for each control group posted if you indicate in the Parameters file that you want to use Transaction Control These records are saved for the number of months that you specified in the Parameters file Whether or not these reco
17. General Ledger System Administration Manual General Information _1 Summary Accounts allow you to define any number of detail account balance records which are to be summarized into another account This summarization occurs when the Summarize Accounts option is selected from the Monthly Processing menu Summary accounts cannot be posted to directly their value comes from summing the detail accounts defined to be a part of the summary account Summary accounts can be printed on statements and other reports Allocation Accounts are the complement to Summary Accounts Allocation Accounts allow you to specify how to allocate split up an account s balance into any number of Receiving Allocation Ac counts Account balance amounts can be allocated as a fixed percent a fixed amount or as a ratio of the sum of other accounts An Over Under account can be specified so that the sum of the allocations exactly equals the amount to be allocated Allocation account journal entries are created when Gener ate Allocation Accounts is selected from the Transaction Processing menu Financial Statements amp Reports A financial statement generator allows you to define flexible financial or management reports using account balance unit balance foreign balance and or budget data or source and use data for a State ment of Cash Flows Financial Statements can optionally include information about summary ac counts Because General Ledger is updated with each
18. Initial Setup Opening Entries 3 Figure 20 The General Ledger Initial Setup Create Balance Records Screen Date items for the preceding screen are described below Starting Primary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the starting value of the range of primary account numbers Each account within this range will have appended to it the subsequent entered values for the lower level account com ponents For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the division and Branch In this circumstance you would enter the lowest Main Sub Account combination in this field to which you want Division Branch combinations appended In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Ending Primary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the ending value of the range of primary account numbers Each account within this range will have appended to it the subsequent entered values for the lower level account com ponents For example ass
19. a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the start of year unit balance General Ledger System Administration Manual 105 3 Initial Setup Opening Entries Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record op tion to go to the next Unit Balances record Select the End option to go the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file Option 6 Foreign Accounts You can use this function to enter basic information about foreign accounts In addition du
20. and N If a Statement of Cash Flow is to be printed this entry is used to specify how the allocations are to be accumulated in the Account Balances file Your options are Blank Credits are accumulated as sources debits are accumulated as uses S This allocation is to be accumulated as a source U This allocation is to be accumulated as a use N This allocation is to be accumulated as neither Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a Subsidiary Code so that postings can be made to the Subsidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 50 General Ledger System Administration Manual Initial Setup File Maintenance 2 A Fixed Amount Cannot Be Entered for Method 1 A Fixed Amount Must Be Entered for Method 2 Allocation Cannot Be Entered for Method 3 An Allocation Cannot Be Entered for Method 2 An Allocation Must Be Entered for Method 1 Application Type Value is Not Valid Cannot Have Sub Code With Blank Sub Type Fixed Amount Cannot Be Entered for Method 3 Item Must Be En
21. as history for as many years as you want however each year of history must be balanced During the processing of Initial Setup the ending balance for the month prior to the first month of Live Operations is rolled forward For example if the first month of Live Operations is fiscal month 7 fiscal year 94 then month end balances for fiscal month 6 should be entered in each account This provides the beginning balance for the current month If the first month of Live Operations is the first month of the fiscal year you must enter an End of Year EOY balance for the previous fiscal year Do this by putting the balance in End of Year EOY not in Start of Year SOY or month 12 or 13 If you choose this option you may make all journal entries for the current month but only after ending Initial Setup Note that this option requires a greater amount of entry time than other operations General Ledger System Administration Manual 15 1___General Information Option 2 You may choose to enter no history With this option you enter all the master files Process Initial Setup and End Initial Setup This will put you into Live Operations Once in Live Operations you enter the current month s beginning balances as journal entries and then enter the current month s en tries This option requires less data entry time and will probably allow you to select an earlier transition date However you will have no historical balances prior to the
22. be Proposed Revision 1 or Revision PAR Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this unit or budget type Press ENTER to save the information on this screen Select the Next Record option to go to the next Unit and Budget Types record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit and Budget Types file Option 5 Intercompany Names You can use this function to enter and edit intercompany names and to define intercompany relation ships When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed General Ledger System Administration Manual 37 2 Initial Setup File Maintenance The screen shown below presents information about Intercompany Names This file contains subsidiary companies and descriptive relationships to the current company When ever an intercompany number is entered in a transaction file it will be checked against this file for validity Figure 9 The General Ledger Initial Setup Intercompany Names Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan o
23. be multiplied by the balance in the account on the header screen The result will be distributed to the To Account defined above This ratio is composed of a range of accounts from the Chart of Accounts or Unit Accounts files The balances for these accounts are summed to compute the numerator and denominator The ratio that results is used as the multiplier Define the first account in the range for the numerator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Numerator End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the last account in the range for the numerator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Numerator Unit Type Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If this account is in the Unit Balances file enter a valid unit type This field is only used for a ratio type of allocation The system displays the description Os that you can verify your entry Numerator Start Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the first component of the account if you want only certain first com ponents included in the account range entered above This field may be le
24. can verify your entry Last Summarization Enter a date and time YMDHMS The date of the last summary update is displayed 40 General Ledger System Administration Manual Initial Setup File Maintenance 2 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Not Defined in Balances File as a Summary Account Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Summary Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Summary Accounts file The screen shown below presents information about Summary Account Detail This file defines which accounts will be summed into the summary account The current balance for each summary account is recalculated each time the Summarize Accounts function is selected from the Monthly Processing menu A summary account may need to be defined as the sum of two or more ranges of accounts Each range requires a unique sequence number Within each range of sequential accounts you may specify starting and ending constraints on one or more account components You should not define a summary account that includes other summary accounts Figure 11 The General Le
25. continue to the next screen Select the Next Record option to go to the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Allocation Accounts file The screen shown below presents information about Receiving Allocation Accounts This file defines the accounts which will receive the allocations from the amounts specified in the Al locations file 48 General Ledger System Administration Manual Initial Setup File Maintenance 2 Figure 13 The General Ledger Initial Setup Receiving Allocation Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below To Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define one of the accounts that will receive the allocation The system displays the descrip tion so that you can verify your entry Method Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 1 2 and 3
26. current month to use for historical or comparative reports or statements Option 3 If you want to keep year to date detail and you transition date is not the first month of the fiscal year then all current fiscal year entries should be made in Live Operations using the Journal Entries function in Transaction Processing These entries can be made in one of the following two ways 1 Enter as prior period postings 2 Set the application s parameters to reflect the first month s entry period then enter the journal en tries for each period closing the month as each period is completed Note that if the first month for which data is being entered in transaction form is not the first month of the fiscal year and if prior period postings are not being made the YTD General Ledger report in Live Operations will include only a summary posting for the difference between the Start of Year balance and the balance of the first month of Live Operations Special Considerations for the Recovery Processing Phase The Recovery Processing phase of General Ledger allows you to make changes to master files Changes made within Recovery Processing also affect the integrity of the audit trail Master Files The following master files are resident in Accounts Payable Parameters Chart of Accounts Types Budgets Unit Accounts Summary Accounts Allocation Accounts 16 General Ledger System Administration Manual General Information _1 Recur
27. exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about Parameters Data items are described below Current Fiscal Month Enter a positive number with up to 2 digits Identify the first month of live operation of your accounting system Current Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year Start Month of Fiscal Year Enter a positive number with up to 2 digits Identify the first month of your fiscal year For example if your fiscal year runs from October 1 through September 30 enter 10 Number of Account Periods Enter a positive number with up to 2 digits Indicate the number of months in your fiscal year An entry of 12 means that you operate on a calendar month basis and Start Fiscal Month determines the first month of your fiscal year An entry of 13 means that you operate on a 13 period basis Retained Earnings Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate Supply the retained earnings account number This account will be updated automatically during the Close Month process for the last month of the fiscal year when the revenue and expense ac
28. field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type currency code and the level of detail to keep When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Account Number Enter an upper case alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records 135 General Ledger System Administration Manual 4 Recovery Processing This number will b
29. for Accounts Payable Invoices ARAJ for Accounts Receivable Adjustments and ICRC for Inventory Receipts Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID is displayed if detail is being kept by Operator ID Date Posted Enter a date YMD The date the entry was posted is shown if detail is being kept by date Time Posted Enter a time HMSH The time the entry was possted is shown if full detail is being kept 151 General Ledger System Administration Manual 4 Recovery Processing Description Enter an alphanumeric field up to 30 characters in length The description of the transaction is displayed Control No Enter a positive number with up to 4 digits The number of the control group which contained the origina transaction is displayed if sufficient detail is being kept Source Trx No Enter a positive number with up to 4 digits The transaction number from the original entry is displayed if sufficient detail is being kept Transaction Date Enter a date YMD The transaction date is displayed if sufficient detail is being kept Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The transaction amount is shown Reference Enter an upper case alphanumeric field up to 6 characters in length The reference from the original transaction is shwon if sufficient
30. in the Receiving Allocation Accounts file Option 8 Budgets You can use this function to enter monthly budget amounts for each budget type and account number combination This information may be printed on financial statements or on Budget Analysis reports You can enter or edit budget amounts for fiscal months 1 to 13 plus Start of Year and End of Year Each amount represents the net activity for the month You can also enter an annual amount and let the system allocate the amount evenly by month or week For revenue and expense accounts the Start of Year amount generally should be zero If your system includes the Budget Analysis application before you decide to add a large number of budget records you may wish to use one or more of the utility functions provided on its Utilities menu These utilities allow you to create copy and delete budget records very quickly The created records can then be edited using this Budgets function The screen shown below presents information about Budgets 56 General Ledger System Administration Manual Initial Setup File Maintenance 2 Figure 15 The General Ledger Initial Setup Budgets Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by tha
31. indicates whether or not access to this group of transactions was limited to the original operator Date Time Enter a date and time YMDHM This field is required This is the date and time when this control group was posted Journal Code Enter an upper case alphanumeric field up to 4 characters in length The journa reference for the transaction entry function and control group is displayed For example the journal code for Accounts Payable Invoices is APIV For General Ledger Journa Entries it is GLJE Description Enter an alphanumeric field up to 30 characters in length The description that was entered for the control group is displayed Control Total Enter a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal This is the control total for the group of transactions Hash Total Enter a positive number with up to 15 digits This is the hash total for this group of transactions In General Ledger the hash totals are performed on the account number Hash totals are useful for detecting transposition errors Number of Trx Enter a positive number with up to 4 digits The total number of transactions posted to General Ledger from this group is displayed 147 General Ledger System Administration Manual 4 Recovery Processing Last Trx Posted Enter a positive number with up to 4 digits This is the transaction number of the last transaction posted Amount Posted Enter a
32. is provided by Type Description and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Types List this step formats the Unit and Budget Types information The follow ing data items are shown Type and Description A sample output is shown below Expert Computing Inc 11 04 94 15 10 LGG Page Types List Description FA Budget 90 FY90 Fixed Asset Budget FY89 Budget FY89 Operating Budget GIP 1 Units of Prod 1 in GIP 2 Units of Prod 2 in Process PROD 1 Units of Prod 1 in Inventory PROD 2 Units of Prod 2 in Inventory General Ledger System Administration Manual 71 2 Initial Setup File Maintenance Option 14 Intercompany Names List This function prints a list of the Intercompany Names file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Intercompany Names information this step provides you with a default sequencing of data records by Intercompany No with the option to change modifiable parameters at run time Selection of data records is provided by Intercompany No and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is us
33. may find it necessary to modify previously defined values for Start and End components in this file and in the Statement Printing files Step 12 This step rearranges the account in the Subsidiary Codes and Subsidiary Code Postings files Step 13 This step rearranges the account numbers in the Summary Accounts and Summary Account Detail files When this process is finished you may find it necessary to modify previously defined Start and End account component values Step 14 160 General Ledger System Administration Manual 4 Recovery Processing This step rearranges the account numbers in the Unit Accounts and Unit Balances files Step 15 This step rearranges the account numbers in the Variable Budgets and Variable Budget Detail files You may find it necessary to modify previously defined Start and End component values when the procedure has finished Option 24 End Recovery Processing This function ends the Recovery Processing phase of General Ledger The following processing steps accomplish this job Step 1 At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen allows you to end the Recovery Processing
34. month and year journal code operator ID and date Y Keep all detail Application Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are GL AR AP PA IC and FA If entered Application Types are used to validate account numbers against each application s OK Applications which re defined in the Parameters file of each application For ex ample you might define your expense accounts as having an application type of AP for Ac counts Payable and your revenue accounts as having an application type of AR for Accounts Receivable If you then indicated in Accounts Payable that AP was an OK Application type but not AR the system would prevent you from inadvertently entering a revenue account on an Accounts Payable invoice Accounts Payable that AP was an OK Application type but not AR the system would prevent you from inadvertently entering a revenue account on an Accounts Payable invoice Level of Divisionalization Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 0 1 and 2 The initial default value is 0 This field is required In ADD mode this field will automatically be saved from one record to the next General Ledger System Administration Manual 93 3 Initial Setup Opening Entries This entry indicates what sub account level of posting detail is to be made to t
35. new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about MTD Postings This file stores General Ledger postings from journa entries and current month postings from all subsidiary applications These postings may be in detail format or in some kine of summary format depending on the value of the Level of MTD Detail field in the Chart of Accounts file for the account When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appr
36. of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file Option 3 Enter Opening Balances You can use this function to enter initial account balances for a given fiscal month and year You can also enter start of year end of year YTD Source and YTD Use amounts The following processing steps accomplish this job Step 1 You may also choose whether the values entered or edited are to be in year to date CUM or month to date NET terms Press the Cancel option to return to the menu The screen shown below allows you to enter parameters needed for the Enter Opening Balances utility Figure 22 The General Ledger Initial Setup Enter Opening Balances Screen Data items for the preceding screen are described below Fiscal Month Year Enter an upper case alphanumeric field up to 5 characters in length This field is required Define the accounting period to which these parameters apply Valid entries and their mean ings are General Ledger System Administration Manual 87 3 Initial Setup Opening Entries mm yy 2 digits each for the fiscal month and year for these entries months can be 01 13 the slash must be included EOYyy End of Year followed by 2 digits for the fiscal year SOYyy Start of Year following by 2 digits for the fiscal year YSRyy Year to Date Sources followed by 2 digits for the fiscal year for Account Balances o
37. order to print the Budgets List this step formats the Budget Amounts information The following data items are shown SOY Annual Amount EOY Balance Quarter and Quarterly Totals As appro priate group headings appear whenever a change occurs in Account General Ledger System Administration Manual 77 2 Initial Setup File Maintenance A sample output is shown below 11 04 94 15 11 Fiscal Year 89 Budget Type FY89 Budget FY89 Operating Budget Account 3010001001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Account 3010001001WH FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Account 3010002001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 166 666 67 166 666 67 166 666 67 500 000 01 78 General Ledger System Administration Manual Sales Manufacturing 0 00 4 000 000 00 4 000 000 00 Second Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Sales Wholesale 0 00 2 400 000 00 2 400 000 00 Second Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Sales Canadian Manufacturing 0 00 2 000 000 00 2 000 000 00 Second Quarter 166 666 67 166 666 67 166 666 67 500 000 01 Expert Computing Budgets List Third Quarter 333
38. phase of operations Date items are described below End Phase Enter Y Yes or N No The initial default value is Y This field is required If you have selected this option in error enter N to reunt to the menu Press ENTER to save the information on this screen Step 2 This step ends the Initial Setup or Recovery Processing phases and begins or returns to the Live Operations phase 161 General Ledger System Administration Manual
39. quired Transaction Control Printed Ask for Operator ID Use Transaction Control Months to Keep Transaction Control Account Component Length Account Component Title Separate Retained Earnings Component Level to Separate OK Application Types and Last Summarization Date A sample output is shown below Expert Computing Inc 11 04 94 15 08 LGG Page General Ledger Parameters List Current Fiscal Month 3 Current Calendar Month 08 Current Fiscal Year 90 Current Calendar Year 89 Start Month of Fiscal Year 6 Number of Accounting Periods 12 Retained Earnings Account 21000000 EOM Reports Required Printed Entries Generated General Ledger Report Y x Recurring Y Future Postings Report N Y Allocation Y Transaction Control Report r x Ask for Operator ID Use Transaction Control Number of Months of Transaction Control Account Number Components 1 5 Main Account 2 3 Sub Account 3 2 Division 4 2 Branch Separate Retained Earnings by Component Y Component Level to Separate Retained Earnings 3 OK Account Application Types GL AP AR PA IC FA Last Summarization Date 02 23 94 09 22 46 56 General Ledger System Administration Manual 67 2 Initial Setup File Maintenance Option 11 Exchange Rates List This function prints a list of the Exchange Rates file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Exchange rates information this s
40. refer to the Application Features section of this manual Delete Subcode Post Detail 92 Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N M Y and T The initial default value is M For accounts with a Sub Type of GL this entry indicates how often General Subsidiary detail postings are deleted from the subsidiary postings file Your options are General Ledger System Administration Manual Initial Setup Opening Entries 3 N Never M Delete during Close Month processing each month Y Delete only at the end of the fiscal year T Delete at the end of this month NOTE An entry of T in this field will be reset to N after the detail has been deleted Level of YTD Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N Y S J O and D The initial default value is N This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Year to Date Postings file for this account In order of lease detail to most detail your options are N Do not keep any information S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal
41. screen Select the Previous Image option to go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go the next Foreign Ac counts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Balances file This screen may optionally be used to display information about Foreign Balances During the Initial Setup phase of your operations this screen will not appear During Live Operations you can use this screen to view your Foreign Balances 110 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 32 The General Ledger Initial Setup Foreign Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of
42. set up as a recurring entry since you can identify which months to generate the entry Also recurring entries can be set up with zero amounts and you can enter the amounts in Transaction Processing after the recurring entries have been generated Figure 17 The General Ledger Initial Setup Recurring Entries Screen General Ledger System Administration Manual 61 2 Initial Setup File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Transaction Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system provides a number for each recu
43. system displays an upper case alphanumeric field up to 40 charcters in length Enter a description for this financial statement This description is for your reference only it does not appear on the printed financial statement Statement in Use Enter Y Yes or N No The initial default value is N This field is required This field is maintained by the system The options and their meanings are N This statement is available for Statement Printing Y This statement is in use by another operator and is unavailable for Statement Printing If Statement Printing should fail for any reason you must enter N in this field in order to reprint your Financial Statements Press ENTER to save the information on this screen Select the Next Record option to go to the next Statements record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Statements file 158 General Ledger System Administration Manual 4 Recovery Processing Option 13 Rearrange Account Number You can use this function t alter the order and length of your General Ledger account components Since this can profoundly alter the nature of your General Ledger and the compatibility of subsidiary accounting applications access to this function should be strictly controlled by password The following processing steps accomplish this job Step 1 Use this function to enter parameters which allow you to reorganize yur existing account
44. the application type of the account is valid Your options are Blank Application Type AP Accounts Payable AR Accounts Receivable FA Fixed Assets GL General Ledger IC Inventory Control PA Payroll Last Summarization Date The system displays a date and time YMDHMSH The date and time Summarize Accounts process is displayed This field is displayed on the Monthly Status inquiry function and is updated each time the Summarize Accounts process is run The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Length of Account Number Must Be Entered E Non Zero Component is Invalid if Retained Earnings by Comp N E Specified Retained Earning Component Level Not Defined E Total Length of Account Number Exceeds Maximum 12 E Zero Component is Invalid if Retained Earnings by Comp Y W Must Use Transaction Control Feature to Utilize Foreign Currency Press ENTER to save the information on this screen Option 2 Chart of Accounts You can use this function to perform normal maintenenace on the Chart of Accounts In the Initial Setup phase of your operations you can also enter monthly balances as well as start of year end of year Source Use and Neither amounts When you use this function a record of all entries will be printed For additions all new
45. the infor mation on this screen Select the Next Record option to go to the next Account Balances record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Account Balances file Step 3 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job Option 4 Chart of Accounts You can use this function to perform normal maintenance on the Chart of Accounts In the Initial Setup phase of your operations you can also enter monthly balances as well as start of year end of year Source Use and Neither amounts When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type cur rency code and the level of detail to keep 90 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 24 The General Ledger Initial Setup Chart of Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be p
46. the key value and all field contents are recorded when changes are made old field contents and new field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in General Ledger are the Chart of Accounts Budgets Summary Accounts Allocation Accounts and Unit Accounts Modification logs are not enabled for transaction files such as Journal Entries Major Functions APPX General Ledger is designed to be the heart of your accounting system General Ledger collects data from other applications and from data entry within itself brings the information together and organizes it to product financial statements and other reports In General Ledger all accounting data is summarized and printed to provide up to date reporting on the financial state and current profitability of your business Major functions include Transaction Processing e File Maintenance e Reports and Inquiry e Financial statements e Monthly Processing e Intercompany Processing e Foreign Currency Processing e Graphs and Spreadsheets The features described in this manual are included in the APPX turnkey General Ledger application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification 8 General Ledger System Administration Manual General Information _1 Application Feat
47. the second component of the account if you want only certain second components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start Division Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator End Division Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the fourth component of the account if you want only certain fourth components included in the account range entered above This field
48. year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are allowed General Ledger System Administration Manual 111 3 Initial Setup Opening Entries EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go the next Foreign Ac counts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Balances file Option 7 Trial Balance Report This report prints a list of General Ledger accounts and balances for a specified time period A report may be selected for any month and prints either the net activity or the YTD cumulative balances
49. you make to Recovery Processing may affect the integrity of the audit trail The features described in this manual are included in the standard General Ledger application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Default sort sequences e Selection criteria for all outputs e Sample reports lists and inquiries General Ledger System Administration Manual 5 1___General Information Other Manuals The APPX User manual provides general information about starting up your system making entries printing and using other features common to all APPX applications Since the information contained in the APPX User manual is not repeated in this or other APPX manuals you should read it carefully prior to working with the system The General Ledger User manual describes the Live Operations phase of General Ledger The APPX User manual the General Ledger User manual and this manual complete the set of user manuals which are available for APPX General Ledger For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer Phases APPX General Ledger opera
50. 0 Retent Rec Canadian Post Acct 1040002000MA Retent Rec Canadian Corp Mfg 1040002000WH Retent Rec Canadian Corp Whls 1040002001MA Retent Rec Canadian Sales Mfg 1040002001WH Retent Rec Canadian Sales Whl 1050001000 Service Charges Receivable 1050002000 Service Charges Rec Canadian 1060001000 Prepaid Insurance 1060002000 Prepaid Insurance Canadian 1061001000 Prepaids amp Deposits 1061002000 Prepaids amp Deposits Canadian 1070001000MA Inventory Corp Mfg 1070002000MA Inventory Canadian Corp Mfg 1080001000MA Work in Process Corp Mfg 1080002000MA Work in Proc Canada Corp Mfg 1090001000MA Finished Goods 1090002000MA Finished Goods Canadian 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 1100002000WH Resale Inventory Canadian 1105000000MA Interco Inventory Profit Mfg 1105000000WH Interco Inventory Profit Whl General Ledger System Administration Manual 123 3 Initial Setup Opening Entries Step 6 In preparation for performing a sort selection process on the Chart of Accounts information this step provides you with a default sequencing of data records by Account Number giving additional sort order choice by Sub Type Currency Heading Account and Summary Account with the option to change modifiable parameters at run time Selection of data records is provided by Account Compo nent Sub Type Heading Account Summary Account Currency and Changed On with the option to enter user sp
51. 0000 1140002000 Buildings Canadian 3030001001 2130000000 1150002000MA Equipment Canadian 3030001001 2130000000 1160002000 Furniture Fixtures Canadian 3030001001 2130000000 1170002000 Accum Depreciation Canadian 3030001001 2130000000 2010002000 Accts Payable Canadian Corp 3030001001 3030001001 2010002001 Accts Payable Canadian Sales 3030001001 3030001001 2020002000 Sales Tax Pay Canadian Corp 3030001001 3030001001 2020002001 Sales Tax Pay Canadian Sales 3030001001 3030001001 2030002000 Retention Pay Canadian Corp 3030001001 3030001001 2030002001 Retention Pay Canadian Sales 3030001001 3030001001 3010002001MA Sales Canadian Manufacturing 3030001001 3030001001 3010002001WH Sales Canadian Wholesale 3030001001 3030001001 4040002000 Depreciation Expense Canadian 3030001001 3030001001 4130002000 Insurance Expense Canadian 3030001001 3030001001 4170002000MA Factory Overhead Canadian Mfg 3030001001 3030001001 128 General Ledger System Administration Manual Initial Setup Opening Entries 3 Option 14 Process Initial Setup This job processes opening balances in the General Ledger Initial setup phase The following process ing steps accomplish this job Step 1 This disposition type is used for all standard processing functions within General Ledger Step 2 This step processes the information for Account Balances The entire contents of the YTD Postings file will be deleted The YTD Postings file will be created Under certain con
52. 002001MA Retent Rec Canadian Sales Mfg 1 276 32 0 00 1040002001WH Retent Rec Canadian Sales Whl 1 250 62 0 00 1050001000 Service Charges Receivable 5 270 00 0 00 1050002000 Service Charges Rec Canadian 13 23 0 00 1060001000 Prepaid Insurance 6 000 00 0 00 1060002000 Prepaid Insurance Canadian 5 328 87 0 00 1061001000 Prepaids amp Deposits 5 640 00 0 00 1061002000 Prepaids amp Deposits Canadian 6 455 67 0 00 1070001000MA Inventory Corp Mfg 190 421 28 0 00 1070002000MA Inventory Canadian Corp Mfg 193 451 35 0 00 1080001000MA Work in Process Corp Mfg 298 948 00 0 00 1080002000MA Work in Proc Canada Corp Mfg 104 865 83 0 00 1090001000MA Finished Goods 201 876 82 0 00 1090002000MA Finished Goods Canadian 382 361 37 0 00 1100001000WH Resale Inventory 249 583 02 0 00 1100001001WH Resale Inventory Sales Outlet 297 051 68 0 00 1100002000WH Resale Inventory Canadian 115 788 75 0 00 1105000000MA Interco Inventory Profit Mfg 52 000 00 0 00 1105000000WH Interco Inventory Profit whl 16 520 00 0 00 1130001000 Land 650 000 00 0 00 1130002000 Land Canadian 514 767 12 0 00 1140001000 Buildings 410 000 00 0 00 1140002000 Buildings Canadian 313 762 82 0 00 1150001000MA GL Equipment 598 300 00 0 00 General Ledger System Administration Manual 115 3 Initial Setup Opening Entries Option 8 Account Balances History Report This report prints the start of year end of year and monthly balances for accounts in fiscal year or der Bala
53. 1 645 925 1 475 597 1 593 298 1 700 795 1 762 539 1 859 131 1 944 521 1 944 521 LGG Page 3 Initial Setup Opening Entries Option 11 Chart of Accounts List This function can print either a detail or a summary listing of the Chart of Accounts The following processing steps accomplish this job Step 1 The screen shown below allows you to choose either the detail or summary version of the Chart of Accounts List Figure 34 The General Ledger Initial Setup Chart of Accounts List Screen Data items for the preceding screen are described below Print Detail List Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want to print all the detail on the Chart of Accounts The default value of N will print just the account number and name Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Chart of Accounts information this step provides you with a default sequencing of data records by Account Number giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Account Component and Changed On with the option to enter user speci fied comparisons at run time 122 General Ledger System Administration Manual Initial Setup Opening Entries 3 Step 3 This disposition type i
54. 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a subsidiary code and a posting is made to the Subsid iary Codes files Identify the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL Adjustment Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not this entry is an adjustment to the sources uses amounts If Y is entered a credit entry will reduce month to date and year to date uses and a debit entry will reduce month to date and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed use this entry to specify how the amounts are to be accumulated in the Account Balances file Blank is a valid entry Blank Credits are accumulated as sources debits are accumulated as uses S This allocation is to be accumulated as a source U This allocation is to be accumulated as a use N This allocation is to be accumulated as neither The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Applicati
55. 24 End Initial Setup This function ends the Initial Setup phase of General Ledger The following processing steps accom plish this job Step 1 NOTE You will not be allowed to enter transactions in Live Operations until the Process Initial Setup function has run to completion without errors 18 General Ledger System Administration Manual General Information _1 The screen shown below allows you to end the Initial Setup phase of operations Figure 2 The General Ledger End Initial Setup Screen Data items for the preceding screen are described below End Phase Enter Y Yes or N No The initial default value is Y This field is required If you have selected this option in error enter N to return to the menu The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Process Initial Setup Must Be Run Before Ending Initial Setup Press ENTER to save the information on this screen Step 2 This step ends the Initial Setup or Recovery Processing phases and begins or returns to the Live Operations phase General Ledger System Administration Manual 19 1___General Information 20 General Ledger System Administration Manual Chapter 2 Initial Setup File Maintenance 2 Initial Setup File Maintenance This menu provides you with func
56. 333 33 333 333 33 333 333 34 Inc Fourth Quarter 333 333 34 333 333 34 333 333 34 1 000 000 00 Third Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Third Quarter 166 666 67 166 666 67 166 666 66 500 000 00 1 000 000 02 Fourth Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Fourth Quarter 166 666 66 166 666 66 166 666 66 EOY amp Total 13 0 00 EOY 0 00 YEAR 4 000 000 00 EOY amp Total 13 0 00 EOY 0 00 YEAR 2 400 000 00 EOY amp Total 13 0 00 EOY 0 00 499 999 98 YEAR 2 000 000 00 Initial Setup File Maintenance 2 Option 18 Recurring Entries List This function prints a list of the Recurring Entries file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Recurring Entries information this step provides you with a default sequencing of data records by Currency and Transaction with the option to change modifiable parameters at run time Selection of data records is provided by Transaction Cur rency and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to prin
57. 80000001WH Denominator 3 0 00 00 N Salaries Expense Salaries Expense End Main Account End Sub Account End Division End Branch Salaries Expense Salaries Wholesale End Main Account End Sub Account End Division End Branch 3 0 00 Salaries Manufacturing Salaries Manufacturing End Main Account End Sub Account End Division End Branch Salaries Expense Salaries Wholesale End Main Account End Sub Account End Division End Branch General Ledger System Administration Manual Interco Sub Code GL GENERAL LGG Page Currency Initial Setup File Maintenance 2 Option 17 Budgets List This function prints a list of the Budgets file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Fiscal Year Budget Type and Account giving additional sort order choice by Account Component and Method with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Budget Type Account Account Component and Method with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In
58. A 1040001001WH 10400020 1040002000MA 1040002000WH 1040002001MA 1040002001WH 1050001000 1050002000 1060001000 1060002000 1061001000 1061002000 1070001000MA 1070002000MA 1080001000MA 1080002000MA 1090001000MA 1090002000MA 1100001000WH 1100001001WH 1100002000WH 1105000000MA 1105000000WH 11100 1130001000 1130002000 Description 1 Assets Current Assets Cash Posting Account Cash Corporate Cash Sales Outlets Cash Canadian Posting Acct Cash Canadian Corporate Cash Canadian Sales Outlets Accts Receiv Posting Acct Accts Receiv Intercompany Accts Receiv Corp Mfg Accts Receiv Corp Wholesale Accts Receiv Sales Mfg Accts Receiv Sales Wholesale Accts Rec Canadian Post Act Accts Rec Canadian Corp Mfg Accts Rec Canadian Corp Whls Accts Rec Canadian Sales Mfg Accts Rec Canadian Sales Whls Retention Rec Posting Acct Retention Rec Corp Mfg Retention Rec Corp Wholesale Retention Rec Sales Mfg Retention Rec Sales Wholesale Retent Rec Canadian Post Acct Retent Rec Canadian Corp Mfg Retent Rec Canadian Corp Whls Retent Rec Canadian Sales Mfg Retent Rec Canadian Sales Whl Service Charges Receivable Service Charges Rec Canadian Prepaid Insurance Prepaid Insurance Canadian Prepaids amp Deposits Prepaids amp Deposits Canadian Inventory Corp Mfg Inventory Canadian Corp Mfg Work in Process Corp Mfg Work in Proc Canada Corp Mfg Finished Goods Finished Goods Cana
59. AEE R EEEE 7 Transaction POSTING is esshs sedehes eenen eee eE eas aea e ETE ENR ASRR AEEA 7 Modification Logs ssion a A EARE RR 8 Major Functions 2s ee ne aa E E T RA ed aa 8 A aJo DTE ENA CONDIB BLEYA TT e A EEEE ETE E E E TTEA 9 ACCOUNE SUUCIUEE s cc5s ccdeiesetesoseenesdsseresnsosteeusdicee tevesteacstesurelasestoensdeigeadessstresstoiweeses oe 9 Transaction Contolera setae sso eases 8 ne oan eee hee cleaned 10 Bud Seti oe feces cece iec sacs eis ces NEE A TEA EA gi cont saeh ET 10 Summary and Allocation ACCOUNES 00 cee esceseeeeeeceeenetseeseeseeeceeeseeserseeseeseeaeeeeneees 10 Financial Statements amp Reports well General Subsidiary rere it Application Interfaces ceeeseseeseeeeeeteeteeee Pare 4 Special Considerations for Initial Setup Phase Master Files e2ccscsnsthisestevesses eaten test eiiets 13 Transaction Control esre testis dauicse A A E RA a es 14 Establishing a Transition Date eeeeeeseessreseeseresertsrsrssserestsrstststererenesesrsesreeersrsest 15 Special Considerations for the Recovery Processing Phase ccseesesseseeseeseeeeeeees 16 Master FES A A A s 16 Warming kesat eE E a a EE aA E aA E aa A a Er eaS 17 After Completing Recovery Processing seeseseseesesseserersrsrstsrsrereresesrsrsesrrerersrsret 17 Tnnitial Setup e e a e ee E Rek Option 1 File Maintenance Option 2 Opening Entries Option 24 End Initial Setup General Led
60. APPX General Ledger the basic accounting rule can also be stated Assets positive Liabilities negative Owner s Equity negative 0 This means that your debits must always be offset by an identical negative credit amount otherwise your General Ledger will be out of balance Each month as you set out to examine the current activ ity of your business you should print the report called Trial Balance to make sure that the net sum of your debits and credits is zero Temporary Accounts Another subdivision of accounts separates them into permanent or Balance Sheet accounts and temporary or Income Expense Profit Loss accounts Of course there is nothing temporary about income and expenses the term temporary means that those account balances are summed into a special equity account called Retained Earnings at the end of the fiscal year and then zeroed to begin the new year s accumulations Permanent accounts on the other hand always retain their bal ances The importance of temporary accounts is that they allow you to examine your profit or loss each month over the fiscal year so that you can keep an up to date picture of your company s financial health Financial Statements This brings us to a very important thing that General Ledger can provide for you Financial Statements Financial statements vary depending on how you want your accounting information presented and what t
61. Designates a Revenue Expense account when changed will impact Current Earnings Level of MTD Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Month to Date Postings file for this account In order of lease detail to most detail your options are 32 General Ledger System Administration Manual Initial Setup File Maintenance 2 S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able An entry of GL indicates General Subsidiary Enter the cost accounting subsidiary to which this account is posted If this is a General Sub sidiary account enter GL For more information regarding General Subsidiary refer to the Application Features section of this manual Delete Subcode Post Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N M Y and
62. GG Page 1 Trial Balance Trial Balance as of Aug89 in Year to Date Terms Account Sub Type Description Debits Credits 10100010 Cash Posting Account 0 00 0 00 1010001000 Cash Corporate 791 348 21 0 00 1010001001 Cash Sales Outlets 2 098 201 72 0 00 10200020 Cash Canadian Posting Acct 0 00 0 00 1020002000 Cash Canadian Corporate 1 739 345 94 0 00 1020002001 Cash Canadian Sales Outlets 984 348 27 0 00 10300010 Accts Receiv Posting Acct 0 00 0 00 1030001000 Accts Receiv Intercompany 59 119 20 0 00 1030001000MA Accts Receiv Corp Mfg 241 525 79 0 00 1030001000WH Accts Receiv Corp Wholesale 177 133 42 0 00 1030001001MA Accts Receiv Sales Mfg 257 784 41 0 00 1030001001WH Accts Receiv Sales Wholesale 131 936 81 0 00 10300020 Accts Rec Canadian Post Act 0 00 0 00 1030002000MA Accts Rec Canadian Corp Mfg 169 864 57 0 00 1030002000WH Accts Rec Canadian Corp Whls 118 433 40 0 00 1030002001MA Accts Rec Canadian Sales Mfg 112 775 51 0 00 1030002001WH Accts Rec Canadian Sales Whls 99 709 31 0 00 10400010 Retention Rec Posting Acct 0 00 0 00 1040001000MA Retention Rec Corp Mfg 2 095 63 0 00 1040001000WH Retention Rec Corp Wholesale 1 802 19 0 00 1040001001MA Retention Rec Sales Mfg 4 546 05 0 00 1040001001WH Retention Rec Sales Wholesale 2 557 13 0 00 10400020 Retent Rec Canadian Post Acct 0 00 0 00 1040002000MA Retent Rec Canadian Corp Mfg 6 478 35 0 00 1040002000WH Retent Rec Canadian Corp Whls 2 843 65 0 00 1040
63. General Ledger System Administration Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulderfs Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table_of Contents Chapter 1 General Information cccscsssesscsecsceeesceeccsssesercnsssesseeeoesee 1 Introduction Purpose Contents tievavesdeestues E T E sutcheves I EO anesdeassventeeens OEN E L TI EE E E E T E T EOT 6 Phases nonen ches Mati ores e RA A E E AAA a R lattes 6 Initial Setpa a a a E R RAA E ENAR 6 Eiye Operations narenn aaa RAT ence E A aa S ETE EER 6 Recovery Processing eaaa ie a a A E E a ae eee 6 Accounting Audit Trails cs ccccsccseese scovaveesavexonensvessanventcoravavesarevavescussounsancensaveroenvestnesevenses 7 Transaction EDU Ys renien a o EA e ee EA co vetons RENER Ee E ASAA Se aA De ia Stet 7 Journal maioha aAA EEE EAEE EARE
64. KK zzz KZZZZZKKZZZ ZZZZZ ZZ Z ZZZ Z ZZZ Z ZZ ZZZ Z Z ZZ ZZ ZOVZ ZZZ Z Z Inc Future Det 1 KHKKKKKKKEKKKOUOUKKKKONUUUUUYUYUUYOOOOOOOOOOOVVVVVUKKK Head ZZKZ ZZZ ZZZZZ ZZZZ ZZ ZZZZZ Z ZZZ Z ZZZ ZZ ZZ Z Z ZZZ Z ZZ Z Z K KZ Sum zzzZZZZZzZZZZZZZZZZZZZZZZZ ZZ ZZZZZZ ZZZ ZZ ZZZ ZZ ZZ ZZ ZZ ZZZ Appl Type BEERB amp BRRERB RRR ER EER Del Currency Lvl Div ecco eCeC CCDC FOC CCC CCC CCC OOO ND OCOCONDFCOCONDOCOCOCONDONGCONGCOCO 3 Initial Setup Opening Entries Option 12 Unit Accounts List This function prints a list of the Unit Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit Accounts information this step pro vides you with a default sequencing of data records by Unit Type and Account with the option to change modifiable parameters at run time Selection of data records is provided by Unit Type Ac count Component and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unit Accounts List this step formats the Unit Accounts information The follow ing data items are shown Unit Type Account and Descripti
65. Regardless of the level of detail that you choose to keep all transactions will be entered printed on journals and posted by Operator ID and Control Number Beyond that you have several options These options are controlled by several fields in the General Ledger parameters file called Ask for Operator ID and Use Transaction Con trol If you enter N No for Ask for Operator ID the system will assume that the answer to Use Transaction Control is also N No The Operator ID and Control Number for each group of trans actions will be automatically assigned and the system will not allow any operator to edit another operator s transactions No control or hash totals will be kept and no data will be posted to the Trans action Control file Also you will not be able to enter transactions in a foreign currency 14 General Ledger System Administration Manual General Information _1 If you enter Y Yes for Ask for Operator ID and N No for Use Transaction Control the system will assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed Additionally any operator will be allowed to edit any other operator s trans actions No control or hash totals will be kept and no data will be posted to the Transaction Control file Also you will not be able to enter transactions in a foreign currency If you enter Y Yes for Ask for Operator ID and Y Yes for Use Transa
66. Report to be required before end of month processing can proceed Transaction Control Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Transaction Control Report has been printed for this month Added On The system displays a date YMD All master file records contain system maintained fields to identify the date each record was added to the file The system uses today s date as the date of record Added By The system displays an upper case alphanumeric field up to 3 characters in length All master file records contain system maintained fields to identify the operator who added the record Changed On The system displays a date YMD Any change made to any field in a record will cause the change date to be updated Changed By The system displays an upper case alphanumeric field up to 3 characters in length Any change made to any field in a record will cause the change date to be updated along with the operator s ID The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Current Fiscal Month Cannot Exceed Number Accounting Periods E Retained Earnings Account Cannot Be a Revenue or Expense Account E Start Month Fiscal Year Cannot Exceed Number Accounting Periods Press ENTER to display system supplied i
67. Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Summary Accounts List this step formats the Summary Accounts and Summary Account Detail information The following data items are shown Summary Account Description Last Summarization Sequence No Start Account End Account Start Components and End Compo nents General Ledger System Administration Manual 73 2 Initial Setup File Maintenance A sample output is shown below 11 04 94 15 11 Summary Acct Last Summary 19000999 Assets Current 02 23 94 09 22 44 19001999 Assets Canadian 02 23 94 09 22 45 19002999 Total Assets 02 23 94 09 22 45 29000999 Liabilities Current 02 23 94 09 22 45 29001999 Liabilities Canadian 02 23 94 09 22 45 29002999 Total Liabilities 02 23 94 09 22 45 39000999 Revenue Mfg 02 23 94 09 22 45 39001999 Revenue Wholesale 02 23 94 09 22 45 49000999 Expenses Corporate 02 23 94 09 22 46 49001999 Expenses Sales Outlet 02 23 94 09 22 46 49002999 Expenses Mfg 02 23 94 09 22 46 49003999 Expenses Wholesale 02 23 94 09 22 46 Expert Computing Inc Summary Accounts List Start Acct 10100010 20100010 3000000000AA 3000000000AA 4000000000AA 4000000000AA 4000000000AA 4000000000A A End Acct 110509999922 st End 1170002000 st End 189999999922 St End 20510999992z St End 2120000000
68. T The initial default value is M For accounts with a Sub Type of GL this entry indicates how often General Subsidiary detail postings are deleted from the subsidiary postings file Your options are N Never M Delete during Close Month processing each month Y Delete only at the end of the fiscal year T Delete at the end of this month NOTE An entry of T in this field will be reset to N after the detail has been deleted Level of YTD Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are S J O D and Y The initial default value is N This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Year to Date Postings file for this account In order of least detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail General Ledger System Administration Manual 33 2 Initial Setup File Maintenance Application Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are GL AR AP PA IC and FA If entered Application Types
69. The following processing steps accomplish this job Step 1 You can use this function to enter the fiscal period for which the Trial Balance is to be printed whether net or cumulative amounts are to be shown on the report and whether summary account totals are to be printed The screen shown below allows you to enter parameters needed for the Trial Balance report 112 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 33 The General Ledger Initial Setup Trial Balance Report Screen Data items for the preceding screen are described below Fiscal Month Year Enter an upper case alphanumeric field up to 5 characters in length This field is required Define the accounting period to which these parameters apply Valid entries and their means are mm yy 2 digits each for the fiscal month and year for these entries months can be 01 13 the slash must be included EOYyy End of Year followed by 2 digits for the fiscal year SOYyy Start of Year followed by 2 digits for the fiscal year YSRyy Year to Date Sources followed by 2 digits for the fiscal year for Account Balances only YUSyy Year to Date Uses followed by 2 digits for the fiscal year for Account Balances only Net or Cumulative Amounts Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required Define the code that identifies t
70. Trails During Live Operations the Transaction Processing File Maintenance and Reports and Inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 printing journals and 3 transaction posting where records are integrated with permanent master files Transaction Entry Entry of data occurs in groups or batches called Control Groups which you should review prior to posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions entered General Ledger may also receive sales information from Accounts Receivable purchasing data from Accounts Payable and or Inventory Control depreciation from Fixed Assets and the cost of goods sold from Order Entry Journal Printing After initial transaction entry each control group must be printed on a journal before it can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks on the data printed to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at
71. YTD Uses Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead YTD Neither Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Chart of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file This screen may optionally be used to display information about Account Balances 139 General Ledger System Administration Manual 4 Recovery Processing During the Initial Setup phaseof your
72. ach account may have multiple budget or unit versions or types This file identifies and differentiates those types Figure 8 The General Ledger Initial Setup Unit and Budget Types Screen 36 General Ledger System Administration Manual Initial Setup File Maintenance 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Type Enter an alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records Identify this unit or budget type Examples of a unit type might be Machine Hours or Man Hours examples of a budget type might
73. ains and losses relative to this currency This is usually a revenue expense account When a currency transaction gain or loss is recognized in Accounts Payable or Accounts Receivable this account is up dated The system displays the description so you can verify your entry Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Foreign Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Accounts file The screen shown below presents information about Foreign Balances During the Initial Setup phase of your operations you can enter monthly foreign balances using this screen During Live Operations this screen will not appear This file stores foreign currency balances Its purpose is to maintain information about currencies other than the domestic currency A record must exist in this file for each record in the Account Bal ances file that maintains a foreign currency value Information stored in this file will help the system keep track of currency gains and losses and currency translation gains and losses 108 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 31 The General Ledger Initial Setup Foreign Balances Enter Screen When the key value for a particular record is requested you can review all the records
74. al Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 23 The General Ledger Initial Setup Enter Opening Balances Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year The system displays a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered Account The system displays an upper case alphanumeric field up to 12 characters in length This is the number which is used in all accounting applications to identify this account The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Account Number Not on File E Option Not Allowed W Fiscal Year Not Specified by Operator Amount Will Be Reset W Heading and Summary Accounts Should Be Set to Zero General Ledger System Administration Manual 89 3 Initial Setup Opening Entries Press ENTER to display system supplied information and then press ENTER again to save
75. allowed EOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go the next Foreign Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Balances file This screen may optionally be used to display informatiom about Foreign Balances During the Initial Setup phase of your operations this screen will not appear During Live Operations you can use this screen to view your foreign balances When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will b
76. and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a month to date basis YTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead YTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead 100 General Ledger System Administration Manual Initial Setup Opening Entries 3 YTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis
77. and year to date sources in the Account Balances file Sources Uses Neither S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flow is to be printed this entry is used to specify how the allocations are to be accumulated in the Account Balances file Blank Credits are accumulated as sources debits are accumulated as uses S This allocation is to be accumulated as a source U This allocation is to be accumulated as a use N This allocation is to be accumulated as neither Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a sub code so that postings can be made to the Sub sidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry 46 General Ledger System Administration Manual Initial Setup File Maintenance 2 If this is an intercompany transaction enter the code identifying the intercompany name All intercompany allocation postings will be posted to the YTD Postings file This field is op tional Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length If a co
78. ansaction Control Report Required Enter Y Yes or N No The initial default value is N This field is required Enter Y is you want printing of the Transaction Control Report to be required before end of month processing can proceed Transaction Control Report Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Transaction Control Report has been printed for this month The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Current Fiscal Month Cannot Exceed Number Accounting Periods E Retained Earnings Account Cannot Be a Revenue or Expense Account E Start Month Fiscal Year Cannot Exceed Number Accounting Periods Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below presents additional information about Parameters General Ledger System Administration Manual 25 2 Initial Setup File Maintenance Figure 5 The General Ledger Initial Setup Parameters Screen Part 2 of 2 Data items for the preceding screen are described below Ask for Operator ID Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you prefer to ask for the o
79. appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the account number to use to offset the General Ledger entry made when translation adjustments are generated This is usually an equity account The system displays the description so that you can verify your entry Added On The system displays a date YMD All master file records contain system maintained fields to identify the date each record was added to the file The system uses today s date as the date of record Added By The system displays an upper case alphanumeric field up to 3 characters in length All master file records contain system maintained fields to identify the operator who added the record Changed On The system displays a date YMD Any change made to any field in a record will cause the change date to be updated Changed By 144 General Ledger System Administration Manual 4 Recovery Processing The system displays an upper case alphanumeric field up to 3 characters in length Any change made to any field in a record will cause the change date to be updated along with the operator s ID Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Foreign Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Foreign Accounts file Th
80. are acceptable This field is required The operator ID which you entered at log on is displayed All control groups are separated by operator 156 General Ledger System Administration Manual 4 Recovery Processing Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of journal entries This number is printed on the journal tracked on the Transaction Control file and posted to General Ledger for detail accounts Although it is not necessary that this number be exactly sequential the number itself is important as a part of your audit trail Description The system displays an alphanumeric field up to 30 characters in length Describe this group of journal entries This description will appea on the Transaction Control report and inquiry Post in Progress Enter Y Yes or N No This field is required If a Journal Entries Post should fail to complete for any reason you must enter N in this field in order to restart the post Press ENTER to save the information on this screen Select the Next Record option to go to the next Journal Entry Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Journa Entry Control Groups file Option 11 Reset Post in Progress Unit Entries You can use this function to edit the Post in Progress field on a Units Control Groups record This will be necessary in the unlikely
81. are described below Currency Code Enter an alphanumeric field up to 6 characters in length This field is required You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved fromone record to the next Identify the foreign currency for this record Select a code from the Exchange Rates file The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the account number for this record The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this foreign balance Gain Loss Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the general ledger account which should be used for posting gains and losses relative to this currency This is usually a revenue expense account When a currency transaction gain or loss is recognized in Accounts Payable or Accounts Receivable this account is updated The system displays the description so that you can verify your entry Translation Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an
82. are used to validate account numbers against each application s OK Applications which are defined in the Parameters file of each application For ex ample you might define your expense accounts as having an application type of AP for Ac counts Payable and your revenue accounts as having an application type of AR for Accounts Receivable If you then indicated in Accounts Payable that AP was an OK Application type but not AR the system would prevent you from inadvertently entering a revenue account on an Accounts Payable invoice Level of Divisionalization Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 0 1 and 2 The initial default value is 0 This field is required In ADD mode this field will automatically be saved from one record to the next This entry indicates what sub account level of posting detail is to be made to this account In applications which use the option of divisionalized accounting postings to an account can select from three options of sub account usage from the offset account These options control the appending of account components from the offset account to the primary posting account For any account with non blank sub accounts the level of posting detail must be zero The default value is zero Your options are 0 Do not append any account components 1 Append third component account must have blank third and fourth compon
83. as Neither in transaction entry are posted into this field on a year to date basis The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Previous Image option to go back to the Chart of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file Option 3 Unit Accounts You can use this function to enter or edit basic information in the Unit Accounts file In addition during the Initial Setup phase of your oerations you can enter monthly unit balances Each Unit Account record defined corresponds to an account defined in the Chart of Accounts However each balance is given in a non monetary denomination such as machine hours An example of the useof a unit account might be to track machine hours for equipment or miles accumulated on company cars or the number of defective parts discovered on an assembly line Statistical information can then be gleaned from the Unit Bala
84. available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Account Number Enter an upper case alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records This number will be used in all accounting applications to identify this account Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and reports Revenue Expense Enter Y Yes or N No This field is required This field designates whether the account is classified as a Balance Sheet account or a Rev enue Expense account N Designates a Balance Sheet account when changed will not impact Current Earnings Y
85. be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Unit Accounts General Ledger System Administration Manual 101 3 Initial Setup Opening Entries Figure 27 The General Ledger Initial Setup Unit Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriat
86. ce amount is maintained by the system in both foreign and home domestic currency amounts An example might be Accounts Payable Canadian Dollars Added On The system displays a date YMD All master file records contain system maintained fields to identify the date each record was added to the file The system uses today s date as the date of record Added By The system displays an upper case alphanumeric field up to 3 characters in length All master file records contain system maintained fields to identify the operator who added the record Changed On The system displays a date YMD Any change made to any field in a record will cause the change date to be updated Changed By The system displays an upper case alphanumeric field up to 3 characters in length Any change made to any field in a record will cause the change date to be updated along with the operator s ID The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Be Both a Heading and a Summary Account E Delete Sub Post Detail Cannot Be Blank E Level of Detail for Future must be Greater or Equal that of MTD E Level of Detail for Future must be Greater or Equal that of YTD E Level of Posting Detail Must Be Zero For this Account Press ENTER to continue to the next screen Select the Ne
87. combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter every combination of Division and Branch in these fields that you want to have ap pended to each primary account you have selected In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Beginning with Account Component 84 Enter an upper case alphanumeric field 1 character in length Valid entries are 2 3 and 4 Enter the number of the account component which represents the first of the list of account components to be appended to the selected primary accounts For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of General Ledger System Administration Manual Initial Setup Opening Entries 3 the account records appending the Division and Branch In this circumstance you would enter 3 in this field indicating you want to append Division Branch combinations Division is the third account component in this example In a similar fashion you would enter 2 if you were using just Main accounts appen
88. counts Receivable FA Fixed Assets GL General Ledger IC Inventory Control PA Payroll Last Summarization Date The system displays a date and time YMDHMSH The date and time of the last Summarize Accounts process is displayed This field is dis played on the Monthly Status inquiry function and is updated each time the Summarize Ac counts process is run The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Length of Account Number Must Be Entered E Non Zero Component is Invalid if Retained Earnings by Comp N E Specified Retained Earning Component Level Not Defined E Total Length of Account Number Exceeds Maximum 12 E Zero Component is Invalid if Retained Earnings by Comp Y W Must Use Transaction Control Feature to Utilize Foreign Currency Press ENTER to save the information on this screen 28 General Ledger System Administration Manual Initial Setup File Maintenance 2 Option 2 Exchange Rates You can use this function to enter currency codes descriptions and exchange rate information for for eign currency processing These rates are assumed to be current and are used when the system gener ates exchange or translation gains and losses You should enter foreign exchange rates on a regular basis if you are using foreign
89. counts are summed and zeroed The system displays the description so that you can verify your entry You also have the option to keep retained earnings separately by account component these parameters can be found on the next screen GL Report Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the General Ledger Report to be required before end of month processing can proceed GL Report Printed 132 General Ledger System Administration Manual 4 Recovery Processing Enter Y Yes or N No The initial default value is N This indicates whether or not the General Ledger Report has been printed for this month Recurring Entries Generated Enter Y Yes or N No The initial default value is N The system indicates whethe or not recurring entries have been generated for the current month Futures Report Required Enter Y Yes or N No The initial default value is N This field is required This indicates whether or not the Future Postings Report has been printed for this month Allocation Entries Generated Enter Y Yes or N No The initial default value is N The system indicates whether or not allocations have been made for the current month Transaction Control Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Transaction Control
90. cription so that you can verify your entry Start Main Account Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank End Main Account 42 Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank General Ledger System Administration Manual Initial Setup File Maintenance 2 Start Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank Start Division Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the third component of the account if you want only certain third components included in the account range entered above This field may be le
91. ction Control the system will assign the Operator ID and Control Number for each group of transactions and the Control Number can be changed In addition the Control and hash totals can be entered and will be balanced against the sum of transactions Each control group can have a unique description An Operator Exclusive option allows any operator to restrict access to his or her transactions and the transactions can be entered in foreign currencies One record will be written to the Transaction Control file for each group of transactions posted detailing the Operator ID Control Number Description Number of Transactions Last Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This file can be printed on reports and viewed through an inquiry The third option described above will provide you with the greatest possible detail for transaction control Establishing a Transition Date It is important to carefully consider when your system is to begin Live Operations since this affects the balances that are entered When the transition date has been established you must identify the first month of Live Operations by entering it as the Fiscal Month and Fiscal Year on the General Ledger Parameters file When establishing a transition date and determining the way in which account history records can be entered the following options should be considered Option 1 You may choose to enter monthly ending balances
92. currency These entries are the default values used when translating foreign journal entries to domestic currency Any default value may be changed during transaction entry When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Exchange Rates This file contains rates for foreign currencies These rates will default as the current exchange rates for foreign currency transactions entered into the system Figure 6 The General Ledger Initial Setup Exchange Rates Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing General Ledger System Administration Manual 29 2 Initial Setup File Maintenance Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the
93. d Location 11 Old Length 2 New Length 2 Component 2 Old Location 1 Old Length 5 New Length 5 Component 3 Old Location 9 Old Length 2 New Length 3 Component 4 Blank Old Length Enter a positive number with up to 2 digits Supply the starting length for each of your original account components Enter them in the order that you want them to appear in the new account number As an example if you were using Corporate General Ledger your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are not using the Sub Account and you want your finished account number to be Branch Main and Division and you want your Division incremented to three characters your entries on this screen would be Component 1 Old Location 11 Old Length 2 New Length 2 Component 2 Old Location 1 Old Length 5 New Length 5 Component 3 Old Location 9 Old Length 2 New Length 3 Component 4 Blank New Length Enter a positive number with up to 2 digits Supply the length for each of your new account components Enter them in the same order as you entered the old locations and lengths The system will create new account numbers for you in the order and length specified As an example if you were using Corporate General Ledger your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are not using the Sub Account and you want your finished account number to be Branch
94. d and non modifiable Data items for the preceding screen are described below Current Fiscal Month Enter a positive number with up to 2 digits Identify the first month of live operation of your accounting system Current Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year Start Month of Fiscal Year Enter a positive number with up to 2 digits Identify the first month of your fiscal year For example if your fiscal year runs from Octo ber 1 through September 30 enter 10 General Ledger System Administration Manual 23 2 Initial Setup File Maintenance Number of Accounting Periods Enter a positive number with up to 2 digits Indicate the number of months in your fiscal year An entry of 12 means that you operate on a calendar month basis and Start Fiscal Month determines the first month of your fiscal year An entry of 13 means that you operate on a 13 period basis Retained Earnings Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the retained earnings account number This account will be updated automatically during the Close Month process for the last month of the fiscal year when the revenue and expense accounts are summed and zeroed The system displays the description so that you can verify your entry You also have the option to keep retained ear
95. d option to go to the next Budget Amounts record Select the End option to go the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budget Amounts file 60 General Ledger System Administration Manual Initial Setup File Maintenance 2 Option 9 Recurring Entries You can use this function to set up journal entries that recur periodically but no more than once a month The transactions are actually generated when Generate Recurring Entries on the Transac tion Processing menu is selected Any recurring journal entry can be defined as reversing or adjusting and can be designated as a Source a Use or a Neither for the purpose of printing a Statement of Cash Flow When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Recurring Entries This file stores general information for the journal entries which are automatically generated every month when the Generate Recurring Entries function is run An example of a recurring journal entry might be an entry to record the monthly rent expense or monthly depreciation expense Even a quarterly dividend check can be
96. de identifying the intercompany name was entered you can enter a reference to this transaction This field is optional All intercompany allocation postings will be posted to the YTD Postings file Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If this transaction is in a currency other than the domestic currency enter the code from the Exchange Rates file to identify it Over Under Account Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the account to be used for any over under amounts that may result when the allocations are calculated The system displays the description so that you can verify your entry NOTE Unpredictable results may occur if the over under account you enter is the same as the account being allocated Over Under Adjustment Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not this is an adjustment to the sources uses amounts in the Over Under account If Y is entered a credit adjustment reduces month to date and year to date uses and a debit adjustment reduces month to date and year to date sources in the Account Bal ances file Over Under S U N Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N If a Statement of Cash Flo
97. decimal and 2 digits to the right of the decimal The transaction amount is displayed in the home domestic currency if the transaction involves a foreign currency If this is not a foreign transaction the home amount is blank and not used The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Have Sub Code With Blank Sub Type 155 General Ledger System Administration Manual 4 Recovery Processing Pres ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Next Record option to go to the next Future Postings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Future Postings file Option 9 Journal Entry Adjustments This function allows you to enter an operator ID The entered operator will then be allowed to make a single out of balance journal entry This entry must be printed on a journal and posted just like any other journal entry Access to this function should be strictly controlled by password NOTE The journal will actually show an Out of Balance error message however the posting function will allow the entries to be posted anyway After the out of balance entry is posted the posting function will cancel this authorization
98. der Account Over Under Adjustment Over Un der S U N Over Sub Code To Account Method Allocation Fixed Amount Numerator Start Account Numerator End Account Numerator Unit Type Numerator Start Components Numerator End Components Denominator Start Account Denominator End Account Denominator Unit Type Denominator Start Components and Denominator End Components General Ledger System Administration Manual 75 2 Initial Setup File Maintenance A sample output is shown below 11 04 94 15 11 Allocate Employee 76 Alloc Account 0 U Account Account Description Bonuses Bonuses Salaries Expense 4080100000 4080000000 Account Account Description Inc Expert Computing Allocation Accounts List Rev Adj S U N Sub Code GL GENERAL Method Alloc Amount Adj S U N 4080000000 Salaries Expense 4080000000 4080000000 Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Numerator 4080000000 4080000001WH Denominator 4080000000MA Salaries Manufacturing 4080000000MA 4080000000MA Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Start Account End Account Unit Type Start Main Account Start Sub Account Start Division Start Branch Numerator 4080000000 40
99. detail is being kept Reversing Enter an upper case alphanumeric field 1 characters in length Only letters are acceptable Valid entries are Y N and The initial default value is N This entry indicates whether or not this entry is to be reversed in the following month or if it is a reversing entry The options and their meanings are N No this is not a reversing entry Y Yes a record will be generated in the fiscal month following this one to back out this entry This record is the posting corresponding to an entry of Y in the previous month Adjustment Enter Y Yes or N No The initial default value is N This field is required This entry indicates whether or not this is an adjusting entry Adjusting transactions are entered solely for the purpose of reducing MTD Sources and Uses in the Account Balances file Y Yes this is an adjustment N No this is not an adjustment S U N Override Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N This field indicates how the entry is to be accumulated for sources uses or neither It is used when Statements of Changes in Financial Position are to be printed Blank Credit entries are to be added to sources debits to uses S Add to sources U Add to uses 152 General Ledger System Administration Manual 4 Recovery Processing N Add to neither sources nor uses Intercompany Enter an upper case alphanume
100. dger Transaction entry functions allow the user to specify the month and year to which a transac tion is to be posted The Close Month function within General Ledger transfers future posting entries to the Month to Date Postings file for the next accounting month At end of year revenue and expense account balances are added to retained earnings and then reset to zero to begin accumulations for the next year Retained earnings may be automatically kept in one or several accounts depending on how you define your ac count structure Account Structure General Ledger allows you to structure your account number to meet your own requirements The account number structure can be subdivided to facilitate profit center or cost center reporting You can define as many as four account components each having up to ten characters although the total num ber of characters cannot exceed 12 In addition you can describe each component and this descrip tion will appear on screens and reports Transactions detail may be automatically maintained on a month to date and or year to date basis and is designated separately for each account Detail can be kept by journal by journal and operator ID by journal operator ID and date in complete summary or in complete detail General Ledger System Administration Manual 9 1 _ General Information Transaction Control On the General Ledger Parameters file there are two entries which allow you to define
101. dger Initial Setup Summary Account Detail Screen General Ledger System Administration Manual 41 2 Initial Setup File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Sequence No Enter a positive number with up to 5 digits The system assigns a sequential number to the first record of each summary account estab lished If more than one range of accounts is to be included in the summary this sequence is incremented by ten for each additional range Start Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the account number for the first account of the range to be included in the summary The system displays the description so that you can verify your entry End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the account number for the last account of the range to be included in the summary The system displays the des
102. dian Resale Inventory Resale Inventory Sales Outlet Resale Inventory Canadian Interco Inventory Profit Mfg Interco Inventory Profit whl Long Term Assets Land Land Canadian Expert Computing Inc Chart of Accounts Detail List Rev Future Exp Det 1 KKK KKK KK KK KK OOK KKK OMUUUUUUUUGYGOOCODDDX0DOOVDUDDUUK KK week 22eunKnnzzzzzzzzzzzzuzzzzzzzzzzzwzzwzzwzzvvzzzzzzn KK KKK KKK KKK OOK KKK UMUUUUUHUUGGYOOCODODOOCOCODDUUOUK KK N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N 70 General Ledger System Administration Manual Head ZZKZZ ZZZZZZZ ZZZZ ZZ ZZZZZ Z Z ZZZ Z ZZZ Z ZZ ZZZ ZZ ZZ ZZ Z ZZ ZZ K KZ Sum zzzZZzZZZZZZZZZZZZZZZ ZZZZZZ ZZ ZZ ZZZZ ZZZ ZZ Z ZZZ ZZ Z Z Z Z Z ZZ Appl Type BEERB amp BRRERRRR BERBER Currency Lvl Div ecco CC DCDCDC FCO CCC CCC OCC COCO NDOCOCONDCOCONDOOCOCONGDONGCONGCOCO Initial Setup File Maintenance 2 Option 13 Types List This function lists the types and their descriptions The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit and Budget Types information this step provides you with a default sequencing of data records by Type giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records
103. ding Sub Division Branch combinations or you would enter 4 if you were using Main Sub Division combinations and appending just the Branch The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Level Number Not Defined Cannot Append Sub Components E No Sub Components Defined Cannot Append Blank Sub Components E Start Account Cannot Be Greater Than End Account E Start Fiscal Year Cannot Be Greater Than End Fiscal Year Press ENTER to save the information on this screen Step 2 This disposition type is used for all standard processing functions within General Ledger Step 3 This step processes the information for Chart of Accounts Under certain conditions records in the Account Balances and Chart of Accounts files will be added Generalized routines are performed to separate the account number in General Ledger Option 2 Edit Account Descriptions You can us this function to edit the account description during Initial Setup This may be necessary if you use the Create Balance records utility to generate additional Chart of Accounts records The screen shown below presents information about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type cur rency code and the level of detail to kee
104. ditions records in the Account Balances and YTD Postings files will be added Updates to certain fields in the Parameters and Account Balances files will occur In some instances records in the Account Balances file will be deleted Step 3 This step processes the information for Unit Balances Under certain conditions records in the Unit Balances file will be added Updates to certain fields in the Unit Balances file will occur In some instances records in the Unit Balances file will be deleted Step 4 This step processes the information for Foreign Balances Under certain conditions records in the Foreign Balances file will be added Updates to certain fields in the Foreign Balances file will occur In some instances records in the Foreign Balances file will be deleted Step 5 In preparation for performing a sort selection process on the Account Balances information this step provides sequencing of data records by Fiscal Year and Account Component with no option to change the sequence at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 7 This step processes the information for Account Balances Updates to certain fields in he Account Balances file will occur Generalized routines are performed to separate the account number in Gen eral Ledger and assemble the account number in General Ledger Step 8 This step processes the informati
105. djusting transactions are entered solely for the purpose of reducing MTD sources and uses in the Account Balances file The options are Y Yes this is an adjustment N No this is not an adjustment S U N Override Enter an upper case alphanumeric field 1 character in lenght Valid entries are S U and N This field indicates how the entry is to be accumulated for sources uses or neither These are used when the Statement of Cash Flow is printed Your options are Blank Credits are accumulated as sources debits to uses S Added to sources U Added to uses N Added to neither sources nor uses Sub Code Enter an upper case alphanumeric field up to 16 characters in length The subsidiary code to which this transaction will be posted is displayed if appropriate Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry The intercompany number for the transaction is displayed if appropriate Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length The intercompany reference for the transaction is displayed if appropriate Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriat entry If the transaction involves foreign currency the appropriate code from the Exchange Rates file is shown Home Amount Enter a number with up to 9 digits to the left of the
106. ds Records older than this will be deleted during Close Month processing NOTE This history is kept by actual date rather than accounting period or posting month Account Component Length Enter a positive number with up to 2 digits Define the size of each component of your account number Each account may be separated into as many as four components Any component may be up to ten characters in length the maximum length of the complete account number is 12 characters Account Component Title Enter an alphanumeric field up to 12 characters in length This field is required Describe each component of your account number Separate Retained Earnings Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not retained earnings re to be posted separately by the account component designated in the Component to Separate Retained Earnings field Y Yes maintain separate Retained Earnings accounts N No post all Retained Earnings to one account total Component Level to Separate Enter a positive number with 1 digit If you want to separate retained earnings by specific account component supply the compo nent level of the account number where you want to begin separating retained earnings For example if the fourth component of the account structure is defined as Division and you wish to maintain a separate Retained Earnings account for each division
107. e current company Press ENTER to save the information on this screen Select the Next Record option to go to the next Intercompany Names record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Intercompany Names file Option 6 Summary Accounts You can use this function to define those accounts that contain summary balance totals of two or more detail level accounts and to specify what those detail accounts are Summary accounts may be used in financial statements various reports and inquiries on the Account Balances file and ratios Examples of summary accounts might be Current Assets Total Fixed Assets and Total Revenues The balance for each summary account is recalculated each time the Summarize Accounts function is selected from the Monthly Processing menu When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Summary Accounts This file contains those accounts that are summaries of two or more other accounts The summary accounts may not be updated from any transaction posting function The detail accounts defined in the Summary Accounts Detail file are summarized into these acco
108. e displayed for editing 145 General Ledger System Administration Manual 4 Recovery Processing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances SOY The system displays a number with up to 9 digits to the left of the decimaland 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits t the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Previous Image option to go back to the Foreign Accounts screen Select the Next Record option to go to the next Foreign Balances record Select the End option to go to the next Foreign Accounts record At this screen the use of the MODE keys ADD DEL
109. e entry In ADD mode this field will automatically saved from one record to the next Supply a code from the types file for this unit The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry 102 General Ledger System Administration Manual Initial Setup Opening Entries 3 Supply the account number for this unit balance The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Name or describe this Unit Balances record This description will be printed on lists and report Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Accounts file The screen shown below presents information about Unit Balances During the Initial Setup phase of your operations you can enter monthly unit balances using this screen During Live Operations this screen will not appear This file stores the Unit Balances information by account number and type A separate Units Entry function is provided to post units transactions to this file Figure
110. e next Summary Account Detail record Select the End option to go to the next Sum mary Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Summary Account Detail file Option 7 Allocation Accounts You can use this function to enter those accounts whose balances are to be allocated to other accounts as well as the accounts receiving the allocations Journal Entries defining the allocations to be made are created when the Generate Allocation Entries job is run You can specify the account balances to be allocated and the account balances to receive the allocation In addition you can express the type of allocation you can define fixed amount fixed percent and ratio allocations You can specify an account to receive any over or under allocated amounts When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Allocation Accounts This file defines those accounts to be allocated to other General Ledger accounts when the Generate Allocation Entries job is run The Generate Allocation Entries job creates journal entries that back out the amount stored in one account and distribute thi
111. e screen presents information about Foreign Balances During the Initial Setup phase of your operations you can enter monthly foreign balances using this screen During Live Operations this screen will not appear This file stores foreign currency balances Its purpose is to maintain information about currencies other than the domestic currency A record must exist in this file for each record in the Account Balances file that maintains a foreign currency value Information stored in this file will help the system keep track of currency gains and losses and currency translation gains and losses When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances SOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are
112. e used in all accounting applications to identify this account Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and reports Revenue Expense Enter Y Yes or N No This field is required This field designates whether the account is classified as a Balance Sheet account or a Revenue Expense account N Designates a Balance Sheet account when changed will not impact Current Earnings Y Designates a Revenue Expense account when changed will impact Current Earnings Level of MTD Detail Ente an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Month to date Postings file for this account In order of lease detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail Sub Type Enter an upper case alphanumeric field up to 2 character
113. ecified comparisons at run time Step 7 This disposition type is sued for all lists of master file information Step 8 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 9 In order to print the Chart of Accounts Detail List this step formats the Chart of Accounts information The following data items are shown Account Number Description Revenue Expense Level of MTD Detail Level of YTD Detail Level of Future Detail Heading Account Summary Account Application Type Sub Type delete Subcode Post Detail Currency and Level of Divisionalization 124 General Ledger System Administration Manual A sample output is shown below 11 07 94 11 36 Account 1 10000 10100 10100010 1010001000 1010001001 10200020 1020002000 1020002001 10300010 1030001000 1030001000MA 1030001000WH 1030001001MA 1030001001WH 10300020 1030002000MA 1030002000WH 1030002001MA 1030002001WH 10400010 1040001000MaA 1040001000WH 1040001001MA 1040001001WH 10400020 1040002000Ma 1040002000wH 1040002001MaA 1040002001WH 1050001000 1050002000 1060001000 1060002000 1061001000 1061002000 1070001000MA 1070002000MA 1080001000MA 1080002000MA 1090001000MA 1090002000MaA 1100001000WH 1100001001WH 1100002000WH 1105000000MaA 1105000000WH 11100 1130001000 1130002000 Expert Computing Chart of Accounts Detail List Rev Description Exp 1 Assets Current Ass
114. ed and will be balanced against the sum of the transactions Each operator to restrict access to his or her transactions and transactions can be entered in foreign currencies One record will be written to the Transaction Con trol file for each group of transactions posted detailing the Operator ID Control Number Descrip tion Number of Transactions and Las Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This file can be printed on reports and viewed through an inquiry Budgets Balance and budget data can be maintained for as many years as you need Multiple budgets may be established for an account an unlimited number of budgets can be defined A budget analysis report is provided A separate application called Budget Analysis is available as an add on to General Ledger This application provides the ability to enter and generate variable budgets create budgets from balances copy and delete budgets print budget analysis review and variance reports and interface the Budgets file with graphics software It also allows you to transfer budget information to spreadsheet software for additional refining and it can update the Budgets file with the results from the spreadsheet Summary and Allocation Accounts In General Ledger there are two special types of options to allow you to summarize and or separate account balance information These options are called Summary Accounts and Allocation Accounts 10
115. ed for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Intercompany Names List this step formats the Intercompany Names information The following data items are shown Intercompany No Intercompany Name and Intercompany Rela tionship A sample output is shown below Expert Computing Inc 11 04 94 15 10 LGG Page Intercompany Names List Interco Intercompany Name Relationship Expert Sales Outlet Sales Operation Established February 1982 FYE 1983 Expert Subsidiary 1 Wholly Owned Consolidated Subsidiary Acquired June 1989 FYE 1990 Corporation Consolidation Corporation 72 General Ledger System Administration Manual Initial Setup File Maintenance 2 Option 15 Summary Accounts Lists This function prints a list of the Summary Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Summary Accounts information this step provides you with a default sequencing of data records by Summary Account with the option to change modifiable parameters at run time Selection of data records is provided by Summary Account Ac count Component and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information
116. eeseeaseeseeees 79 Chapter 3 Initial Setup Opening Entries sccsscssscccessseccsceseseeeseee 81 Option 1 Create Balance Records 0 0 0 ai aR E AE E 82 Option 2 Edit Account Descriptions cee eeeeseesceseesceeeeeeseeseesceessecsesseeaeeseeaeeeseeees 85 Option 3 Enter Opening Balances 00 0 0 eeeceeeseeseeseeseeeeeeeeeseeseesceesecsesseesesseeaseeseeees 87 Option 4 Chart of Accounts Option 5 Unit Accounts Option 6 Foreign Accounts Option 7 Trial Balance Report ss ccscsseccsveaceiasss eae oni a E E EN TEENA ENE 112 Option 8 Account Balances History Report s esssseeessessersisrssrserersrsrsrersrereserenrsrseset 116 Option 9 Unit Balances History Report cceeeceseeeescseseeeseesceeceeseeeesseeseeseeaseeeaes 118 Option 10 Foreign Balances History Report 0 ccccceessssesseeeeseeeeeeeseseeseeseeseeeeees 120 Option 11 Chart of Accounts List 0 0 ninani ii a E R 122 Option 12 Unit Accounts List paenneen aaa an a i 126 Option 13 Foreign Accounts List s esssessseseseesesserestststststsrstsreresrsrsteterererenrersrseset 127 Option 14 Process Initial Setup oo eee eeeeecseeseesceseeeceesesseeseeecseeseesesseeseesseaseeaes 129 iv Genera Ledger System Administration Manual Table of Contents Chapter 4 Recovery Processing scssssscssssssscssssscccssceccsssscessssssssssesees 131 Option 17 Parameters need enert e E clossacecwez sues E E TR aee 132 Option 2
117. ents 2 Append third and fourth components account must have blank third and fourth compo nents Level of Future Detail 34 Enter an upper case alphanumeric field 1 characters in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required Describe the amount of detail to be kept on the Future Postings file for this account In order of lease detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail General Ledger System Administration Manual Initial Setup File Maintenance 2 NOTE All entries containing an intercompany code or a subsidiary code will be kept in de tail Also be sure to keep at least as much detail on your Futures file as you want to maintain on your MTD or YTD files for a given account Heading Account Enter Y Yes or N No The initial default value is N This field is required Enter Y if this account represents a heading account Heading accounts are used to format financial statements and for separating accounts on the Trial Balance report and Chart of Accounts list They contain no actual data and will never have any amounts posted
118. ess screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required The operator ID which you entered when you logged on is displayed All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of units This number is printed on the journal and tracked on the Transaction Control file Although it is not necessary that this number be exactly sequential the number itsel is important as a part of your audit trail 157 General Ledger System Administration Manual 4 Recovery Processing Description The system displays an alphanumeric field up to 30 characters in length Describe this group of units This description will appear on the Transaction Control inquiry and report Post in Progress Enter Y Yes or N No This field is required If a Units Post should fail to complete for any reason you must enter N in this field in order to restart the post Press ENTER to save the information on this screen Select the Next Record option to go to the next Units Control Groups record At this screen the use of the MODE keys
119. ess ENTER the record will be displayed for editing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are entering balances SOY The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal Supply the start of year unit balance Monthly Balances The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record option to go to the next Unit Balances record Select the End option to go the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file
120. ets Cash Posting Account Cash Corporate Cash Sales Outlets Cash Canadian Posting Acct Cash Canadian Corporate Cash Canadian Sales Outlets Accts Receiv Posting Acct Accts Receiv Intercompany Accts Receiv Corp Mfg Accts Receiv Corp Wholesale Accts Receiv Sales Mfg Accts Receiv Sales Wholesale Accts Rec Canadian Post Act Accts Rec Canadian Corp Mfg Accts Rec Canadian Corp Whls Accts Rec Canadian Sales Mfg Accts Rec Canadian Sales Whls Retention Rec Posting Acct Retention Rec Corp Mfg Retention Rec Corp Wholesale Retention Rec Sales Mfg Retention Rec Sales Wholesale Retent Rec Canadian Post Acct Retent Rec Canadian Corp Mfg Retent Rec Canadian Corp Whls Retent Rec Canadian Sales Mfg Retent Rec Canadian Sales Whl Service Charges Receivable Service Charges Rec Canadian Prepaid Insurance Prepaid Insurance Canadian Prepaids amp Deposits Prepaids amp Deposits Canadian Inventory Corp Mfg Inventory Canadian Corp Mfg Work in Process Corp Mfg Work in Proc Canada Corp Mfg Finished Goods Finished Goods Canadian Resale Inventory Resale Inventory Sales Outlet Resale Inventory Canadian Interco Inventory Profit Mfg Interco Inventory Profit Whl Long Term Assets Land Land Canadian zzzZ ZZ zZzZZZZZZZ ZZ ZZ ZZZZ Z Z ZZZ Z Z ZZ Z Z ZZZ Z General Ledger System Administration Manual 125 KKKKKKKKKKKKOUUKKKKUNUUUUUUUUUQYOOOOOOOOOOOVVUVUUK
121. ext screen Select the Next Record option to go to the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Accounts file The screen presents information about Unit Balances During the Initial Setup phaseof your operations you can enter monthly unit balances using this screen During Live Operations this screen will not appear This file stores the Unit Balances information by account number and type A separate Units Entry function is provided to post units transactions to this file When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal yea for which you are entering balances SOY Enter a number with up to 9 digits t the left of the decima and 2 digits to the right of the decimal Supply the start of year unit balance Monthly Balances Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the unit balances for each fiscal month Thirteen months are allowed EOY Enter a number wit
122. ey reduce Uses instead MTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a month to date basis YTD Sources The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal All Credit transactions are normally posted int this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead YTD Uses The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead 140 General Ledger System Administration Manual 4 Recovery Processing YTD Neither The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All trnsactions identified
123. ft blank End Division Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank Start Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the fourth component of the account is you want only certain fourth components included in the account range entered above This field may be left blank End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the fourth component of the account is you want only certain fourth components included in the account range entered above This field may be left blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Greater or Equal to Start Account E End Component Must be Greater or Equal to Start Component General Ledger System Administration Manual 43 2 Initial Setup File Maintenance Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Summary Accounts screen Select the Next Record option to go to th
124. ft blank This field is only used for a ratio type of allocation Numerator End Main Account Enter an upper case alphanumeric field up to 10 characters in length 52 General Ledger System Administration Manual Initial Setup File Maintenance 2 Define the high value for the first component of the account if you want only certain first components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator End Sub Account Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the second component of the account if you want only certain second components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start Division Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio t
125. g postings to an account can select from thre options of sub account usage from the offset account These options control the appending of account components from the offset account to the primary posting accunt For any account with non blank sub accounts the level of posting detail must be zero The default value is zero Your options are 0 Do not append any account components 1 Append third component account must have blank third and fourth components 2 Append third and fourth components account must have blank third and fourth components Level of Future Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required Describe the amount of detail to be kept on the Future Postings file for this account In order of least detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail NOTE All entries containing an intercompany code or a subsidiary code will be kept in detail Also be sure to keep at least as much detail on your Futures fiel as you want to maintain on your MTD or YTD files for a given account Heading Account Enter Y Yes
126. ger System Administration Manual iii Table of Contents Chapter 2 Initial Setup File Maintenance cccscsssscscsessseecsseessseesees 21 Option 1 Parameters ey neee orete a E a R a A E Eae deren 22 Option 2 Exchange Ratesiy nei roa a E R EE E A RR eee 29 Option 3 Chart Of ACCOUDS kanrnan i on ERR a AA AE EE AAN a 31 Option 4s Type Srini ea a ee ia e e e aeae a aA 36 Option 5 Intercompany Names sseesessesesssseeeestsrsrststststeseseseststststrtsrsretstsrererenenrseseeenet 37 Option 6 Summary ACCOUNTS naiseen iniri e r A A ANA 39 Option 7 Allocation Accounts 44 Option 8 Budgets 156 Option 9 Recurring Entries 61 Option 10 Parameters Lists tic1 Ace in arae a A E dees eee eee 67 Option 11 Exchange Rates List ccc eesssesseeseeeeeeceeesecsecseeseesceeesecsesseeaeeseeaeeeseeees 68 Option 12 Chart of Accounts Detail List 0 0 esesseeseeseeeceeceesesseeaeeseeeseeseeens 69 Option 13 Py pes List vcs tere anr n E EE EE RE E KERRAEN EET ERRER E 71 Option 14 Intercompany Names List sessseseseseesssseressesesestsrsistrrsrsrsrsrereeresenrersrseset 72 Option 15 Summary Accounts Lists 0 0 cece eseseeseeseeeeneeeeseeseesceesecsesseeseeseeaseeseeees 73 Option 16 Allocation Accounts List 0 cee eeeseseeseeseescnerseeseeseeeceessecsesseeaeeseeaeeeeneees 75 Option 17 B dgets Tiston r sania EER AN A hates 77 Option 18 Recurring Entries List occ eseeseeseeecnerseeseeseeeceesecsessess
127. gits The number of the control group which contained the original transaction is displayed if sufficient detail is being kept Source Trx No Enter a positive number with up to 4 digits The transaction number from the original entry is displayed if complete detail is being kept Transaction Date Enter a date YMD The transaction date is displayed if complete detail is being kept Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The transaction amount is shown Reference Enter an upper case alphanumeric field up to 6 characters in length The reference from the origina transaction is shown if sufficient detail is being kept 154 General Ledger System Administration Manual 4 Recovery Processing Reversing Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y N and This field indicates whether or not this entry is to be reersed in the following month or if it is a reversing entry The options are N No this is not a reversing entry Y Yes a posting will be generated in the fiscal month following this one to back out this entry This record is the posting corresponding to an entry of Y in the previous month Adjustment Enter Y Yes or N No The initial default value is N This field is required Y or N is displayed to indicate whether or not this is an adjusting entry A
128. h up t 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the end of year unit balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 142 General Ledger System Administration Manual 4 Recovery Processing W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Unit Accounts screen Select the Next Record option to go to the next Unit Balances record Select the End option to go the next Unit Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Unit Balances file This screen may optionally be used to display information about Unit Balances During the Initial Setup phaseof your operations this screen will not appear During Live Operations you can use this screen to view your unit balances When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and pr
129. he terms in which the balances are to be printed NET Month to date net activity CUM Year to date cumulative amounts General Ledger System Administration Manual 113 3 Initial Setup Opening Entries Suppress Summary Account Totals Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not the summary account totals should be suppressed If summary totals are not suppressed they are printed on a separate page following the Trial Balance Y Yes suppress the summary totals N No print the summary totals Print Zero Balances Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not to print accounts which have zero amounts Y print all lines N skip lines with zero amounts Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Trial Balance this step formats the Account Balances information The following data items are shown Account Sub Type Description and Amount If requested totals appear when ever a change occurs in Account Components When totals are specified the following items are ac cumulated Total Amount Total Sources Total Uses and Total Neither 114 General Ledger System Administration Manual A sample output is shown below Expert Computing Inc 11 07 94 11 33 L
130. his account In applications which use the option of divisionalized accounting postings to an account can select from three options of sub account usage from the offset account These options control the appending of account components from the offset account to the primary posting account For any account with non blank sub accounts the level of posting detail must be zero The default value is zero Your options are 0 Do not append any account components 1 Append third component account must have blank third and fourth components 2 Append third and fourth components account must have blank third and fourth compo nents Level of Future Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required Describe the amount of detail to be kept on the Future Postings file for this account In order of lease detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail NOTE All entries containing an intercompany code or a subsidiary code will be kept in de tail Also be sure to keep at lease as much detail on your Futures file as you
131. his step provides you with a default sequencing of data records by Account Number giving additional sort order choice by SubType Currency Heading Account and Summary Account with the option to change modifiable parameters at run time Selection of data records is provided by Account Compo nent Sub Type Heading Account Summary Account Currency and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Chart of Accounts Detail List this step formats the Chart of Accounts informa tion The following data items are shown Account Number Description Revenue Expense Level of MTD Detail level of YTD Detail level of Future Detail Heading Account Summary Account Application Type Sub Type Delete Subcode Post Detail Currency and level of Divisionalization General Ledger System Administration Manual 69 2 Initial Setup File Maintenance A sample output is shown below 11 04 94 15 09 Account 1 10000 10100 10100010 1010001000 1010001001 10200020 1020002000 1020002001 10300010 1030001000 1030001000MA 1030001000WH 1030001001MA 1030001001WH 10300020 1030002000MA 1030002000WH 1030002001MA 1030002001WH 10400010 1040001000MA 1040001000WH 1040001001M
132. his will be the calendar month if you are using 12 month accounting it will be the fiscal period if you are using 13 period ac counting Start Year Enter a positive number with up to 2 digits Supply the year in which this entry is first to be created This will be the calendar year if you are using 12 month accounting it will be the fiscal year if you are using 13 period account ing Months to Generate Enter an alphanumeric field up to 13 characters in length Only numbers and letters are ac ceptable If you are using 12 month accounting twelve letters appear If you are using 13 period ac counting 13 numbers appear These numbers or letters identify each month or accounting period of the yea Delete the letters or numbers that identify months in which this entry is NOT to be created Be sure that each letter or number that remains appears in the same po sition it was originally displayed Reference Enter an upper case alphanumeric field up to 6 characters in length Provide a reference for this entry This reference will be transferred to the journal entries file and printed on the journal and distribution reports as a part of your audit trail Auto Reverse Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not this entry is to automatically create a reversing entry during Close Month processing Intercompany Enter an upper case alphanumeric field
133. in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which you are going to enter balances SOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the monthly balance for each fiscal month Thirteen months are allowed General Ledger System Administration Manual 109 3 Initial Setup Opening Entries EOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this
134. information this step provides you with a default sequencing of data records by Currency Code Foreign Account and Fiscal Year with the option to change modifiable parameters at run time Selection of data records is pro vided by Currency Code Account Component and Fiscal Year with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Foreign Balances History Report this step formats the Foreign Balances informa tion The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances and EOY As appropriate group headings appear whenever a change occurs in Account 120 General Ledger System Administration Manual A sample output is shown below 11 07 94 11 35 Currency Code CANADA C Account 1020002000 Account 1020002001 Expert Computing Inc Foreign Balances History Report DOLLAR Canadian Dollar 83840000 Cash Canadian Corporate Cash 645 925 659 450 673 384 959 467 1 156 857 1 287 324 1 355 297 1 944 521 2 003 734 2 074 601 2 074 601 o o o Canadian Sales Outlets Fiscal Year 88 Fiscal Year 89 Fiscal Year 90 Dec Jan Feb Mar Apr May Fiscal Year 88 General Ledger System Administration Manual 12
135. ion from these applications Application Interfaces The combination of General Ledger and other APPX accounting applications such as Accounts Re ceivable and Accounts Payable provides a fully integrated system for effective management and con trol of your business There are many separate applications that can be installed in whatever configu ration best suits your requirements Components of each application contribute to the overall effective ness of the system The particular combination which is most effective for your installation as well as the specific way in which the applications interact will be determined by the specialized needs of your company Information contained in the master files of one application may be accessed modified updated or even entered from another application This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy General Ledger may be installed as a stand alone application or as part of a system that includes Bud get Analysis General Subsidiary Accounts Payable Accounts Receivable Inventory Control Pur chase Orders Order Entry Commission Accounting and Sales Analysis In a multi application sys tem data can be exchanged between applications Depending on system configuration General Ledger receives postings from the following applications Accounts Receivable e Invoices e Cash Receipts 12 Ge
136. ion Manual 13 1 _ General Information Parameters Chart of Accounts Types Budgets Unit Accounts Summary Accounts Allocation Accounts Recurring Entries Exchange Rates Foreign Accounts Intercompany Names Much of the information utilized by the General Ledger may be found in other applications For ex ample General Ledger receives sales information from Accounts Receivable and purchasing data from Accounts Payable and or Inventory Control If any of these applications have not been imple mented the information which would normally be received from those applications must be manually entered In the next step Opening Entries functions are used to establish the balances in each account and to verify the data by printing the Trial Balance and account history reports Process Initial Setup is then run to ensure that required records have been entered accurately An error log is created if any mistakes are found Once the errors have been corrected Initial Setup reports should be reprinted to check information for accuracy The final step in Initial Setup is End Initial Setup Once this menu option is selected the system begins Live Operations Transaction Control As a function of setting up the General Ledger you should decide how much detail you need to keep for Transaction Control In general the term Transaction Control means the maintaining of the audit trail of transactions that are entered and posted in General Ledger
137. l Ledger System Administration Manual General Information _1 Purpose This manual provides instructions for using both the Initial Setup phase and the Recovery Processing phases of the General Ledger application Chapters 2 and 3 provide instructions on transferring records from your present accounting system to APPX General Ledger Use these chapters as a guide for setting up your General Ledger application If you follow each step in the order described you should have a successful installation Chapter 4 provides instructions for using the Recovery Processing phase of APPX General Ledger Access to the Recovery Processing functions and this manual should be strictly limited With these programs users can make changes to system parameters Transaction Control records and other sys tem maintained data that is normally not accessible during Live Operations Use these functions to recover from problem situations For example a power surge can damage records which are maintained by the system and which must be accurate and complete for the system to function properly You can only obtain access to system maintained files through Recovery Process ing Under normal conditions most data entry errors can be corrected by using File Maintenance Change mode or the Transaction Processing functions while still in the Live Operations phase If you use Recovery Processing the system creates a modification log for any changes Remember that any changes
138. line items which are automatically generated every month when the Generate Recurring Entries function is selected from the Transaction Processing menu 64 General Ledger System Administration Manual Initial Setup File Maintenance 2 Figure 18 The General Ledger Initial Setup Recurring Entry Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line No Enter a positive number with up to 3 digits The system defaults a sequential line number Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the account to which this entry is to be posted The system displays the description so that you can verify your entry Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the entry A credit entry requires a minus sign General Ledger System Administration Manual 65 2 Initial Setup File Maintenance Sub Code Enter an upper case alphanumeric field up to
139. maintained For each record that is entered with a non blank currency an equivalent record must be added to the Foreign Bal ances file since each foreign balance amount is maintained by the system in both foreign and home domestic currency amounts An example might be Accounts Payable Canadian Dollars The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Be Both a Heading and a Summary Account E Delete Sub Post Detail Cannot Be Blank E Level of Detail for Future must be Greater or Equal that of MTD E Level of Detail for Future must Be Greater or Equal that of YTD E Level of Posting Detail Must Be Zero For This Account Press ENTER to continue to the next screen Select the Next Record option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file The screen shown below presents information about Account Balances During the Initial Setup phase of your operations you can use this screen to enter your opening account balances During Live Operations you will not see this screen This file contains monthly summaries of postings for each account by fiscal year It also contains start of year SOY end of year EOY and year to date Sources normall
140. mal 30 General Ledger System Administration Manual Initial Setup File Maintenance 2 The system displays the exchange rate used during the last Generate Currency Translation function for this currency Press ENTER to save the information on this screen Select the Next Record option to go to the next Exchange Rates record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Exchange Rates file Option 3 Chart of Accounts You can use this function to enter records into your Chart of Accounts When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about the Chart of Accounts This file contains basic information about each account such as its description subsidiary type cur rency code and the level of detail to keep Figure 7 The General Ledger Initial Setup Chart of Accounts Screen General Ledger System Administration Manual 31 2 Initial Setup File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the
141. may be left blank This field is only used for a ratio type of allocation Denominator End Branch Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the fourth component of the account if you want only certain fourth components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below General Ledger System Administration Manual 55 2 Initial Setup File Maintenance E End Account Must Be Greater or Equal to Start Account E End Component Must be Greater or Equal to Start Component W End Account Not in Chart of Accounts File W Start Account Not in Chart of Accounts File W Unit Type End Account Not in Unit Accounts File W Unit Type Start Account Not in Unit Accounts File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Allocation Accounts screen Select the Next Record option to go to the next Receiving Allocation Accounts record Select the End option to go the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records
142. ment and buildings and shorter term or more liquid assets such as cash and accounts receivable which is the sum of the amounts you have billed your customers but they have not yet paid Liability ac General Ledger System Administration Manual 3 1 _ General Information counts include mortgages taxes owed and accounts payable which is the amount you have been billed for goods or services and have not yet paid and equity accounts include the amounts invested by stockholders and or the company s owners Another special type of equity account is called Retained Earnings This account reflects the company s ongoing profit or loss summed over all the years that the company has been in business On your Balance Sheet the total of all your assets should exactly equal the total of all your liabilities plus your Owners Equity which includes year to date Current Earnings At the end of each fiscal year year to date Current Earnings total profit or loss for the year is added to the Retained Earnings equity account and then all revenue and expense accounts are zeroed to begin accumulating for the next fiscal year Transaction Processing The most generally accepted method of recording transactions and keeping them in balance is called double entry bookkeeping This is the method used by APPX accounting applications including General Ledger therefore for every debit transaction entry you make you must also make a corre
143. month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail 136 General Ledger System Administration Manual 4 Recovery Processing Application Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are acceptable Valid entries are GL AR AP PA IC and FA If entered Application Types are used to validate account numbers against each application s OK Applications which are defined in the Parameters file of each application For example you might define your expense accounts as having an application type of AP For Accounts Payable and your evenue accounts as having an application type of AR for Accounts Receivable If you then indicated in Accounts Payable tha AP was an OK Application type but not AR the system would prevent you from inadvertently entering a revenue account on an Accounts Payabe invoice Level of Divisionalization Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 0 1 and 2 The initial default value is 0 This field is required In ADD mode this field will automatically be saved from one record to the next This entry indicates what sub account level of posting detail is to be made to this account In applications which use the option of divisionalized accountin
144. mount is displayed in the home domestic currency if this is a foreign transaction If this is not a foreign transaction the home amount is blank and not used Press ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Next Record to go to the next MTD Postings record 150 General Ledger System Administration Manual 4 Recovery Processing At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Postings file Option 7 YTD Postings You can use this function to edit the YTD Postings file in the unlikely event of a failure during posting When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about YTD Postings The Keep YTD Detial field in theChart of Accounts determines which accounts are pos
145. n modifiable Data items for the preceding screen are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry By using Scan you may use this as an access key for selecting records Supply the account which contains the dollar amount to be allocated The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length Describe this allocation General Ledger System Administration Manual 45 2 Initial Setup File Maintenance Reference Enter an upper case alphanumeric field up to 6 characters in length Supply a reference for these transactions Auto Reverse Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not this allocation is an adjustment to the sources uses amounts If Y is entered a credit adjustment reduces month to date and year to date uses and a debit adjust ment reduces month to date and year to date sources in the Account Balances file Adjustment Enter Y Yes or N No The initial default avlue is N This field is required Indicate whether or not this allocation is an adjustment to the sources uses amounts If Y is entered a credit adjustment reduces month to date and year to date uses and a debit adjust ment reduces month to date
146. nces are reported in cumulative and net monthly amounts The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Account Balances information this step provides you with a default sequencing of data records by Account and Fiscal Year with the option to change modifiable parameters at run time Selection of data records is provided by Account Account Component Fiscal Year Revenue Expense Currency Sub Type Application Type and Summary Account with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Account Balances History Report this step formats the Account Balances informa tion The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances Monthly Amount MTD Sources MTD Uses MTD Neither YTD Sources YTD Uses YTD Neither and EOY As appropriate group headings appear whenever a change occurs in Account 116 General Ledger System Administration Manual A sample output is shown below 11 07 94 11 34 Account 10000 Assets Cumulative soy Jun Jul Aug Sep oct Nov Dec Jan Feb Mar Apr May EOY Account 1010001000 Cash Corporate Cumulative soy Jun Jul Aug Sep
147. nces report When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option On the following pages the three screens displayed by this function are shown The screen presents information about Unit Accounts When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Supply a code from the Types fiel for this unit The s
148. neral Ledger General Ledger is a means by which you can measure the financial health of your company In ac counting terms the General Ledger records each transaction coming into or going out of your com pany that involves the exchange of money or involves an increase or decrease in the overall value of your company These transactions can include everything from cash receipts to depreciation on equip ment all such transactions should be reflected in General Ledger In order to record a transaction you enter the amount into an account The full set of your accounts is called the Chart of Accounts Over time as you examine the detail and later the summary of the activity in each account you can analyze the efficiency and the profitability of your business There are many types of accounts in the Chart of Accounts The broadest subdivision of accounts sepa rates them into Assets which are generally tangible valuable items that your company owns Li abilities which are legal obligations your company owes to its creditors and Owners Equity which reflects the amounts that various individuals or companies have invested in your business When a business first begins the only equity available is the initial investment made by the owner of the business the Owner s Equity As the company grows it purchases goods services supplies and equipment these items are necessary to conduct business In so doi
149. neral Ledger System Administration Manual General Information _1 e Service Charges e Adjustments Order Entry e Cash Deposits e Invoices e Cost of Goods Sold Accounts Payable e Invoices e Adjustments e Hand amp Machine Checks Purchase Orders e Prepayments e Invoices Inventory Control e Receipts e Adjustments e Product Transfers e Warehouse Transfers e Material requisitions e Physical Inventory Variances Although General Ledger receives sales information from Accounts Receivable and Order Entry and purchasing data from Accounts Payable or Inventory Control its presence is not required for opera tion of those applications However if General Ledger is not installed account verification will not be performed within the other applications Special Considerations for Initial Setup Phase Before beginning Initial Setup and prior to making any substantial changes to your system your com pany should consider several issues and options that may affect system operation This chapter pro vides information which should be considered when installing General Ledger Master Files Initial Setup procedures are designed to establish master file records and to facilitate transfer of infor mation from existing records to General Ledger The first step in Initial Setup involves entering master file and historical data for the application Data can be entered into the following files General Ledger System Administrat
150. nformation and then press ENTER again to continue to the next screen Data items are described below 133 General Ledger System Administration Manual 4 Recovery Processing Ask for Operator ID Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you prefer to ask for the operator s ID during transaction entry This allows you to edit other operators transactions If you want to bypass all Control Group screens altogether enter N An entry N means that each operator can only enter or edit his or her own transactions It also means that the system will not track Transaction Control information for you Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you want to use the Transaction Control feature This includes the ability to process transactions in a foreign currency track and report on the Transaction Control file which is an additional audit trail and enter control and hash totals for your transactions If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Ye NOTE If you enter Y to this question the system ass
151. ng the company acquires liabili ties the liabilities represent what the company owes its creditors Most businesses have creditors and since the creditors have first claim on the company s assets we come to the basic rule of accounting which is Assets Liabilities Owners Equity This means that the dollar value of your total assets is equal to the sum of the value of your liabilities and the value of your owners equity Asset accounts are also sometimes referred to as debit accounts liability and equity accounts are also sometimes referred to as credit accounts This simply means that the balance in each type of account is typically either a debit amount denoted DR or a credit amount denoted CR For ease of recognition APPX General Ledger assumes that when you enter a positive amount you are entering a debit and when you enter a negative amount you are entering a credit What are debits and credits The difference between a debit and a credit is defined only by the type of account each represents Asset accounts are increased when they are debited liability and equity accounts are increased when they are credited This allows the basic account rule Assets Liabilities Owners Equity to hold true as you make your daily transaction entries 2 General Ledger System Administration Manual General Information _1 Since debits are recorded as positive numbers and credits are recorded as negative numbers in
152. nings separately by account component these parameters can be found on the next screen GL Report Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the General Ledger Report to be required before end of month processing can proceed GL Report Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the General Ledger Report has been printed for this month Recurring Entries Generated Enter Y Yes or N No The initial default value is N The system indicates whether or not recurring entries have been generated for the current month Futures Postings Report Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Future Postings Report to be required before end of month processing can proceed 24 General Ledger System Administration Manual Initial Setup File Maintenance 2 Future Postings Report Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Future Postings Report has been printed for this month Allocation Entries Generated Enter Y Yes or N No The initial default value is N The system indicates whether or not allocations have been made for the current month Tr
153. nitial default value is N This field is required This field indicates whetehr or not this is an adjusting entry Adjusting transactions are entered solely for the purpose of reducing MTD sources and uses in the Account Balances file Y Yes this is an adjustment N No this is not an adjustment S U N Override Enter an upper case alphanumeric field 1 character in length Valid entries are S U and N This field indicates how the entry is to be accumulated for sources uses or neither These are used when a Statement of Cash Flow is printed Your options are Blank Credit entries are to be added to sources debits to uses S Add to sources U Add to uses N Add to neither sources nor uses Intercompany Enter an upper case alphanumeric field up to 3 characters in length You can use Scan to search for an appropriate entry The intercompany number for the transaction is displayed if appropriate Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length The intercompany reference for the transaction is displayed if appropriate Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search fr an appropriate entry If the transaction involves a foreign currency the appropriate code from the Exchange Rates file is shown Home Amunt Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The transaction a
154. nly YUSyy Year to Date Uses followed by 2 digits for the fiscal year for Account Balances only Net or Cumulative Amounts Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required Define the code that identifies the terms in which the balances are to be entered If you enter a net amount the cumulative figure will be calculated by the system NET Month to date net activity CUM Year to date cumulative amounts The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Fiscal Period is Future to Parameters Current Fiscal Period E Illegal Month Designation in the Fiscal Month Year E The NET CUM Type Must Be CUM for This Fiscal Month Type E The Parameters File Specifies a 12 Month Fiscal Year E Use the Explain option for an Explanation of Fiscal Month Year W Process Initial Setup will Override this Period s Balances Press ENTER to save the information on this screen Step 2 The screen shown below presents information about Account Balances This file contains monthly summaries of postings for each account by fiscal year It also contains start of year SOY end of year EOY and year to date Sources normally credits and Uses normally debits amounts 88 Gener
155. number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This is the total amount that was posted In General Ledger this will be zero unless the control group was out of balance Number of Errors Enter a positive number with up to 9 digits If errors were found during posting the total number is displayed These errors were also noted in the error log created by the system for this control group Number of Warnings Enter a positive number with up to 9 digits The number of warnings generated during posting of this control group is displayed These warnings were noted in the error log created by the system Currency Code Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If the control group was entered in a foreign currency the currency code from the Exchange Rates file is displayed along with its description Press ENTER to display system supplied information and then press ENTER again to save the informaton to this screen Select the Next Record option to go to the next Transaction Control record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Transaction Control file Option 6 MTD Postings You can use this function to edit the MTD Postings file in the unlikely event of a failure during posting When you use this function a record of all entries will be printed For additions all
156. o a csi a Press ENTER to save the information on this screen Step 2 This step allows you to change your ming and return to the menu instead of rearranging all of your account numbers It points out to you that you should have a backup copy of your data before running this utility and reminds you that this process will cause General Ledger to be incompatible with subsidiary account applications Step 3 This disposition type is used for all standard processing functions within General Ledger Step 4 This step rearranges the account numbers in the Chart of Accounts Account Balances Future Postings MTD Postings and YTD Postings files Step 5 This step rearranges the account numbers in the Allocation Accounts and Receiving Allocation Accounts files When this process is finished you may find it necessary to modify previously defined Start and End account component values Step 6 This step rearranges the account numbers in the Budgets and Budget Balances files Step 7 This step rearranges the account numbers in the Foreign Accounts and Foreign Balances files Step 8 This step rearranges the Retained Earnings account number stored in the Parameters file Step 9 This step rearranges the account numbers in the Ratios Detail file Step 10 This step rearranges the account numbers in the Recurring Entry Items file Step 11 This step rearranges the account numbers in the Statement Detail file When this process is finished you
157. oct Nov Cumulative soy Jun Jul Aug Sep oct Nov 960 026 776 688 640 168 460 561 885 246 1 132 735 824 169 660 297 Cumulative soy Jun Jul Aug Sep oct Nov Dec Jan Feb Mar Apr May EOY 0 Account 2030002001 Retention Pay Cumulative soy Jun Jul Aug Sep oct Nov 1 177 960 681 1 204 779 785 497 883 873 991 401 660 297 Expert Computing Inc Account Balances History Report Fiscal Year 87 Sources Uses Neither Sources Uses Neither Fiscal Year 88 Sources Uses Neither Sources Uses Neither Fiscal Year 89 136 512 244 097 419 282 98 376 107 528 331 104 Sources Uses Neither Sources Uses Neither 183 337 12 136 520 50 179 606 39 424 684 51 247 488 97 308 566 19 0 Fiscal Year 90 Sources Uses Neither Sources Uses Neither 00 Canadian Sales Fiscal Year 88 Sources Uses Neither Sources Uses Neither 00 General Ledger System Administration Manual 5 252 046 53 4 952 317 63 0 00 117 3 Initial Setup Opening Entries Option 9 Unit Balances History Report This report prints the start of year end of year and monthly balances for unit balance accounts Bal ances are reported in cumulative The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit Balances information this step pro vides you with a defaul
158. on A sample output is shown below Expert Computing Inc 11 07 94 11 37 LGG Page Unit Accounts List Account Description 1080001000MA is Process Product 1 1080001000MA in Process Product 2 1070001000MA in Inventory Product 1070002000MaA in Inventory Product 1070001000MA in Inventory Product 1070002000M A in Inventory Product 126 General Ledger System Administration Manual Initial Setup Opening Entries 3 Option 13 Foreign Accounts List This function prints a list of the Foreign Accounts file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Foreign Accounts information this step provides you with a default sequencing of data records by Currency Code and Account giving addi tional sort order choice by Gain Loss Account and Translation Account with the option to change modifiable parameters at run time Selection of data records is provided by Currency Code Account Component Gain Loss Account Translation Account and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Foreign Accounts List this step formats the Foreign Accounts information The following data items are
159. on Canadian 06 88 JFMAMJJASOND CANADA Line Account Description Adj _S U N 0001 4040002000 Depreciation Expense Canadian N 0002 1170002000 Accum Depreciation Canadian N 80 General Ledger System Administration Manual Chapter 3 Initial Setup Opening Entries 3 Initial Setup Opening Entries This menu provides you with Initial Setup processing functions These functions should be run in se quence in order to perform Initial Setup processing properly Figure 19 The General Ledger Initial Setup Opening Entries Menu Option 1 Create Balance Records This function creates Account Balance records based upon the parameters selected This function can be repeated if appropriate for each range of accounts The following processing steps accomplish this job Step 1 You can use this function to enter parameters to define a range of Account Balances records to be cre ated Criteria for creation include the option of appending additional account segments to a main account number Every account within the range specified will have Account Balances records created for it for the fiscal years defined In addition if account segments are being appended new Chart of Accounts records will be added and Account Balances records will be created for the new accounts as well The screen shown below allows you to enter parameters needed for the Create Balance Records utility 82 General Ledger System Administration Manual
160. on Type Value is Not Valid E Cannot Have Sub Code With Blank Sub Type E Item Must Be Entered E Not on Subsidiary Codes by Account File M Use Option 18 to Create Subsidiary Code by Account Record Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Recurring Entries screen Select the Next Record option to go to the next Recurring Entry Items record Select the End option to go to the next Recur ring Entries record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Entry Items file 66 General Ledger System Administration Manual Initial Setup File Maintenance 2 Option 10 Parameters List This function prints the contents of the Parameters file The following processing steps accomplish this job Step 1 This disposition type is used for all lists of master file information Step 2 In order to print the General Ledger Parameters List this step formats the Parameters information The following data items are shown Current Fiscal Month Current Calendar Month Current Fiscal year Current Calendar Year Start Month of Fiscal Year Number of Account Periods Retained Earn ings Account GL Report Required GL Report Printed Recurring Entries Generated Futures Report Required Futures Report Printed Allocation Entries Generated Transaction Control Re
161. on for Summary Accounts and Summary Account Detail Updates to certain fields in the Account Balances and Summary Accounts files will occur General Ledger System Administration Manual 129 3 Initial Setup Opening Entries Step 9 This step processes the information for Exchange Rates Updates to certain fields in the Exchange Rates file will occur Step 10 This function displays an error message if errors were encountered during Process Initial Setup 130 General Ledger System Administration Manual Chapter 4 Recovery Processing 4 Recovery Processing This menu contains functions that allow recovery from abnormal situations The functions on this menu are not used under normal processing Strict Security access should be required to this menu Option 1 Parameters You can use this function to maintain the Parameters file specifying fundamental information defining how the General Ledger application operates This allows you to customize your General Ledger Only one record is required for the General Ledger Parameters file When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to
162. ontents are shown and in all cases the User ID date and time are printed At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen presents information about Future Postings This file stores all postings to General Ledger which have a post month or post year that is later than than the current fiscal month and year specified in the General Ledger Parameters record During end of month processing records in this file which are for the upcoming month are automatically posted by the system into the appropriate files Records which are still future to the upcoming month will remain in this file When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entr
163. oprations you will not see this screen During Live Operations you can view your account balances using this screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balances Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance MTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case th
164. opriate entry The account number that was updated by this posting is displayed as is its description 148 General Ledger System Administration Manual 4 Recovery Processing Fiscal Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and letters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required The fiscal month to which the posting was made is displayed Fiscal Year Enter a positive number with up to 2 digits The fiscal year t which the posting was made is displayed Journal Code Enter an upper case alphanumeric field up to 4 characters in length The code identifying the journa reference for the transactions is shown if detail is being kept by journal Some examples are APIV for Accounts Payable Invoices ARAJ for Accounts Receivable Adjustments and ICRC for Inventory Receipts Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID is displayed if detail is being kept by operator Date Posted Enter a date YMD The date of the entry is shown if detail is being kept by date This is the date on which the originating transaction was posted into General Ledger Time Posted Enter a time HMSH The time of the posting is shown if all detail is being kept Description Enter an alphanumeric field up to 30 characters in length
165. or N No The initial default value is N This field is required Enter Y if this account represents a heading account Heading accounts are used to format financial statements and for separating accounts on the Trial Balance report and Chart of Accounts list They contain no actual data and will never have any amounts posted to them An example might be Current Assets Sumary Account Enter Y Yes or N No The initial default value is N This field is required Enter Y if this is a summary account Summary Accounts represent the total or sum of a grouping of other account balances They will never have amounts posted directly to them they are updated only when the Summarize Accounts function on the Monthly Processing menu is selected An example of a summary account might be Total Expenses which could be defined as the sum of all expense accounts You must also enter summary accounts into the Summary Accounts file Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If entered this code is verified against the General Ledger Exchange Rates master fiel This code identifies the currency in which these balances are maintained For each record that is entered with a non blank currency an equivalent record must be added to the 137 General Ledger System Administration Manual 4 Recovery Processing Foreign Balances fiel since each foreign balan
166. or example if the fourth component of the account structure is defined as Division and you wish to maintain a separate Retained Earnings account for each division then the proper entry would be 4 for the fourth component If the third component of your account structure is company and the fourh component is branch and you wish to maintain a separate Retained Earnings account for each company branch combination then the proper entry would be 3 for the third component If the second component of your account structure is company the third component is division and the fourth component is branch and you wish t maintain a separate Retained Earnings account for each company division branch combination then the proper entry would be 2 for the second component 134 General Ledger System Administration Manual 4 Recovery Processing OK Application Types Enter an upper case alphanumeric field up to 2 characters in length Only letters are acceptable Valid entries are GL AR AP PA IC and Fa Supply the application types from the list below that will be allowed for account numbers used in journal entry transactions If there are no restrictions leave this field blank If there are to be any restrictions all valid application types must be specified Be sure to include a blank type if posting sare made to accounts without application types During transaction entry this table is checked to ensure that
167. orts Revenue Expense Enter Y Yes or N No This field is required This field designates whether the account is classified as a Balance Sheet account or a Rev enue Expense account N Designates a Balance Sheet account when changed will not impact Current Earnings Y Designates a Revenue Expense account when changed will impact Current Earnings Level of MTD Deiail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are Y S J O and D The initial default value is Y This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Month to Date Postings file for this account In order of lease detail to most detail your options are S Keep a summary by fiscal month and year J Keep a summary by fiscal month and year for each journal code O Keep a summary by fiscal month and year journal code and operator ID D Keep a summary by fiscal month and year journal code operator ID and date Y Keep all detail Sub Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able An entry of GL indicates General Subsidiary Enter the cost accounting subsidiary to which this account is posted If this is a General Sub sidiary account enter GL For more information regarding General Subsidiary
168. ounts Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If the budget method is M or W the monthly figures will be calculated by the system If the method is E you can enter the budget figures for each month Budget amounts represent net activity for each month Thirteen months are provided End of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Generally this amount should be zero except when end of year adjustment entries are antici pated Identify the net end of year budget amount for this account If entered the end of year amount is added to the annual amount however no amount is distributed to it when budget figures are calculated by the system The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Annual Amount Exceeds Maximum Allowable Value E Annual Amount Exceeds Minimum Allowable Value E Illegal Budget Method not M W or E W A Record for Fiscal Year 00 Containing All Zeroes Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Budgets screen Select the Next Recor
169. p General Ledger System Administration Manual 85 3 Initial Setup Opening Entries Figure 21 The General Ledger Initial Setup Edit Account Descriptions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Account Number The system displays an upper case alphanumeric field up to 12 characters in length This number will be used in all accounting applications to identify this account Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and reports The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Mode Not Allowed Press ENTER to save the information on this screen 86 General Ledger System Administration Manual Initial Setup Opening Entries 3 Select the Next Record option to go to the next Chart
170. perator s ID during transaction entry This allows you to edit other operators transactions If you want to bypass all Control Group screens altogether enter N An entry of N means that each operator can only enter or edit his or her own transactions It also means that the system will not track Transaction Control information for you Use Transaction Control 26 Enter Y Yes or N No The initial default value is N This field is required The system assumes that you want to use the Transaction Control feature This includes the ability to process transactions in a foreign currency track and report on the Transaction Con trol file which is an additional audit trail and enter control and hash totals for your transac tions If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this question the system assumes that Ask for Operator ID is also Y General Ledger System Administration Manual Initial Setup File Maintenance 2 Months of Transaction Control Enter a positive number with up to 2 digits Specify the number of months to keep Transaction Control history recor
171. posting procedure throughout the system finan cial statements with current information are always available The Financial Statement generator offers sophisticated 13 column totalling and formatting capabilities automatic period updating and cost profit center reporting Arithmetic operations are permitted based upon defined column data In comparative statements horizontal and vertical percentages may be cal culated Multiple printed statements can be created from a single format definition by attaching print param eters to a format and storing the combined format and print parameters Print parameters include ac counting period account components rounding selections data format options types of data to be accessed and calculations or analyses to be performed An intercompany processing utility allows you to combine general ledgers from multiple companies for the purpose of printing consolidated financial statements This utility permits the combination of ac count balance unit balance foreign balance and or budget records General Subsidiary Another application General Subsidiary contains additional capability that you may find useful in your day to day operations General Subsidiary is available as an add on to General Ledger General Subsidiary provides you with the ability to expend the reporting capability of any account by any number of segments It provides a further breakdown of the account balance information by allow
172. ption The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Intercompany No Enter an upper case alphanumeric field up to 3 characters in length This field is required By using Scan you may use this as an access key for selecting records Identify this company 38 General Ledger System Administration Manual Initial Setup File Maintenance 2 Intercompany Name Enter an alphanumeric field up to 30 characters in length Name or describe the subsidiary company Intercompany Relationship Enter a text field up to 316 characters in length You can use the options to split join or redisplay text the End Paragraph option and the fixed space character to hold spaces in this field Describe the relationship between this subsidiary and th
173. r case alphanumeric field 1 character in length Only letters are acceptable Valid entries are M W and E The initial default value is E In ADD mode this field will automatically be saved from one record to the next Identify the method of budgeting to be used This determines how budgets are calculated from the annual amount that is entered Your options are M Monthly divide annual amount evenly over number of months either 12 or 13 W Weekly divide annual amount over weeks in a sequence of 4 4 S week months E Enter each month manually the system will sum the amounts entered into an annual total NOTE The Weekly option is not allowed for those installations using 13 period accounting The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Invalid Option with 13 period Accounting Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budgets file The screen shown below presents information about Budget Amounts This file stores monthly budget amounts by budget type account number and fiscal year 58 General Ledger System Admini
174. rds are deleted during Close Month processing depends on the actual calendar date not the posting date When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below 146 General Ledger System Administration Manual 4 Recovery Processing Application Enter an upper case alphanumeric field up to 3 characters in length This field is required This identifies the application from which the control group originated For example TGL represents the General Ledger application File Posted Enter an upper case alphanumeric field up to 22 characters in length This field is required This identifies the file from which the transactions originated Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required The operator ID of the operator who entered the control group is displayed Control No Enter a positive number with up to 4 digits The Control Number of the original group of transactions is displayed Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required This
175. record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Currency Code Enter an alphanumeric field up to 6 characters in length This field is required By using Scan you may use this as an access key for selecting records Define a unique code for this foreign currency Description Enter an alphanumeric field up to 30 characters in length Describe the currency Short Description Enter an alphanumeric field up to 9 characters in length Identify this foreign currency This description will be printed on Accounts Payable checks Exchange Rate Enter a positive number with up to 6 digits to the left of the decimal and 8 digits to the right of the decimal This is the current rate of exchange used for this currency Rates are based on the home do mestic currency For example if Canadian currency is presently worth 78 of U S dollars and if U S dollars is your home currency then you would enter 78 Last Translation Date Enter a date and time YMDHMSH The system displays the date that the last Generate Currency Translation function was run for this currency Last Translation Rate Enter a positive number with up to 6 digits to the left of the decimal and 8 digits to the right of the deci
176. redit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses in stead MTD Uses Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All t transactions identified as Neither in transaction entry are posted into this field on a month to date basis YTD Sources Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead YTD Uses Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a year to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead General Ledger System Administration Manual 97 3 Initial Setup Opening Entries YTD Neither Enter a number with up
177. resented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Account Number Enter an upper case alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records This number will be used in all accounting applications to identify this amount Record Protection Enter Y Yes or N No This field prevents accidental deletion of a record or changing of the key to this file General Ledger System Administration Manual 91 3 Initial Setup Opening Entries Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this account This description will generally appear next to the account number field whenever it is displayed on other screens and rep
178. ric field up to 3 characters in length You can use Scan to search for an appropriate entry The intercompany number for the transaction is displayed if any was entered Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length The intercompany reference for the transaction is displayed if appropriate Currency Code Enter an alphanumeric field up to 6 characters in length If the transaction involves foreign currency the code from the Exchange Rates file is shown Home Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The transaction amount is displayed in the home domestic currency if there is a currency code If this is not a foreign transaction the home amount is blank and not used Press ENTER to display system supplied information and then press ENTER again to save the information on this screen Select the Next Record option to go the next YTD Postings record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the YTD Postings file Option 8 Future Postings You can sue this function to edit the Future Postings file in the unlikely event of a failure during posting When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field c
179. ring Entries Exchange Rates Foreign Accounts Intercompany Names Much of the information utilized by the General Ledger may be found in other applications For ex ample General Ledger receives sales information from Accounts Receivable and purchasing data from Accounts Payable and or Inventory Control If any of these applications have not been imple mented the information which would normally be received from those applications must be manually entered Warning Changes made to master files in the Recovery Processing phase of APPX General Ledger may affect files used in other applications within your system Proceed with Caution After Completing Recovery Processing After completing Recovery Processing you should print ALL modification logs Upon returning to Live Operations reports should be printed to verify that changes made to files during recovery pro cessing still retain all data in balance General Ledger System Administration Manual 17 1___General Information Initial Setup This is the General Ledger application Initial Setup menu It allows you to access the General Ledger Initial Setup submenus Figure 1 The General Ledger Initial Setup Menu Option 1 File Maintenance The features in the General Ledger Initial Setup File Maintenance option are described in Chapter 2 Option 2 Opening Entries The features in the General Ledger Initial Setup Opening Entries option are described in Chapter 3 Option
180. ring the Initial Setup phase of your operations you can enter monthly balances for each foreign account When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Foreign Accounts This file contains general information about foreign balances 106 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 30 The General Ledger Initial Setup Foreign Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Info
181. rmation overlay is system supplied and non modifiable Data items for the preceding screen are described below Currency Code Enter an alphanumeric field up to 6 characters in length This field is required You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the foreign currency for this record Select a code from the Exchange Rates file The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry General Ledger System Administration Manual 107 3 Initial Setup Opening Entries Define the account number for this record The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this foreign balance Gain Loss Account The system displays a date YMD All master file records contain system maintained fields to identify the date each record was added to the file The system uses today s date as the date of record Translation Account Enter an uppercase alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the general ledger account which should be used for posting g
182. rring entry established It may be changed Description Enter an alphanumeric field up to 30 characters in length Describe this recurring entry This description will be transferred to the journal entries file when the recurring entries are generated and will be printed on the journal and the distribu tion reports as a part of your audit trail Limit Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the limit that cannot be exceeded for journal entries generated from this recurring entry The limit can be expressed either as total debits a positive number or as total credits a negative number If there is no limit leave this field blank For example if this recurring entry depreciates an asset you might want to ensure that it depreciates that asset only up to its depreciable value To Date Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal The amount accumulated to date for entries generated from this recurring entry is shown 62 General Ledger System Administration Manual Initial Setup File Maintenance 2 When this amount equals or passes the limit in the previous field no more entries will be created If the limit is expressed as total credits this amount will be negative Start Month Enter a positive number with up to 2 digits Supply the month in which this entry is first to be created T
183. s amount to the accounts defined as the Receiving Accounts There are three methods available for distributing allocations The Percent method al lows distributions t a fixed percentage to a given account The Fixed Amount method allows a dis tribution for a fixed dollar amount The Ratio method provides an allocation based on a ratio of accounts from the Chart of Accounts or Unit Accounts files An Over Under account must be specified to receive the remainder from the allocations 44 General Ledger System Administration Manual Initial Setup File Maintenance 2 Figure 12 The General Ledger Initial Setup Allocation Accounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and no
184. s in length Only letters are acceptable An entry of GL indicates General Subsidiary Enter the cost account subsidiary to which this account is posted If this is a General Subsidiary account enter GL For more information regarding General Subsidiary refer to the Application Features section of this manual Delete Subcode Post Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N M Y and T The initial default value is M For accounts with a Sub Type of GL this entry indicates how often General Subsidiary detail postings are deleted from the subsidiary postings file Your options are N Never M Delete during Close Month processing each month Y Delete only at the end of the fiscal year T Delete at the end of this month NOTE An entry of T in this field will be reset to N after the detail has been deleted Level of YTD Detail Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N Y S J O and D The initial default value is N This field is required In ADD mode this field will automatically be saved from one record to the next Describe the amount of detail to be kept on the Year to Date Postings file for this account In order of least detail to most detail your options are N Do not keep any information S Keep a summary by fiscal month and year J Keep a summary by fiscal
185. s used for all lists of master file information Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Chart of Accounts List this step formats the Chart of Accounts information The following data items are shown Account Number and Description This is the summary form of the Chart of Accounts List the detail form is shown on the following pages A sample output is shown below Expert Computing Inc 11 07 94 11 36 Chart of Accounts List Account Account Name Current Assets 10100010 Cash Posting Account 1010001000 Cash Corporate 1010001001 Cash Sales Outlets 10200020 Cash Canadian Posting Acct 1020002000 Cash Canadian Corporate 1020002001 Cash Canadian Sales Outlets 10300010 Accts Receiv Posting Acct 1030001000 Accts Receiv Intercompany 1030001000MA Accts Receiv Corp Mfg 1030001000WH Accts Receiv Corp Wholesale 1030001001MA Accts Receiv Sales Mfg 1030001001WH Accts Receiv Sales Wholesale 10300020 Accts Rec Canadian Post Act 1030002000MA Accts Rec Canadian Corp Mfg 1030002000WH Accts Rec Canadian Corp Whls 1030002001MA Accts Rec Canadian Sales Mfg 1030002001WH Accts Rec Canadian Sales Whls 10400010 Retention Rec Posting Acct 1040001000MA Retention Rec Corp Mfg 1040001000WH Retention Rec Corp Wholesale 1040001001MA Retention Rec Sales Mfg 1040001001WH Retention Rec Sales Wholesale 1040002
186. s you to edit the Post in Progress field for Journal Entry Control Groups When you enter journal entries you will see only one of the two possible screens for Journal Entry Control Groups Which screen you see will depend on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you will see the screen below and you will be able to enter control and hash totals for your journal entries as well as enter transactions in foreign currencies In addition a record will be written to be Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you will see the second screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters
187. shown Currency Code Account Description Gain Loss Account and Translation Account General Ledger System Administration Manual 127 3 Initial Setup Opening Entries A sample output is shown below Expert Computing Inc 11 07 94 11 37 Foreign Accounts List Gain Loss Translation Currency Account Description Account Account 1020002000 Cash Canadian Corporate 3030001001 3030001001 1020002001 Cash Canadian Sales Outlets 3030001001 3030001001 1030002000M A Accts Rec Canadian Corp Mfg 3030001001 3030001001 1030002000WH Accts Rec Canadian Corp Whls 3030001001 3030001001 1030002001MA Accts Rec Canadian Sales Mfg 3030001001 3030001001 1030002001WH Acct Rec Canadian Sales Whls 3030001001 3030001001 1040002000MA Retent Rec Canadian Corp Mfg 3030001001 3030001001 1040002000WH Retent Rec Canadian Corp Whls 3030001001 3030001001 1040002001MA Retent Rec Canadian Sales Mfg 3030001001 3030001001 1040002001WH Retent Rec Canadian Sales Whl 3030001001 3030001001 1050002000 Service Charges Rec Canadian 3030001001 3030001001 1060002000 Prepaid Insurance Canadian 3030001001 3030001001 1061002000 Prepaids amp Deposits Canadian 3030001001 3030001001 1070002000MA Inventory Canadian Corp Mfg 3030001001 3030001001 1080002000MA Work in Proc Canada Corp Mfg 3030001001 3030001001 1090002000MA Finished Goods Canadian 3030001001 3030001001 1100002000WH Resale Inventory Canadian 3030001001 3030001001 1130002000 Land Canadian 3030001001 213000
188. st End 28999999992Z St En 389999999922 St End 3899999999Zz St End 489999999922 St End 489999999922 St End 489999999922 St End 489999999922 St End 74 General Ledger System Administration Manual Acct Component Ranges Main Account Sub Account Division Initial Setup File Maintenance 2 Option 16 Allocation Accounts List This function prints a list of the Allocations file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Allocation Accounts information this step provides you with a default sequencing of data records by Currency and Account with the option to change modifiable parameters at run time Selection of data records is provided by Account Ac count Component Currency and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Allocation Accounts List this step formats the Allocation Accounts and Receiving Allocation Accounts information The following data items are shown Description Account Refer ence Auto Reverse Adjustment Sources Uses Neither S U N Sub Type Sub Code Intercom pany Intercompany Reference Currency Over Un
189. stration Manual Initial Setup File Maintenance 2 Figure 16 The General Ledger Initial Setup Budget Amounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year Annual Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If using method E leave this entry blank For methods M and W enter the annual amount for this budget type A change to this amount will be reflected in the monthly bud gets which will be recalculated automatically Start Of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year budget amount This entry is not added to the annual amount nor is General Ledger System Administration Manual 59 2 Initial Setup File Maintenance any amount distributed to it It is normally set to zero for income expense accounts and to actual or projected figures for asset liability accounts Monthly Am
190. structure The size of any account component can be changed and the sequence of the account components can also be changed NOTE If yu rearrange the account numbers in General Ledger your subsidiary applications will not be compatible unless and until you rearrange your account numbers in the subsidiary applications NOTE Please make sure your existing data is BACKED UP before running this utility At any time you select the Direct Process 1 option to momentarily suspend this function in order to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu Also you can review on line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option The screen allows you to enter a new account number arrangement Data items are described below Old Location Enter a positive number with up to 2 digits Supply the starting location for each of your original account components Enter them in the order that you want them to appear in the new account number As an example if you were using Corporate General Ledger your Main Account had 5 characters your Sub Account had 3 your Division had 2 and your Branch had 2 If you are not using the Sub Account and you want your finished account number to be Branch Main and Division and you want your Division incremented to three characters your entries on this screen would be Component 1 Ol
191. t record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the budget type Select one from the Types file The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry General Ledger System Administration Manual 57 2 Initial Setup File Maintenance Identify the account number of the general ledger account to which the budget type applies The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length Describe this budget and account combination Method Enter an uppe
192. t sequencing of data records by Unit Type Account and Fiscal Year with the option to change modifiable parameters at run time Selection of data records is provided by Unit Type Account Component and Fiscal Year with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unit Balances History Report this step formats the Unit Balances information The following data items are shown Fiscal Year SOY Month Descriptor Monthly Balances and EOY As appropriate group headings appear whenever a change occurs in Account 118 General Ledger System Administration Manual A sample output is shown below Expert Computing Inc 11 07 94 11 35 LGG Page Unit Balances History Report Unit Type GIP 1 Units of Prod 1 in Account 1080001000MA Units is Process Product 1 Fiscal Year 88 Fiscal Year 89 Fiscal Year 90 General Ledger System Administration Manual 119 3 Initial Setup Opening Entries Option 10 Foreign Balances History Report This report prints the start of year end of year and monthly balances for foreign accounts fiscal year order The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Foreign Balances
193. t the Recurring Entries List this step formats the Recurring Entries and Recurring Entry Items information The following data items are shown Transaction Description Start Month Start Year Months to Generate Reference Auto Reverse Intercompany Intercompany Reference Currency Limit To Date Amount Line No Account Sub Type Sub Code Adjustment Sources Uses Neither S U N and Amount General Ledger System Administration Manual 79 2 Initial Setup File Maintenance A sample output is shown below Expert Computing Inc 11 04 94 15 12 Recurring Entries List Description Rev Interco Limit To Date Amount Currency 0001 Monthly Insurance Exp Domestic 04 89 JFMAMJJASOND 11 000 00 6 000 00 Line Account Description Adj S U N Amount 0001 4130000000 Insurance Expense N 1 000 00 0002 1060001000 Prepaid Insurance N 1 000 00 0 00 0003 Monthly Depreciation Domestic 06 88 JFMAMJJASOND RECURR Line Account Description Sub Code 0001 4040001000 Depreciation Expense GL GENERAL 0002 1170001000 Accumulated Depreciation GL GENERAL 0003 4040001000 Depreciation Expense GL COMPUTER 0004 1170001000 Accumulated Depreciation GL COMPUTER Currency CANADA 83840000 Canadian Dollar C DOLLAR 0002 Insurance Exp Canadian 06 88 0 00 9 000 00 Line Account Description j Amount 0001 4130002000 Insurance Expense Canadian 3 000 00 0002 1060002000 Prepaid Insurance Canadian 3 000 00 0 00 0004 Monthly Depreciati
194. ted to this file and in how much detail Also any transactions with an Intercompany number are posted to this file as the Intercompany Trnsactions report is printed from this data When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Account Enter an uppeer case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the account number to which this posting was made along with its description Fiscal Month Enter an upper case alpanumeric field up to 2 characters in length Only numbers and letters are acceptable Valid entries are SY 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required The fiscal month to which the posting was made is displayed Fiscal Year Enter a positive number with up to 2 digits The fiscal year to which the posting was made is displayed Journal Code Enter an upper case alphanumeric field up to 4 characters in length The code identifying the journal reference for the transaction is shown if detail is being kept by journal Some examples are APIV
195. tep pro vides you with a default sequencing of data records by Currency Code with the option to change modi fiable parameters at run time Selection of data records is provided by Currency Code and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Exchange Rates List this step formats the Exchange Rates information The fol lowing data items are shown Currency Code Description Exchange Rate Currency Description Last Translation Date and Last Transaction Rate A sample output is shown below Expert Computing Inc 11 04 94 15 09 LGG Page 1 Exchange Rates List Translation Translation Dat Rate Canadian Dollar 0 83840000 11 04 94 13 18 47 92 0 83840000 French Franc 0 15970000 z 02 23 94 08 49 00 86 0 15970000 British Pound 1 65900000 02 23 94 08 49 00 87 1 65900000 Japanese Yen 0 00732600 02 23 94 08 49 00 87 0 00732600 68 General Ledger System Administration Manual Initial Setup File Maintenance 2 Option 12 Chart of Accounts Detail List This function prints a detailed list of the Chart of Accounts The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Chart of Accounts information t
196. ter a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed EOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance MTD Sources Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses instead MTD Uses Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Debit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Sources instead MTD Neither Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this filed on a month to date basis YTD Sources Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a year to date basis unless they are identifed in transction entry as adjustments in which case they reduce Uses instead
197. tered Not on Subsidiary Codes by Account File M Use Option 18 to Create Subsidiary Code by Account Record AMM M ono Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Allocation Accounts screen Select the Next Record option to go the next Receiving Allocation Accounts record Select the End option to go to the next Allocation Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receiving Allocation Accounts file The screen below presents additional information about Receiving Allocation Accounts Figure 14 The General Ledger Initial Setup Receiving Account Ratio Method Screen General Ledger System Administration Manual 51 2 Initial Setup File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Numerator Start Account Enter an upper case alphanumeric field up to 12 characters in length This field is required For the ratio method begin defining the ratio that will
198. tes in three distinct phases e Initial Setup e Live Operations e Recovery Processing Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history can be entered Information entered during the Initial Setup phase provides the basis for Live Operations Live Operations Live Operations is used to perform daily transaction processing file maintenance report generation and monthly processing functions In Live Operations journal entries can be entered or generated and allocation entries can be gener ated In addition units entries can be entered After printing journals for the necessary audit trail transactions can be posted Many different types of reports can be printed and information can be viewed using a variety of inquiries Accounts can be summarized any type of financial statement can be printed Special programs are available to combine the general ledgers of multiple companies pro cess transactions in foreign currencies report on intercompany transactions and interface with graph ics software Recovery Processing 6 General Ledger System Administration Manual General Information _1 There is a certain day to day risk of losing data due to sudden power surges or outages and other sys tem problems Recovery Processing is used to manually restore information to system maintained files which are normally not accessible during Live Operations Accounting Audit
199. the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered SOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed General Ledger System Administration Manual 99 3 Initial Setup Opening Entries EOY The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance MTD Sources The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All Credit transactions are normally posted into this field on a month to date basis unless they are identified in transaction entry as adjustments in which case they reduce Uses in stead MTD Uses The system displays a number with up to 9 digits to the left of the decimal
200. the end of the journal A control group that prints with errors will not be allowed to post until the errors are corrected and the journal is reprinted without errors This process ensures that data is verified twice prior to being posted to permanent master files and gives added assurance that erroneously entered data will not be posted to permanent files Transaction Posting Once transactions have been entered and the journal has been printed and verified the control group is ready to be posted to your permanent master files This process usually involves adding records to a system maintained detail file and summarizing the detail for historical records Each transaction is deleted after it has been posted In General Ledger the detail files are Month to Date Postings Year to Date Postings and Future General Ledger System Administration Manual 7 1___General Information Postings and the historical records are the Account Balances Unit Balances and Foreign Balances files Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is supplied to a print file When additions to a field are made all new field contents are shown when deletions are done
201. the level of transaction control detail that is appropriate for your business These fields are labeled Ask for Op erator ID and Use Transaction Control Every transaction file is keyed by Operator ID and a sequential Control Number that is a part of your audit trail If you enter N No for Ask for Operator ID the system will automatically assign the Operator ID and Control Number for each group of transactions and will not allow any operator to edit another operator s transactions No control or hash totals will be kept and no data will be posted to the Transaction Control file Also you will not be able to enter transactions in a foreign currency If you enter Y Yes to Ask for Operator ID and N No for Use Transaction Control the system will assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed Additionally any operator will be allowed to edit another operator s trans actions No control or hash totals will be kept and no data will be posted to the Transaction Control file Also you will not be able to enter transactions in a foreign currency If you enter Y Yes to Ask for Operator ID and Y Yes to Use Transaction Control the system will assign the Operator ID and Control number to each group of transactions but the Control Number can be changed In addition control and hash totals can be enter
202. then the proper entry would be 4 for the fourth component If the third component of your account struc ture is company and the fourth component is branch and you wish to maintain a separate Retained Earnings account for each company branch combination then the proper entry would be 3 for the third component If the second component of your account structure is company the third component is division and the fourth component is branch and you wish to maintain a separate Retained Earnings account for each company division branch combination then the proper entry would be 2 for the second component General Ledger System Administration Manual 27 2 Initial Setup File Maintenance OK Application Types Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are GL AR AP PA IC and FA Supply the application types from the list below that will be allowed for account numbers used in journal entry transactions If there are no restrictions leave this field blank If there are to be any restrictions all valid application types must be specified Be sure to include a blank type if postings are made to accounts without application types During transaction entry this table is checked to ensure that the application type of the account is valid Your options are t Blank Application Type AP Accounts Payable AR Ac
203. tions that allow you to define the basic master files for General Led ger Entries in the Parameters and Chart of Accounts files are required Figure 3 The General Ledger Initial Setup File Maintenance Menu Option 1 Parameters You can use this function to maintain the Parameters file specifying fundamental information defining how the General Ledger application operates This allows you to customize your General Ledger Only one record is required for the General Ledger Parameters file When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Parameters 22 General Ledger System Administration Manual Initial Setup File Maintenance 2 Figure 4 The General Ledger Initial Setup Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplie
204. to 9 digits to the left of the decimal and 2 digits to the right of the decimal All transactions identified as Neither in transaction entry are posted into this field on a year to date basis The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Chart of Accounts screen Select the Next Record option to go to the next Account Balances record Select the End option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Account Balances file The screen may optionally be used to display information about Account Balances During the Initial Setup phase of your operations you will not see this screen During Live Opera tions you can view your account balances using this screen 98 General Ledger System Administration Manual Initial Setup Opening Entries 3 Figure 26 The General Ledger Initial Setup Account Balances Display Screen When the key value for a particular record is requested you can review all the records in the file by selecting
205. to them An example might be Current Assets Summary Account Enter Y Yes or N No The initial default value is N This field is required Enter Y if this is a summary account Summary Accounts represent the total or sum of a grouping of other account balances They will never have amounts posted directly to them they are updated only when the Summarize Accounts function on the Monthly Processing menu is selected An example of a summary account might be Total Expenses which could be defined as the sum of all expense accounts You must also enter summary accounts into the Summary Accounts file Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If entered this code is verified against the General Ledger Exchange Rates master file This code identifies the currency in which these balances are maintained For each record that is entered with a non blank currency an equivalent record must be added to the Foreign Bal ances file since each foreign balance amount is maintained by the system in both foreign and home domestic currency amounts An example might be Accounts Payable Canadian Dollars The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot
206. ume your account number has four components Main Account Sub Ac General Ledger System Administration Manual 83 3 Initial Setup Opening Entries count Division and Branch You decide to enter only the Main Sub Account combinations during file maintenance and you want to use this function to automatically create the rest of the account records appending the Division and Branch In this circumstance you would enter the highest Main Sub Account combination in this field to which you want Division Branch combinations appended In a similar fashion you could use just Main accounts appending Sub Division Branch com binations or you could use Main Sub Division combinations appending just the Branch Start Fiscal Year Enter a positive number with up to 2 digits Supply the first fiscal year for the selected range of accounts End Fiscal Year Enter a positive number with up to 2 digits Supply the last fiscal year for the selected range of accounts Account Component Values to Create Enter an upper case alphanumeric field up to 10 characters in length Enter the values for the lower level account components which are to be appended to each primary account in the selected range Define each combination that you want to have ap pended to each primary account selected For example assume your account number has four components Main Account Sub Ac count Division and Branch You decide to enter only the Main Sub Account
207. umes that Ask for Operator ID is also Y Months of Transaction Control Enter a positive number with up to 2 digits Specify the number of months to keep Transaction Control history records Records older than this will be deleted during Close Month processing NOTE This history is kept by actual date rather than accounting period or posting month Account Component Length Enter a positive number with up to 2 digits Define the size of each component of your account number Each account may be separated into as many as four components Any component may be up to ten characters in length the maximum length of the complete account number is 12 characters Account Component Title Enter an alphanumeric field up to 12 characters in length This field is required Describe each component of your account number Separate Retained Earnings Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not retained earnings are to be posted separately by the account component designated in the Component to Separate Retained Earnings field Y Yes maintain separate Retained Earnings accounts N No post all Retained Earnings to one account total Component Level to Separate Enter a positive number with 1 digit If you want to separate retained earnings by specific account component supply the component level of the account number where you want to begin seprating retained earnings F
208. unts when the Summarize Accounts function is run General Ledger System Administration Manual 39 2 Initial Setup File Maintenance Figure 10 The General Ledger Initial Setup Summary Accounts When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Summary Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry By using Scan you may use this as an access key for selecting records Identify the summary account This entry must be a valid account number with Summary Y The system displays the description so that you
209. up to 3 characters in length You can use Scan to search for an appropriate entry General Ledger System Administration Manual 63 2 Initial Setup File Maintenance If this is an intercompany transaction supply the code from the Intercompany Names file which identifies the company Intercompany Reference Enter an upper case alphanumeric field up to 4 characters in length If this is an intercompany transaction supply an intercompany reference for this transaction Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If this entry is in a currency other than the domestic or home currency supply the code from the Exchange Rates file that identifies this currency The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Number Accounting Periods Must Be 13 to Generate for 13th Month Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Recurring Entries record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Entries file The screen shown below presents information about Recurring Entry Items This file contains journal entry
210. ures General Ledger is designed to operate as the center of your financial information management system The application compiles data provided by journal entries and integrated applications and translates this data into custom financial statements management reports and operational analyses General Ledger also serves as the basis for account number validation and other sophisticated processing capa bilities throughout your system General Ledger provides the accounting information required for analysis and control of your company s financial activities Journal entries which are entered through an on line user workstation and detail or summary transactions generated from other applications provide the input to General Ledger All transactions entering the system are controlled and processed against individual accounts Account validation occurs on line at entry time and does not allow invalid or out of balance data to post to master files General Ledger can support either twelve or thirteen financial periods per fiscal year Accounting reports are compiled and presented using data from the Account Balances file which contains ending balances for each month of the current fiscal year and for as many years of history as you want to keep The fiscal year may be synchronized with or independent of the calendar year Other applications may coincide with the general ledger accounting period or may be ahead of or behind that used by General Le
211. w is to be printed this entry is used to specify how the amount is to be accumulated in the Account Balances file for the Over Under account Blank Credits are accumulated as sources debits are accumulated as uses General Ledger System Administration Manual 47 2 Initial Setup File Maintenance S This allocation is to be accumulated as a source U This allocation is to be accumulated as a use N This allocation is to be accumulated as neither Over Under Sub Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry If the Sub Type is GL you must enter a Subsidiary Code for the Over Under account so that postings can be made to the Subsidiary Codes files Enter the subsidiary code to which the transaction is to be posted The subsidiary code is only used if the Sub Type is GL The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Application Type Value is Not Valid E Cannot Have Sub Code With Blank Sub Type E Item Must Be Entered E Not on Subsidiary Codes by Account File W Unpredictable Results May Occur if Over Under Allocation Cacti M Use Option 18 to Create Subsidiary Code by Account Record Press ENTER to display system supplied information and then press ENTER again to
212. want to maintain on your MTD or YTD files for given account Heading Account Enter Y Yes or N No The initial default value is N This field is required Enter Y if this account represents a heading account Heading accounts are used to format financial statements and for separating accounts on the Trial Balance report and Chart of Accounts list They contain no actual data and will never have any amounts posted to them An example might be Current Assets Summary Account 94 Enter Y Yes or N No The initial default value is N This field is required Enter Y if this is a summary account Summary Accounts represent the total or sum of a grouping of other account balances They will never have amounts posted directly to them General Ledger System Administration Manual Initial Setup Opening Entries 3 they are updated only when the Summarize Accounts function on the Monthly Processing menu is selected An example of a summary account might be Total Expenses which could be defined as the sum of all expense accounts You must also enter summary accounts into the Summary Accounts file Currency Enter an alphanumeric field up to 6 characters in length You can use Scan to search for an appropriate entry If entered this code is verified against the General ledger Exchange Rates master file This code identifies the currency in which these balances are
213. xt Record option to go to the next Chart of Accounts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Chart of Accounts file The screen presents information about Account Balances During the Initial Setup phaseof your operations you can use this screen to enter your opening account balances During Live Operations you will not see this screen This file contains monthly summaries of postings for each account by fiscal year It also contains start of year SOY end of year EOY and year to date Ssources normally credits and Uses normally debits amounts When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be allowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered Identify the fiscal year for which balances are to be entered SOY 138 General Ledger System Administration Manual 4 Recovery Processing Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances En
214. y The account number and description are displayed Fiscal Month Enter an upper case alphanumeric field up to 2 characters in length Only numberes and letters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required 153 General Ledger System Administration Manual 4 Recovery Processing The fiscal month to which the posting is to be made is displayed Fiscal Year Enter a positive number with up to 2 digits The fiscal year to which the posting is to be made is displayed Journal Code Enter an upper case alphanumeric field up to 4 characters in length The code identifying the journal reference for the transactions is shown if detail is being kept by journal Some examples are APIV for Accounts Payable Invoices ARAJ for Accounts Receivable Adjustments and ICRC for Inventory Receipts Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID is displayed if detail is being kept by Operator Date Posted Enter a date YMD The date the entry was posted is shown if sufficient detail is being kept Time Posted Enter a time HMSH The time the entry was posted is shown if sufficient detail is being kept Description Enter an alphanumeric field up to 30 characters in length The description of the transaction is displayed Control No Enter a positive number with up to 4 di
215. y credits and uses normally debits amounts General Ledger System Administration Manual 95 3 Initial Setup Opening Entries Figure 25 The General Ledger Initial Setup Account Balances Enter Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year for which balances are to be entered SOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year balance Monthly Balances Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the balance for each fiscal month Thirteen months are allowed 96 General Ledger System Administration Manual Initial Setup Opening Entries 3 EOY Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the end of year balance MTD Sources Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal All C
216. ype of allocation Numerator End Division Enter an upper case alphanumeric field up to 10 characters in length Define the high value for the third component of the account if you want only certain third components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator Start Branch Enter an upper case alphanumeric field up to 10 characters in length Define the low value for the fourth component of the account if you want only certain fourth components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Numerator End Branch Enter an upper case alphanumeric field up to 10 characters in length General Ledger System Administration Manual 53 2 Initial Setup File Maintenance Define the high value for the fourth component of the account if you want only certain fourth components included in the account range entered above This field may be left blank This field is only used for a ratio type of allocation Denominator Start Account Enter an upper case alphanumeric field up to 12 characters in length This field is required Define the first account in the range for the denominator This field is only used for a ratio type of allocation The system displays the description so that you can verify your entry Denominator End Account Enter an upper case alphanumeric field
217. ypes of analyses you intend to do In general however two financial statements are common These are the Balance Sheet which presents a summary of your permanent accounts and the In come Statement which summarizes your temporary accounts and indicates your current profitability The Income Statement often includes a comparison to budgeted amounts and is sometimes referred to as the P amp L Profit and Loss or the Income and Expense statement The Income Statement is an analysis of your temporary accounts These are Income or Rev enues which are credit accounts and Expenses which are debit accounts On a typical Income Statement the Revenues will be listed first These itemize the current activity for the goods or services that your business sells Offset against these are the current Expenses which include such things as office supplies monthly insurance premiums rent and employees wages The difference between revenues and expenses is called Current Earnings This is a temporary equity account which reflects the current profitability of your company Everyone hopes that Current Earnings maintains a credit balance because that means that Revenues are larger than Expenses The Balance Sheet summarizes your permanent asset accounts Assets and your permanent capital accounts Liabilities and Owner s Equity Asset accounts include long term assets such as equip
218. ystem displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the account number for this unit balance The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Name or describe this Unit Balances record This description will be printed on lists and reports Added On The system displays a date YMD 141 General Ledger System Administration Manual 4 Recovery Processing All master file records contain system maintained fields to identify the date each record was added to the file The system uses today s date as the date of record Added By The system displays an upper case alphanumeric field up to 3 charaters in length All master fiel records contain system maintained fields to identify the operator who added the record Changed On The system displays a date YMD Any change made to any field in a record will cause the change date to be updated Changed By The system displays an upper case alphanumeric field up to 3 characters in length Any change made to any field in a record will cause the change date to be updated along with the operator s ID Press ENTER to display system supplied information and then press ENTER again to continue to the n

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