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General Ledger User Manual

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1. 1 Whenever financial statement printing begins by selecting Print financial statements BSNI is set by the software to be the total NET PROFIT or LOSS for all profit and loss entries on the file BSNI is set to be the total NET PROFIT or LOSS whether or not you specified that account balances are to be recalculated 2 The BSNI which is set at the beginning of financial statement printing should be General Ledger Reports Samco Power Accounting 15 19 used to show NET PROFIT or LOSS on the Balance Sheet for the entire company 3 Whenever a P amp L or a supporting schedule for a P amp L statement is printed BSNI is set to the last amount printed on the statement Printing the Balance Sheet for the Entire Company To print the Balance Sheet for the entire company you would first set up a financial statement specification for a balance sheet layout On this specification you would enter All for the sub accounts to be included when printing the layout If this specification is printed first when financial statement printing begins then the BSNI code on the balance sheet layout will be replaced by the NET PROFIT or LOSS for the entire company If you do not print the Balance Sheet for the entire company as the first statement printed then you must ensure that the Profit and Loss Statement for the entire company is printed just prior to printing the Balance Sheet This is because of rule 2 above If you do not
2. 400 00 3 700 00 Note that the first SUB1 clears the Sales Account balance but also causes this balance to print Using CLS1 in place of the first SUB1 would produce the desired result Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG General Ledger Financial Statement Layout Samco Power Accounting 18 27 6000 000 Sales Acct N P LF CLS1 blank 5010 000 Expense Acct 1 N P 5020 100 Expense Acct 2 N P 5030 200 Expense Acct 3 N P UL SUB1 Total Expenses C LF SUB2 Gross Profit D Resulting Statement Reporting period Year to date Amount Amount Sales Acct 4 000 00 23 700 00 Expense Acct 1 1 500 00 6 000 00 Expense Acct 2 500 00 3 000 00 Expense Acct 3 1 600 00 11 000 00 Total Expenses 3 600 00 20 000 00 Gross Profit 400 00 3 700 00 Accounting Ratios You may define layouts which calculate various accounting ratios Statement Formats to Use Accounting ratios such as the Current Ratio which are based on balance sheet accounts should be calculated using type X Supporting Schedule Balance Sheet Format layouts Accounting ratios such as Gross Profit Margin which are based on P amp L accounts should be calculated using type S Supporting Schedule P amp L Format layouts On type S layouts you may choose the beginning balance ending balance or net change for the reporting period Use net change to compute
3. 800 00 Total Cash 7 800 00 The P amp L format does not use this field Paren Cntrl Parentheses Control Acct or Bal Prt Prt Paren function typ Accum col cntrl When printing financial statements it is customary to parenthesize account balances when they contain atypical amounts For example if an accounts receivable account contained a credit balance it would usually be parenthesized on a financial statement General Ledger Financial Statement Layout Samco Power Accounting 18 7 A parenthesis control code is entered for each account in the Chart of Accounts The code D is used to specify that the account is to be parenthesized if it has a debit balance The code C is used to specify that the account is to be parenthesized if it has a credit balance Thus an accounts receivable account would have a parentheses code of C an accounts payable account would have a parentheses code of D When a single account is entered on a layout the parenthesis control field on the layout line is skipped and the parenthesis control contained in the Chart of Accounts record for the account is used when printing the financial statement However when wild cards are used to print a set of accounts when a subtotal is to be printed or when a set of accounts have been accumulated together to print one summary balance on the financial statement then you must specify the parenthesis control to be used
4. Enter up to a 5 digit number which represents the device you are backing up to in kilobytes or press F1 for Unlimited Unlimited Hard disk drive NOTE If you choose to convert ALl files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE General Ledger File Utilities Samco Power Accounting C 3 KEY AND ENDING FILE KEY prompts On the next screen enter a starting and ending file key range 1 Starting file key Enter the file key for the first record to convert or press F1 to begin conversion at the First record on file A person who knows the exact record key layout for that file may enter the exact starting record key here thereby enabling a partial conversion The key would have to be entered exactly as it appears in the record with leading zeros or spaces 2 Ending file key Enter the file key for the last record to convert or press F1 to end conversion at the Last record on file C Create or A Add You are asked whether to C create new converted file or A add records to existing converted file If you have never converted this file before answer C A new file with the same name but an extension of EXP will be created if you have previously converted this file and you wish to add data to it answer A NOTE If you choose A records are adde
5. Format 1 character If a type is chosen the extended trial balance will be grouped by cash flow type If types are ignored the extended trial balance will be grouped by account number 7 Show detail A detailed extended trial balance shows individual entries A summary extended trial balance shows only account totals Press Enter to show individual entries or answer N to show only totals 8 Summarize Summarizing allows you to summarize or total each account by section or group value Press Enter to ignore summarizing by account section or group NOTE This field is skipped if sort sections or show detail are Y General Ledger Ledger Connection Samco Power Accounting 24 13 9 Print each acct on separate page This field appears only if you are printing a detailed extended trial balance Answer Y to start printing each account on a new page This makes it easier to distribute information about different accounts to different areas of an organization Section Group Selection The number of times you are prompted in the next set of fields depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Option F2 To select a specific sec
6. IMPORT FILE HAS INCORRECT FORMAT PRESS ENTER TO CONTINUE will be displayed If the system detects un posted transactions in the General Journal Trx file a message will appear stating that all transactions must first be posted before proceeding If there were any errors or warnings in the import file a window will appear asking you for a printer destination for the G L transaction import error report Some cases where a report will be produced are e An invalid G L account number has been entered General Ledger General Journal without Job Cost Samco Power Accounting 11A 10 The transaction date is out of the current period The entries are out of balance e Record format or field positioning is incorrect The accrual reversal flag is not entered a Y N or blank If an error occurs during the import process the procedure aborts and no transactions are imported The entry of an incorrect date which falls outside of the current period is not considered an error and does not cause the import to fail Errors on the first transaction will prompt you to abort or continue If you wish to edit the remainder of the transactions press Enter and the procedure will continue to edit the remaining transactions for errors otherwise press Tab and you will return to the Process general journal transactions menu Once the import has been successfully completed print a transaction edit list to ensure that the imported information is cor
7. JOB 7 digit job number which must correspond to either an Active or Closed job General Ledger General Journal with Job Cost Samco Power Accounting 11B 10 SUB JOB 3 digit valid sub job number CHANGE ORDER 3 digit valid change order number CATEGORY 7 digit cost category The program edits the transactions during import to verify the file format NOTE if the system from which the file is being transported has a G L distribution report it should be printed prior to beginning the import procedure The file being imported can reside on the fixed disk or on diskette under DOS only Xenix and Unix systems require the file to be located on the fixed disk Once the import file is ready select General journal trx gt Import On the screen displayed answer N to accept the default file name If the import file exists and has the correct format then the editing process will begin and a message will display monitoring the number of transactions which have been processed If the import file cannot be found the message IMPORT FILE NOT FOUND PRESS ENTER TO CONTINUE will be displayed If the import file has an incorrect format the message IMPORT FILE HAS INCORRECT FORMAT PRESS ENTER TO CONTINUE will be displayed If the system detects un posted transactions in the General Journal Trx file a message will appear stating that all transactions must first be posted before proceeding If there were any errors or
8. Press Enter to include actual budget and comparative figures in the data extraction or use the option Option N to answer each selection individually If you answer Y the cursor will skip fields 2 through 4 Make any necessary changes and press Enter at Field number to change 2 Actual Press Enter to exclude actual figures from the data extraction or use the option Option Y to include actual figures in the data extraction 3 Budget Press Enter to exclude budget figures from the data extraction or use the option Option Y to include budget figures in the data extraction General Ledger Ledger Connection Samco Power Accounting 24 6 4 Comparative Press Enter to exclude comparative figures from the data extraction or use the option Option Y to include comparative figures in the data extraction Make any necessary changes and press Enter at Field number to change 2 Statement Format If the selection type is S the following screen appears ET TC OL Gear erect sclechons gt File Edt AR K CE SA AP PC GL FA XK PO BR O CL FP PS TA PER PA OX SF Hele 8 OXOe NwWt seo aac ba Extract specifications Acme Enterprises Specification no 001 BALANCE SHEET sid m T Include CI All amounts described below Ending balance Current actual Current budget 7 Current variance act to budg Current comparative Current variance act
9. Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed and get ready for a new note Like pressing Esc a Field number to change in other selections Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc Printing an Edit list This selection prints the General Journal Entry Edit List Select Edit list from the General journal menu If you selected to track journal transactions by user you are prompted to Print trx entered by all user Answering Y will print all transactions for all users while answering N will print only those transactions which you entered You have the option of printing out the entries either in account number order A or in the order they were entered E You also have the option to print notes for the entries If in GL Control information you have the following set to yes Allow posting outside period Y Allow posting outside year Y When you print the General Journal Entry Edit List the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the software displays
10. 10 000 for the period and purchase discounts were 1 000 for the period the debits and credits above would result in the following printout using this layout Beginning Inventory 96 833 45 Purchases 10 000 00 Purchase discounts 1 000 00 Ending Inventory 101 520 61 COST OF GOODS SOLD 4 312 84 Note that the account Net Change to Inventory does not appear on the P amp L Statement The beginning and ending balances of the inventory account are used directly The ending balance which would normally be a debit is reversed multiplied by minus one thereby showing a credit Since the parentheses control at the PAT code for line g is C the printed amount is enclosed by parentheses This procedure meshes with automatic year end closing since the net changes to inventory have been posted to a P amp L account The year ending procedure picks up this net change and includes it in net income entries that are posted as part of the Close a year selection General Ledger Handling Periodic Inventory Samco Power Accounting B 3 General Ledger Handling Periodic Inventory Samco Power Accounting B 4 SAMCO Building business and technology relationships a Appendix C File Utilities This function will allow you to recover the data files that have become corrupted fouled up It will also allow you to recover disk space by converting then restoring a data file that has been purged or compressed It will also put your dat
11. Accrual reversal flag for transactions where SOURCE ACCRUE defaults to N if blank A Y creates a reversing sentry the following month DOC 2 15 character document number JOURNAL 6 digit number identifying the journal to which this transaction was posted to do not enter anything into this field as it is filled at time of posting JOB 7 digit job number which must correspond to either an Active or Closed job SUB JOB 3 digit valid sub job number CHANGE ORDER 3 digit valid change order number CATEGORY 7 digit cost category The program edits the transactions during import to verify the file format NOTE if the system from which the file is being transported has a G L distribution report it should be printed prior to beginning the import procedure The file being imported can reside on the fixed disk or on diskette under DOS only Xenix and Unix systems require the file to be located on the fixed disk Once the import file is ready select General journal trx gt Import On the screen displayed answer N to accept the default file name If the import file exists and has the correct format then the editing process will begin and a message will display monitoring the number of transactions which have been processed If the import file cannot be found the message IMPORT FILE NOT FOUND PRESS ENTER TO CONTINUE will be displayed If the import file has an incorrect format the message
12. F3 followed by EX for exit Depending on your computer setup the Samco master menu appears listing modules or your operating system prompt appears or your calling menu appears General Ledger Starting Up Samco Power Accounting 3 3 SAMCO Building business and technology relationships Chapter 4 Guide to Daily Operations The following checklists are provided as examples of how you might use General Ledger to perform various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Daily Operations Checklist EACH DAY EACH DAY AS NEEDED ____ Enter debits and credits using General journal trx Enter Print an edit list to verify your entries and then post these entries to the General Ledger Transaction File Enter new G L accounts using Chart of Accounts gt Enter Inquire into accounts using View general ledger accounts Enter new recurring journal transactions using Recurring journal trx gt Enter General Ledger Guide to Daily Operations Samco Power Accounting 4 1 Select recurring journal transactions for use using Recurring journal trx gt Select for use e _ Copy selected recurring journal transactions to the General Journal Transaction
13. Linkage type This function is used to define the linkage type for the member company s accounts To link accounts means to tie each member account to one and only one consolidation company account Accounts can be linked either automatically or manually This function is used not to create the links but rather to set the criteria by which the member accounts will be linked to the consolidation company For a more detailed explanation on linking accounts refer to the section titled Linking Accounts Automatically or Manually later on in this chapter Select M if you will be manually linking the member company s accounts individually for consolidation This is most commonly used where the member and consolidation company s account structure and numbering system are different By selecting A you will be able to set the criteria for automatically linking the member and consolidation company s accounts Linkage Criteria section fields 3 through 7 There are two methods of using sub accounts within the consolidation company Basically you can arrange the consolidation accounts either to show member companies or to show sub account groups General Ledger Company Consolidation Samco Power Accounting 25 4 Showing member companies The first method is to use consolidated sub accounts which shows the member companies With this method a member company s sub accounts are consolidated into one sub account in the consolidatio
14. SAML00 Samce Software SAM100 Sanco Software S5AX100 Samco Software SAM100 Sanco Software SAMLOO Samce Software Interface Interface Interface Interface Interface Interface Interface Balance fron A R fron A R fron A R fron A R from A R fron A R fron A R Coat of gooda sold Coat of goods sold Inventory Inventory Inventory Inventory Inventory Inventory Inventory Inventory Invento raw materials zaw materials zaw materiala raw materiala zaw materiala zaw materials zaw materiala zaw materiala liabilities 100017 100018 100019 100020 100021 19 100019 is 20 10049 10050 10051 100018 100019 100020 13 Jzal IC2614 I1C2630 IC2614 IC2619 IC2621 IC2624 IC2626 IC2630 IC2630 IC2630 IC2614 Reports Date 06 13 11 Time 17 06 05 Acme Enterprises Inc User SSI Report 2698 Fage 0002 SOURCE CROSS REPORT Period 04 01 11 to 04 30 13 In order by source Starting journal 04701711 Ending journal 04 30 23 Aect Source AR 0000 000 04 27 14 2 850 00CR Interface from A R 0000 000 047 27 11 844 20CR Interface from A R 1100 000 047 27 12 26 00 SAMLO0 Samce Software Inc 100017 1100 000 047 27 11 1 710 67 SAMi00 Samco Software Inc 100018 1100 000 047 27 11 3 192 00 SAMiO0 Samce Software Inc 100019 1100 000 047 27 11 805 10 SAMi00 Samce Software Inc 100020 1100 000 047 27 11 3 579 89 SAMIO0 Samco Software Inc 100021 2230 000 04 27 11 611 33CR Interface fron A R 2230 000 047 2
15. Sales of Product A and one called 410 Sales of Product B Typically an independent business will have a hundred or more G L accounts In Samco accounting packages each time any financial activity occurs in any area of accounting the dollar amount of the activity is recorded under the appropriate G L account Chart of Accounts Here chart means a list Your Chart of Accounts is the list of all of your G L accounts Profit Centres and Sub Accounts Sub Accounts A sub account is a number which you can set up as part of the G L account number You can use sub accounts to categorize expenses in whatever way you choose Their use is optional One of the main uses of a sub account is to represent a profit centre Profit Centres are often used in other Samco packages A R A P O E P I etc This use is discussed in the next section A sub account may also be used to categorize expenses for different types of merchandise For example you could use sub account 001 for CD players and sub account 002 for VCRs etc Then the following G L accounts could be set up e 5000 001 Purchases CD players 5000 002 Purchases VCRs Profit Centres A profit centre is a part of your company for which sales and or expenses and sometimes profits can be calculated separately from the total sales and expenses of the whole company For example let s say your office supplies G L account is number 5200 And let s say
16. Samco Power Accounting A 3 12 Recurring Journal File This file contains recurring transaction information from which general journal entries are created periodically 13 Std Journal Trans File This file contains standard journal transactions entries 14 Std Journal Lock File This file is used to protect the Standard Journal Transaction File 15 Gen Ledger Trans Entry File This file contains records from General Journal and Standard Journal transactions after they are posted It is the permanent G L file 16 Gen Ledger Lock File This file is used to protect the General Ledger Transaction File 17 Layout File The Layout File contains the instructions that determine the appearance of each financial statement 18 SAF Layout File This is a work file used in automatically generating standard financial statement layouts for the source and application of funds reports 19 Stmnt Specification File This file contains one record for each statement to be printed 20 Statement Pass File This file is used to carry control information for statement printing and is only used internally 21 Statement Work File This file is used to organize the statement file and is only used internally 22 Sub Account Group File General Ledger Initializing Data Files Samco Power Accounting A 4 This file contains one record for each section sub account group defined 23 Criteria Header File This file contains the information ente
17. and functions When you are familiar with these for practice you may want to enter the layouts printed on the Financial Statement Layout Edit List at the end of this chapter Printing Accounts This section describes how to either o Print accounts or o Accumulate a set of accounts which are to be summarized into one line printed on the statement Single Accounts An account balance may be either printed on the statement or the balance may be accumulated stored and included in a total to be printed on a subsequent line As General Ledger Financial Statement Layout Samco Power Accounting 18 9 noted earlier in the Prt Accum field you enter either P print the balance or A accumulate the balance Printing a Single Account Balance Prt Accum P If you want an account s own balance to print code it with P at Prt Accum For example each of the two cash accounts shown below would be printed with its own balance on the financial Statement if you coded the layout like this Layout Entered Balance Sheet Format Acct or Bal Prt Prt Paren function typ Accum col cntrl 1040 100 Petty Cash Dept 100 P 1 1040 200 Petty Cash Dept 200 P 1 Resulting Statement Petty Cash Dept 100 500 00 Petty Cash Dept 200 300 00 Accumulating Account Balances Prt Accum A Often you may want to accumulate the balances from several accounts and print only the total balance as a summary amount T
18. answer Y you may proceed with the entry 6 Source Enter the source of this entry You may not enter ACCRUE as a source Accrual reversal is not allowed Accrual is described in the chapter titled General Journal The source is a code used to sort entries when the Source Cross Reference Report is prepared see the Source Cross Reference chapter Enter a source or use one of the General Ledger Recurring Journal Samco Power Accounting 12 4 options Options Enter to accept the previous source entered if you chose in Control information to re display sources F1 to use the previous source entered if you chose in Control Information not to re display sources 7 Reference Enter a reference or description for the entry or use one of the options Options Enter to accept the previous reference entered if you chose in Control Information to re display references F1 to use the previous reference entered if you chose in Control Information not to re display references Doc The document number is an additional reference Entering a document number is optional Enter a document number or use one of the options Options Enter to accept the previous document number entered if you chose in Control Information to re display document numbers F1 to use the previous document number entered if you chose in Control Information not to re display document numbers 8 Correcting entry If this entry will
19. double underline codes at the proper places to make the financial statement easy to read General Ledger Build Financial Statement Layouts Samco Power Accounting 19 1 7 On profit and loss statements and P amp L supporting schedules as appropriate insert the SR start ratio and ER end ratio codes that define the accounts which will be the basis for ratios 8 Also on P amp L statements and supporting schedules insert the SR and ER start and end selected ratio codes and the SPR and EPR start and end selected ratio to print codes 9 Insert any TXT1 TXT9 selected text and LIT1 LIT9 selected literals codes which are to print when the corresponding SPR1 SPR9 codes are selected for printing 10 On balance sheets and balance sheet supporting schedules as appropriate insert the BSNI balance sheet net income code that will transfer the net income loss from the P amp L Statement to the balance sheet 11 Next to the codes listed write the following columns across the page for use in Financial statement layouts Acct or Bal Prt Prt Paren Text Literal Description function Typ Accum Col cntrl 12 For each account number and function code write the appropriate information for each column e Bal typ N D C B or E e Prt Accum code P or A e Prt col code 1 2 or 3 e Paren cntrl code D or C e The text number for TEXT codes e The literal entry for LIT codes e The descriptions of summarized PA
20. financial statements supporting schedules and source and application of funds SAF statements This selection process is described in Financial statement layouts To Begin Select Texts gt Enter from the second page of the G L menu A screen appears for you to enter a text number and a description of the text You can work with both new and existing texts If a text has already been entered for the text number you specify it will appear and be available for changes or deletion Text Enter the number which identifies this text or press F1 to scan through the texts on file Description Enter the description of the text this is not the actual text just something to identify it for you Make any changes as usual A screen appears for you to enter the text General Ledger Texts Samco Power Accounting 17 1 This selection uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text press Tab and follow the screen instructions To centre a line move to that line then press F6 Note that the text is centred with respect to the financial statement on which it will be printed not with respect to the screen on which it now appears If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing When you are finished editing text press Tab to display the File opt
21. you can also press F1 for the first and last account on file 3 Starting date 4 Ending date Enter the date ranges to be included on the trial balance 5 Cash flow type For an explanation of cash flow types see the Chart of Accounts chapter If one or more cash flow types are entered this occurs e All accounts related to each cash flow type are printed in their own section totals e When accumulating total debits and total credits credit entries marked General Ledger Reports Samco Power Accounting 15 2 as correcting entries are added to total debits and debit entries marked as correcting entries are added to total credits To use only specific cash flow types in the trial balance enter one or more of these choices O Include Operations types Include Investment types F Include Financing types Enter Ignore cash flow types in printing the trial balance If a type is chosen the trial balance will be grouped by cash flow type If types are ignored the trial balance will be grouped by account number 6 Show detail A detailed trial balance shows individual entries A summary trial balance shows only account totals Press Enter to show individual entries or answer N to show only totals 7 Print each acct on separate page This field appears only if you are printing a detailed trial balance Answer Y to start printing each account on a new page This makes it easier to distribute information about dif
22. you want to track office supply expenses independently for each of your three major departments Dept A Dept B and Dept C Rather than use a different main account number for each department such as 5201 5202 and 5203 you could append 001 002 and 003 to the 5200 main account number as follows General Ledger Understanding General Ledger Samco Power Accounting 1 2 e 5200 001 Office supplies Dept A e 5200 002 Office supplies Dept B e 5200 003 Office supplies Dept C Then whenever you re allocating office supply expenses to G L accounts you use the above 7 digit numbers Later when you re printing reports you can specify that you want to see only the information for Dept A or Dept B or Dept C Profit Centres also apply to sales A typical use for tracking sales by profit centre is for a company which has several sales offices By making each sales office a profit centre you can separately track the sales performance of each office When you want to produce financial statements for the whole company the General Ledger package can combine all activity for all profit Centres sub accounts so you get the complete picture Transactions As used in accounting transaction means a business event involving money and goods or services For example a transaction occurs each time you gas up your car you pay money in exchange for gasoline goods Because computer software deals primarily with b
23. 23 7 SAMCO Building business and technology relationships a Chapter 24 Ledger Connection Introduction Ledger Connection is an easy to use utility program which enhances the functionality of the General Ledger system providing advanced trial balance reporting importing chart of account budgets from a file created by a spreadsheet and a simple method of extracting data for use with today s most popular spreadsheet applications Extended Trial Balance The Extended Trial Balance function within Ledger Connection takes the standard Trial Balance report a step further by incorporating Sorting by account section Summarizing by account section Spreadsheet Link Today s popular spreadsheet applications provide users with an ideal forum for manipulating presenting and reporting data By using the extraction facilities built into Ledger Connection you will be able to take data from your General Ledger and import it into a spreadsheet bringing ease of use to Analysis of current and year to date data Restructuring of comparative data Development of and modification to budget data Additional reporting formats Importing Budgets In addition L C allows you to prepare your budgets in a spreadsheet save them to an General Ledger Ledger Connection Samco Power Accounting 24 1 ASCII file and import them into your G L chart of accounts How is the G L data extracted First of all Ledger Connection utilizes the f
24. 3 31 20 22 44 N Note that summarizing by period assigns the ending date of the period to the summarized entry Comp which stands for Compressed will be assigned as the source for the entry and Entry summary this period will be assigned as the reference G to use the compression code of the GL account Your General Ledger entries are then summarized Notes on Compress G L Transactions The purpose of this selection is to remove detail from the General Ledger Transaction File There could be two reasons for doing this 1 You no longer need to see the detail and you would like your General Ledger reports to be shorter 2 You have so many detailed entries on file that processing is taking a long time After you summarize the total number of entries in your General Ledger Transaction File will be reduced This will speed up most other G L functions You can also now recover some disk space by rebuilding the TRXFIL DAT file Refer to the appendix titled File Recovery Utilities in the Installation and System Guide for instructions on how to rebuild a file General Ledger Compress G L Transactions Samco Power Accounting 22 3 SAMCO Building business and technology relationships Chapter 23 End of Year This selection is run at the end of your accounting year as part of the closing procedure It consists of two functions 1 Print pre closing report this function is used to print the Year End Pre Closing Repor
25. 3 with 100 and 200 and SALES and SERVICE respectfully Next when setting up the Telephone expense account simply enter in 6100 in section 1 and press F2 for sections 2 and 3 The system would automatically set up accounts 6100 100 SALES 6100 100 SERVICE 6100 200 SALES AND 6100 200 SERVICE Note There are two other alternative methods to entering sub accounts into the Chart of Accounts These are described in detail in 4 Create Account Section later on in this chapter and in the Set up Procedures chapter The Set up procedures selection allows you to copy a sub account In that way you can create the first sub account for each main account and then copy it to create other sub accounts While the Create account section function does basically the same thing with a few slight variations 2 Description Enter the account description to appear on all reporting 3 T B subtotal level This is the Trial Balance T B subtotal level You can enter a number from 1 to 9 or press Enter to specify that a subtotal will not be printed under this account see the earlier section titled Subtotal Levels 4 Fin statement type This is the financial statement type which defines the account as either a balance General Ledger Chart of Accounts Samco Power Accounting 8 5 sheet account or a profit and loss P amp L account Asset liability and equity accounts are balance sheet accounts Revenue and expense accounts are P amp L accou
26. 9 Set up the standard journal using Standard journal This journal is for debits and credits which are made each accounting period and is described in the chapter titled Standard Journal 10 Set up the recurring journal using Recurring journal trx This journal is for debits and credits which occur periodically but not necessarily just once each accounting period This journal can also be used to set up allocations to accounts on a percentage basis See the chapter titled Recurring Journal 11 Enter text that will be used on financial statement layouts using Texts as described in the chapter titled Texts 12 Enter Financial Statement Layouts for your Profit and Loss Statement Balance General Ledger Getting Started Samco Power Accounting 2 4 Sheet Statement and supporting schedules for each as needed Financial Statement Layout entry is described in the Chapter titled Financial Statement Layouts 13 If you wish to print financial statements for sets of sub accounts then enter each set as a sub account group using Sub account groups as described in the chapter titled Sub account Groups 14 Enter Statement Specifications using Financial statement specifications These specifications are used to control the sequence in which financial statements are printed and to specify whether budgets comparatives or ratios are to be printed on the financial statements Additionally you may specify whether the financial statement is to be pri
27. All sub accounts results in Resulting Statement Reporting period amount Utilities 1050 00 General Ledger Samco Power Accounting Year to date amount 2200 00 Financial Statement Layout 18 16 Travel Expenses 2300 00 3400 00 In summary stands for all values for the specified digit s of the account numbers as contained in the chart of accounts Other wild card symbols The other wild card symbols and their effects are stands for all sub accounts except 000 Assuming the same sub accounts and balances as the previous example this layout Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG 8300 Utilities A PAT Utilities C 6050 Travel Expenses A PAT Travel Expenses C Results in this printed for All sub accounts Resulting Statement Reporting period Year to date amount amount Utilities 950 00 1700 00 Travel Expenses 1750 00 2600 00 In other words the balances from accounts 8300 000 and 6050 000 are not included Number s or character s followed by s mean all sub accounts beginning with the number s character s entered For example if your two section G L account number used 3 digit sub account numbers accounts 4000 500 510 520 530 and 540 could be entered as 4000 5 to stand for all those accounts Another example would be if the third section of your 4 section G L accounts were 4 characters you
28. D 8 Pictures Music Computer Ccntrol Panel Devices and Printers Default Programs Help and Support View by Large icons 3p Backup and Restore Default Programs B Display A Fonts ary Graphics and a Lenovo Update and Drivers Mail 32 bit Performance Information and Tools Power Options m Lt RemoteApp and Desktop 8 Connections a System Windows Anytime Upgrade Windows Live Language Setting Export Printers Reports 4 Click on Associate a file type or protocol with a program Choose the programs that Windows uses by default Set your default programs Make a program the default for all file types and protocols it can open E Associate a file type or protocol with a program Make a file type or protocol such as mp3 or http always open in a specific program Change AutoPlay settings Play CDs or other media automatically amp Set program access and computer defaults Control access to certain programs and set defaults for this computer 5 Drag the scroll bar until you see tab TAB File Associate a file type or protocol with a specific program Click on an extension to view the program that currently opens it by default To change the default program click Change program Windows Media Player Microsoft Corporation _ Change program 7 Name Description Current Default sa ig snag dnagit tator mage anag tartor gt ssmagacc Snaglt Accessory
29. EG AR IC CE SA AP PC OGL PO BR A O PS TC TE Ph DK BR SF Heb SOuLGrVNWEF COO MAO 4Pe ae General journal Acme Enterprises Inc Enter 04 01 11 to 04 30 11 4 Account i 2 Date 3 Amount Debit Credit 4 Source 5 Reference Doc 6 Reverse next period User SSI Trx count B x Running balance eB System Trx count t 0 Running balance Fienxt entry F2 nxt acct F3 nxt entry by seq F5eline selection Blank look up by description The dates displayed in the upper right hand corner show your current accounting period Note that an Entry count and Running balance are kept as you make general journal entries When the running balance is zero all entries which have been made are in balance debits equal credits You can still exit if the Running balance is not zero New and Existing Entries You can work with both new and existing entries at this screen If you an entry has already been made for the information you specify that entry will appear and be available for changes or deletion 1 Account For a new entry Enter the number of the G L account to which this entry will be posted For an existing entry General Ledger General Journal without Job Cost Samco Power Accounting 11A 2 You can change or delete existing entries that are not yet posted to the General Ledger Entries that have already been posted are not accessible through this selection Enter an account
30. Enter the range of accounts or groups to be selected Follow the screen instructions 2 Next date cut off If you want to select only recurring entries with a next due date on or before a General Ledger Recurring Journal Samco Power Accounting 12 11 specific date enter that date here or press F1 for no specific date 3 Selection method Choose A automatic or M manual selection of recurring entries Automatic selection If you choose automatic selection recurring entries will be selected based on the criteria entered above Manual selection If you choose manual selection then after you complete entries on this screen the recurring entries meeting the criteria above will be displayed one by one for you to select manually which ones to turn into general journal entries Automatic selection When you press Enter at Field number to change a period of processing occurs while the recurring entries that you have specified are selected automatically by the computer The Recurring Selection List will be printed to show you which recurring entries have been selected The recurring entries that are selected will become general journal entries in the General Journal Transaction File when you run Use selected described later in this chapter Manual selection When you press Enter at Field number to change a screen then appears for you to select recurring entries manually Entries which are selected here will b
31. Extract specifications from the L C menu 53 Tc OL Oes earo selechon a Eat AR K E SA PP t FA C PO GR L FP PS TA PER PA O S Hep amp t _ Extract specifications Acme Enterprises Enter specifications 1 Specification a 2 Layout 3 Selection type 4 Single Row output 5 Output file name 6 Extract next run Section Group selection 7 Main acct Fl next specification From the Extract specifications menu select Enter extract specifications This is the screen you see General Ledger Ledger Connection Samco Power Accounting 24 3 New and Existing Specifications From this screen you can work with both new and existing specifications 1 Specification Enter the number that identifies the specification the number cannot be zero or use the option Option F1 to scan through the specifications on file Format 999 We recommend that you group specifications numerically so that it will be easy to select all specifications within a particular numeric range for printing For example assign specification numbers 1 to 100 for financial statements for monthly reporting 101 to 200 for quarterly reporting and 201 to 300 for year end and budgeting reports 2 Layout Enter the existing layout number to which these specifications will be applied or use the option Options F1 to scan through the layouts on file F2 To print data for All G L accounts in account number sequence
32. Fe Edt AR IC OE SA AP PC GL JC PO BA Pi CL PS TC TR PA DX SA SF Hep i FOG JXuUty COG MAO dha Emn Chart of accounts Acme Enterprises Inc Enter 4 Account number 1000900 2 Description Cash account 13557 3 T B subtotal level 4 Fin statement type F2 Change header type Using Notes You can enter an unlimited number of notes about this account Each note is given a date time stamp so that you can scan through the notes in time sequence later To scan through existing notes use the keys as shown at the bottom of the screen PgUp PgDn Home Esc and F1 A menu at the bottom of the Notes area shows three selections Date and time Use this selection to change the date and or time of a note Text entry General Ledger Chart of Accounts Samco Power Accounting 8 14 When you select Text entry the cursor is positioned for you to enter the first line of the text of the note This selection uses Samco s text editing function You can enter text in much the same way as most word processing programs using the Enter key arrow keys Esc Tab when done etc When you are finished entering text press Tab and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options When you select File Options you have these choices File Save what I have just entered cha
33. File using Recurring journal trx gt Use selected Post the recurring journal transactions using General journal trx gt Post Mark entries in the General Ledger Transaction File as correcting entries using Set correcting entries Periodic Monthly Operations Checklist EACH PERIOD EACH PERIOD AS NEEDED ___If you are using Samco A R A P I C P C or J C then follow the procedure described in the chapter titled Get Distributions to pull debits and credits from these packages into General Ledger Printa Trial Balance Report using Trial balance e ____ Print the Source Cross Reference Report as needed to print a list of entries in the General Journal Transaction File by source code or journal number Print a General Ledger Worksheet Use this worksheet to make adjustments for the period If you have set up the Standard Journal edit the transactions in the standard journal as needed The standard journal would normally General Ledger Guide to Daily Operations Samco Power Accounting 4 2 contain debits and credits for adjustments to be made for the accounting period Print an edit list to verify your entries and then post the standard journal to the General Ledger Transaction File If you have not set up the Standard Journal use General journal to enter and post your adjustments Print another Trial Balance as a permanent record of the debits and credits for the current period
34. General Ledger chapter Enter either General Ledger Get Distributions Samco Power Accounting 21 2 Period compress Date compress No compress Compress using the account compress code QazovV If you select P a maximum of two summarized entries will be created for each account for each accounting period If you select D a maximum of two summarized entries will be created for each account for each separate date The journal number will also be retained NOTE See the chapter titled Summarize General Ledger for a discussion of why a maximum of two entries are created If you select N all entries will be transferred in full detail with no summarization These three choices apply for all accounts The fourth choice G applies on an account by account basis If you select G summarization is done according to the compression code in the Chart of Accounts record for each account 4 Purge distribution file This determines if distributions will be purged completely removed from the distribution file in the other package as they are being transferred to the General Journal Entry File If you don t want to purge the distribution file during the interface you can still purge the distributions at a later time from within the package from which the information is being transferred Answer Y to purge the distributions in the other package or N to keep them on file in the other package 5 Use vendor name or reference from A
35. L Transaction File for all accounts up to but not including 9000 901 Using the Backup file utilities restore the converted file creating a new G L Transaction File This new G L Transaction File will contain all debits and credits from the original file except for the credit to account 9999 901 Your G L Transaction File will not be in balance General Journal without Job Cost Samco Power Accounting 11A 12 SAMCO Building business and technology relationships Chapter 11B General Journal with Job Cost NOTE Because several features of General Journal processing change if you have interfaced the Samco G L package to the Samco Job Cost package we have added this alternate chapter To interface G L and J C see the J C Control Information chapter If you have not interfaced your General Ledger package to Job Cost use the preceding chapter General Journal Introduction This selection is used to handle general journal entries Once general journal entries have been entered and verified as correct with the help of the edit list you can post them to the General Ledger Transaction File To Begin Select General journal trx from the General Ledger menu then select Enter Making General Journal Entries General Ledger General Journal with Job Cost Samco Power Accounting 11B 1 Eo AR IC CE A AP PC GL A PO BR A L PS TC OTB PA OO BR SF Hep POLJE COO MAO dP at General journal Acme Enterprises Inc E
36. Ledger using Get distributions are easily recognized The source field will contain the name of the package from which the entry was transferred and the reference field will contain a description of the original entry If the entry has been compressed by date the reference field shows NET CHANGE FOR DATE JRNL Jrnl means journal number If the entry has been compressed by date the reference field shows NET CHANGE FOR THE PERIOD If the entry has not been compressed the reference field depends on the origin of the distribution file that is Package Reference AP Vendor name or reference depending on your choice in field 5 AR Customer name IC Type 1 Income Type 2 Cost of goods sold Type 3 Inventory adjustment Type 4 Inventory liabilities Type 5 Inventory value JC From Job Cost PC Employee name General Ledger Get Distributions Samco Power Accounting 21 5 If the entry is compressed the document number is blank Otherwise the document number depends on the origin of the distribution file namely Package Document number AP Invoice number for expenses and new A P added Check number for payments and discounts AR Document number used in A R typically invoice number IC blank JC blank PC Check number If entries are compressed by period the journal number is lost Otherwise the original journal number is retained When entries are compressed by date this means they are in effect
37. MAO d gt he SAMCO Power Accounting General Ledger Acme Enterprises Inc Please select E i 1 C General journal trx Recurring journal trx Standard journal trx 2 3 4 5 Set correcting entries 6 Statement layouts 7 View 8 Reports 9 Ledger connection 10 Get distributions 11 Detail History Make a selection or press F2 for more selections or F1 1 for help at any time The selections that you will be using most often such as General Journal are on the first screen of the main menu To choose one of the selections shown above type the number of the selection and press Enter For example to select General Journal trx type 2 General Ledger Starting Up Samco Power Accounting 3 2 To get to page 2 of the menu press F2 from page 1 If you are using multiple companies and this is a consolidation company an additional selection appears Company consolidation Make selections from page 2 the same way as from page 1 You may also make selections on page 2 from page 1 by typing the selection number For example to select Accounting periods while page 1 is displaying type 13 To return to page 1 of the menu press F2 or Tab Help While using your Samco Power Accounting software press the F11 key at any timed for help about what you re currently doing To Exit the G L Module To exit the G L module press TAB from page 1 of the G L menu or use the Jump function by pressing
38. OA OO OPS OTC OUTS A Oe OBR SF Heb t Orv Bw I Set up accounts Acme Enterprises Inc Copy chart of accounts Please enter Company to copy from im Section Group selection 5 Main acct 6 Profit ctr Company ID must be two characters AjZ1 0 9 If the Chart of Accounts File of the current company already contains some accounts you see a message informing you of this and asking if you are sure you want to continue If you do accounts already on file in the current company will not be changed by the accounts copied from the other company Budgets and comparatives for copied accounts are automatically se to zero for the current company Company to copy from Enter the company D of the company to copy from the other company above Follow the screen instructions 5 Main acct Enter the main account of the company to copy from 6 Profit ctr Enter the profit centre of the company to copy from Set Beginning Balances General Ledger Setup Procedures Samco Power Accounting 9 6 Select Set up procedures Set fiscal year beginning bal from the 2 page of the G L main menu Use this selection to set beginning balances for the balance sheet accounts When you enter comparative amounts in Chart of Accounts and then run this selection a General Journal entry is created for each balance sheet account in the amount of the final period s comparative figure This selection is run only once when you first set up
39. Reports Print financial statements gt Set up specifications gt Enter specifications from the G L menu General Ledger Reports Samco Power Accounting 15 12 RITE Gt Enter specifications ajoj x Fe Ede AR IC OE SA AP PC GL JC PO BA Pi CL PS TC TR PA DX SA SF Hep POL GeVYRwott COG ARO d gt a kw Financial statements Acme Enterprises Inc Enter specifications 4 Specification 2 Layout 3 Rounding factor 4 Budgets Comps 5 Ratios variances 6 Print next run Section Group selection 7 Main acct 8 Profit ctr F1 next specification Entering Specifications New and Existing Specifications From this screen you can work with both new and existing specifications 1 Specification Enter the number that identifies the specification the number cannot be zero or use F1 to scan through the specifications on file We recommend that you group specifications numerically so that it will be easy to select all specifications within a particular numeric range for printing For example assign specification numbers 1 to 100 for financial statements for monthly reporting 101 to 200 for quarterly reporting and 201 to 300 for year end reporting Additionally you could assign specification numbers 1 to 50 to profit and loss statements and supporting schedules and 51 to 100 to balance sheets and supporting General Ledger Reports Samco Power Accounting 15 13 schedules 2 Layout Enter the exis
40. SUB1 1030 000 1050 000 1060 000 1070 000 SUB1 1080 000 1090 000 General Ledger Acct 1 Acct 2 Acct 3 Sum of Accts 1 3 Acct 4 Acct 5 Sum of Accts 4 5 Sum of Accts 1 5 Acct 6 Acct 7 Acct 8 Sum of Accts 6 8 Acct 9 Acct 10 Samco Power Accounting Bal Prt typ Accum 18 25 Prt col Paren cntrl uv U UV TUUU Wn N a N Financial Statement Layout SUB1 Sum of Accts 9 10 2 C SUB3 Sum of Accts 1 10 3 G 1100 000 Acct 11 P 1 1110 000 Acct 12 p 1 SUB1 Sum of Accts 11 12 2 C 1120 000 Acct 13 P 1 SUB4 Sum of Accts 1 13 3 C Resulting Statement Acct 1 800 00 Acct 2 500 00 Acct 3 200 00 Sum of Accts 1 3 1 500 00 Acct 4 400 00 Acct 5 300 00 Sum of Accts 4 5 700 00 Sum of Accts 1 5 2 200 00 Acct 6 600 00 Acct 7 650 00 Acct 8 200 00 Sum of Accts 6 8 1 450 00 Acct 9 350 00 Acct 10 450 00 Sum of Accts 9 10 800 00 Sum of Accts 1 10 4 450 00 Acct 11 225 00 Acct 12 750 00 Sum of Accts 11 12 975 00 Acct 13 400 00 Sum of Accts 1 13 5 825 00 CLS1 CLS9 Clear subtotal without printing This causes the subtotals from level 1 through the level you specify to be cleared without printing For example CLS1 clears preceding level 1 subtotals only CLS3 clears preceding subtotals for levels 1 2 and 3 CLS9 clears all preceding subtotals You may find this code useful in the final formatting of the financial statements you will present
41. Transaction File will not be in balance General Ledger General Journal with Job Cost Samco Power Accounting 11B 13 SAMCO Building business and technology relationships a Chapter 12 Recurring Journal The purpose of the recurring journal is different from the standard journal Here is how each works Standard Journal The standard journal contains debits and credits which are to be posted to the G L Transaction File the permanent G L file The entries are posted once per accounting period All of the debits and credits in the standard journal are posted You cannot individually select entries to post Standard journal entries are left on file in the Standard Journal Transaction File for use in the next accounting period Recurring Journal The recurring journal contains entries which work in a fashion similar to Recurring sales A R and Recurring payables A P If you are just using G L you may use this selection for recurring receivables and payables then copy them on a recurring basis to the general journal Recurring journal entries are entered selected for use and then the selected entries are copied to the General Journal Transaction File From there they are posted to the G L Transaction File Recurring journal entries may recur at any interval which you wish such as daily weekly bi weekly quarterly etc These intervals do not have to align to your accounting periods This is useful for such items
42. a correcting entry This information is used in preparing the Expanded Cash Flow Statement in Financial Statement layouts Answer Y to mark this as a correcting entry This question displays only if the G L Control File specifies that correcting transactions are allowed See the Control Information chapter Entering Notes Press F6 to enter notes about this entry or view or change existing notes The following screen appears 04 01 11 to 04 30 1 Doc Using Notes The purpose of notes for journal entry is to allow you to annotate the entry with descriptive information It is an assist to the audit trail so that the full and exact purpose of a particular debit or credit can be understood when someone reviews the Register at a later time General Ledger General Journal without Job Cost Samco Power Accounting 11A 6 The notes will always appear on the General Journal Entry Register and you may choose to have them appear on the Edit List as well The notes are not saved after posting This section uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text press Esc and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options When you select File options you have these choices File Save what I have just enter
43. an account Tab to exit From the F4 view account you can further drill down General Ledger View Samco Power Accounting 14 2 Fie Eat AR K OE SA AP PC GL FA IC PO BR P CL FP PS TA PER PA OX S Help SPSKGSVXwW s OOO KASS dP e ik 2170 GST HST PAYABLE r 03 07 98 29 14 Interface from A R 03 09 98 497 20 Interface from A R 03 10 98 241 83 Interface from A R 03 11 98 275 36 Interface from A R 03 12 98 180 63 Interface from A R 03 12 98 c 388 15 Interface from A R 03 12 98 16 888 49 GST RECEIVER GENERAL 980 C3034 03 13 98 36 45 Interface from A R 03 16 98 103 07 Interface from A R 03 17 98 47 73 Interface from A R 03 18 98 622 27 Interface from A R 03 18 98 c Interface from A R 03 19 98 Interface from A R 465 229 95 17 338 57 Up Dn PgUp PgDn FI F2 F5 F6 TAB Follow the screen prompts for options F1 to view source and document F2 to select the next account F4 for further detail by account F5 cross reference by Journal F6 to access notes Tab to exit Using Notes If you press F6 you may enter an unlimited number of notes about the account being displayed Each note is given a date time stamp so that you can scan through General Ledger Samco Power Accounting 14 3 View the notes in time sequence later This selection uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text pres
44. are not defined in Accounting periods These periods will be skipped automatically Once you enter an amount for the first comparative you can use the options Options F1 to repeat the comparative amount for the next period F2 to duplicate the comparative amount for all remain valid periods At the end of the fiscal year when Close a year is run the account balances for each period will automatically be transferred to the corresponding comparative periods Comparatives are entered only when the system is first set up If you press Esc while entering comparatives the screen is cleared and you are prompted to re enter the information starting with field number 1 Changing Existing Comparatives It is not likely that you will want to change the comparative amounts particularly after the first year of operation For this reason the message Change not allowed will display if you try to get access to one of these fields It is possible to override the restriction See the System Functions Guide for information on how to do protected changes Entering Budgets General Ledger Chart of Accounts Samco Power Accounting 8 10 Ledger Connection This feature allows the user to import budgets into the GL Chart of Accounts from a spreadsheet To access this feature go to GL Ledger Connection In Samco s General Ledger system a budget is defined as the targeted or anticipated net change to an account during a given peri
45. be used to correct a previous entry you can mark this as a correcting entry This information is used in preparing the Expanded Cash Flow Statement in Financial statement layouts Answer Y or press Enter for N NOTE Only the debit or credit shown on this screen will be marked as a correcting entry The distributions entered on the next screen are never marked as correcting entries If you are using the recurring journal entry to allocate to a set of accounts then you would normally mark the debit or credit on this screen as a correcting entry Consult with you accountant as needed regarding this Notes In addition to the usual options you may press F6 to enter or review notes about this recurring entry Refer to the section titled Using Notes later in this chapter General Ledger Recurring Journal Samco Power Accounting 12 5 When you are through using notes press Tab then press Enter at Field number to change to get to the second screen l3x Fle Edt AR IC CE SA AP PC OGL AC PO BRA A O PS TC OTB OPA OOK SR SF Hep COLSrVNwOtF COO HAO dPe amp Recurring journal Acme Enterprises Inc Enter Amount 500 0O0DR 4 01 11 to 4 30 11 Acct Reference Amount 10 41 12 13 14 15 16 17 18 Running balance ee 19 Start date 22 Next date 20 Final date 23 Max uses 21 Interval Every 24 Times used Last date Not selected Last doc none Press F1 to display account descriptions F
46. could enter 6000 RET PQO1 ADM PQ02 ADM PQ03 ADM and PQ04 ADM as 6000 RET PQ to represent all accounts Other uses of Wild Cards General Ledger Financial Statement Layout Samco Power Accounting 18 17 Wild cards are used in other ways besides with PAT s For instance if you enter PRT Accum P on the line that has the wild card then the accounts matching the wild card will be printed For example 8300 would print 8300 000 100 300 and 400 8300 would print 8300 100 200 300 and 400 Or 6000 RET PQO1 would print 6000 RET PQ01 ADM 6000 RET PQ01 ADV 6000 RET PQO1 LBR and 6000 RET PQO1 OPR Use of This wild card character has been included to allow you to exclude accounts with sections sub accounts which are either all zeros or spaces or contain trailing zeros or spaces Example 1 Your G L account number consists of two sections both numeric You have set up the second section as your profit centre with section value 000 defining the master profit centre and 100 200 300 and 400 as the remaining profit centres By entering the account 4000 00 all of the profit centres will print except for 000 Example 2 Your G L account number consists of two sections XXXX XXXX both alpha numeric You have set up the second section as your profit centre with a blank section value defining head office By entering the account 4000 all of the profit centres will print except for the bla
47. define a G L account which will be used for net changes to inventory Let us call this account Net Change to Inventory The second step in entering and posting these adjustments is to make an entry which debits Net Changes to Inventory for an amount equal to the opening balance of inventory for the period The corresponding credit is to Merchandise Inventory For example DR Net Change to Inventory 96 833 45 CR Merchandise Inventory 96 833 45 The net result of these debits and credits is that the beginning balance of Merchandise Inventory within the Samco G L is the opening inventory balance the ending balance of Merchandise Inventory is the balance of inventory as of the end of the period and the net change period to date of Net Change to inventory is the net change to inventory The Net Change to Inventory account will have a credit balance for the period if there is more inventory on hand at the end of the period than at the beginning of the period and represents the amount by which inventory increased during the period The Net Change to inventory account will have a debit balance for the period if there is less inventory on hand at the end of the period than at the beginning of the period and represents the amount which inventory decreased during the period The above entries should be dated within the period for which you are printing financial statements On your P amp L layout enter account codes s
48. distributions before transferring them you will have to enter these distributions again manually using General journal This defeats the purpose of the Get distributions selection The purpose of printing the Distribution to G L Report is to obtain an accurate list of the debits and credits that are to be transferred to G L You may wish to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed After printing the report you should than back up your data files and run Get Distributions When running this selection you should specify that the distributions are to be purged as they are copied to the General Journal Transaction File If a power failure and computer crash should occur while running Get distributions simply restore your backup and repeat the procedure An alternative procedure is as follows 1 Back up your data files 2 Run Get distributions specifying that the distributions as they are not to be purged Run Distributions to G L specifying that the file is to be purged and that only interfaced distributions are to be purged Print the General Journal Entry Edit List The debits and credits printed on the edit list should be comparable to the debits and credits on the Distribution to G L Report provided that you have followed this procedure each period If you have not purg
49. file 1 Layout number Enter the layout number of the existing layout you want to copy or press F1 to scan through the layouts on file for this member 2 New layout number Enter the number which you want to assign to this new layout in the consolidation company or press F1 to use the same number as the member company s layout 3 New description Enter the description for the new layout in the consolidation company or press F1 to use the description in the member company This description is only for your use in managing your layouts it does not appear on General Ledger Company Consolidation Samco Power Accounting 25 16 the statement 4 Copy text This lets you copy texts that are already in the Text File of the member Otherwise you must enter entirely new texts directly into the Text File of the consolidation company through Texts Answer Y to copy the text from the layout you have selected If two member companies each have a text identified by the same number for example 3 only the text which you copied first will be available You will have to manually enter the second member s text number 3 assigning it a different number in the consolidation company s Text File and financial statement layouts Verifying Consolidation Setup Select Verify consolidation setup from the Company consolidation menu This selection verifies the account links and prints the Setup Verification Report You should always
50. have more than one consolidation company and you can designate each actual company to be a member of one or more consolidation companies The consolidation company and all its members must have the same number of accounting periods however members are not required to have the same dates for their accounting periods This allows a member in a remote location to close out its fiscal year before the rest of the members so that its information can be ready at the time of the consolidation To Begin To set up this function for use follow Checklist A Setting Up Company Consolidation at the end of this chapter Use this checklist as a guide for the rest of this chapter All of the steps on the checklist are needed to set up the structure to allow consolidation Normal Operation To do the company consolidation for each subsequent fiscal year follow the steps in Checklist B Consolidating Entries for Subsequent Years Before you produce financial statements for the consolidation company you must consolidate add to the consolidation company entries from its members During the year entries from member companies can be consolidated whenever you want Once they are consolidated the entries are automatically restricted from being consolidated again so that the same entry is not added twice to the same consolidation company NOTE You may override this restriction This override is provided so that if a company is a member of m
51. is a group of one or more related fields For example the fields representing the account number the amount and the distribution date might be grouped together into a record called the entry record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data The General Journal File in General Ledger is an example of a data file Such a file is made up of several records each of which contains the account number amount etc for one entry Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Post To post means to take entries from a temporary file and move them to a permanent file where other entries probably already exist For example in G L entries are General Ledger Understanding General Ledger Samco Power Accounting 1 8 initially entered into the temporary General Journal File After entries have been entered and verified as correct they are posted to the more permanent General Ledger File Often during entry posting information in other data files is also updated For example when sales from Accounts Receivable are posted
52. journal entries which recur weekly quarterly etc instead of just once per accounting period It also saves you time because if you want to do an allocation to a set of accounts you can distribute by percentage in the standard journal you must distribute one transaction at a time You can set a time limit on a recurring entry You can also limit recurring entries in terms of the number of times used View Accounts General Ledger Understanding General Ledger Samco Power Accounting 1 11 The View accounts selection allows all entries for a selected account and within a specified date range to be displayed on the computer monitor Source Cross Reference The Source Cross Reference Report shows all entries for any time period for one or more sources and or one or more journal numbers This report prints detail individual entries in order by source or by journal number whichever you select You can always associate a journal number with a printed physical document and provided you have not compressed the general ledger you can reconstruct a lost journal printout by using this selection To reconstruct specify all sources and dates for a particular journal number Because you select the ranges of starting and ending source codes starting and ending journal numbers and starting and ending dates this report is a very powerful tool for identifying unusual transactions and their origins As in nearly all Samco reports you can d
53. list Using Selected Recurring Entries General Ledger Recurring Journal Samco Power Accounting 12 14 When you have verified that your selection of recurring entries is correct and complete you are ready to create general journal entries for those recurring entries selected Select Recurring journal trx gt Use selected You are asked if it is OK to create the entries The document number for the general journal entry if left blank is filled in by the software using the sequence number and date of the recurring entry General Ledger Recurring Journal Samco Power Accounting 12 15 SAMCO Building business and technology relationships Chapter 13 Standard Journal This function provides you with the ability to generate journal entries which occur every accounting period but which may have values that vary from period to period depreciation of fixed assets is an example of a use for standard journal entries The Samco General Ledger system provides you with two methods for creating standard journal entries Standard journals and Automatic journals Recurring Journal The G L package also has a recurring journal which handles recurring entries although similar to standard journal entries its purpose is different Refer to the chapter titled Recurring Journal for a comparison of the recurring and standard journals Standard Journals Standard journals are identical to regular general journal entries in structure excep
54. notified If a balance sheet account appears on a P amp L layout you will be notified NOTE There are situations in which a balance sheet account should appear on a P amp L statement as discussed in the appendix titled Handling Periodic Inventory 3 Every balance sheet account in the Chart of Accounts appears on the balance sheet layout 4 Every P amp L account in the Chart of Accounts appears on the P amp L statement 5 BSNI Balance Sheet Net Income is on the balance sheet layout You may choose to verify a layout with respect to a single sub account or with respect to a sub account group In this case only accounts on the layout and accounts in the Chart of Accounts which match the single sub account or are contained in the sub account group are considered during the verification You would verify a layout with respect to a sub account or group if you plan to print the layout for just that sub account or sub account group Printing layouts for a single sub account or group is described in the chapter titled Financial Statements A Layout Verification Report is printed which includes any errors found Select Statement layouts Verify layouts from the General Ledger main menu General Ledger Financial Statement Layout Samco Power Accounting 18 42 FF TG Ol Veny layout o i e Edt AR K CE SA AP PC GL FA IC PO BR A CL FP PS TA PER PA OX SF Hele p avxX A Financial statement layouts Acme Enterprises Verify layout
55. on the amortization schedule or press F1 to print Loan repayment information Press Enter to skip set to zero the field to be calculated either Principal Interest rate Number of payments or Payment amount 2 Principal Enter the principal amount of the loan 3 Interest rate Enter the interest rate charged 4 Compoundings per year Enter the number of compounding periods in the year 5 Payments per compound General Ledger Calculate Loan Payments Samco Power Accounting 27 2 Enter the number of payments to be made per compounding period 6 Number of payments Enter the total number of payments to pay back the loan If you leave this field set to zero you are asked Allow change to payment amount If you answer Y the payment amount you enter in field 7 may be adjusted by the calculation If you answer N the payment amount in field 7 will not be adjusted 7 Payment amount Enter the amount of each payment The field you skipped is calculated and displayed The displayed total repayment amount principal plus interest and total interest amount are approximate Print the amortization payment schedule to get their correct values You are asked if you want to print a payment schedule If you do enter First payment date when asked This is the date the first payment is to be made General Ledger Calculate Loan Payments Samco Power Accounting 27 3 SAMCO Building business and te
56. outside your current accounting period You can enter General Journal entries dated outside your current period for the purpose of adjustment Trial Balance A trial balance is a trial run a test run made before printing the actual financial statements The G L Trial Balance Report shows all the entries for one or more accounts within one or more accounting periods You choose which accounts and accounting periods to print The Trial Balance Report and its cousin the G L Worksheet Report are often used by an accountant to figure out what adjusting entries need to be made before the final copy of your financial statements can be printed Financial Statements These are the summarized reports produced by the G L package which state how your company did financially over a specified period of time Many businesses pay their accountants to prepare financial statements every quarter three months Virtually all businesses prepare some kind of financial statements at least once a year The Income Statement also called the Profit and Loss Statement or the P amp L is one of the most important financial statements It typically shows your gross revenues the direct costs of the goods or services you sold to get such revenues your other operating expenses and your profits The Balance Sheet is another important financial statement Simply stated your balance sheet shows your assets and liabilities at a particul
57. period Enter a date or use one of the options Options F1 for the Earliest date on file Enter To use the starting date of the current period If you enter the earliest date on file the first entry shown would be the balance brought forward BBF entry which you previously entered in either Set up procedures or Close a year 3 Ending date The ending date does not have to be the ending date of an accounting period Enter a date or use one of the options Options F1 for the Latest date on file Enter To use the ending date of the current period EITC GL View generat lesper accounts i xj Fe E8 AR IC CE SA AP PC GLC PO BR A O PS TC TB PA OOK SR SF Hep SCO GrVXwots COO ARO d gt e amp View accounts Acme Enterprises Inc Account o000Ho00 Temporary 04 01 11 to 04 30 11 Date Transaction amount Balance Reference Jrnl 4 27 11 100 00 9 888 87CR Cost of goods sold 4 27 11 2 850 00CR 12 738 87CR Interface from A R AR2632 4 27 11 844 80CR 13 583 67CR Interface from A R AR2638 Total DR Total CR Beg bal 11 096 44CR 1 207 57 3 694 80 Net change 2 487 23CR Ending bal 13 583 67CR Up Dn PgUp PgDn F4 view source and document F2 select next account F4 detail F5 crossreference F6 notes TAB to exit L General Ledger View Samco Power Accounting 14 5 Up to 14 entries can be shown on the screen at once If there are more than 14 entries you can use the P
58. period This type is automatically set for balance sheets and supporting schedules balance sheet format N Net change for the reporting period This type is automatically set for Statement of Changes in Financial Position Prt Accum Print Accumulate General Ledger Financial Statement Layout Samco Power Accounting 18 6 Acct or Bal Prt Prt Paren function typ Accum col cntrl This field asks whether you want an account balance to print on the statement at this point or whether to accumulate store this balance and include it in a total to be printed on a subsequent line The choices are either P print the balance or A accumulate the balance The use of this field is illustrated in the section titled Printing Accounts later in this chapter Prt Col Print Column Acct or Bal Prt Prt Paren function typ Accum col cntrl This field is used only when a balance is to be printed on a balance sheet format and when Prt Accum is P The balance sheet format has three preset column positions in which a balance is printed Enter the number of the column in which you want the balance printed 1 2 or 3 For example you can use print columns to show totals as follows Cash First National Bank 2 000 00 Cash First Provincial Bank 1 000 00 Cash City Bank amp Trust 4 000 00 Total cash in Bank 7 000 00 Petty Cash Dept 100 S 500 00 Petty Cash Dept 200 300 00 Total Petty Cash
59. pop up window Next a screen appears for you to choose whether to print the date time and or page number on the financial statements If you are printing the statements rather than displaying them you may also choose whether to print the report number on them and how many lines General Ledger Reports Samco Power Accounting 15 17 FA TCE OL Print franc srements J a Fie Eft AR K CE SA AP PC Gk FA JC PO BR A CL FP PS TA PER PA OK F Hep a R n Ka ti Financial statements Acme Enterprises l Reporting period 09 01 12 to 09 30 12 Calculated period 02 01 10 to 01 31 11 Please enter 1 Starting date f 2 2 Ending date Print date 4 Print time 5 Print page 6 Print report 7 Lines per page Fl default dates and set all fields to N F2 default and set fields to Y 1 Starting Date 2 Ending Date Enter the starting date and ending dates of the reports or press F1 to enter default dates and set the rest of the fields to N F2 will enter the default dates and set the rest of the fields to Y 3 Print date Answer Y to print today s date on the statements or use one of the options Options F1 to set all fields to N F2 to set all fields to Y 4 Print time Answer Y to print the time of printing on the statements 5 Print page General Ledger Reports Samco Power Accounting 15 18 Answer Y to print the page number on each statement p
60. prompts will continue to assist your search General Ledger View Samco Power Accounting 14 8 SAMCO Building business and technology relationships Chapter 15 Reports The Reports menu groups together the Print trial balance Print general ledger worksheet Print source cross reference and Print financial statements together and are described in detail below Print Trial Balance Use this selection to print the G L Trial Balance for a range of selected accounts You can print the trial balance in either summary or detail The trial balance is usually run after all entries have been entered and posted for the specified period However it can be run at any time during General Ledger processing The period used is the reporting period defined in Accounting periods To Begin Select Reports gt Print Trial balance from the General Ledger menu General Ledger Reports Samco Power Accounting 15 1 EE OL Print trie balence ix E te E AR K CE SA AP PC GL FA JC PO GR OM Ch FP PS TA PER PA O USF Hep OF 7 r Trial balance Acme Enterprises 09 01 12 to 09 30 12 Please enter LJ Starting account 2 Ending account 3 Starting date 4 Ending date 5 Cash flow type 6 Show detail Print each acct on separate page Section Group selection 8 Main acct Press F 1 for First 1 Starting account 2 Ending account Enter the range of accounts to be included on the trial balance
61. referred to as GJ0005 While the register is being printed the entries are checked to see if there are any invalid accounts or if any periods are out of balance If invalid accounts are referenced you will not be allowed to post To continue either delete the entries with invalid accounts and then re enter them with valid accounts or enter the accounts into the Chart of Accounts If any periods are out of balance total of debits does not equal total of credits you are also not allowed to post To continue make another entry to bring the periods into balance If in GL Control information you have the following set to Y yes Allow posting outside period Y Allow posting outside year Y General Ledger General Journal without Job Cost Samco Power Accounting 11A 8 When you post the General Journal Entry the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the software displays the message Note One or more trx were dated outside the current period year Assuming no invalid accounts and no periods out of balance the software posts the general journal entries to the General Ledger Transaction File The system will advise the user if there are invalid accounts referenced in a general journal entry before printing the report This function sets the Running balance and Entry count to zero and clears the General Journal Transaction Fi
62. run this selection before actually consolidating entries It lists the status of each printed account as an aid for you to correct missing links An account will be listed on the Setup Verification Report if 1 It is a member account that is not linked to any consolidation account 2 There is a link to a member account which does not exists 3 There is a link to a consolidation account which does not exist 4 Aconsolidation account exists for which there are no links to any member accounts This may not be an error because not all consolidation accounts will necessarily be linked to member accounts Such consolidation accounts will still be printed for your review If any link is invalid per the above criteria a status message appears on the report Use the status messages as the basis for entering changing or deleting links or determining if it is an account such as a clearing account which does not have to be linked A screen appears for you to enter the member company ID whose links you want to verify Enter the ID or press F1 to verify the links of All members Consolidating Entries General Ledger Company Consolidation Samco Power Accounting 25 17 Select Consolidate entries from the Company consolidation menu All of the preceding selections are used to prepare for Consolidate entries This selection is where you actually perform the consolidation Use this function periodically to transfer entries from the mem
63. s an example of one possible method of numbering accounts Asset Accounts 1000 to 1999 o Current Assets usually 1000 to 1499 o Fixes Assets usually 1500 to 1999 Liability Accounts 2000 to 2999 o Current Liabilities usually 2000 to 2499 General Ledger Chart of Accounts Samco Power Accounting 8 1 o Long Term Liabilities usually 2500 to 2999 Owner s Equity Accounts 3000 to 3999 Revenue Accounts 4000 to 4999 Cost of Goods Sold Accounts 5000 to 5999 Cost of Goods Subtypes6000 to 6999 Expenses 7000 to 7999 Other Revenue 8000 to 8999 Other Expenses 9000 to 9999 Keep in mind that the Trial Balance is printed in account number order for different groups of accounts including subtotals For the subtotalling feature to be of value group the accounts so that subtotals will be meaningful For example you could group Current Assets and Fixed Assets separately Then within Current Assets you could show Cash Prepaid Expenses and Inventory each with its own subtotals Subtotal Levels To plan the position of subtotals it helps to lay out your entire Chart of Accounts in numerical order on a sheet of paper The example below is a simplified Chart of Accounts which demonstrates how the first three subtotalling levels work Subtotalling is described in detail in the chapter titled Financial Statement Layouts 1010 000 CASH FIRST NATIONAL BANK 1020 000 CASH FIRST PROVINCIAL BANK 1 1040 000 PETTY CASH 2 1100 000 ACCOUNTS R
64. same amount A variable journal entry is any entry that is made to the same account each period but for different amounts Before posting you can quickly locate and change the variable amounts to be posted by using F2 as described below Enter the type either P for permanent or V for variable or use one of the options Options F1 to scan through all entries on file General Ledger Standard Journal Samco Power Accounting 13 3 F2 to change to scanning through only variable entries on file Because the entries are in order by type and then by account number you can quickly locate the variable entries by pressing F2 and then using F1 to scan through them 2 Account This is the G L account for this entry It must by in the Chart of Accounts File Enter the account number or use one of the options Options F2 to scan through the G L accounts on file F1 to use the same G L account as the previous entry if any Enter to leave the number blank to find the G L account by description 3 Amount This is the amount of the entry which is always positive no minus sign allowed and is entered as either a debit or a credit depending on the parenthesis control which you defined in Chart of accounts If you enter zeros for both debit and credit amounts you are asked if this is OK If you answer Y you may proceed with the entry Enter the amount or press Enter to move to the opposite column and enter the amo
65. select the X Export printer from the pop up Printer Selection window the system may prompt you to identify which program should be used to open the file The export files are designed to be opened with Excel However they can be opened with any software that can access tab delimited files e g Windows Thin Client General Ledger Export Printers Reports Samco Power Accounting D 1 Please note that there may be a delay between the time the report has finished printing and the time the Excel worksheet opens This delay is dependent upon your system activity levels NIAC IG Valtation report File Edit AR IC OE SA AP PC GL JC PO BR PI CL PS TC PER PA DX SR SF Help BOXSSVXVN t O60 KH amp 4P aw Reports Acme Enterprises Inc Valuation report Enter the parameters for your Recycle Bin S Display on screen report as you normally do D Print to disk F Print to file m P Print to pdf When the Printer selection H Print to html popup window is displayed Print warehouse detail T select the X printer F4 select current Selection E Any change N IKG JG Valuation repost R File Edt AR IC OE SA AP PC GL JC PO BR PI CL PS TC PER PA DX SR SF Help BOXGEVKXV t 6600 HaS Abe ET Reports Acme Enterprises Inc Valuation report Follow the system prompts to cancel the report request or accept the default file name OR tab
66. statements For example instructions are stored in this file to direct whether to show budgets or comparative figures on any or all financial statements Setting Up General Ledger Perform these steps to start using Samco General Ledger 1 2 Study the chapter titled General Rules in the System Functions Guide Start G L according to the instructions in the chapter titled Using Samco General Ledger The Company File will be set up for you as part of the installation procedure Use Company information to modify the Company File to be appropriate for your company See the chapter titled Maintain Company Data in the System Functions Guide Define your accounting periods using Accounting periods See the chapter titled Accounting Periods Enter G L control information using Control information The information in the G L Control File controls how G L is used by your company Set up your Chart of Accounts If you are adding the G L package after other Samco packages are in use you may load accounts from the Valid G L Accounts file into the Chart of Accounts as described in the chapter titled Set up Procedures If other Samco packages are not already in use or you do not wish to load the Chart of Accounts from the Valid G L Account File then enter your Chart of Accounts using Chart of accounts as described in the chapter titled Chart of Accounts In setting up your Chart of Accounts you may choose to enter budgets for
67. the current fiscal year and comparative account information for the previous fiscal year If you do not enter this information then you will not be able to print financial statements which show budgets and comparatives during the initial fiscal year in which you are using the software When you close the fiscal year the software will store account balances from the year being closed as the comparatives for the new year Additionally you can set budgets based on these comparatives Thus even if you do not enter budgets and comparatives now you will be able to print financial statements in the next fiscal year which show budgets and comparatives since the software will generate this information for you when the current fiscal year is closed General Ledger Getting Started Samco Power Accounting 2 3 7 Set up beginning balances for your balance sheet accounts using Set beginning balances as described in the chapter titled Set up Procedures In order to use this procedure you must first enter comparatives for each balance sheet account If you have chosen to not enter comparatives then this function will not work correctly If you do not use Set beginning balances to set up beginning balances use General journal to enter the beginning balances Enter a debit or credit for each balance sheet account with a reference of BBF for balance brought forward These entries should be dated on the last day of the previous fiscal year These entr
68. the account balance and historical sales figures in the Customer File are also updated Alphanumeric When the manual refers to alphanumeric it means letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast numeric or digits means only numbers Multi company Multi company refers to the capability to do accounting functions for multiple companies with the same set of software A user wanting to do accounting functions for more than one company on Samco packages can use the System functions gt Multiple companies selection Company Consolidation Company consolidation is the action of summarizing the accounting activity of several companies into a whole as though they were one company For example the entries from companies A B and C could be summarized into company X and an overall set of financial statements produced for company X the consolidation company Product Description Samco General Ledger The General Ledger system includes those features most asked for by tens of thousands of users whose experiences over the past eleven years with earlier versions of this package have helped refine it to its current mature level e Handles up to thirteen accounting periods e Supports a 16 character 5 section G L account number e Supports multiple profit centres e Supports multiple companies e Produces an overall set of f
69. the debits and credits posted for each accounting period must be in balance As a result of this requirement the General Ledger Transaction File which contains your posted journal entries will always be in balance However the General Ledger Transaction File can go out of balance due to hardware errors where some of the data in the G L Transaction file is lost In this case you could find that the credits in this file exceed the debits or vice versa Normally you would restore your most recent backup in this situation See the appendix titled Backing Up Your Data Files in the Installation Guide However if no backup is available you will need to make a one sided entry in order to balance the G L Transaction File A one sided entry is one in which you are entering for example a debit with no balancing credit Samco G L does not allow one sided entries since such entries are not part of normal double entry accounting Should it become necessary to make a one sided entry you may do so as follows 7 Define a temporary G L account which is numbered higher than any other G L account you are using currently in your Chart of Accounts For purposes of this example we will number this account 9999 901 Enter this account into your Chart of Accounts as a P amp L account 8 Enter the one sided entry using General journal to an actual G L account not the temporary account mentioned above For purposes of this exampl
70. the earlier subtotal amounts in its subtotal Defining Sub Account Numbers A main account number of all zeros is reserved for defining a sub account number If sub account numbers are not used entering all zeros for the main account number is not allowed For example account number 0000 200 would be used to define sub account number 200 Each sub account number that you use must be defined in this way In later selections where entering a sub account is required the software will check to see that the sub account entered has been defined in the Chart of Accounts This eliminates the possibility of doing processing for a non existent sub account Entering Accounts Select Chart of accounts gt Enter from the G L menu General Ledger Chart of Accounts Samco Power Accounting 8 3 UBITC GL Enter accounts ae Sito ala x Fle Edt AR IC OE SA AP PC GL JC PO BR Pi CL PS TC TR PA OX SR SF Hep OSOn BH VRwtt GOO MAS APA Emh Chart of accounts Acme Enterprises Inc Enter 4 Account number i 2 Description 3 T B subtotal level 4 Fin statement type 5 SAF type 6 Paren control code Compression code 8 Cash flow type 9 Update valid accounts F1 next acct ShF1 prev acct F2 to use all some possible section values New and Existing Accounts From this screen you can work with both new and existing accounts If an account has already been entered for the number you specify that account will appear a
71. the edit list in General journal to verify that the entries created are correct before you post them to the General Ledger File You can make any changes desired through General journal If a change to the entry amount is necessary you should correct the comparative General Ledger Setup Procedures Samco Power Accounting 9 7 amount in the Chart of Accounts File as well Transferring Net Profit Loss Since entries are created for balance sheet accounts only you will need to create one additional entry to transfer last year s net profit or loss to the retained earnings account or to the equity account To do this select the Enter option of the General journal menu and make an entry dated with the last day of the previous fiscal year for the amount of last year s net profit loss The General Journal Chapter tell you how to do this If all other entries are correct this entry will bring the General Ledger into balance debits equal credits General Ledger Setup Procedures Samco Power Accounting 9 8 SAMCO Building business and technology relationships EN Chapter 10 Sub account Groups A sub account group is a set of sub accounts which you group together for reporting purposes If you are using a single section G L account number or are not validating your sub account sections skip this chapter When you print a Trial Balance G L Worksheet or financial statement you will be able to restrict these report
72. the message Note One or more trx were dated outside the current period year This report is available to be printed to the X Export printer For full details on setting this up please review appendix D for full instructions General Ledger General Journal with Job Cost Samco Power Accounting 11B 8 Posting General Journal Entries Select Post from the General journal menu If you selected to track journal transactions by user you are prompted to Print trx entered by all user Answering Y will print all transactions for all users while answering N will print only those transactions which you entered You have the option of printing out the entries either in account number order A or in the order they were entered E This selection will post general journal entries to the General Ledger Transaction File and will print the General Journal Entry Register The General Journal Entry Register shows every entry that is to be posted exactly as it will appear in the General Ledger Transaction File The report number and journal name are used to form a unique journal number Later when you wish to refer to a General Journal Entry Register you can do so by using GJ General Journal plus this report number For example General Journal Entry Register number 0005 could be referred to as GJ0005 While the register is being printed the entries are checked to see if there are any invalid accounts or if any periods are o
73. the ratio for just the current reporting period Use ending balance to compute the ratio for the entire fiscal year up to the end of the current reporting period Accounting ratios which are based on both balance sheet and P amp L accounts should be calculated using type E Expanded Cash Flow Statement layouts For each account entered on this layout you may choose the beginning balance ending balance or net change for the reporting period Choose the correct balance for each account depending on the ratio being calculated NOTE When entering a G L account on a type E layout you are given a warning message if you have not defined a cash flow type for the account through Chart of Accounts Thus for ease of data entry you should enter cash flow types for each account to be used on the type E layout General Ledger Financial Statement Layout Samco Power Accounting 18 28 Storing Totals and Calculating Ratios Calculating ratios on financial statements is done in a fashion similar to using a hand held calculator When using a calculator you can store calculated numbers into memory registers y y When printing financial statements you can store an account total that has been printed on the financial statement into one of 9 different memory registers Then calculations can be performed on these memory registers in order to compute the accounting ratio The value in a memory register can then be printed on the fi
74. the report will show how the entries are compressed in the consolidation company s files If you included entries already consolidated field 7 and are actually consolidating entries field 8 you will be warned that you might be adding the same entries twice to the same consolidation account Some of the information provided on the Consolidation Edit List is Source The first 2 characters are the member company s ID from which the entries are consolidated The other digits are the sub account of the member company from which the entries are being consolidated Reference This is set to Consolidation from Co XX where XX is the member company ID from which the entries are being consolidated Doc The first 2 characters are the member company s ID from which the entry came The last 6 numbers are the consolidation date General Ledger Company Consolidation Samco Power Accounting 25 20 Checklist A Setting Up Company Consolidation Follow this checklist to set up for company consolidation References you will need e Multiple Companies chapter in the System Functions Guide e Company Information chapter in the System Functions Guide e Using Samco General Ledger chapter in this user manual e Accounting Periods chapter in this manual e This chapter Step 1 Define your consolidation company See the chapter titled Multiple Companies in the System Functions manual Step 2 Run you General Ledger package En
75. this account If you press F1 enter the type of adjustment you want to make either 1 to re enter period budgets 2 to enter a yearly budget 3 to change the existing budget by a certain percent Re enter Period Budgets Current amounts are shown and you can skip any amount that is leave it unchanged by pressing Enter This means that if you intend to change a budget to zero you must type zeros over the current values So if you only want to change a few fields use Enter to position the cursor to these You will find this faster than updating by field number Enter Yearly Budget Your existing period budgets will be replaced by the amount you enter divided by the number of valid accounting periods Percent Change Enter a percentage by which to change all period budgets A negative percentage will decrease budgets A positive one will increase them If you select Pct change by mistake press Enter which will apply a 0 increase to each budget i e no change Deleting G L Accounts The F3 key is used to delete a G L account A G L account can not be deleted if G L transactions are on file in the G L Transaction File for that account There are also other checks made If you cannot delete a G L account for some reason the software will inform you through a message as to why Printing a Chart of Accounts Standard The Samco General Ledger generates two types of chart of accounts listings a standard an
76. to comp T D Actual T D Budget Y T D Variance act to budg 0 W Y T D Comparative N Y T D Variance act to comp uw Comparative total for year gt Y T D Variance act to comp tot 1 All amounts described below Press Enter to include all figures below in the data extraction or use the option General Ledger Ledger Connection Samco Power Accounting 24 7 Option N to answer each selection individually If you answer Y the cursor will skip fields 2 through 12 Make any necessary changes and press Enter at Field number to change 2 Fields 2 through 12 Press Enter to exclude the corresponding figure from the data extraction or use the option Option Y to include the corresponding figure in the data extraction Deleting Specifications To delete an extract specification that is already on file enter the specification number or press F1 to scan through the specifications on file Once the specification you wish to delete is displayed press F3 to delete and confirm Clear Extract Selections Select Clear extract selections from the Maintain extract specifications menu Use this selection to set the Extract next run 2 field to N for all extract specifications on file All specifications will then be set so that none will be extracted on the next Perform data extracts run Generalized Extract Selection Select Generalized extract se
77. to your shareholders After you enter the CLS1 CLS9 code the field which appears is for printing accounting ratios If no accounting ratios are to be printed on the statement leave this field blank See the section titled Accounting Ratios later in this chapter A typical use of CLS is when you are comparing one account with the total of several accounts General Ledger Financial Statement Layout Samco Power Accounting 18 26 For example suppose you want the statement to show Sales Acct Expense Acct 1 Expense Acct 2 Expense Acct 3 Total Expenses Gross Profit Reporting period Amount 4 000 00 1 500 00 500 00 1 600 00 3 600 00 400 00 Year to date Amount 23 700 00 6 000 00 3 000 00 11 000 00 20 000 00 3 700 00 But if you entered your layout like this using SUB1 on the third line you would not get what you want Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG 6000 000 Sales Acct N P LF SUB1 blank D 5010 000 Expense Acct 1 N P 5020 100 Expense Acct 2 N P 5030 200 Expense Acct 3 N P UL SUB1 Total Expenses C LF SUB2 Gross Profit D Instead you would get Reporting period Year to date Amount Amount Sales Acct 4 000 00 23 700 00 4 000 00 4 000 00 Expense Acct 1 1 500 00 6 000 00 Expense Acct 2 500 00 3 000 00 Expense Acct 3 1 600 00 11 000 00 Total Expenses 3 600 00 20 000 00 Gross Profit
78. up valid G L accounts from the second page of the G L menu This selection may be used only if you have installed another Samco package in addition to General Ledger This sets up the Valid G L Account File in another Samco package A R A P etc from the General Ledger Chart of Accounts File NOTE This manual assumes that this selection is not to be run at this point but the following explanation is given The Valid G L Account File is the account file shared by all of the Samco Power Accounting packages When one or more of A P A R I C J C or P C are used with General Ledger the Get distributions selection in G L is used to transfer distributions for the accounts found in the Valid G L Account File to the accounts listed in the G L Chart of Accounts Therefore the account numbers in the Valid G L Account File and the G L Chart of Accounts File must match exactly so that the information will be transferred to the correct accounts Using Set up valid G L accounts provides a convenient method of loading the correct accounts into the Valid G L Account File from the Chart of Accounts File Since all of the information necessary to create the Valid G L Account File account number and description exists in the Chart of Accounts File the valid G L accounts can be fully loaded using this procedure Select C to create a new Valid G L Account File or A to add records to the existing Valid G L Account File CAUTION DON T SELECT
79. used either independently or interfaced to the Samco Accounts Receivable Accounts Payable Canadian Payroll Inventory Plus and or Job Cost systems Accounting Periods Using the Accounting periods selection you can define a fiscal year containing from one to thirteen accounting periods You can also define a separate period for use in reporting purposes G L Account Number Format Companies with multiple sales departments or branches often require separate Profit and Loss Statements for each profit centre Samco s General Ledger supports sub accounts to represent multiple profit Centres When you set up the format of your account numbers you are offered the option of selecting one of the sections as a profit centre this is optional Sub accounts may also be used to categorize expenses in different departments not necessarily profit Centres See the explanation under Profit Centres and Sub Accounts earlier in this chapter Each account number can be up to 16 alphanumeric characters user defined which can further be divided up into a maximum of 5 sections also user defined with user selectable section dividers This is discussed in detail in later chapters Chart of Accounts In addition to the G L account number and account description the chart of accounts record contains various codes which govern the handling of the account throughout the system General Ledger Understanding General Ledger Samco Power Accounti
80. warnings in the import file a window will appear asking you for a printer destination for the G L transaction import error report Some cases where a report will be produced are An invalid G L account number has been entered The transaction date is out of the current period The entries are out of balance Record format or field positioning is incorrect The accrual reversal flag is not entered a Y N or blank If an error occurs during the import process the procedure aborts and no transactions are imported The entry of an incorrect date which falls outside of the current period is not considered an error and does not cause the import to fail Errors on the first transaction will prompt you to abort or continue If you wish to edit the remainder of the transactions press Enter and the procedure will continue to edit the remaining transactions for errors otherwise press Tab and you will return General Ledger General Journal with Job Cost Samco Power Accounting 11B 11 to the Process general journal transactions menu Once the import has been successfully completed print a transaction edit list to ensure that the imported information is correct before posting To print an edit list showing only the import transactions restart the Samco accounting system and login with the initials IMP Any changes made should also be made to the system the transactions originated from One sided entries When general journal entries are posted
81. wish to clear the budgets and comparatives of your consolidated chart of accounts now 2 to zero out the consolidation company s B amp C s 2 Add the new B amp C s from each member company by answering Y to Add in budgets comparatives 2 General Ledger Company Consolidation Samco Power Accounting 25 11 Refer to Checklist B for the complete year end procedure d To add the B amp C s of new accounts at any time 1 Establish any new links needed from the member company s new accounts to the consolidation company accounts 2 Add the B amp C s from the member company s new accounts by answering Y to Add budgets comparatives NOTE Only the B amp C s from the new accounts will be added since B amp C s already added once from a member will NOT be added again until they have been subtracted through question 5 below or have been cleared to zero by answering Y to Do you wish to clear the budgets and comparatives of your consolidated chart of accounts now 2 4 Add in budgets comparatives This determines if budgets and comparatives from this member s accounts will be added to the consolidation accounts Answer Y or N If you answer Y the next field is automatically set to N 5 Subtract budgets comparatives This determines if budgets and comparatives for this member s accounts are subtracted from the consolidation accounts Answer Y or N The consolidation accounts are then created B amp C s are also added to or subt
82. you to use the G L transactions created by another system thus eliminating the need to rekey transactions The imported transactions may be created on any system but must be in ASCII text file format with a variable record length of 114 characters For records under 114 characters in length padding with spaces is allowed but not necessary Signed numerics must have the sign separate and leading For example that transaction amount has a length of 15 characters with a maximum value of or 999 999 999 999 99 A value of 12 345 678 90 would appear 1234567890 or 1234567890 The sign is assumed positive if blank A value of negative 100 00 would appear 00000000010000 The import transactions must have the following format aaaaaaaaaaaaaaaa 16 character valid GL account number YYMMDD transaction date in year month day numeric format 99999999999999 transaction amount with a maximum value of or 999 999 999 999 99 the sign must be leading SOURCE 10 character source description converts to upper case REFERENCE 25 character reference description F Accrual reversal flag for transactions where SOURCE ACCRUE defaults to N if blank A Y creates a reversing sentry the following month DOC 15 character document number JOURNAL 6 digit number identifying the journal to which this transaction was posted to do not enter anything into this field as it is filled at time of posting
83. 2 3 to 3 etc This only occurs if the sections are identical in size and type numeric alphanumeric and the profit center is the same section Dissimilar account structures Although it is not recommended that you automatically link accounts when the member and consolidation company accounts are different in structure it is possible with a little work To show member sub accounts for this section enter M and the section number or use F1 to default to the corresponding member section only if the member and consolidated account structures are the same Enter S and then the valid section value if you want the sub accounts in this section reported under one account General Ledger Company Consolidation Samco Power Accounting 25 6 Printing a List of Member Companies Select Maintain members gt Print out list of members from page 2 of the G L main menu A list of members belonging to the consolidation company will print Follow the screen instructions Linking Accounts Automatically or Manually As defined earlier to link accounts means to tie each member account to one and only one consolidation company account Producing a chart of accounts for the consolidation company requires two steps 1 Linking each member account to a consolidation company account 2 Creating a consolidated chart of accounts from the links created in the first step You can do this in several different ways depending on how closely you w
84. 24 76 30 300 BROCCOLI DECATHALON 1210 000 0 50 530 o oB 265 00 100 1 50 795 00 530 10 31 934 Regulator Pos NAT HeU 1210 000 2 00 5 o oB 10 00 o o0 0 00 5 o 32 1000 Component 1 1210 000 0 00 14 11 0B 0 00 0 1 00 14 00 25 1 33 1001 Component 2 1210 000 0 00 17 u oB 0 00 0 1 00 17 00 28 o 34 1002 Component 3 1210 000 0 00 25 31 oB 0 00 0 1 00 25 00 56 3 35 1102 Regulator Neg NAT HEU 1210 000 2 00 5 o oB 10 00 o o0 0 00 5 o 36 55502 Blow down valve NAT HEU 1210 000 3 00 5 o 08 15 00 0 00 0 00 5 o 37 19321103 TYPE E MC 2 BOLT PIL 1 3 16 SH BEAR 1210 000 12 57 5 o oB 62 85 100 28 00 140 00 o 38 1 23E 08 Gift Card 1210 000 0 00 17 o o8 0 00 0 00 0 00 17 o o o General Ledger Export Printers Reports Samco Power Accounting D 3 How to set the default for opening a SAMCO tab file in Windows XP 1 Begin by clicking on start 2 Click on the Control Panel icon General Ledger Samco Power Accounting Internet Internet Explorer E mail Mozilla Thunderbird icrosoft Office Word 20 Y 32 gamco Excalibur SamcoA pp Microsoft Office Outlook 2007 QP e Microsoft Office Excel 2007 eo Yahoo Messenger a a Ba All Programs gt D 4 J My Documents My Recent Documents O My Pictures 2 My Music PE My Computer B Control Panel Set Program Access and Defaults we Connect To k k 2 Printers and F
85. 3 Company Data 5 1 Accounting Periods 6 1 Default Accounting Periods 2 Changing accounting periods 4 Control Information 7 1 Chart of Accounts 8 1 Chart of Accounts Organization 1 Defining Sub Account Numbers 3 Entering Accounts 3 Comparatives 8 Entering New Comparatives 10 Entering Budgets 10 Using Notes 14 Changing Existing Budgets 15 Printing a Chart of Accounts Standard 16 Printing Chart of Accounts Brief 17 Set up Procedures 9 1 Set Up Valid G L Account File 2 Set Up Chart of Accounts File 2 General Ledger Table of Contents Samco Power Accounting 2 Sub account Groups 10 1 General Journal 1 without Job Cost 11A 1 New and Existing Entries N Accrual Reversal Entering Notes Printing an Edit list Posting General Journal Entries Importing Transactions General Journal with Job Cost 11B Making General Journal Entries Accrual Reversal Entering Notes Printing an Edit list Posting General Journal Entries Importing Transactions ae a NY DDWwht O ODOAWAARBDuY a O DON BW HK Recurring Journal 12 Automatic and Manual Selection Expense Distributions Amount For a fixed amount entry For a variable amount entry Using Notes 9 Printing an Edit List 10 Selecting Recurring Entries for Use 11 Fixed Recurring Entry 13 Variable Recurring Entry 14 Reselection 14 Printing a Selection List 14 Using Selected Recurring Entries 14 Standard Journal 13 1 Automatic Journal Entries 5 Ratio Type Transactions 10 Change c
86. 6 to change notes Field number to change i Expense Distributions Fields 9 through 18 Acct Enter the account number to which all or a portion of the entry will be distributed The account number entered must exist in the Chart of Accounts File Reference Enter a reference for this distribution Amount For a fixed amount entry Enter the amount of the distribution to this account or use one of the options Options F1 to enter an amount to off set counter balance the Running General Ledger Recurring Journal Samco Power Accounting 12 6 balance if non zero F2 to change from entering a debit or credit to entering a credit or debit For a variable amount entry Enter the percent of the amount to be distributed to this account or press F1 to use the percent remaining to distribute as displayed on the screen Percent remaining Both the percent remaining and the amount remaining display The percent entered cannot by zero or negative When the total percent remaining is zero the cursor moves to the Start date field 19 Start date Enter the date on which this recurring entry will start being used or press F1 for no specified starting date 20 Final date Enter the final date to use this recurring entry or press F1 for indefinite 21 Interval Every This specifies the time interval between usages of this recurring entry Enter a number and then a time period For ins
87. 7 11 293 05CR Interface from A R 4010 000 047 27 11 435 60CR Interface fron A R 4010 100 04 27 11 1 260 00CR Interface fron A R 4020 000 047 27 11 308 24CR Interface from A R 4020 000 047 27 12 2 442 04CR Interface from A R 4020 100 04 27 11 240 60CR Interface fron A R Source totals 9 315 66 9 285 66CR Balance 0000 000 04 06 12 Coat of goods sold 0000 006 04 27 11 Cost of goods sold 1210 000 04 06 12 Inventory raw materiala 1210 000 04 06 12 Inventory raw materials 1210 000 04 06 11 Inventory raw materials 1210 000 04 06 11 Inventory raw materials 1210 000 04 06 11 Inventory raw materials 1210 000 04 27 11 Inventory raw materials 1210 000 047 27 11 Inventory raw materials 1210 00 047 27 11 0 D 04 06 11 General Ledger Reports Samco Power Accounting 15 11 Print Financial Statements This selection is used to specify customizing options and to print financial statements In Statement layouts you entered the codes and account numbers to define the layouts for particular statements Using Enter specifications you will be able to enter additional requirements for customizing statements so that many different statements can be generated from any one layout This will reduce the number of layouts that you must have on file to print a variety of financial statements Print financial statements will calculate the net income figures and account balances for the reporting period then print the financial statements To Begin Select
88. 7 o 15 14 Oil Lubricating 4L MISC oiL 1210 000 0 00 42 o 16X 0 00 800 9 95 417 90 42 6 16 15 Motor 2hp Submersible PARTS 1210 000 0 11 1 o 258 0 11 R 1000 0 34 0 34 1 108 a7 20 Wire Copper 20Ga PARTS 1210 000 0 03 2 000 o oB 60 00 100 1 00 pss 177 000 o 18 21 Paint Latex Inter White PARTS 1210 000 10 65 28 o 08 298 20 800 18 00 504 00 28 14 19 22 Paint Env Environm Please ck PARTS 1210 000 10 95 215 o oB 55555555 800 20 66 sesemsss 215 32 20 31 Compone Bird House Kit 30 COMP 1210 000 0 55 90 258 o oB sete O 800 0 00 0 00 90 258 o 2 32 Compone Bird House Kit 30 COMP 1210 000 0 30 90 271 o oB Bane O 800 0 00 0 00 271 o 7 22 33 Compone Bird House Kit 30 COMP 1210 000 1 50 40 118 o oB BeaRRHEE O 800 0 00 0 00 118 23 34 Compone Bird HousiA differer COMP 1210 000 1 50 40 151 1 oB saan O 800 0 00 0 00 40 152 55 24 35 Compone Bird House Kit 30 COMP 1210 000 0 50 40 113 o 08 BaRaRHEE O 800 0 00 0 00 40 113 235 36 Compone Bird House Kit 30 COMP 1210 000 1 00 9 918 1 808 BaHRRHRE O 800 0 00 0 00 9 919 170 26 37 Compone Bird House Kit 30 COMP 1210 000 2 10 40 118 o o8 BaHRREEE O 800 0 00 0 00 40 118 o 27 38 Compone Bird House Kit 30 COMP 1210 000 0 28 10 495 o 08 sessnnnN 0 00 0 00 10 495 o 28 41 Compone Bird Hous A differer COMP 1210 000 1 50 3 o oB 4 50 0 soo 0 00 0 00 3 o 29 101 Sand Paper 100G Bulk PARTS 1210 000 0 01 324 o oB 2 33 s00 1 00 324 00 3
89. C TO CREATE A NEW VALID G L ACCOUNT FILE UNLESS YOU REALLY WANT TO INITIALIZE THE EXISTING ONE IF YOU INITIALIZE A VALID G L ACCOUNT FILE ITS EXISTING INFORMATION IS COMPLETELY ERASED Once selected processing occurs automatically and as each account is entered into the Valid G L Account File a record counter on the screen increases by 1 NOTE The Valid G L Account File is not one of the General Ledger data files Set Up Chart of Accounts File General Ledger Setup Procedures Samco Power Accounting 9 2 Select Set up chart of accounts from the Set up accounts menu of the Set up procedures menu This selection can be used only when another Samco package is being used and already has the Valid G L Account File set up It loads the account number and description for each account from the Valid G L Account File into the Chart of Accounts File Select C to create a new Chart of Accounts File or A to add records to the existing Chart of Accounts File CAUTION DON T SELECT C TO CREATE A NEW CHART OF ACCOUNTS FILE UNLESS YOU REALLY WANT TO INITIALIZE THE EXISTING ONE IF YOU INITIALIZE A CHART OF ACCOUNTS FILE ITS EXISTING INFORMATION IS COMPLETELY ERASED If you select A to add records existing accounts in the Chart of Accounts File are not deleted If C they are deleted NOTE This manual assumes that this option is not to be run at this point but the following explanation is given As processing occurs and acc
90. Description 1000 000 Cash account 413557 Cash acoomnt 612557 1090 990 Cash account 143557 Cash account 15557 1009 000 Sank USD Bank 05D 1010 090 Cash account 13726 Cash account iiie Entey date osylesat Period tet 1020 000 Cash account 913593 Cash acoconat o1359t Subcetal level 1 1100 000 Aecounta receivable Accounts receivable 1110 000 Employee loans receivable Eaployee loans receivable Subcetal level 21 General Ledger Samco Power Accounting Begining balance 459 452 49 109 009 00 2 080 00cR 9 808 56CR CReamount 0 1 40 HCR 426 391 19 168 961 93 3 269 00 740 433 12 1 Mein acct ALL 2 Profit ocr All Tetal credite 03 00 a a 2 750 09 Source heference ping Other inventory Period ending 5 31 11 09 90 2 750 09 A oa 2 750 00 15 4 2 551 Report 92696 Page 0001 Ending balance 499 452 49 100 009 00 2 050 00cR 7 058 56CR Stnl Poet date PS26T2 wa 4 401 94CR 429 141 19 108 961 93 3 263 00 743 363 12 Reports General Ledger Worksheet Use this selection to print the G L Worksheet which is used in closing procedures for an accounting period The worksheet contains the following columns Opening balance Debits Credits Difference Ending balance blank columns for adjustments and blank columns for the adjusted trial balance The period used is the reporting period in Accounting periods To Begi
91. ECEIVABLE 1200 000 MERCHANDISE INVENTORY 3 The Trial Balance would print as follows Account Description Balance 1010 000 CASH FIRST NATIONAL BANK 10 000 00 1020 000 CASH FIRST PROVINCIAL BANK10 000 00 Subtotal Level 1 20 000 00 1040 000 PETTY CASH 100 00 Subtotal Level 2 20 100 00 1100 000 ACCOUNTS RECEIVABLE 25 000 00 1200 000 MERCHANDISE INVENTORY 15 000 00 General Ledger Chart of Accounts Samco Power Accounting 8 2 Subtotal Level 3 60 100 00 In this example the subtotal levels are used to show the relationship between various asset accounts The first subtotal level shows total cash in banks the second shows total cash assets and the third shows total current assets The rules for inserting subtotal levels are highly flexible The main rules to remember are a Have your accounts numbered in a logical order b After a subtotal is printed its stored total and the stored totals of all lower subtotals are set to zero In the example above the first subtotal is set to zero after it is printed If Petty Cash had been given a subtotal level of 1 instead of 2 the amount of that subtotal would be 100 00 instead of 20 100 00 Subtotals do not get added together only the accounts will show a subtotal If subtotals had been used later for level 4 and higher levels they would include the subtotals for level 1 level 2 and level 3 A subtotal level the same as or less than the last one used does not include
92. ED Financial statement layouts Acme Enterprises Inc Make SAF layouts 1 Balance sheet layout 2 Changes in financial position layout 3 Description 4 Changes in working capital layout 5 Description 6 Cash flow layout 7 Description Entering the following information 1 Balance sheet layout Enter the layout number of a Balance Sheet layout form the Financial Statement Layout File The description will be displayed to the right of the layout number The Balance Sheet layout must contain all balance sheet accounts in proper order for the created SAF layouts to be accurate 2 Changes in financial position layout Enter the number of the new layout to be created for the Statement of Changes in Financial Position 3 Description Enter the description of the layout for this statement General Ledger Copy Layout Make SAF Samco Power Accounting 20 7 4 Changes in working capital layout Enter the number of the new layout to be created for the Analysis of Changes in Working Capital 5 Description Enter the description of the layout for this statement 6 Cash flow layout Enter the number of the new layout to be created for the Cash Flow Statement 7 Description Enter the description of the layout for this statement Some Notes on Making SAF Layouts There are a number of ways in which the SAF report layouts might be made incorrectly For example vital accounts such as
93. Function The first field is used to enter either a G L account number or a code standing for a function Account numbers may be entered with a sub account number if you use sub account General Ledger Financial Statement Layout Samco Power Accounting 18 5 numbers As described later in the section titled Printing Accounts you may use wild carding in the sub account field The function codes are described later in this chapter The next four fields on the right are used only when entering an account number or when a balance is to be printed Bal Typ Balance type Acct or Bal Prt Prt Paren function typ Accum col cntrl This is the type of balance you want to print on this line The types are For P amp L format N Net change for the reporting period this is the sum of types D and C below This is the usual balance type for P amp L format This type is automatically set for Cash Flow Statement and Analysis of Changes in Working Capital B Balance as of the beginning of the reporting period E Balance as of the end of the reporting period this is the sum of types B above and C and D below For P amp L format Expanded Cash Flow Statement only N B and E above and D Gross debits for the reporting period C Gross credits for the reporting period You may also enter a minus sign to reverse the sign of the printed balance For balance sheet format E Balance as of the end of the reporting
94. Installer Snagit fE ssnagprof Snaglt Capture Profile Snagit S snd AU Format Sound Windows Media Player LJ snippet Visual Studio Code Snippet File Unknown application 3 solitairesave ms Solitaire Save Game Executable for Solitaire Game Elspec PKCS 7 Certificates Crypto Shell Extensions spidersolitairesave ms Spider Solitaire Save Game Executable for Spider Solitaire Game ia spj SPJ File Doxillion Document Converter Li spl Shockwave Flash Object Unknown application Es SR2 File Windows Live Photo Gallery WE sf SRF File Windows Live Photo Gallery al sst Microsoft Serialized Certificate Store Crypto Shell Extensions F stl Certificate Trust List Crypto Shell Extensions Lo stm SmarTerm Macro Language Unknown application stw SmarTerm Session SmarTerm executable svg SVG Document Internet Explorer sw Shockwave Flash Object Unknown application sws SmarTerm WorkSpace SmarTerm executable Lj sys System file Unknown application c E tab TAB File Microsoft Office Excel al tar TAR File Doxillion Document Converter E a tar gz GZ file Doxillion Document Converter E L thx SmarTerm Toolbar Unknown application Ethne Microsoft Office Theme Microsoft Office PowerPoint Etf TIFF Image Windows Live Photo Gallery E tiff TIFF Image Windows Live Photo Gallery tmp TMP File Notepad Lot SmarTerm Triggers Unknown application A General Ledger Samco Power Accounting D 9 Export Printers Reports 6 Click on the tab line and then choose the pro
95. N Default Accounting Periods The first time you run this function or the first time you run it after initializing the Accounting Period File see appendix this file is empty When an empty file is detected all accounting period dates are set based on the calendar year taken from the system date the day your computer shows as today This screen shows twelve periods one for each month starting with January 1 and ending December 31 with both the current period and the reporting period defaulting to the month in the system date You can either accept what is displayed or re enter the periods or change fields by following the instructions below Once you enter the starting date you are asked for ending dates until you have finished If your starting date is Day 1 of any month the end of the month including leap years is automatically calculated and you may default to the calculated end General Ledger Accounting Periods Samco Power Accounting 6 2 date The next period starting date is automatically calculated as one day later than the previous period ending date If your starting date is not Day 1 of a month you must manually enter the ending date In any case you can override the default and enter whatever ending date is correct for your period You can enter accounting periods totalling less than or greater than one year but you will receive a warning if you do so 1 13 Start Enter the starting date for Pe
96. N UL SUB1 Tot Sales ER1 EPR LF 01 SR2 TXT2 06 Expense Pcts LF 01 LIT2 Y of Expenses SPR2 5010 000 Exp Acct 1 N 5020 000 Exp Acct 2 N 5030 000 Exp Acct 3 N UL SUB1 Tot Exp ER2 EPR2 Resulting Statement Reporting period Amount Ratio Sls Acct 1 15 000 00 30 00 Sls Acct 2 10 000 00 20 00 Sls Acct 3 25 000 00 50 00 Tot Sales 50 000 00 100 00 Paren cntrl vv U vv TU Year to date This section compares the contribution of each expense account to overall expenses Exp Acct 1 2 000 00 25 00 Exp Acct 2 2 400 00 30 00 Exp Acct 3 3 600 00 45 00 Total Exp 8 000 00 100 00 Amount Ratio 40 000 00 20 00 50 000 00 25 00 110 000 00 55 00 200 000 00 100 00 2 400 00 26 67 1 500 00 16 67 5 100 00 56 67 9 000 00 100 00 Expanded Cash Flow Statement Type E Layout Type E layouts are used for creating the financial statements required by General Ledger Samco Power Accounting 18 37 Financial Statement Layout Statement of Financial Accounting Standards No 95 issued by the Financial Accounting Standards Board in the United States and similar requirements in Canada by the Institute of Chartered Accountants This publication requires accounting entities to provide a detailed statement of cash flows together with a statement that reconciles net income to the cash flows from operations We recommend that preparation of these layouts be done in consultation with your a
97. Only active G L accounts i e accounts with postings are included in the extractions Budgets and or comparatives may be included but if an account has no current postings the budget and or comparatives will not be included Format 999 3 Selection type Ledger Connection can extract data for importing into a spreadsheet model in statement or planning format The statement format provides actual and or budget and or comparative data The number of periods of data extracted is determined from the G L accounting period file The planning format presents up to 13 period balances of actual and or budget and or comparative data As with the statement format the number of periods of data extracted is determined by the G L accounting period file Options S to generate a statement style format file P To generate a planning style format file General Ledger Ledger Connection Samco Power Accounting 24 4 NOTE For further information on maintaining accounting periods refer to the chapter Accounting Periods 4 Output file name Enter any alphanumeric file name with no intervening spaces When Perform data extracts is run a file is generated in your primary Samco application directory C SSI under usr ssi in Xenix Unix for example with a PRN extension Format 8 characters NOTE Do not use symbols such as amp etc in your file names Failure to adhere to proper names can result in problems when extracting the
98. P distributions This field is available for entry only if A P is being interfaced and either N no compress or G compress using the account compress code is selected in field 3 For each payable both the vendor s name and a reference are stored in the A P distribution file so you may choose which one to transfer to the general journal e Transferring the reference lets you see what was purchased if that is what you entered in the reference field for the payable e Transferring the vendor name lets you see from whom the purchase was made You should consult your accountant as to which one should be used General Ledger Get Distributions Samco Power Accounting 21 3 Enter R to transfer the reference or V to transfer the vendor s name Format 1 character Note on Transferring Distributions A Distribution to G L File contains debits and credits created by transactions posted in the particular package that must be transferred to General Ledger from that package Accounts Receivable Accounts Payable Inventory Control Payroll Job Cost Bank Reconciliation Fixed Assets and MenuPoint each contain their own individual Distribution to G L Files Prior to running Get Distributions you should first print the Distribution to G L Report All accounts should be printed The date range should be for the dates for the accounting period which you are interfacing to the G L Do not specify that the file is to be purged If you purge
99. Power Accounting 18 30 Acct or Bal Prt Prt Paren function typ Accum col cntrl RNG Beg 1000 End 1500 Sub acct A SUB6 MEM1 Current Assets P 3 RNG Beg 2000 End 2500 Sub acct SUB6 MEM2 Current Liabilities P 3 LF CALC MEM3 MEM1 divided by MEM2 POS MEM3 PMR3 Current Ratio Resulting Statement Current Assets 16 800 00 Current Liabilities 16 000 00 Current Ratio 1 05 Calculating Various Accounting Ratios Quick Ratio Acid Test Ratio Current Assets Inventory Current Liabilities With Current Assets in MEM1 Inventory in MEM2 and Current Liabilities in MEM3 Acct or Bal Prt Prt Paren function typ Accum col cntrl CALC MEM4 MEM1 minus MEM2 CALC MEM5 MEM4 divided by MEM3 POS MEM3 PMR5 Quick Ratio Gross Profit Margin Gross Profit Net Sales With Gross Profit in MEM1 and Net Sales in MEM2 Acct or Bal Prt Prt Paren function typ Accum col cntrl CALC MEM3 MEM1 divided by MEM2 POS MEM3 PMR3 Gross Profit Margin Operating Profit Margin General Ledger Financial Statement Layout Samco Power Accounting 18 31 Operating Profit Net Sales With Operating Profit in MEM1 and Net Sales in MEM2 Acct or Bal Prt Prt Paren function typ Accum col cntrl CALC MEM3 MEM1 divided by MEM2 POS MEM3 PMR3 Operating Profit Margin Net Profit Margin Net Earnings Net Sales With Net Earnings in MEM1 and Net Sales in MEM2 Acct or Bal Prt Prt Paren function typ Accum col cntrl CALC MEM3 MEM1
100. Print financial statements using Print financial statements _____If you are using multiple companies and need to consolidate entries then do so using Consolidate entries This function is run in the consolidation company Then print consolidated financial statements using Print financial statements in the consolidation company e ____Use Compress G L transactions if needed to reduce the size of the General Ledger Transaction File Be sure to read the chapter titled Compress G L Transactions before running this function as this function compresses information in the General Ledger Transaction File You may also want to consult with your accountant before using this function End of Fiscal Year Checklist EACH FISCAL YEAR ____ Perform all the periodic monthly actions described above for your final accounting period of the fiscal year If you must start your new fiscal year prior to entering your final adjustments for the fiscal year General Ledger Guide to Daily Operations Samco Power Accounting 4 3 just ended then see the chapter titled Close A Year which describes how to start the new fiscal year without closing the previous year ____Once you have entered and posted your final adjustments for the fiscal year print your final financial statements for the fiscal year Print a detailed trial balance for the entire fiscal year which will serve as a permanent record of the fiscal year Follow the procedures desc
101. S REFERENCE REPORT Report 2698 Fage 0001 Period 04 01 11 to 04 30 11 In order by source Starting source Ending source Starting journal Firet Ending journal Last Starting date 04 01 11 Ending date 04 30 11 Acet Source AR 0066 000 0006 000 1100 000 1100 000 1100 000 1100 000 1100 000 2230 000 2230 000 4010 000 4010 100 4020 000 4020 000 4020 100 14 entries Source IC 0000 000 0000 000 1210 000 1210 000 1210 000 1210 000 1210 000 1210 000 1210 000 1210 000 2000 000 General Ledger Description Temporary Temporary Accounts receivable Accounts receivable Accounts receivable Accounts receivable Accounts receivable GST collected payable GST collected payable Sales Riga built Sales tools Discount on sales Discount on sales Sales parts this source Samco Power Accounting 047 27 11 04 27 11 04 27 11 04 27 11 04 27 11 04 27 11 04 27 11 04 27 11 04 27 11 047 27 11 04 27 11 04 27 11 04 27 11 047 27 11 Source totals 04 06 11 04 27 11 04 06 12 04 06 11 04 06 11 04 06 12 04 06 11 047 27 11 04 27 11 04 27 11 2 850 00CR 244 80CR 28 00 1 740 67 3 192 00 805 10 3 579 89 14 339CR 293 05CR 435 60CR 1 2 0 00CR 308 24CR 2 442 046CR 240 60CR 9 315 66 9 285 66CR 1 107 57 100 00 29 15 1 100 53 1 136 72 1 136 72 900 00 730 77CR 100 00CR 257 67CR 136 72CR 15 10 Interface Interface fron A R fros A R
102. S e n ae a maa Uon rM menn PO VO EER ey O a S LT a C a a SY T T FT a TZ y Jz lig item no IDesc 1 Desc 2 Desc 3 Category Sub cat Inv acct Unit cost Qty on hzQty comnReord levB0 cod Item valu Stk status Vend Price 1 _Retail valiNet qty Max qty 2 1 Multi currency item TOOLS SP 1200 000 11 99 2 o 08 23 98 100 24 00 48 00 2 4 937 3 2 Hammer 16 Oz Claw TOOLS H 1210 000 23 00 11 o oB 8253 00 0 1000 12 00 132 00 11 206 4 3 Wrench 3 8 Socket Set TooLs 1210 000 10 00 468 20 oB peaseese 1000 18 00 688 2 025 148 5 4 Saw 2Hp 7 1 4 Circular Toots 1210 000 0 00 206 o oB 0 00 42 00 spnERESE 206 71 6 5 Chisel 5Pc Set search TOOLS 1210 000 8 98 50 391 o oB 55555555 1000 13 91 sessen 50 424 B 7 6 Motor 2hp Submersible PARTS 1210 000 26 50 5 o 2358 132 50 R 1000 45 00 225 00 3 108 8 7 Gauge Hi pressure TOOLS 1210 000 16 00 120 o oB sensunnN 1000 16 00 sett 124 40 3 8 1 Steel biProduct of B C PARTS 1210 000 0 08 11 761 o oB 918 89 100 1 00 888 12101 1 343 10 9 Lathe Wood INDEQ 1210 000 14 54 11 o 08B 159 92 800 348 00 FEREEHHE 11 7 13 10 Compressor Air INDEQ 1210 000 101 75 26 o oB S555555 800 195 00 saHRREEE 26 14 H 2 11 Saw Table 4 x 6 TOOLS 1210 000 198 00 57 o 08 SSSEEEEE 1000 290 00 ssi 57 2 33 12 Oil LubriceHi grade Synthetic MISC OIL 1210 000 0 00 12 o o8 0 00 0 800 3 25 39 00 12 24 4 13 Saw 8Hp Concrete Wood STOOLS 1210 000 5 00 17 o 08 85 00 42 00 714 00 1
103. SAF layouts is also discussed in this chapter General Ledger Financial Statement Layout Samco Power Accounting 18 44 SAMCO Building business and technology relationships a Chapter 19 Build Financial Statement Layouts We recommend that you use the following step by step procedure to build a financial statement layout You might find it helpful to study the following before building your own layouts Sample reports and other information provided in the appendix titled Additional G L Exercise Data The procedure described in the appendix titled Handling Periodic Inventory Follow this procedure 1 Lay out the financial statement as you want it to appear on multi column for example 12 column worksheet accounting paper Leave plenty of space to add accounts literals and text as you may think of them later 2 List the numbers of the accounts that you want to appear on the financial statement Mark those you want to print on the financial statement with a P and mark those you want to accumulate with an A 3 Insert PAT print accumulated totals codes at the appropriate places 4 Insert SUB subtotal codes at the proper places Use CLS clear subtotal codes if needed 5 Insert LIT literals TEXT texts and LEG legends codes These codes control which descriptions will be a part of the financial statement and where they will print 6 Insert LF line feed FF form feed UL underline and DL
104. SAMCO Building business and technology relationships General Ledger User Manual Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations General Ledger Table of Contents Samco Power Accounting 1 SAMCO Building business and technology relationships TABLE OF CONTENTS Understanding General Ledger 1 1 Getting Started 2 1 Starting Up 3 1 Guide to Daily Operations 4 1 Daily Operations Checklist 1 Periodic Monthly Operations Checklist 2 End of Fiscal Year Checklist
105. Sales Services N P 4030 200 Sales Services N P UL SUB1 Total Sales Services D DL SUB2 Total Sales D The resulting statement would appear similar to this Resulting Statement For the period 04 01 20 to 04 30 20 Reporting period Year to date Amount Amount Sales Tools 4 000 00 15 000 00 Sales Tools 3 000 00 10 000 00 Total Sales Tools 7 000 00 25 000 00 Sales Parts 9 000 00 17 000 00 Sales Parts 5 000 00 14 000 00 Total Sales Parts 14 000 00 31 000 00 Sales Services 6 000 00 12 000 00 Sales Services 2 000 00 4 000 00 Total Sales Services 8 000 00 S 16 000 00 Total Sales 29 000 00 72 000 00 TXT TEXT This prints the text you specify from the Text File see the chapter titled Texts On the layout entry screen the text description is displayed next to the text number you enter but what will print on the statement is the actual text from the Text File Example Suppose that text 1 named Disclaimer in the Text File read This financial statement is unaudited and without opinion expressed by your accounting firm prints here General Ledger Financial Statement Layout Samco Power Accounting 18 21 Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cnitrl TXT Text 01 Disclaimer LEG 4010 100 Sales Tools N P Resulting Statement Sales Tools LIT Literal This financial statement is unaudited and without opinio
106. Samco Power Accounting 22 1 or credit amount is calculated For example if an asset account has a debit entry for 100 and also has a credit entry marked as a correcting entry for 10 the summary entry is a debit for 90 If debits and credits exactly cancel each other no summarized entry is generated For example Account 6000 100 SALARY AND WAGES EXPENSE contains the following entries Date DR CR CORRECTING ENTRY 3 6 20 10 00 N 3 6 20 10 00 Y 3 6 20 345 80 N 3 6 20 22 44 N 3 6 20 182 40 N 3 6 20 92 90 N 3 29 20 252 08 N 3 29 20 165 04 N 1 048 22 32 44 After the entries are summarized the file contains the following for this account Date DR CR CORRECTING ENTRY 3 6 20 621 10 N 3 6 20 22 44 N 3 29 20 417 12 N The Source field of a summarized entry is set to Comp for summarized and the Reference field is set to Entry summary this date P for Period one credit amp one debit for each fiscal period all accounts in range selected When summarizing by period all entries for one account are summarized into a maximum of two entries for each accounting period Correcting entries are handled as described above for summarizing by date Summarizing the entries of the preceding example by period results in the following Account 6000 100 SALARY AND WAGES EXPENSE General Ledger Compress G L Transactions Samco Power Accounting 22 2 Date DR CR CORRECTING ENTRY 3 31 20 1038 22 N
107. Selected Ratios The texts and literals described below are printed only if the corresponding selected ratio is printed For example if Selected Ratio 5 SR5 is chosen for printing through Specifications in Financial Statements any TXT5 s and LIT5 s on the layout will also be printed TXT1 TXT9 Text Associated with Selected Ratio This prints the text you specify from the Text File see the chapter titled Texts The text description is displayed next to the text number you enter but what will print on the statement is the actual text in the Text File LIT1 LIT9 Literal Associated with Selected Ratio This prints exactly literally whatever you type next You can enter up to 50 characters to print The literal will begin at the first column of the statement so if you wish it to appear indented space over to the desired starting position for the first character If you wish it to appear centred on the statement answer Y when Centre appears Example of Using Selected Ratios and Associated Codes This example illustrates how to show sales accounts as percentage of sales and General Ledger Financial Statement Layout Samco Power Accounting 18 36 expense accounts as percentage of expense Layout Entered P amp L Format Layout Acct or Bal Prt Prt function typ Accum col LEG SR1 TXT1 05 Sales Pcts LF 01 LIT1 Y of Sales LF 01 SPR1 6010 000 Sls Acct 1 N 6020 000 Sls Acct 2 N 6030 000 Sls Acct 3
108. T or subtotaled SUB accounts 13 Review the codes to verify that they will give you the financial statement that you have drawn out on paper 14 Enter the layout into the system through Financial statement layouts 15 Print an edit list of the layout and review it Make changes as necessary 16 Use Sample statements to print a statement from the entered layout Compare the printed sample statement with the financial statement you have drawn out on General Ledger Build Financial Statement Layouts Samco Power Accounting 19 2 paper 17 Make any necessary additions or corrections to the layout 18 Verify the layout using Verify layouts 19 Correct any errors found during the verification 20 When the sample statement looks correct print a financial statement through Print financial statements 21 Make any final changes necessary to the layout to produce a financial statement with the account information properly accumulated printed sub totaled placed in the columns properly described underlined in the right places and in agreement with the financial statement layout from which you started 22 When you have carried out the procedure of steps 1 through 21 for each required financial statement you are ready to print real financial statements with your real General Ledger information See the IMPORTANT NOTE at the end of the chapter titled Financial Statements about the sequence in which to print statements General Le
109. The choices for parenthesis control are C Parenthesize when credit use if the balance is typically debit D Parenthesize when debit use if the balance is typically credit This field is only entered for these types of financial statements P amp L statement Balance Sheet Supporting Schedule P amp L format Supporting Schedule Balance sheet format Expanded Cash Flow Statement NOTE On the Expanded Cash Flow Statement you may enter parenthesis control for a single account The default provided on the screen is from the Chart of Accounts record for the account You may override this as needed Changing the Layout You can change the order in which they appear or modify the content of each line by using these keys shown on the screen o or 4 keys will move to the next line o PgUp PgDn will move you between screens o Home moves to the first line of the layout o End moves to the last line of the layout o F1 will insert a line between two existing lines o F2 moves or copies a line Go to the line you want to move or copy and press F2 Then go to the line below the location where you want the line and press Enter to move the line F1 to insert the copy or to cancel the move copy o F3 will delete the current line o F5 displays the next valid account number for the layout From the General Ledger Financial Statement Layout Samco Power Accounting 18 8 current position the previous account line in the layout i
110. They will remain on file for posting next period The current period ending date for each posted entry is stored in the Standard Journal Transaction file to detect any attempt to re post the same entry for the same period General Ledger Standard Journal Samco Power Accounting 13 15 SAMCO Building business and technology relationships Chapter 14 View View Trial Balance The View menu option provides you the ability to drill down through transaction details whether compressed or not At the General Ledger menu select View and the following screen will open 2 View general ledger accounts The View trial balance provides a simple screen to see your trial balance for the current period From this screen you can drill down to see account detail or change General Ledger View Samco Power Accounting 14 1 the criteria for the data you are viewing 09 01 12 thru 09 30 12 CASH CLEARING USEx 75 990 00 BANK OF NOVA SCOTIA SCAD 2 047 18 TD USD 64 377 97CR TD CONV TO CAD 1040 31 855 66CR BOM 4 720 73 TD TERM DEPOSITS 550 030 68 CANADIAN DOLLARS TD 3 598 82 USD DOLLARS TD 188 527 50cR TD CONV TO CAD 1089 4 977 41CR EURO BANK ACCT TD 4 761 33 BANK OF AMERICA 1 758 76 ACCOUNTS RECEIVABLE SCAD 374 738 85 ALLOWANCE FOR DOUBTFUL ACCTS 25 168 93CR Up Dn PgUp PgDn F2 Use the menu across the bottom of the screen to move up and down through the accounts Option F2 to change the criteria F4 to view
111. a into a format that can be used by many popular spreadsheet word processing and data base programs As well you can run a complete backup of your General Ledger data files in ASCII format to either the fixed disk or to a floppy any density Plus copy files from another company to your current company convenient when dealing with multiple companies that use similar files This function is also used to upgrade data files from previous releases of Samco s and RealWorld s General Ledger NOTE Under Xenix and Unix the files can only be backed up to the fixed disk Corrupted data files Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications General Ledger File Utilities Samco Power Accounting C 1 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications If this occurs or if you begin to get unusual results while using your Samco software and suspect that there may be a corrupted data file you should get technical support Your supplier or an independent professional may be able to provide this support If not contact Samco Software In
112. age 6 Print report This field only appears if you selected to print to disk or on a printer rather than display Answer Y if you want to assign a report number to each statement printed 7 Lines per page Enter the number of lines per page press F3 to default to 60 or press F1 to set to Unlimited The sample financial statements are included at the end of this chapter Recalculating Balances If the reporting period is the same now as it was the last time statements were printed you will be asked if you wish to recalculate account balances Answer Y or N as appropriate You will want to recalculate the balances if you are printing financial statements again for one of these reasons e One or more account balances were incorrect when statements were printed or e New entries have been posted or e Budgets or comparatives have changed If you are just selecting additional financial statements to be printed and none of the amounts have changed there is no need to recalculate the balances There might be considerable amount of processing time required to recalculate account balances so you should avoid doing it more often than necessary IMPORTANT NOTE There are some basic rules in Samco G L regarding the printing of BSNI Balance Sheet Net Income BSNI is the code which you include on your Balance Sheet layout in order to print the net profit or loss for the period The rules regarding BSNI are as follows
113. al Journal Transaction File Accrual Reversal If the source entered is ACCRUE accrual reversal is allowed see explanation below ACCRUE is used to record and adjust expenses liabilities revenues etc that must be partially accounted for during the current period but cannot be fully accounted for until the next accounting period If you enter ACCRUE here and then answer Y to REVERSE NEXT PERIOD field 10 a reversing entry dated with the starting date of the next period but opposite in sign will be automatically created when this entry is posted This lets you enter an accrual entry which is automatically reversed as of the beginning of the next accounting period For example if a weekly pay period crossed over between monthly accounting periods you could make entries for the part of the week s payroll that is to accrue to the current period and the software will automatically create reversing entries at the start of the new period Then in the next period you would make entries for the full week s payroll when the payroll week was over If ACCRUE is entered as the source you must also make the counter balancing entry with ACCRUE as the source so that the accounts remain in balance in this accounting period General Ledger General Journal with Job Cost Samco Power Accounting 11B 5 9 Reference Enter a reference or description for the entry or use one of the options Options Enter to accept the previous referen
114. al Transaction File for use in the next accounting period after they have been posted Automatic journal entries on the other hand are removed from the Standard Journal Transaction File once posted Automatic entries must be recreated each accounting period from the predefined criteria To Begin Select Standard journal trx gt Standard journals from the G L menu General Ledger Standard Journal Samco Power Accounting 13 2 EITC Gi Saaederd joursel Enter a 21x Fle Ed AR IC CE SA AP PC GL OC PO BR A U PS TC TR Ph UK BR SF Heb SPOuLSrnr VEOH COO MAO 4Pe Be Standard journal Acme Enterprises Inc Enter 04 01 11 to 04 30 11 4 Type 2 Account 3 Amount Debit Credit 4 Source 5 Reference Doc 6 Reverse next period Entry count 3 Running balance 00 F4 next entry F2 first variable entry P Permanent V Variable The dates displayed in the upper right hand corner show your current accounting period Note also that an ENTRY COUNT number of entries made and a RUNNING BALANCE are kept as you make standard journal entries When the running balance is equal to zero all entries which have been made are in balance debits equal credits 1 Type The type determines whether the recurring amount is permanent fixed or variable A permanent journal entry is any entry that is made to account for the same amount each period These entries are kept on file and posted each period for the
115. al ledger has been run and the detail is no longer available Budget Import This feature allows you to import budget figures that have been prepared in a spreadsheet application such as Microsoft Excel These instructions provide guidelines as to what is required by SAMCO Power Accounting in terms of a data file These instructions are not intended to teach you how to use your spreadsheet We recommend that you have a working knowledge of your spreadsheet application before using the import feature Using this feature you can import budget data for each account either one budget amount for the whole year OR one budget amount per fiscal period for each account A spreadsheet may have all of your accounts together or you can split each profit centre into separate spreadsheets and import the spreadsheets one at a time When preparing spreadsheets by profit centre you can put the full account number in the spreadsheet or leave out the profit centre and specify it at time of import e f you specify a whole year budget amount per account the system will divide the budget figure by the number of fiscal periods that you specify when doing the import e If you specify budget amounts per fiscal period per account and there are not enough columns in the spreadsheet for all periods then zero is assumed for the missing periods When creating your spreadsheet e account number 1 if your account numbers have only one sect
116. alance sheet format you specify in which column it is to appear 1 2 or 3 DL Double Underline DL causes a double underline to be printed For a balance sheet format you specify in which column it is to appear 1 2 or 3 LEG Legend The LEG code causes a predetermined legend to be printed on the financial statement One line is skipped after the legend so that a LF line feed following is not necessary For balance sheet format statements LEG prints the current period ending date For P amp L format statements LEG prints a description of the current period column headings and if used a description of the sub account or sub account group for which this statement is being printed Using LF UL DL and LEG The layout entries shown next for a P amp L format statement and the resulting statement illustrate the use of LF UL and LEG NOTE This example uses subtotals in a simple fashion Subtotals are described in detail later in this chapter If needed you can refer to the section on subtotals in order to fully understand this example Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl General Ledger Financial Statement Layout Samco Power Accounting 18 20 LEG 4010 100 Sales Tools N P 4010 200 Sales Tools N P UL SUB1 Total sales tools D LF 01 4020 100 Sales Parts N P 4020 200 Sales Parts N P UL SUB1 Total Sales Parts D LF 01 4030 100
117. amco Power Accounting Export Printers Reports D 5 5 Drag the scroll bar To TAB OR Type TAB to jump to it General Ledger Samco Power Accounting D 6 Foldsy Outiesis General View Registered file types Extensions File Types DOTX Microsoft Office Word Template DOY Microsoft Office Excel ODBC Query filas DRY Device driver g DSN Data Source Nag DUN DVA MS Ca cin Change To chafige settings that affect all AudioCD files click Advanced Fuldsy Outiesis General View Registered file types Extensions File Types gt STM SmarT erm Macro Language Sa sTw SmarT erm Session SWF Shackwave Flash Object BIsws Smarlerm WorkSpace SYS System file REDEG Tov Gaat ans Taah Details for TAB extension Opens with amp Microsoft Office Excel Change To change settings that affect all AudioCD files click Advanced Restore Apply Export Printers Reports Fuldsy options General View File Types Offline Files Registered file types Extensions File Types gt STM SmarT erm Macro Language STW SmarTerm Session SWF Shockwave Flash Object 6 Delete to remove the SWS SmarTerm WorkSpace 1e type sys System file OR REJEA 4 Click Change to change the TD CereT een Tanha iv default for Opens with Details for TAB extension Opens with Microsoft Office Excel To change settings that affect all AudioCD files click Advance
118. and Manual Selection When you select recurring entries for use you will be able to choose between automatic and manual selection In manual selection you may enter changes to the amount due as above This is most suitable for variable recurring entries since you would usually want to make such changes In automatic selection the recurring entry fixed or variable is selected as is This is most suitable for fixed recurring entries which usually require no changes In the next field Group you could set up separate groups for fixed and variable recurring entries Then you could choose the fixed group in Select for use and use automatic selection on them Similarly you could choose the variable group and use manual selection for them so that you could enter the varying information 4 Group You may set up groups of any kind here so that you may later select a group of recurring entries from which to create general journal entries Enter the group to which this recurring entry is to be assigned or press Enter to not assign this recurring entry to any group 5 Amount The cursor is initially positioned for entering either a debit or a credit depending on the parenthesis control you defined for this account in Chart of accounts Enter the amount or use press Enter to move to the opposite type debit or credit If you enter zeros for both debit and credit amounts you are asked if this is OK If you
119. another detail line press the number of the field line followed by Enter and then press F2 when the cursor is in the Percent field If you select the total percent must equal 100 000 and Enter is pressed at Field number to change before the total percent has reached 100 000 the message Percentage detail must total 100 00 press Enter to continue Press Enter and continue editing the allocations until the total percent equals 100 000 bottom left hand corner of screen Pressing Tab at Percent before any allocations have been entered will result in the message Exit not allowed cancel criteria or add detail Select 1 Cancel criteria or 2 Add detail Press 1 to cancel the automatic journal criteria or 2 to return to adding allocations Ratio Type Transactions For ratio type R transactions the following screen appears next General Ledger Standard Journal Samco Power Accounting 13 10 Ge te AA IC CE GA AP PC GL PO BN A U PS TC TR PA Ok OR SF hep POULRSrnVEWOtt OOGO M20 42P alt 2x Automatic journal trx processing Acme Enterprises Inc Add 04 01 11 to 04 30 11 Source AUT Ratio range Post to Post to Same sign Opposite sign From acct no To acct no Acct no Acct no 1 E r 3 4 5 6 7 ce 8 9 10 From acct no To acct no Enter the ratio range of accounts When the Calculate automatic trx function is run these ranges are added up A rat
120. ant the consolidation company s chart of accounts to resemble the members charts of accounts a If the consolidation company s chart of accounts is to be exactly the same as the members create the links and the consolidated chart of accounts all in one step To do this select Link and consolidate chart b If the consolidation company s chart of accounts is to be almost the same as the members you can use a combination of automatic and manual linking First select Link accounts automatically and create the links Then select Link accounts manually and tailor those links which you want to be different Then from the same menu select Print link edit list to produce a list to check that the links are correct Finally use Generate consolidated chart c If the consolidation company s chart of accounts is to be considerably different from the members use Link accounts manually throughout First link each member account to a consolidation account Then use Print link edit list to produce a list to check that the links are correct General Ledger Company Consolidation Samco Power Accounting 25 7 Finally use Generate consolidated chart Linking Accounts Automatically Select Link accounts automatically from the Link accounts automatically menu A screen appears for you to enter the ID of the member company whose accounts you want to link automatically to the consolidation company using the same main acco
121. ar point in time and therefore shows your net worth at that time With a little help from your accountant you can tell a lot about the condition of your company from your current financial statements Integrated General Ledger Understanding General Ledger Samco Power Accounting 1 7 When a set of accounting packages is integrated any information generated in one area which is needed in another area is automatically supplied to that other area You don t have to enter the information twice Samco accounting software is fully integrated When G L is used with other Samco packages any information recorded in those other packages which G L should know about can be automatically transferred to G L Data Organization The information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way Samco accounting software organizes your data for you automatically as it stores it on your disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example an account number a date and a dollar amount are all fields Record A record
122. ard journal registers can be optionally printed in a condensed format which reduces the amount of paper used The journal registers use approximately 33 less space while a summary trial balance can be reduced to approximately 1 4 of its original size Running balance on account view Answer Y if you wish to allow a running balance of a GL account to be displayed when viewing an account General Ledger Control Information Samco Power Accounting 7 5 SAMCO Building business and technology relationships EN Chapter 8 Chart of Accounts This selection is used to enter accounts in the Chart of Accounts File Besides entering accounts you can e Printa list of the accounts e Print a Chart of Accounts Change Log if you chose in Company information to use change logs e Enter an unlimited number of notes about each account If you have previously set up the Valid G L Account File for Accounts Receivable Accounts Payable Payroll Inventory Control and or Job Cost you can do a partial set up of the Chart of Accounts File by using the procedure described in the chapter titled Set up Procedures If you do this partial set up the Chart of Accounts File will include the account numbers and descriptions of all accounts listed in the Valid G L Account File You must enter the remaining information for the Chart of Accounts Chart of Accounts Organization We recommend that you organize your accounts by main account number Here
123. ards together to reduce the number of entries required The accounts shown above could all be included in the layout if you entered RNG Beg 1100 Sub Acct End 2000 Functions Common to All Statements Many functions can be used on all types of statements They are described here and the resulting appearance of the financial statement is shown They are described in this order Functions used to lay out text LF Line feed skip a line FF Form feed start a new page UL Print an underline DL Print a double underline LEG Print a predefined legend heading TXT Print text from the Text File LIT Print a literal a literal is a line of text Functions used to calculate print and clear subtotals SUB1 SUB9 Print the subtotal for the level specified by the number 1 is the lowest level 9 the highest then clear the subtotals at the level specified and all preceding lower levels CLS1 CLS9 Clear the subtotal at the level specified and at all preceding lower levels without printing a subtotal General Ledger Financial Statement Layout Samco Power Accounting 18 19 Entering Common Functions In this section each of the common functions is described Text Functions LF Line Feed LF causes on or more lines to be skipped on the statement depending on how many lines you specify FF Form Feed FF causes a new page to be started UL Underline UL causes an underline to be printed For a b
124. are store Once complete select a printer destination for the restore log A restore log shows the files s restored the number of records per file and the date and time NOTE You can use the Export and Restore functions on an entire data file to recover disk space from a file that has been purged or compressed or from a file that has had many deletions First do a full first record to last record Export of the file then do a full Restore of the exported file using the C Create new data file option Upgrading G L Data This selection allows you to upgrade data files from previous releases of the Samco and RealWorld General Ledger Instructions for its use are provided with the upgrade General Ledger File Utilities Samco Power Accounting C 6 notes for the specific version you are upgrading from Copy File From Another Company This function allows you to copy files from an existing company into your current company NOTE By running this function you will overwrite the existing file s so be absolutely sure this is what your want to do before continuing Select Copy file from another company from the File utilities menu Please select il 1 Copy chart of accounts file Please select Specify which of the four files you wish to transfer over If you select to copy the Chart of accounts you will be prompted to Clear which fields 2 B Budgets C Comparatives A All or N None This allows you to reset the a
125. as payroll General Ledger Recurring Journal Samco Power Accounting 12 1 Recurring journal entries may be either individually selected or selected in batches Recurring journal entries can include A date range over which the recurring entry is to be used A maximum number of times it can be used You may automatically distribute recurring journal entries by percentage In other words you may debit an account and then balance the entry by allocating a percentage of the entry to a set of accounts For example one account is debited and then 10 other accounts are credited each for 10 of the overall debit To Begin Select Recurring journal trx gt Enter from the G L menu 1 Making Recurring Journal Entries A a a ea E E ae COUuLBrV KOs COO MAO APB at Recurring journal Acme Enterprises Inc Enter 44 01 11 te 14 30 11 4 Account x 2 Sequence 3 Type 4 Group 5 Amount Debit Credit 6 Source 7 Reference Doc 8 Correcting entry Lst doc Times used Lst date F4 next entry F2 next account Blank look up by description From this screen you can work both new and existing recurring journal entries Enter the following information General Ledger Recurring Journal Samco Power Accounting 12 2 1 Account For a new recurring entry Enter the number of the account to which this recurring entry applies or use one of the options Options F2 to scan through the accounts on file Ent
126. ate for your business 2 Retained earnings account Enter the account number for the retained earnings account or press F1 to specify that each sub account section has a separate retained earnings account When net profit calculations are done in Close a year the net profit for each sub account will be calculated separately When you enter a new account that has not yet been entered in Chart of Accounts General Ledger Control Information Samco Power Accounting 7 3 you see a message reminding you to enter this account into the Chart of Accounts NOTE All but one of the account sections can be wild carded by pressing F1 For example if your G L account number is 5 sections when entering the retained earnings account you must give at least one of the sections a specific value The rest of the sections can be wild carded Re displaying Information in the General Journal and Standard Journal Your answers in the next four fields determine how default sources references and document numbers are presented to you for each debit credit entry in the general journal recurring journal and standard journal They also determine whether transactions are to be tracked by the user who enters them The first three fields allow you to specify whether to use the source reference and or document number from the previous entry when making general journal recurring journal and standard journal entries The fourth field allows you to sp
127. atement line by line e How to print an edit list showing your layout e How to print a sample financial statement to see the result e How to verify a layout and e How to re sequence a layout The next chapter Building Financial Statement Layouts is a step by step procedure to use in building a layout The chapter Copy Layouts Make SAF Layouts describes e How to create an additional layout by copying an existing one How to add a sub account to an existing layout e How to create an additional layout with a new sub account and e How to automatically create Source and Application of Funds SAF layouts The final chapter on this subject Financial Statements describes e How to enter specifications for customizing statements so that many different financial statements can be generated from any one layout e How to print a list of specifications General Ledger Financial Statement Layout Samco Power Accounting 18 1 e How to select statements to print and e How to print financial statements Financial Statement Layouts Financial statement layouts are sets of parameters which you enter to specify the exact format in which statements are printed For each type of financial statement you enter two kinds of parameters e Account numbers to specify which accounts should print where e Functions which put a blank line here or print a total here to control all aspects of the statement s appearance The Fina
128. available you may want to archive the G L data to retain the compressed view of the transactions This selection creates a new company ID and copies the G L data files and any common company data files company file etc to this new company ID The purpose of which is to allow users to inquire into prior year financial data in detail without disturbing current financial data Select End of year gt Archive G L data from page 2 of the G L main menu On the next screen enter a new company ID and a name for the new company After a period of processing you will be returned to the G L main menu To report and view last years data simply go into new company ID the next time you start up your Samco Power Accounting or select Change company number from page 2 of the G L main menu Post Closing Entries Select End of year gt Post closing entries from page 2 of the G L main menu After a screen which describes the End of Year functions this is the screen you see Nie ollo Pile ass NN ojo v wfo N uw w Poel E NWN ojlo lu uu E Bn N wuif on fer eS bao bad bad pa w fi u f u f uw rPYyOPrR Tyo bud bad bus NINNIN ojlo lohlo w Lu Rel N 01 0 01 2 1 01 2 2 01 2 N 0 ejes H one eee ee w f w f e S mm PP NYNM To ojlo rary pey 2 31 2 N From this screen you can confirm or change your new accounting periods If you wish General Le
129. axes Help and Support Hep pp P Search 7 Run Export Printers Reports EaGontroliPanel File Edit View Favorites Tools Q Back Help a JO search gt Folders E Folder Sync aan Ay Address gt Control Panel PRE v Control Panel B Switch to Category view See Also Windows Update Help and Support Intel R GMA amp X Accessibility Add Options Hardware Internet Driver for Options D w Y 2 Addor Administra Automatic Date Remov Tools Updates amp p f Keyboard Mail wy Folder Options CN Power Options Display b a P Fonts Game Controllers Printers and Regional and Faxes Language S Scanners Scheduled and Ca Tasks User Accounts a Windows Firewall Taskbar and Start Menu Sounds and Audio De Security Center Speech System Wireless Netwo 3 Click on the Folder Options icon olden Gutters Show common tasks in folders Use Windows classic folders Browse folders Open each folder in the same window Open each folder in its own window 4 Click on the File Types tab Click items as follows Single click to open an item point to select Underline icon titles consistent with my browser Underline icon titles only when point at them Double click to open an item single click to select Restore Defaults amp Apply General Ledger S
130. ayed automatically There are two types of entries for a job a cost or a profit recognized entry For a cost you must enter fields 1 2 3 and 4 For a profit recognized entry you will enter fields 1 and 2 for a job that has sub jobs and bills for the sub jobs or only field 1 if the job doesn t bill for sub jobs You will not enter fields 3 and 4 for this type of entry For an Existing Entry Enter all the key fields JOB SUB JOB Change CATEGORY ACCOUNT and DATE or use the option Option F1 to scan through the entries on file by account number F3 Toscan through the entries on file in order by the sequence in which they were entered You can change any field except the key fields that have an asterisk next to them Also you cannot change the source if it is PFTREC If you want to change any of these key fields it will be necessary to delete the entry then re enter it 2 Sub job Enter the number of the sub job for this entry If the job entered above does not have sub jobs this field will be skipped automatically The sub job number entered must exist for the job 3 Change Enter the change order number for this entry If you do not use change orders at all in your Job Cost system this field is skipped automatically If this entry is not for a change order leave the field blank to skip it 4 Category Enter the number of the cost category for this entry If t
131. b account groups see the chapter titled Sub Account Groups Make any necessary changes press Enter and select the printer you wish to send the report General Ledger Reports Samco Power Accounting 15 6 Source Cross Reference This selection prints the Source Cross Reference Report which is a list of entries within the range of dates you specify grouped by either their source code or journal number A source code is assigned automatically when you run Get Distributions to transfer entries from other Samco packages into the General Journal Transaction File For example the source code for Accounts Payable entries is always AP unless you manually change the general journal before posting the entries Source Codes The following source codes are automatically assigned to designate the source of an entry Code Journal GJ General Journal AV A P voided cheques SJ Standard Journal PO Purchase price adjusts AR A R sales PR Payroll Cheques CJ A R cash receipts PM Manual Payroll FC Finance charges IC Inventory entries AP A P vouchers JC Job Cost entries AJ A P adjustments JB Job Billing entries AK A P cheques Journal number refers to the report printed when you post general or standard journal entries within the G L package or when you post other types of entries in other Samco packages Each journal number has a two letter source code GJ for general journal SJ for standard journal etc followed by a unique report n
132. be included in this group Each sub account must be in the Chart of Accounts File Enter a sub account or use the option Option F1 to scan through the sub accounts on file After you press enter to complete entering a sub account the cursor moves to the next location to enter the next one You may press F3 to delete a highlighted sub account When through entering sub accounts press Tab Printing a List of Sub Account Groups Select Set up gt Sub account groups gt Print The printer selection window appears for you to choose which printer to send the document to General Ledger Sub Account Groups Samco Power Accounting 10 3 SAMCO Building business and technology relationships Chapter 11A General Journal without Job Cost NOTE General Journal processing can differ significantly depending on whether or not you have interfaced your Samco G L package to the Samco Job Cost package If your G L package is interfaced with Job Cost skip to the chapter titled General Journal with Job Cost Introduction This selection is used to handle general journal entries Once general journal entries have been entered and verified as correct with the help of the edit list you can post them to the General Ledger Transaction File the permanent G L file To Begin Select General journal trx Enter from the G L menu General Ledger General Journal without Job Cost Samco Power Accounting 11A 1 Fle
133. beginning with 8300 regardless of the value for the second account number section usually department or profit centre 8300 1 would include all accounts beginning with 8300 and all accounts whose second account section begins with a 1 8 00 would include all accounts which matched the mask Thus almost all 8000 series accounts would be included in such a line For example assume that these accounts have these net for the reporting period and YTD General Ledger Financial Statement Layout Samco Power Accounting 18 15 RPT YTD 8300 000 200 500 8300 100 400 600 8300 200 300 900 8300 300 0 0 8300 400 150 200 Layout Entered P amp L Format Layout Acct or function LEG 8300 000 Utilities 8300 100 Utilities 8300 200 Utilities 8300 300 Utilities 8300 400 Utilities PAT Utilities 6050 000 Travel Expenses 6050 100 Travel Expenses 6050 200 Travel Expenses 6050 300 Travel Expenses 6050 400 Travel Expenses PAT Travel Expenses The above layout can be replaced by this layout Acct or function LEG 8300 Multiple accounts PAT Utilities 6050 Multiple accounts PAT Travel Expenses RPT YTD 6050 000 550 800 6050 100 700 900 6050 200 100 200 6050 300 450 700 6050 400 500 800 Bal Prt Prt Paren typ Accum col cntrl N A N A N A N A N A C N A N A N A N A N A C Bal Prt Prt Paren typ Accum col cntrl A C A C Either layout printed for
134. ber is optional This is an additional reference Options Enter to accept the previous document number entered if you chose in Control Information to re display document numbers F1 to use the previous document number entered if you chose in Control Information not to re display document numbers 6 Reverse next period If ACCRUE was entered in field 4 SOURCE you can allow automatic reversal of an accrual upon posting If ACCRUE was not entered the message NOT ALLOWED is displayed and this field is skipped The running BALANCE is automatically updated to include the amount of the entry just made the entry COUNT is incremented by one and the screen is cleared for the next entry Automatic Journal Entries Select Automatic journals gt Enter criteria from the Standard journal trx menu General Ledger Standard Journal Samco Power Accounting 13 5 EITC G Citera Enter or i Fle Ea AR IC CE GA AP PC GLC PO BA P O FS TC TB PA OOK SR SF Heb eo mV Xott COO MEO 4AP8 Ee Automatic journal trx processing Acme Enterprises Inc Enter criteria 04 01 11 to 04 30 11 1 Trx type 2 Source AUT 3 Base range from account no To account no Inclusive 4 Description C Percentage R Ratio Use this function to set up the criteria by which automatic journal entries will be calculated A criteria is basically a set of instructions which tells the computer how to generate the journal entries When the Calc
135. bers to the consolidation company After transfer you can make any necessary adjustments directly in the consolidation company Consolidation can be done at the end of the year or periodically during the year so that financial statements for the consolidation company can be obtained for each accounting period As each member s entries are added into the consolidation company the entries are marked consolidated in the member s file These entries will be skipped in future runs thus preventing the same entry from being added in twice to the same consolidation company You can override this safeguard if you wish see field 7 below This is the screen you see Company consolidation Acme Enterprises Inc Consolidate entries Please enter Member i Starting account N 3 Ending account Starting date as Ending date D Compression code e Include entries already consolidated Print report only Press F1 for All 1 Member General Ledger Company Consolidation Samco Power Accounting 25 18 Enter the company ID of the member whose entries you want to consolidate or use F1 to consolidate the entries from All members 2 Starting account 3 Ending account Enter the range of accounts to consolidate Follow the screen instructions 4 Starting date 5 Ending date 6 Compression code During consolidation entries from the member will be compressed accordi
136. c s support department directly there may be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In Backup file utilities the function Convert a file will take out the good records in the data file and place these in a temporary file Once this is done the function Restore a converted file is used to transfer the good records from the temporary file into a new permanent file If the file you are attempting to convert has become so corrupted that the Convert a file function fails to run refer to the end of this section the recovery utility vutil To Begin Select File utilities from the second page of the G L menu Exporting a File Select File utilities Export a file from page 2 of the G L main menu You ll see a screen similar to this General Ledger File Utilities Samco Power Accounting C 2 NOTE Fields 20 21 and 22 only appear if this is a consolidation company Please select file Enter the number 1 22 of the file or press F1 to select All of the files for conversion Please enter device for converted file Enter 1 character for the disk on which the converted file is to be created NOTE For Linux Unix users it doesn t matter what letter is entered as the file will be created in the root Samco directory of the fixed disk i e u ssi Please enter device size in kilobytes
137. cash or current assets might be omitted from the Balance Sheet This would make an incomplete and incorrect SAF statement Accounts might be in the balance sheet layout which are not actually balance sheet accounts which do not have a B for a financial statement type in the Chart of Accounts File In this case an error report will be printed and the SAF layout will not be created One or more accounts might not have an SAF type designated in the Chart of Accounts File An error report will be printed showing all accounts which do not contain an SAF type and the SAF layout will not be made If an error report is printed during the generation of SAF layouts you must determine which errors occurred and make the necessary corrections either to the Balance Sheet Layout or to the Chart of Accounts then make SAF layouts again If you want more levels of subtotaling or different headings and literals from the ones automatically made you may change these using the Enter option of Maintain financial statement layouts An SAF report layout made from a Balance Sheet with more than 999 actual accounts and account totals PAT s will not include accounts after the 999 General Ledger Copy Layout Make SAF Samco Power Accounting 20 8 SAMCO Building business and technology relationships Chapter 21 Get Distributions Use this selection to transfer information from the Accounts Receivable Accounts Payable Canadian Payroll Invento
138. ccountant who will have the intimate knowledge of your business activities necessary for an accurate representation of these detailed statements This E type layout is not restricted to the above statements relating to cash flows but is in fact a very powerful and versatile tool for showing changes in any series of accounts The features that provide this versatility are You can include both balance sheet and profit and loss accounts on these layouts You can select one of the five different balance types for use Beginning balance Gross debits Gross credits Net change Ending balance You can reverse the balance for the current layout line by specifying that it be multiplied by minus one You can override the parentheses control code of an account for the current layout line These features provide the means to produce almost any kind of statement in the profit and loss format Balance Sheet Format Statements Three types of financial statements use the balance sheet format B Balance Sheet X Supporting Schedule balance sheet format F Statement of Changes in Financial Position Appearance General Ledger Financial Statement Layout Samco Power Accounting 18 38 The balance sheet format shows one balance for each account or subtotal The balance sheet has three columns in which a balance can be printed You select a print column Prt col when you enter a layout line that prints a balance You also select a print colum
139. ce entered if you chose in Control information to re display references F1 To use the previous reference entered if you chose in Control information not to re display references Doc The document number is an additional reference Entering a document number is optional Enter a document number or use one of the options Options Enter to accept the previous document number entered if you chose in Control information to re display document numbers F1 To use the previous document number entered if you chose in Control information not to re display document numbers Duplicate Entries When making a new journal entry if an entry already exists for the same job sub job change order category number account number date debit or credit amount source and reference you will be given a warning to this effect You are not prohibited from making this new entry but you should verify that entering this duplicate is correct 10 Reverse next period If ACCRUE was entered in field 8 SOURCE you can allow automatic reversal of an accrual entry upon posting If ACCRUE was not entered the message NOT ALLOWED is displayed and this field is skipped If you select to reverse the entry in the next period the RUNNING BALANCE will be the same as it was before the entry This is because the accrual reversal also reverses the entry you made However you are still required to make the counter balancing entry in orde
140. chnology relationships a Appendix A Initializing Data Files Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often Usually only when fixing a corrupted file If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the Installation and System Guide related to the File Recovery Utilities Caution Don t use this function unless you really want to initialize a data file Any data file initialized will have its information completely erased To Begin From your operating system prompt change into the top level directory where your Samco applications reside i e C SSI DOS F PUBLIC SSI LAN Network usr ssi Linux Unix etc From there type sh GLINIT Enter in the ID number for the company whose G L file s you want to initialize You will see a screen similar to this General Ledger Initializing Data Files Samco Power Accounting A 1 Initialize G L files Acme Enterprises Inc screen 1 of 2 Please enter Y or N for each file Init Company file General journal notes file G L control file General journal lock file G L notes file Re
141. compressed by date by journal General Ledger Get Distributions Samco Power Accounting 21 6 SAMCO Building business and technology relationships Chapter 22 Compress G L Transactions This selection is used to summarize compress the entries in the General Ledger Transaction File either by date or by period depending on which method you specified for each account in Chart of Accounts Run this function after financial statements have been printed for the current period Before You Begin CAUTION While your GL entries in the transaction file are summarized full detail is available in the Detail History File Go to General Ledger gt F2 gt Compress GL transactions 1 2 3 Enter the cut off date for the compression Enter the starting and ending account numbers Enter either a single GL account number of a range of account numbers Select the compression option These options are the same as are used for the Get Distributions feature D for Date one credit amp one debit for each day all accounts in the range selected When summarizing by date all entries on a single day for one account are summarized into a maximum of two entries for that account one entry for the debit amount and one entry for the credit amount Also amounts of entries marked as correcting entries are subtracted from the appropriate debit or credit amount before the summary debit General Ledger Compress G L Transactions
142. count 5555 300 in companies A B and C Specifying a Consolidated Sub Account General Ledger Company Consolidation Samco Power Accounting 25 5 If you specify that each member company will have a consolidated sub account associated with it in the consolidation company the sub accounts from within the member are not shown in the consolidation company However each member company is shown For example consider the three member companies above A B and C each of which has sub accounts 100 200 and 300 Assign Member A consolidated sub account 700 in the consolidation company Member B 800 and Member C 900 Then using the same accounts 5555 100 5555 200 and 5555 300 as examples All entries from accounts 5555 100 5555 200 and 5555 300 from Member A are summarized into consolidation account 5555 700 All entries from accounts 5555 100 5555 200 and 5555 300 from Member B are summarized into consolidation account 5555 800 All entries from accounts 5555 100 5555 200 and 5555 300 from Member C are summarized into consolidation account 5555 900 To Choose Which Method to Use Whether or not you specify a consolidated sub account for a member affects how the financial statements of the consolidation company will look Identical account structures If you chose to automatically link the accounts and the member and consolidation companies have identical account structures the system defaults to link section 1 to 1 2 to
143. counts For purposes of this example we will number this account 9999 901 Enter this account into your Chart of Accounts as a P amp L account 2 Enter the one sided entry using General journal to an actual G L account not the temporary account mentioned above For purposes of this example we will assume that an account is being debited because the credits in the G L Transaction File exceed the debits This entry General Ledger General Journal without Job Cost Samco Power Accounting 11A 11 5 6 General Ledger would be dated in the period that is out of balance in the G L Transaction File Balance the entry from 2 above with a credit for the same amount to the temporary account i e 9999 901 on the same date Using the Backup File Utilities on the second page of the G L menu CONVERT the G L Transaction File into a new export ASCII text file Use First for the Starting file key and use a value of 9999900 the nine spaces are required as the Ending file key The Ending file key is account number 9999 900 which is the account just before account 9999 901 The account must be entered based on the account number structure This process will only work if your main account number is the first section of the G L account number structure For further clarification refer to the System Functions Guide on use of account number sections The file utility will then export all entries in the G
144. counts are typically debit balance accounts so you should parenthesize them when they have a credit balance Liability equity and revenue accounts are typically credit balance accounts so you should parenthesize them when they have a debit balance General Ledger Chart of Accounts Samco Power Accounting 8 6 Enter either D Parenthesize when debit liabilities equities and revenues C Parenthesize when credit assets and expenses For certain accounts you must use a parentheses control code which is the same as the account s typical balance This occurs when an account s balance appears in parentheses under normal circumstances For example contra asset accounts such as accumulated depreciation appear in the assets section of the Balance Sheet highlighted by parentheses See your accountant if you have any questions about this 7 Compression code When you run Compress G L Transactions individual entries will be compressed summarized either for a single day for a particular accounting period or not at all See the definition of Compress in the Glossary The code you enter determines which compression method is to be used for this account Enter either D Date consolidate all entries for a single day P Period consolidate all entries for a single accounting period N No compression retain all entry detail 8 Cash flow type This information is needed for the Expanded Cash Flow Statement Accord
145. cum col cntrl LEG 8300 000 Utilities 8300 100 Utilities 8300 200 Utilities 8300 300 Utilities 8300 400 Utilities PAT Utilities 6050 000 Travel Expenses 6050 100 Travel Expenses 6050 200 Travel Expenses 6050 300 Travel Expenses 6050 400 Travel Expenses PAT Travel Expenses C ZZ FLT A LT gt gt gt gt gt ZZZ gt gt gt General Ledger Financial Statement Layout Samco Power Accounting 18 14 Assume that the accounts have the following nets for the reporting period and year to date RPT YTD RPT YTD 8300 000 200 500 6050 000 550 800 8300 100 400 600 6050 100 700 900 8300 200 300 900 6050 200 100 200 8300 300 0 0 6050 300 450 700 8300 400 150 200 6050 400 500 800 If you select this layout for sub account 300 you get Resulting Statement Reporting period Year to date amount amount Travel Expenses 450 00 700 00 Wild Carded Accounts The purpose of a wild card is to reduce the number of entries required to create a layout Wild Cards are symbols which can be entered where sub accounts appear to stand for several individual sub accounts For example assume you use the following accounts in the Chart of Accounts 8300 000 8300 100 8300 200 8300 300 and 8300 400 The symbol is used to replace a specific value You would put the symbol at any digit in the account number which you wanted to include all values for Examples 8300 would include all accounts
146. curring journal file Valid G L account file Standard journal trans file Accounting period file Standard journal lock file Text file General ledger trans file Chart of accounts file General ledger lock file Change chart of accounts fil Layout file General journal trans file SAF layout file i 2 3 4 5 6 7 8 9 Initialize G L files Acme Enterprises Inc screen 2 of 2 Please enter Y or N for each file Init Statement specification file Extract pass file Statement pass file General Ledger trans detail Statement work file General journal trans detail Sub account group file Member file Criteria header file Account link file Criteria line file Company consolidation lock f Criteria lock file Extract specification file Extract work file NOTE Files 31 32 and 33 appear only if the company you are working with is a consolidation company Refer to the Company Consolidation chapter Answer Y for each file you want to initialize N to not initialize a file 1 Company File This file contains your company s name and address and various information about how your software runs including the G L account structure General Ledger Initializing Data Files Samco Power Accounting A 2 2 G L Control File This file contains a number of parameters that define your general ledger structure Each parameter defines specific values to be used in other programs 3 G L Note
147. d General Ledger Export Printers Reports Samco Power Accounting D 7 How to set the default for opening a SAMCO tab file in Windows 7 1 Begin by clicking on the Windows 2 Click on Control Panel 3 Click on the Default Programs icon Adjust your computer s settings yp Action Center j M Color Management GR Desktop Gadgets Ease of Access Center Lenovo HD Audio Manager P Getting Started Internet Options Mouse Personalization Programs and Features Sound Taskbar and Start Menu Windows CardSpace g Windows Update General Ledger Samco Power Accounting icon excalibur 33 Documents Microsoft Word Microsoft Office Excel 2007 Adobe Reader 9 8 Mozilla Thunderbird f hal Snagit 10 Editor hs 11 04 33 45 amco 11 04 33 PA ootas excalibur w Snagit 10 RA Administrative Tools AutoPlay Credential Manager Date and Time Devices and Printers Device Manager aig Flash Player 32 bit JE Folder options QJ HomeGroup Ko Indexing Options Lenovo Factory Recover lt gt teed Disks T gt E Lenovo s System Health amp Location and Other and Diagnostics Sensors i Network and Sharing J Notification Area Icons Center os sss 4 Phone and Modem Power Manager 32 bit g Region and Language Sync Center Rg User Accounts BP Windows Firewall w Speech Recognition Recovery al Troubleshooting B Windows Defender
148. d a brief This section describes the steps necessary to generate a standard list Select Chart of accounts Print out accounts From the report criteria screen displayed enter the following 1 Starting account General Ledger Chart of Accounts Samco Power Accounting 8 16 2 Ending account Enter the range of accounts to be included The account numbers entered do not need to be valid account numbers in the file Follow the screen instructions 3 Show budgets and comparatives Answer Y to show budgets and comparatives on the Chart of Accounts List 4 Show notes Answer Y if you want notes included Selection Group Selection The number of times you are prompted in the next set of fields depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Option F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts with the same section F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups Make any necessary changes and press Enter Printing Chart of Accounts Brief Select Chart of accounts gt Prin
149. d non cash charges against income This provides a picture of the effects of these accounts on the working capital The non current assets and liabilities also called funds flow accounts are put into separate sections depending on whether they are sources or uses of funds An increase in an asset is a use of funds and an increase in a liability is a source of funds The opposite is true for decreases The BSNI balance sheet net income code non cash charges against income SAF type N and funds flow accounts SAF type F are included in this statement The funds flow accounts all appear twice in the layout once following the SSRC function code start sources of funds then again following the SUSE function code start uses of funds The sources and uses must appear at the end of the report after the BSNI and non cash charges against income When the statement is printed an account is printed as a source only if its amount is a credit and as a use only if its amount is a debit Consequently each account will appear only once on the statement even though it appears twice in the layout The format which we recommend and the format of the layout produced by Make SAF layouts is as follows 1 First the BSNI code then the non cash charges against income and then a General Ledger Copy Layout Make SAF Samco Power Accounting 20 5 SUB1 for the total from operations 2 Next an SSRC code followed by all the funds flow account
150. d to the EXP file regardless of the records already there Be sure not to overlap file key ranges when using this method otherwise you will get duplicates on the EXP file The file will now be converted The screen will show a count of the records as they are converted The converted file will be located on the device specified earlier and have the same name as the original file except the extension will be EXP After you have completed running the convert routine you will be prompted to select a printer destination for the backup log A backup log shows the file s converted the number of records per file and the date and time Restoring an Exported File This selection is used to restore files that have been converted through the Export a file function All of the data contained in the converted files will be transferred to the files which you are restoring Select Restore an exported file from the File utilities menu General Ledger File Utilities Samco Power Accounting C 4 A screen similar to the following appears File utilities General Ledger Restore from an export file Please select file a O O OY Ur B os Ni oe e H e O Ze Please enter device for export file Chart Of ACEOUNES Chart change file Statement pass file Statement spec file ReGen PAL CES TAM Gen jrn detail file 2 FACING Ee fate ego ere Accounting periods PEAR AVOUT TA Abies ca
151. d will print the nets for 6050 100 and 200 Incorrect Handling of Sub Accounts You should avoid summarizing one sub account into another sub account The following example is an incorrect handling of sub accounts General Ledger Financial Statement Layout Samco Power Accounting 18 13 Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG 8300 100 Utilities 8300 200 Utilities 6050 100 Travel Expenses 6050 200 Travel Expenses ZzZzzZzzZ u gt u gt If you select this layout for sub account 100 totals will not be printed for the Utilities or Travel Expenses accounts since the P print accounts use sub account 200 not 100 Resulting Statement Reporting period Year to date amount amount The Statement is blank Zero Balance Accounts and PAT Codes When coding a statement for multiple sub accounts you can take advantage of the fact that an account or PAT with a zero balance or net will not be printed on the financial statement For instance if you have an expense which does not occur for a particular sub account you can still accumulate all the sub accounts into a PAT Then for the sub account that does not have that type of expense the net of the PAT will be zero when printing the layout for just that sub account and the PAT code will not print at all on the statement Layout Entered P amp L format Layout Acct or Bal Prt Prt Paren function typ Ac
152. data It is recommended that each of your specification files be named differently in order to eliminate the possibility of overwriting an existing extracted file Extract next run This determines if the extracting of data for this specification will be done the next time Perform data extracts is run Answer Y or N Section group selection The number of times you are prompted in the next set of fields depends on how many sections your G L account structure is For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Option F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts within the same section F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups The second input screen is displayed for further selection criteria The format of the screen is dependent on the 3 Selection type specified on the first input screen S Statement Format P Planning Format Planning Format If the selection type is P the following screen appears General Ledger Ledger Connection Samco Power Accounting 24 5 OF FINANCIAL POSITION 1 All amounts described below
153. dger Build Financial Statement Layouts Samco Power Accounting 19 3 SAMCO Building business and technology relationships EN Chapter 20 Copy Layout Make SAF Use this selection to Copy layouts create new layouts from existing layouts Make SAF layouts automatically create from one to three Source and Application of Funds Statement layouts from an existing balance sheet layout Copying a Layout This selection allows you to do three things with an existing layout add a new sub account to it copy it fully including all sub accounts or copy it but with only one sub account appearing in the new layout These functions are described in detail below Select Statement layouts Copy layouts from the G L menu A screen appears for you to enter the layout number to copy from and the action to take 1 Copy from layout Enter the number of the layout to be copied from or press F1 to scan through the layouts on file The type of statement and description will be displayed General Ledger Copy Layout Make SAF Samco Power Accounting 20 1 2 Action to take Select the action to take on the copy from layout Use one of these options which are explained below Options C Copy full layout to another layout A Add a sub account to this layout N New layout with a new sub account Copy full layout to another layout Select C to create a totally new layout which is a duplicate of the existing one The new
154. dger Close a Year Samco Power Accounting 23 4 to change the accounting periods use the same procedures described in the Accounting Periods chapter The purpose of the next screen is to allow you to set new year budgets for each of your G L accounts in the Chart of Account File You may select one of three different methods for handling the new year budgets 1 Leave budgets as they are In this case the budgets for the new year will be the same as they were for the fiscal year being closed 2 Set budgets to zero In this case all budgets will be set to zero 3 Set budgets to new comparatives After Post closing entries is run the comparatives for an account will contain the balances for that account for each period of the fiscal year just closed When comparative financial statements are run in the new year you will then be able to compare new year balances against comparatives from the fiscal year just closed The comparative amounts stored by Post closing entries are call the new comparatives They are the new comparatives which are set up for use in the new fiscal year although their amounts correspond to the account balances from the prior year If you select to set your budgets based upon the new comparatives you are basing your new year budgets on performance in the prior fiscal year If you choose Set budgets to new comparatives you see a screen requesting you to enter the following 1 Change b
155. dget amounts in the system prior to this import will be zeroed out e N o All existing budget amounts in the system prior to this import will be left as they are with the exception of those that will be overwritten according to your input specifications When importing multiple budget spreadsheets use Y es for the first import and N o for all subsequent imports so the budget amounts accumulate General Ledger Ledger Connection Samco Power Accounting 24 18 e To check your imported budget figures you can use the Chart of Accounts Enter feature and view the budgets for each account OR you can print the data using Chart of Accounts Print out accounts for a range of accounts answering yes to Show budgets and comparatives General Ledger Ledger Connection Samco Power Accounting 24 19 SAMCO Building business and technology relationships Chapter 25 Company Consolidation Use this selection to sum the business activity from several individual companies into a whole so that you can produce an overall set of financial statements The ability to produce consolidated financial statements is very useful to any organization consisting of more than one company Such consolidated statements are often necessary in managing the overall organization and in seeking capital First some definitions Consolidate Consolidate means to summarize the business activity from several companies into a whole as though they were one compan
156. divided by MEM2 POS MEM3 PMR3 Net Profit Margin P amp L Format Statements This section describes how P amp L format statements are printed and other features available only on P amp L format statements Print Format Two amounts are shown for each account or subtotal printed on a statement in P amp L format e The amount for the reporting period e The year to date amount The two amounts will appear in fixed columns on the statement Reporting period Year to date Amount Amount Sales tools 999 99 S 999 99 Sales tools 999 99 999 99 If budgets or comparatives are selected they will print in two columns to the right of the above amounts Budgets or comparatives are selected in Financial Statements Enter specifications One column shows the reporting period amount and the other column shows the year to date amount General Ledger Financial Statement Layout Samco Power Accounting 18 32 Ratios described next are allowed for the P amp L Statement and the P amp L Supporting Schedule Ratios are not allowed on other types of statements The percentage figures will appear just to the right of both the reporting period and year to date amounts on the statement Ratios are shown for budgets and comparatives as well if they are printed For the Expanded Cash Flow Statement ratios budgets nor comparatives can be used For the SAF statements only comparatives can be used A variance is either a difference fr
157. do this then the NET PROFIT or LOSS shown on the Balance Sheet will be incorrect and the Balance Sheet will not be in balance Printing the Balance Sheet for a Sub Account or Sub Account Group To print the Balance Sheet for a specific sub account or sub account group first set up a financial statement specification for a profit and loss statement layout On this specification you would enter the specific sub account or sub account group to be included when printing the layout Then set up a financial specification for the Balance Sheet to be printed for the same sub account or sub account group This specification should be numbered so that it is the next specification after the Profit and Loss Statement described above Select both of these specifications to be printed at the same time By printing the Profit and Loss Statement first followed immediately by the Balance Sheet BSNI will be set to the proper value at the time the Profit and Loss Statement is printed for use on the Balance Sheet For example a correct sequence for printing would be 1 Profit and loss statement for All sub accounts 2 Balance sheet statement for All sub accounts 3 Profit and loss statement for sub account 100 General Ledger Reports Samco Power Accounting 15 20 4 Balance sheet for sub account 100 General Ledger Reports Samco Power Accounting 15 21 SAMCO Building business and technology relationships Chapte
158. e we will assume that an account is being debited because the credits in the G L Transaction File exceed the debits This entry would be dated in the period that is out of balance in the G L Transaction File 9 Balance the entry from 2 above with a credit for the same amount to the temporary account i e 9999 901 on the same date 10 Using the Backup File Utilities on the second page of the G L menu CONVERT the G L Transaction File into a new export ASCII text file Use First for the Starting file key and use a value of 9999900 the nine spaces are required as the Ending file key The Ending file key is account number 9999 900 which is the account just before account 9999 901 The account must be entered based on the account General Ledger General Journal with Job Cost Samco Power Accounting 11B 12 number structure This process will only work if your main account number is the first section of the G L account number structure For further clarification refer to the System Functions Guide on use of account number sections 11 The file utility will then export all entries in the G L Transaction File for all accounts up to but not including 9000 901 12 Using the Backup file utilities restore the converted file creating a new G L Transaction File This new G L Transaction File will contain all debits and credits from the original file except for the credit to account 9999 901 Your G L
159. e divided up and allocated to the post to accounts Ratio Accounts the ratio percent for each account range is expressed as a percentage of the balance of the base range Post to Accounts the actual accounts to be debited and credited The amount posted to each account is the ratio percent of its respective ratio account Using the table below as an example the base range amount is 200 The sum of the ratio account ranges A B and C is 100 At this point it should be made clear that the entire base range amount must be distributed Base Range Ratio Ranges Range Value Ratio Distribution 200 00 Account Range A 50 00 50 100 100 00 Account Range B 40 00 40 100 80 00 Account Range C 10 00 10 100 20 00 Total 100 00 100 100 200 00 Since the total balance of account range A is 50 A will receive 50 if the base range 50 100 or 100 00 B which accounts for 40 will receive 40 of the base range 40 100 or 80 And finally C will receive 10 of the base range 10 100 or 20 1 Trx type Enter C for a percentage type criteria or R for a ratio 2 Source Enter a unique source code to distinguish transactions generated by these criteria All automatic entries will have a source code prefixed with AUT This code is used for sorting in preparing the G L source cross reference report General Ledger Standard Journal Samco Power Accounting 13 7 3 Base range Ente
160. e used to create general journal entries when you run Use selected General Ledger Recurring Journal Samco Power Accounting 12 12 Fe Ed AA IC 0E SA AP PC OGL PO BA A PS TC TR PA DK BR SF Heb POU SnYNwOte COO MAD d gt ae Recurring journal Acme Enterprises Inc Select for use 14 01 11 to 4 30 11 4 Account 2 Sequence 3 Date 4 Amount Debit Credit 5 Source 6 Reference Doc 7 Correcting entry Start dat Last date Max uses Final dat Last doc Times used Next dat Every Type Group Enter account F4 next entry 1 Account To find the recurring entry you want enter the account number or press F1 to scan through the recurring entries matching the criteria from the previous screen 2 Sequence Enter the sequence number of the desired recurring entry or press F1 for the next entry If this recurring entry has already been selected you are informed that it has been and asked if you now want to unselect it Answer Y or N as appropriate If you answer N to Select this entry the screen clears for you to enter another recurring entry to select If you answer Y to Select this entry the recurring entry is selected and processing occurs as follows Fixed Recurring Entry General Ledger Recurring Journal Samco Power Accounting 12 13 1 The next date stored in the recurring entry is displayed for the date 2 You are allowed to change fields a
161. e will include a beginning balance for your P amp L accounts from last year until you close 3 When you are ready to close change the accounting periods back to last year Make sure that the last day defined here is the last day of the year you intend to close 4 Perform the End of Fiscal Year checklist in the chapter titled Guide to Daily Operations Do not make a journal entry for retained earnings The software will do this automatically 5 Run Print pre closing report if needed followed by Post closing entries Actions performed by Post closing entries The following is a list of the actions performed by Post closing entries a It automatically adds one year to all accounting period dates in the Accounting Period File and sets the current period and the reporting period to the first new accounting period You can then manually change the accounting periods current period and reporting period if you wish It sets the comparative amounts in the Chart of Accounts File for each G L account After Post closing entries is run the comparatives for an account will contain the balances for that account for each period of the fiscal year just_ closed When comparative financial statements are run in the new year you will then be able to compare new year balances against comparatives from the fiscal year just closed The comparative amounts stored by Post closing entries are called the new comparatives throughou
162. ecify the type of statement to be produced and enter a description of the layout 1 Layout number Enter a number to identify this layout or use the option or press F1 to scan through the layouts on file 2 Type of statement Enter a statement type from the types which appear 3 Description Enter a description of this statement layout Layout Screen You then see a screen on which to enter the layout General Ledger Financial Statement Layout Samco Power Accounting 18 4 NOR a al x f Search e aml ka Cee Hep Rare rer es Mute COc Nao 4Pai Eo as Financial statement layouts Acme Enterprises Inc Enter Layout 003 Balance sheet Acct or Bal Prt Prt Paren function typ Accum col cntri e Center Y XYZ Company Center Y Balance Sheet LEG LF lines 02 LIT Center N Assets LF lines 01 LIT Center Y Current assets LF lines 01 RNG From 1000 000 E P 1 To 1200 000 UL Zz UL SUB4 Total current assets 2 C LF lines 01 Use v PgUp PgDn F1 insert line F2 move copy line F3 delete line F5 get next acct F6 jump to account F7 function menu This screen is used to enter accounts and function codes which control the content and appearance of the financial statement You enter one line for each account or function in the order in which you want to have them appear to be performed Layout Screen Fields Each line contains five fields across the screen Acct or
163. ecify whether or not you track your journal entries by user This is most effective in multi user environments giving individual users the ability to track their own journal entries without worrying about other users on the system 3 Re display jrnl source Press Enter for Y to re display the source from the previous entry Answer N to not have the source re display 4 Re display jrnl reference Press Enter to answer Y to re display the journal reference from the previous entry Answer N to not have the journal reference re display 5 Re display jrnl document Press Enter to answer N to not re display the journal document number from the previous entry Answer Y to have the journal document number re display 6 Track jrnl trx by user id Press Enter to answer Y to track journal transactions by the user ID they were entered under Answer N to not have journal entries by user ID NOTE If you answer N for any of the above four fields you will still be able to access the previously entered value using the F1 key 7 Allow posting outside period Answer Y to allow transactions entered to be dated outside of the current period as General Ledger Control Information Samco Power Accounting 7 4 defined in the accounting periods When you print the General Journal Entry Edit List the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the s
164. ed changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed and get ready for a new note Like pressing Esc a Field number to change in other selections Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc Printing an Edit list This selection prints the General Journal Entry Edit List Select Edit list from the General journal menu If you selected to track journal transactions by user you are prompted to Print trx entered by all user Answering Y will print all transactions for all users while answering N will print only those transactions which you entered You have the option of printing out the entries either in account number order A or in the order they were entered E General Ledger General Journal without Job Cost Samco Power Accounting 11A 7 You also have the option to print notes for the entries If in GL Control information you have the following set to yes Allow posting outside period Y Allow posting out
165. ed the Distribution File in a previous period then the reports will not be comparable 3 4 Note that if you specify that distributions are not to be purged by Get distributions and you run Get distributions again for the same package you will still never transfer the same distribution from the package to G L more than once because Get distributions prevents this Thus if after step 2 in the alternate procedure above General Ledger Get Distributions Samco Power Accounting 21 4 you discover additional transactions for the accounting period which have not yet been entered into the package simply enter and post these transactions in the package and repeat the alternate procedure starting with step 1 If distributions are transferred for accounts that are not defined in the Chart of Accounts file you will have to either add these accounts to the Chart of Accounts File before these entries can be posted or delete the entries and re enter them for a different valid account Since the program does not check the validity of the information being transferred we recommend that you verify that all accounts in the Valid G L Account File are also in your Chart of Accounts File After Interfacing Use General journal to change delete or print an edit list of the entries transferred Post the entries to the General Ledger Entry File when you are satisfied they were transferred correctly Entries transferred to General
166. eld number to change Printing a Specifications List Select Print extract spec list from the Extract specifications menu Use this list to verify the specifications you have entered for the extractions A screen appears for you to enter the starting and ending numbers of the specifications to be printed 1 Starting specification 2 Ending specification Enter the range of specifications to be printed Follow the screen instructions Data Extracts Introduction This selection is used to perform the actual extraction of data using the specifications set up Extract specifications above To Begin Select Perform data extracts from the L C menu The screen will prompt you with Do you wish to recalculate account balances if you have run a previous extract within the current period Answer Y or N If you have changed accounting periods the system will automatically recalculate all account balances Once completed you will be prompted with the following screen for each extract specification which is selected to extract on the next run Answer Y to the corresponding question if you wish to include those accounts with zero balances for the current period Otherwise answer N You can end the processing of extract files by pressing Tab when this screen appears General Ledger Ledger Connection Samco Power Accounting 24 10 After all processing is complete you are returned to the Ledger Connection mail men
167. ent FASB 95 Cash Flow Statement FASB 95 means the 95th official statement of the Financial Accounting Standards Board In order to handle the requirements for this statement correcting ledger entries must be labelled as such A correcting entry is a ledger entry which has been made to correct an earlier ledger entry which is in error For example let us assume that the following debit and credit have been entered and posted DR Accounts Receivable 100 CR Sales 100 After posting you discover that the amount should have been 50 In this case you would enter and post the following DR Sales 50 General Ledger Control Information Samco Power Accounting 7 2 CR Accounts Receivable 50 However the above two ledger entries must be marked as correcting entries to indicate that they are not the result of a business transaction If they are not so marked then your books can give the appearance that the volume of business being done as reflected in the gross debits to your A R account is larger than that which has actually occurred There are two methods by which entries can be labelled as correcting entries 1 When entering either a General Journal transaction a transaction in another package A R A P PR I C an order in O E or an invoice in P I you may specify that the transaction order or invoice is a correcting entry If you wish to do this then answer Y to Allow correcting transactions In this case when c
168. er leave the account number blank to either enter a full or partial description of the account or to use F2 to scan through the accounts in alphabetical order For an existing recurring entry Enter the number of the account or use one of the options Options F1 to scan through the recurring entries on file F2 to scan through the accounts on file Enter leave the account number blank to either enter a full or partial description of the account or to use F2 to scan through the accounts in alphabetical order F6 use the account for the previous entry if any Once you have selected an existing entry you may press F6 to enter notes about it or view or change existing notes 2 Sequence Enter the sequence number which identifies this recurring entry or press F1 to scan through the recurring entries for this account 3 Type This designates the type of recurring entry which can be either fixed or variable A fixed recurring entry has the same debit or credit amount each period An example is rent A variable recurring entry has a variable amount from period to period An example is a telephone bill Enter either F fixed amount V variable amount General Ledger Recurring Journal Samco Power Accounting 12 3 For either type you can still change the amount when you select the recurring entry for use using manual selection See the section titled Selecting Recurring Entries for Use Automatic
169. erformed by Post closing entries Print Closing Register Archive G L Data Post Closing Entries Ledger Connection Extract Specifications Section group selection Planning Format Statement Format Deleting Specifications Clear Extract Selections Generalized Extract Selection Printing a Specifications List Data Extracts Extended Trial Balance Budget Import When creating your spreadsheet When saving your spreadsheet When you import your budget figures Company Consolidation General Ledger Samco Power Accounting 38 38 40 40 41 41 19 1 20 1 21 1 22 1 23 1 CoN UMN wap KR WD co 10 10 11 15 15 16 17 25 1 Table of Contents Normal Operation 3 Entering Member Companies 4 Linkage Criteria 4 Showing member companies 5 Showing sub accounts 5 Printing a List of Member Companies 7 Linking Accounts Automatically or Manually 7 Generating a Consolidated Chart 8 Printing a Link Edit List 15 Copying Layouts 15 Consolidating Entries 17 Checklist A 21 Setting Up Company Consolidation 21 Checklist B 24 Consolidating Entries for 24 Subsequent Years 24 Data Integrity Check 26 1 Calculate Loan Payments 27 1 Initializing Data Files A 1 Handling Periodic Inventory B 1 File Utilities C 1 Corrupted data files 1 Exporting a File 2 Restoring an Exported File 4 X Export Printer Reports D 1 Printing reports to an export file 1 General Ledger Table of Contents Samco Power Accounting 6 SAMCO Building business and tech
170. eriod but not posted to the G L transaction file the message Automatic trx have already been calculated for this period Do you wish to recalculate Answer Y to continue processing or N to cancel this function Once this function is complete journal entries will have been created You can then General Ledger Standard Journal Samco Power Accounting 13 13 run an edit list and post the transactions from the Standard journal menu discussed in the next two sections Press Tab to return to the Standard journal menu Standard Journal Edit List Select Standard Journal trx gt Edit list from the G L menu The Standard Journal Entry Edit List is used to verify the accuracy of the entries made before you post them to the General Ledger Transaction File This list includes both standard and automatic journal transactions When printing you can sort the General Journal Edit List by A Acct E Entry D Doc S Source or R Reference Posting Standard Journal Entries Select Standard journal trx Post from the G L menu This selection will post both the standard and automatic journal entries to the General Ledger Transaction File and also perform verification checks while printing the Standard Journal Entry Register All entries to be posted will appear on this register When printing you can sort the General Journal Posting Register by A Acct E Entry D Doc S Source or R Reference The report number and journal name are used to
171. erprises Inc Enter 1 Account number 1000 000 2 Description 3 T B subtotal level 4 Fin statement type B 5 SAF type Ic 6 Paren control code Ic 7 Compression code a KJ 8 Cash flow type 9 Update valid accounts ly Make changes F1 next account ShF1 prev account F3 delete F6 notes Field number to change a Comparatives The second Chart of accounts screen is used to enter or change comparatives A comparative is the previous years balance for a given account at the end of a particular accounting period General Ledger Chart of Accounts Samco Power Accounting 8 8 Edt AR IC OE SA AP PC GL JC POO BOL SG SRwWts O Chart of accounts Enter al xd Acme Enterprises Inc Comparatives Account 1000 000 Cash account 13557 1 Prior yr begin bal 454 839 20 2 End bal Isyr prd 1 460 339 20 3 End bal Isyr prd 2 460 339 20 4 End bal Isyr prd 3 460 339 20 5 End bal Isyr prd 4 460 339 20 6 End bal Isyr prd 5 460 339 20 7 End bal Isyr prd 6 460 339 20 8 End bal Isyr prd 7 460 339 20 9 End bal Isyr prd 8 460 479 60 _ si 10 End bal Isyr prd 9 460 479 60 lt 11 End bal Isyr prd 10 460 055 60 42 End bal Isyr prd 11 460 055 60 _ i 43 End bal Isyr prd 12 460 055 60 14 End bal Isyr prd 13 lt F6 notes Field number to change E For example suppose sales for a particular prod
172. es of all G L data files if you do not use the Archive G L data function Off site backup is always a good idea regardless of any other precautions You will then have a permanent record of the activity for the fiscal year To Begin Select End of year gt Print pre closing report from page 2 of the G L menu You will not be able to continue if e Any entries exist in the General Journal Transaction File which means they have not yet been posted to the General Ledger Transaction File or e Another user is using General journal If today s date is during the fiscal year being closed you will see a warning message Print Closing Register This selection will print the Year End Closing Register which shows what net profit loss entries Post closing entries will make Print closing register does not perform any other function except showing what will occur when Post closing entries is run The report is printed in two sections The first section is titled Closing Entries and will show all P amp L accounts with the amount totals to be posted The second section is titled Retained Earnings Entries and shows the profit loss amount to be posted General Ledger Close a Year Samco Power Accounting 23 3 Archive G L Data The General Ledger module retains all prior year information for viewing and reporting via the Detail history function Although there is no need to Archive G L data to another company because it is all readily
173. ess F1 to scan through the layouts on file 2 Show computed subtotals Answer Y to have computed subtotals printed 3 Print text and literals for selected ratios Answer Y to print the texts and literals associated with the selected ratios you enter next If you answer Y you may enter up to 9 selected ratios for which to print texts and literals or use the F1 option to print texts and literals for All selected ratios Re sequencing Layouts An internal numbering system is used in the computer to keep the layout lines in sequence If many changes are made to a layout you may get a message while editing the layout stating that the layout must be re sequenced It is highly unlikely that this will ever occur during your use of Samco Software but should it occur then this selection to re sequence the layout i e re number the lines internally in the computer Once you have re sequenced the layout you may continue editing the layout General Ledger Financial Statement Layout Samco Power Accounting 18 41 Select Statement layouts gt Re sequence layouts from the General Ledger main menu and enter the number of the layout to be re sequenced Verifying Layouts Verify layouts checks to ensure that the following are all true about the layout 1 Each account on the layout appears only once on the layout 2 Each account has the correct type for the layout If a P amp L account appears on a balance sheet layout you will be
174. f this chapter Step 7 Read the section in this chapter titled Linking Accounts Automatically or Manually to determine the linking method that best fits your situation Step 8 Create the links between member accounts and the consolidation accounts according to the method you chose in the section titled Linking Accounts Automatically or Manually Then set up the consolidation company s chart of accounts based on these links You can do this automatically as explained in Link accounts automatically or on an account by account basis as explained in Link accounts manually Step 9 Create the consolidated chart of accounts using Generate consolidated chart If you used Link and consolidate chart this has already been done Step 10 Create the consolidated company s financial statement layouts by copying selected layouts from member companies then editing them if necessary Step 11 If you used Link accounts manually run Verify consolidation setup and handle any errors reported as needed You may have some accounts in your consolidation Chart of Accounts File which will show as errors but in fact are not as explained General Ledger Company Consolidation Samco Power Accounting 25 22 in the section titled Verify Consolidation Setup Step 12 You are now ready to begin normal operation which includes consolidating entries from member companies into the consolidation company If you would like to c
175. ferent accounts to different areas of an organization Section group Selection The number of times you are prompted in the next set of prompts depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Options F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts with the same section F3 To select a section group For more information on sub account groups see the chapter titled Sub Account Groups The trial balance shows the beginning and ending balance total debits total credits and net change If trial balance T B subtotal levels were entered in Chart of accounts they will be General Ledger Reports Samco Power Accounting 15 3 used in printing the trial balance The detailed form of the report also shows all entries for each account unless Compress G L Transactions has been run and the detail is no longer available Date O8 LO 3L Tise 11 03 32 Period 05 01 11 te 05 31 11 Acme Enterprises Inc GENERAL LEDGER TRIAL BALANCE Poet date is show only if it is mot in this period Starting eccomt 1000 000 Ending acoomt 1290 000 Details are show Account
176. file contains a list of all your G L accounts In addition to account numbers and descriptions you may enter budgets and last year comparative figures into this file The use of budgets and comparatives is optional You also use this file to define any sub accounts you are using General Journal Transaction File Although this file is regularly used on a day to day basis after the initial set up procedure it is also used during these initial steps to make a beginning balance entry for each of your accounts Recurring and Standard Journal Transaction Files These files contain any entries which recur each accounting period By storing recurring entries on the disk you avoid having to enter them anew each accounting period Sub account Group File This file contains sub account groups Each sub account group is a set of sub accounts which you group together for reporting purposes Use of sub account groups is optional You may create sub account groups for any defined section of your Chart of Accounts Layout File In this file you custom design and store the layouts formats of your financial statements Text File You enter into this file any pieces of text such as instructions explanations footnotes etc that are to be printed on your financial statements General Ledger Getting Started Samco Power Accounting 2 2 Statement Specification File Use this file to enter additional instructions for printing your financial
177. form a unique journal number Later when you wish to refer to a Standard Journal Entry Register you can do so by using SJ Standard Journal plus this report number For example Standard Journal Register number 0007 could be referred to as SJO007 The Standard Journal Entry Register will verify that the entries being posted are in balance by period debits equal credits All entries will fall in one of two periods current period or next period for accrual reversals If either of the two possible periods does not balance a message is given showing the balances for the non zero periods and posting will not be allowed To correct you must either add additional entries or change the entries on file to balance the period The Standard Journal Entry Register will also verify that all accounts used by the entries are in the Chart of Accounts File If an entry uses an account that is not in the Chart of Accounts File a message is given and posting will not be allowed To correct you can either delete the entry and re enter one for the correct account or enter the account in you Chart of Accounts If you attempt to post standard journal entries which someone has already posted for General Ledger Standard Journal Samco Power Accounting 13 14 the current period a warning is given but you can still continue and post the entries Once these entries are posted they will not be deleted from the Standard Journal Transaction File
178. formation on the screen because want to continue to work with it Abandon Changes throw away what have just entered changed and get ready for a new note Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The General Ledger View Samco Power Accounting 14 6 software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc View Cross reference Allows you to quickly view instead of having to print all of the transactions for a certain criteria document journal and source Within all of the View functions you can drill down to account detail transaction detail even for compressed transactions and source cross reference fie Eat ARK OE SA AP PC Gi FR KK PO BRO CL FP PS TA SER PA OK SF Heip SPOLGaVKXWt4t COO HAS dre Fe 09 01 12 to 09 30 12 Begin your search by D document J journal or S source Your search by Journal will look like General Ledger View Samco Power Accounting 14 7 e 11 11 99 127 80 ERNST APEL GmbH 11 11 99 191 00 ERNST APEL GmbH 11 11 99 174 80CR ERNST APEL GmbH 11 11 99 127 80CR ERNST APEL GmbH 11 11 99 1 000 00CR PETTY CASH E A D H H H H 11 11 99 474 00CR PETTY CASH E A D S AP 3905 8364 AYABLE ALL CAD amp USD W EXCHANGE 9 559 89 9 559 89 Up Dn PgUp PgDn F1 F2 F5 F6 TAB The screen
179. gUp and PgDn keys to move around You also have these options Options F1 to see the source and document number instead of the reference and journal number F2 to return to selecting an account F6 to view or enter any notes for this G L account There is no limit to the number of pages that may be viewed when paging forward However you are restricted to viewing just the previous 9 pages You cannot backup more than 9 pages On the screen containing the last entry on file the total debits total credits beginning balance net change and ending balance are shown Using Notes If you press F6 you may enter an unlimited number of notes about the account being displayed Each note is given a date time stamp so that you can scan through the notes in time sequence later This selection uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text press Esc and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options When you select File Options you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp Continue Save what have just entered changed but leave the in
180. ge Ey Bal fwd The Chart budget shows a balance forward from the previous year 1 13 Period 1 through period 13 You may enter your budget amounts one period at a time or you may enter one yearly amount which the software will divide equally among your budget periods Enter either 1 To enter individual period budgets 2 To enter one yearly budget Budgets will not be updated automatically during Close a year they must be updated annually For individual period budgets General Ledger Chart of Accounts Samco Power Accounting 8 12 Budgets for periods that are not defined in Accounting periods will automatically be set to zero If you do enter information for invalid periods this information will be ignored Enter the amount for Period 1 or press Enter for zero Credit amounts must have a minus sign For each following period enter an amount or use one of these options Options F1 to use the previously entered amount F2 to use the previously entered amount for all valid periods For one yearly budget The amount you enter is automatically divided by the number of valid accounting periods and the individual period budgets Make any changes required For a new account you are asked if you want to enter notes for this account For an existing account you may press F6 to use notes If you select to use notes the screen will now look like General Ledger Chart of Accounts Samco Power Accounting 8 13
181. gram you want to use to open tab files A Open with _ O Choose the program you want to use to open this file File tab Recommended Programs xz Microsoft Office Excel m Microsoft Corporation Other Programs v Always use the selected program to open this kind of file Browse General Ledger Export Printers Reports Samco Power Accounting D 10
182. have been SUB3 s and the results would be exactly the same The fact that in the example SUB2 s SUB3 s and SUB4 s intervening levels between SUB1 and SUB5 were skipped makes no difference Determining Where the SUB Codes Go To determine where the SUB codes go List the accounts to be subtotalled Draw brackets to show the subtotal structure you want Number the brackets from left to right Enter the SUB codes on the layout screen AWN General Ledger Financial Statement Layout Samco Power Accounting 18 24 The next diagram shows how the first three steps could be done The layout screen entries are shown on the right along with an example of account balances and the resulting subtotals Acct 1 Acct 2 SUB1 Acct 3 Acct 4 Acct 5 SUB1 Acct 6 Acct 7 SUB1 Acct 8 Acct 9 Acct 10 Acct 11 SUB1 Acct 12 Acct 13 SUB2 SUB3 Acct 1 Acct 2 Acct 3 SUB1 Acct 4 Acct 5 SUB1 SUB2 Acct 6 Acct 7 Acct 8 SUB1 Acct 9 Acct10 SUB1 SUB3 Acct11 Acct12 SUB1 Acct13 SUB4 800 00 500 00 200 00 1 500 00 400 00 300 00 700 00 2 200 00 600 00 650 00 200 00 1 450 00 450 00 800 00 4 450 00 225 00 750 00 975 00 400 00 350 00 5 825 00 Step 4 entering the SUB1 SUB9 codes on the layout screen would look like this Layout Entered Balance Sheet Format Layout Acct or function 1000 000 1010 000 1020 000
183. he first period to delete and press F1 The subsequent periods will be cleared General Ledger Accounting Periods Samco Power Accounting 6 4 SAMCO Building business and technology relationships EN Chapter 7 Control Information This selection contains basic information about the accounting set up of your company The information contained in the G L Control File controls various functions in the General Ledger and other packages To Begin Select Setup G L Control Data from page 2 of the G L menu On the screen displayed enter the following control information General Ledger Control Information Samco Power Accounting 7 1 FF TC GL Mantan G L contro data tse Fie Edt AR K CE SA AP PC GL FA C PO BR OM CL FP PS TA PER PA OX SF Hep e OxGSv Xs 5 ti z Setup Acme Enterprises Control information 1 Allow correcting transactions Y 2 Retained earnings account 2930 RETAINED EARNINGS lt Re display jrnl source Re display jrni reference Re display jrnl document Track jrnt trx by user id Allow posting outside period CZCS lt i Allow posting outside year cCcanaw fw Include prior year trx on statements for P amp L accts 10 Reduced paper report format N EK ZIZ 11 Running balance on account view Field number to change 7 1 Allow correcting transactions This software includes provisions for creating the Expanded Cash Flow Statem
184. her than all lines on a statement or print more than one ratio The set of account lines on which the ratios to be included in the calculation of the basis for the ratio are bounded by the SR and ER codes The set of account lines on which the ratios are printed are bounded by the SPR and EPR codes These sets of accounts may be different depending on where these codes are placed on the layout When printing a particular statement only those selected ratios included on the General Ledger Financial Statement Layout Samco Power Accounting 18 34 financial statement specification entered through Specifications in Financial Statements will be printed SR1 SR9 and ER1 ER9 Compute Selected Ratio Enter a pair of SR ER codes to define the set of accounts which are to be included in the calculation of the basis for the ratio The SR code comes before the first account on the layout that is to be included The ER code follows the last account that is to be included Up to 9 pairs of SR ER codes SR1 ER1 through SR9 ER9 can be entered for a statement Note that these are not levels of selected ratios like SUB1 Sub9 codes indicate levels of subtotals The number just designates a pair of SR ER codes This also applies to SPR and EPR next SPR1 SPR9 and EPR1 EPR9 Print Selected Ratio Enter a pair of SPR EPR codes to define the set of account lines on which the corresponding calculated ratios are to print For instance
185. his is a profit recognized entry leave this field blank to skip it The category number along with the sub job and change order numbers entered above must correspond to a cost item for the job This cost item must be a direct cost for the job General Ledger General Journal with Job Cost Samco Power Accounting 11B 3 5 G L acct Enter the number of the account where this entry will be posted or use one of the options Options F1 to scan through the accounts on file F2 If this is a cost for a job this uses the cost account for the cost item Otherwise it uses the previous account number entered F3 Toscan through entries in order by the sequence in which they were entered F5 To display a list of transactions sorted by account number from which you can choose a transaction to edit or press Tab to return to the entry screen F6 To bring up the last G L account a transaction was entered for Enter Leave the field blank to look up by name 6 Date Enter the date that will be used for distribution to the General Ledger Transaction File You can enter a date outside the current period but you will receive a warning message and a warning will print on the General Journal Entry Edit List and General Journal Entry Register Enter a date or use the option Option Enter uses the displayed date which is the current date for the first entry For later entries it is the date of the previous entry 7 Amo
186. his report shows differences between the actual and calculated amounts you may locate errors by referring to edit lists and registers run since the previous Data Integrity Report was printed If a difference is noted between the actual and calculated amounts you will be asked General Ledger Data Integrity Check Samco Power Accounting 26 1 whether you wish to reset the calculated amount to match the actual amount If you answer Y the calculated amount will be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Begin Select Print data integrity report from page 2 of the G L menu A menu appears for you to select how to print the report Follow the screen instructions General Ledger Data Integrity Check Samco Power Accounting 26 2 SAMCO Building business and technology relationships EN Chapter 27 Calculate Loan Payments Use this selection to calculate loan payments and to print an amortization schedule For each calculation enter any three of these four fields e Principal e Interest rate e Number of payments e Payment amount The program then calculates and displays the fourth field for you These four fields are identified by asterisks on the screen To Begin Select Calculate loan payments from page 2 of the G L menu General Ledger Calculate Loan Payments Samco Power Accounting 27 1 1 Description Enter a description to be printed
187. ies correspond to your final balance sheet for the previous fiscal year 8 If you are setting up Samco G L as of the beginning of your fiscal year then no other journal entries need to be made However if you are setting up G L during the fiscal year then you must make journal entries to bring Samco G L up to date with your manual ledger In this case you would enter a debit or credit for each account for each period which you have already completed in the current fiscal year The debit or credit entered would be the net change for that account for that period For example if your cash account increased by 1 000 as of the end of the first period you would debit cash for 1 000 with an entry dated on the last date of the first period For the current period you would enter a debit or credit for each account which summarizes the net change to that account for the current period A quicker way to bring Samco G L up to date is to make a single entry which summarizes the net change to each account from the beginning of the fiscal year up to the current date in the current accounting period However if you do this then the software will not be able to generate budgets and comparatives for all accounting periods when you close this fiscal year This is because you will not have entered enough information for the computer to determine the ending balance for each account for each period that has already been completed in the current fiscal year
188. imilar to the following Acct or Bal Prt Prt Paren Function Description typ Accum col cntrl a CLS1 LIT COST OF GOODS SOLD b 1410 Merchandise InventoryB A c PAT Beginning Inventory C d 5010 Purchases N P C e 5020 Purchases Discounts N P D f 1410 Merchandise Inventory E A g PAT Ending Inventory C UL h SUB1 COST OF GOODS SOLD General Ledger Handling Periodic Inventory Samco Power Accounting B 2 The functions of the above lines are to a Clear subtotal one b Accumulate the beginning balance of inventory using the Merchandise Inventory account The accumulated will be the opening balance of the Merchandise Inventory account for the period being printed c Print the accumulated beginning balance using the PAT code to name the balance Beginning Inventory d Print the net changes in purchases and the net changes in purchase discounts e Accumulate the ending balance of inventory using the Merchandise Inventory account Accumulate this using the ending balance of this account reversed The amount accumulated will be the ending balance of the Merchandise Inventory account for the period being printed reversed In the normal case this will result in a credit balance being accumulated f Print this accumulated ending balance using the PAT code to name this balance Ending Inventory g Print the subtotal SUB1 naming it COST OF GOODS SOLD Continuing with the example above if purchases were
189. inancial statement layouts set up in the General Ledger as a basis for data extraction From there you create selection criteria which stipulate what you want pulled out how you want it reported and the name of the file to send the output to Once the extraction process is run a delimited ASCII file is created which can then be retrieved into your spreadsheet application To Start Samco Ledger Connection Select Ledger connection from the General Ledger menu The Ledger Connection menu then appears ETTC OL Ledger Connection nen ae te Eat AR K CE SA AP P GL FA JC PO BR OM Ch P PS TA PER PA OK SF Hep LAE ntt t _ Ledger Connection Acme Enterprises Serial Please select 2 Perform data extracts 3 Extended trial balance report 4 Budget import Make a Selection or F11 for help at any time General Ledger Ledger Connection Samco Power Accounting 24 2 This selection is used to set up data export specifications which are later called on by the Perform data extracts function Within each specification you tell the system which financial statement layout to use what data you wish extracted how you want the data presented a file name to send the output to and whether or not this specification will be run on the next extract This function also allows you to select all specifications to print or not to print on the next run and to print an edit list of specifications Extract Specifications To Begin Select
190. inancial statements from a consolidation of multiple companies e Allows reports to be stored on disk to save computer time then printed later at your convenience e Allows use of multiple printers e Provides maintenance and a listing of the Chart of Accounts File e Allows general journal entering editing and posting with edit list and journal e Allows standard journal entering editing and posting with edit list and journal General Ledger Understanding General Ledger Samco Power Accounting 1 9 e Recurring general journal entries allow for automatic distribution by percentage or allocation e Prints the G L Worksheet and Trial Balance Reports e Allows on line G L account detail inquiry e Prints the Source Cross Reference for audit trails e Prints the financial statements in flexible formats which you design e Financial statements can be printed for a set of sub accounts e Wild carding and account ranges are allowed in financial statement layouts e Key accounting ratios can be calculated such as Current Ratio User defined accounting ratios can also be set up e Allows you to keep entry detail for the year if disk space is available and has a flexible year end closing procedure e Contains a loan amortization program which gives you information about fixed rate loans e Includes password protection and data integrity checks e G L data can be copied to a new company for prior year reporting e May be
191. included in the ratio basis amount The ER code follows the last amount that is to be included For example if the total for all accounts between the SR and the ER is 1 000 00 and a particular account is printed with an amount of 15 00 its ratio would be printed as 1 50 General Ledger Financial Statement Layout Samco Power Accounting 18 33 These percentage figures will appear just to the right of each amount printed on the statement Only one pair of SR and ER codes can be defined for a layout Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG SR 5010 000 Exp Acct 1 P 5020 000 Exp Acct 2 5030 000 Exp Acct 3 vU SUB1 Total Exp C Resulting Statement Reporting period Year to date Amount Ratio Amount Ratio Exp Acct 1 1 500 00 41 67 2 400 00 26 67 Exp Acct 2 300 00 08 33 1 500 00 16 67 Exp Acct 3 1 800 00 50 00 5 100 00 56 67 Total Exp 3 600 00 100 00 9 000 00 100 00 Note that the ratio also prints for Total Expenses even though SUB1 Total Expenses was after the ER In fact the SR ER codes will cause a ratio to print on every line containing an amount If you do not wish the ratio to print on every line containing an amount on the statement or you wish to show more than one ratio use Selected Ratios which are described next Selected Ratios These codes are used when you want to print a ratio for selected rat
192. ing to the standards all changes in cash accounts are to be accounted for in one of three categories Enter a category as follows 0 Operations such as revenue and expense accounts Investment such as non current asset accounts F Financing such as notes payable account BLANK Leave this field blank to show this account is not involved in cash flow for example an account for depreciation NOTE Later when you are entering a C L account on an Expanded Cash Flow Statement layout you are given a warning message if you have not defined a cash flow type for that account Thus for ease of data entry you should enter cash flow types here for each account to be used on the layout If you have any uncertainty about the meaning of these types consult your General Ledger Chart of Accounts Samco Power Accounting 8 7 accountant 9 Update valid accounts This feature allows the user to indicate whether the account is to be added to the valid accounts file for use with the sub ledger modules eliminating the double entry of account numbers in System Functions Valid Accounts In addition a GL account can no longer be deleted if there are comparative values However the F2 override can be used if there are no general journal transactions on file for that account URITC GL Enter accounts 5 3 aiaj fe Ea aR EOF SA AP PC OLC PO M N CL PS TC Th PA DX SR SF Hep i COuvSGaeVRwtt GOC MAO da amp Chart of accounts Acme Ent
193. inters Additionally instructions are given to allow you to interface the software to other printers Archiving G L Data Data from one company ID can be copied into a new company ID for transaction entry and reporting of prior year data Loan Payment Calculation This general purpose program is useful to accountants and is included for your convenience although it is not an integral part of General Ledger The program is described in the chapter titled Calculate Loan Payments You don t need any Chart of Accounts information or Financial Statement Layouts to calculate loans but you are required to have entered the Company File information General Ledger Understanding General Ledger Samco Power Accounting 1 14 SAMCO Building business and technology relationships Chapter 2 Getting Started We assume at this point that you have installed General Ledger on your computer according to the Installation Guide f you have not done so refer to that manual and install the G L package before proceeding We also assume that you have familiarized yourself with the main features of this package by reading the chapter titled Understanding Samco General Ledger If you have not done so read that chapter now then return to this chapter Your Accountant We advise you to consult with your accountant before using Samco software Your accountant should be familiar with your accounting software in order to serve you well and may have good ad
194. io is then calculated for each range based on its proportion to the sum of all ranges This ratio is represented as a percentage which is then multiplied against the base to generate a calculated value This calculated value is used by the next two fields Post to same sign account no Enter the account number to which the calculated value is to be posted The account entered will have to it a value which is of the same sign DR CR as the base For example if the net value of the base is a credit value the account entered here will have a credit amount posted to it Post to opposite sign account no Enter the offsetting account number to which the calculated value is to be posted The accounts entered will have a posted to it a value which is of the opposite sign DR CR as the base For example if the net value of the base is a credit value the General Ledger Standard Journal Samco Power Accounting 13 11 account entered here will have a debit amount posted to it When all required ratio ranges and corresponding account numbers have been entered press Tab at From acct no To add another detail line press the number of the next available field and enter in the necessary information To delete another detail line press the number of the field line followed by Enter and then press F2 when the cursor is in the From acct no field Pressing Tab at From acct no before any allocations have been ente
195. ion then type the account number in the first column of your spreadsheet 2 if your valid accounts have two sections type the first section of the account number in the first column and the second section in the second column OR General Ledger Ledger Connection Samco Power Accounting 24 15 type the first and second sections of the account number in the first column separating them with a hyphen dash OR split your accounts into different worksheets by profit centre and type the first section of the account number into the first column of each spreadsheet OR import the chart of accounts from your company into Excel Data Import External Data New Database Query then choose file CHARTF and record CHRT_ACCT_NUM Edit the contents of each cell as follows the first section of the account number is in the first column and the second section is in the second column etc all sections of the account number are in the first column but the sections and separated with a hyphen dash if splitting your accounts into different worksheets by profit centre the first section of the account number is in the first column and the second section is specified as a constant at time of import e amount Each amount must be in whole dollars only no decimal places Do not use extraneous characters such as currency indicators e g etc commas periods etc 1 Yearly budget amount type only one amou
196. ion on the main menu for a Samco package is a function When you select a function from a menu one or more programs automatically execute thereby allowing you to accomplish the task you selected General Journal A journal is actually a report or book where the activity in some specific area of accounting is recorded on a regular basis usually daily For example in the area of accounting called Accounts Receivable there is a function that allows you to enter your cash receipts the payments you receive As part of that function a report called the Cash Receipts Journal is printed showing all the payments you received for that period of time usually a day In the Samco G L package the term general journal refers to the entire function for entering miscellaneous entries into the system It includes the entry program as well as the program which prints the journal showing what entries you made Using the general journal function you can make a debit or credit entry for any G L account When the G L package is used by itself that is not in conjunction with other Samco accounting packages the general journal function is used to enter all or almost all the entries into the system However when G L is used with other Samco accounting packages many entries are fed into G L from journals in these other packages For example entries from the Sales Journal and Cash Receipts Journal in Accounts Receivable are automaticall
197. ions you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed and get ready for a new note Like pressing Esc a Field number to change in other selections Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc Printing an Edit List The Recurring Journal Edit List shows all recurring journal entries that are on file Select Recurring journal trx Edit list and enter the following information 1 Print report by Select whether to print the report in order by A account number or G Group Follow the screen instructions Starting account or group Ending account or group Enter the range of accounts or groups to be included in the list Follow the screen instructions 2 Type Type F to print fixed recurring entries only V for variable recurring entries only or press F1 for all recurring entries 3 Next date cut off This selection allows you to show on
198. ions menu from which you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed and get ready for a new note Like pressing Esc at Field number to change in other selections Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Tab Printing Texts Select Print text list from the Texts menu of the G L menu 1 Starting text 2 Ending text Enter the range of text numbers you wish to print Follow the screen instructions General Ledger Texts Samco Power Accounting 17 2 SAMCO Building business and technology relationships Chapter 18 Financial Statement Layout This chapter and the next three describe how to produce financial statements This chapter describes the first step in producing financial statements entering a layout or format to control the content and appearance of each financial statement Topics covered include e How to lay out a financial st
199. is will be automatically assigned report number 0001 The next report will be assigned number 0002 Each new report that you print will automatically be assigned the next number in sequence 0003 0004 0005 etc until the number 9999 is reached After number 9999 the next report number assigned is again number 0001 This numbering system helps you identify your reports Journal Codes Every journal that is printed has a journal number The journal number begins with a two letter designation or journal code The journal code for the General Journal is GJ The journal code for the A P Check Register in the Accounts Payable package is AK The journal codes are listed in the chapter titled General Journal The journal number is the two letter journal code followed by a four digit report number For example if an entry has a journal number of GJ0126 this means that the entry can be found on the General Journal Register that has report number 0126 The journal number is kept stored along with the entry and tells you the exact journal on which the entry was printed General Ledger Understanding General Ledger Samco Power Accounting 1 6 Date Sensitivity In Samco G L you tell the computer what the starting and ending dates are for your current accounting period the period you are processing as well as the current reporting period Thereafter many of the selections in the package will automatically ignore any entries which fall
200. isplay this report on your screen This allows you to rapidly review large numbers of entries within a selected range to isolate any problems Financial Statement Formats With Samco General Ledger you can design your own financial statements Up to 999 different financial report formats can be defined if disk space allows Layout functions allow you to format financial statements by entering the relative position of titles headings accounts text lines sub totals totals etc The user defined formats are saved on disk and can be easily added to changed or deleted whenever necessary Wild carding and account ranges are allowed in financial statement layouts A Financial Statement Specifications List and sample financial statements showing statements as they will print but without real dollar amounts may be printed Financial Statement Printing Samco General Ledger prints the user formatted financial statements on request These include the Income Statement Profit and Loss Statement Balance Sheet Supporting Schedules Expanded Cash Flow Statement FASB 95 Cash Flow Statement and the Source and Application of Funds SAF Reports Statement of Cash Flow Components of Working Capital and Changes in Financial Position Financial statements may be printed at any time for any accounting period which you define and for a set of sub accounts profit Centres which you define General Ledger Understanding General Ledger Samc
201. lance is buried along with the rounding error Because of this situation the software verifies that the unrounded amounts are in balance even when printing a rounded Balance Sheet If there is an out of balance situation an error message will appear at the end of the rounded Balance Sheet statement After you enter the PATR code the field which appears is for printing accounting ratios If no accounting ratios are to be printed on the statement leave the field blank See the section titled Accounting Ratios earlier in this chapter NOTE The PATR code is also allowed on SAF formats General Ledger Financial Statement Layout Samco Power Accounting 18 39 BSNI Balance Sheet Net Income This code is valid for these layout types Balance Sheet Supporting Schedule balance sheet format Cash Flow Statement Statement of Changes in Financial Position The calculated net income from the P amp L statement will appear at this line of the financial statement NOTE See the IMPORTANT NOTE in the chapter titled Financial Statements about the proper sequence of printing a P amp L statement and balance sheet so that BSNI is computed correctly All Balance Sheets must include this code in order to balance You are requested to enter Prt Accum print accumulate Enter P or A as appropriate If P is entered Prt col will be requested Enter 1 2 or 3 Except for Expanded Cash Flow Statement type E layouts the paren
202. layout will have a different layout number but will have the same statement type as the original layout Once the existing layout is copied you can then change the new copy as required For example a detailed Profit and Loss Statement can be copied and changed to create a summary Profit and Loss Statement 3 Copy to layout Enter the new layout number 4 Copy to description Enter the description of the new layout Add a sub account to this layout Select A to add a new sub account to the existing layout by copying from a sub account already within the layout 3 Sub acct section Enter the section of the account you wish to copy from and to 4 Copy from sub acct Enter the number of the sub account you wish to copy from 5 Copy to sub acct Enter the number of the new sub account you wish to create within this layout New layout with a new sub account Select N to copy only one sub account from the existing layout to a totally new layout General Ledger Copy Layout Make SAF Samco Power Accounting 20 2 3 Copy to layout Enter the new layout number 4 Copy to description Enter the description of the new layout 5 Sub acct section Enter the section of the account you wish to copy from and to 6 Copy from sub acct Enter the number of the sub account you wish to copy from 7 Copy to sub acct Enter the number of the sub account you wish to appear in the new layout Making SAF Layouts This selection al
203. le so that new entries can be made NOTE You can display the entries from any journal by running Source cross reference in journal order using the journal number as both the starting and ending journal number Importing Transactions The Import transaction function allows you to use the G L transactions created by another system thus eliminating the need to rekey transactions The imported transactions may be created on any system but must be in ASCII text file format with a variable record length of 114 characters For records under 114 characters in length padding with spaces is allowed but not necessary Signed numerics must have the sign separate and leading For example that transaction amount has a length of 15 characters with a maximum value of or 999 999 999 999 99 A value of 12 345 678 90 would appear 1234567890 or 1234567890 The sign is assumed positive if blank A value of negative 100 00 would appear 00000000010000 The import transactions must have the following format aaaaaaaaaaaaaaaa 16 character valid GL account number YYMMDD transaction date in year month day numeric format 99999999999999 transaction amount with a maximum value of or 999 999 999 999 99 the sign must be leading SOURCE 10 character source description converts to upper case General Ledger General Journal without Job Cost Samco Power Accounting 11A 9 REFERENCE 25 character reference description F
204. lection from the Extract specifications menu This is the screen you see General Ledger Ledger Connection Samco Power Accounting 24 8 This function allows all specifications or any group of specifications to be selected for extraction without having to change each Extract next run answer to Y one by one in field 5 of Enter extract specifications You can also select a specific section value or an account section group to be selected automatically 1 Starting specification 2 Ending specification Enter the range of specifications to select for extraction Follow the screen instructions Section Group Selection The number of times you are prompted in the next set of fields depends on how many sections your G L account structure is For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Option F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts within the same section General Ledger Ledger Connection Samco Power Accounting 24 9 F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups in your G L manual Make any changes and press Enter at Fi
205. lows you to automatically make SAF Source and Application of Funds layouts from an existing balance sheet layout In order to make accurate SAF layouts the balance sheet layout you select must contain all balance sheet accounts The SAF layouts that can be made are Statement of Changes in Financial Position Analysis of Changes in Working Capital Cash Flow Statements These statements will contain standard predefined headings and subtotals Source and Application of Funds The layout statement types C for Cash Flow Statement F for Statement of Changes in Financial Position and W for Analysis of Changes in Working Capital are for the three Source and Application of Funds Reports They use special processing and require a fixed structure to produce the correct results You may also create them manually or change the automatically produced SAF layouts Do not violate the basic structural requirements for these statements or the statements will produce incorrect results General Ledger Copy Layout Make SAF Samco Power Accounting 20 3 SSRC Start of Sources of Funds Code This code is used only in the layout for statement type F Statement of Changes in Financial Position It identifies the start of the accounts that are sources of funds SUSE Start of Uses of Funds This code is used only in the layout for statement type F It identifies the start of the accounts that are uses of funds BSNI Balance Sheet Ne
206. lumn and then enter the amount there If you enter zeros for both debit and credit amounts you are asked if this is OK If you answer Y you may proceed with this entry Enter an amount or use one of the options General Ledger General Journal without Job Cost Samco Power Accounting 11A 3 Options F1 to scan through the entries which match the account number and entry date F2 to enter an amount to off set counter balance the running balance if non zero For example if the running balance is a debit of 700 00 and F2 is pressed a credit of 700 00 will be entered as the amount 4 Source The source is a code used to sort entries when the Source Cross Reference Report is prepared see the Source Cross Reference chapter Enter a source or use one of the options Options Enter to accept the previous source entered if you chose in Control information to re display sources F1 to use the previous source entered if you chose in Control information not to re display sources NOTE A source code is automatically assigned if G L is interfaced with one or more Samco packages and Get distributions is run to transfer entries into the General Journal Transaction File Accrual Reversal If the source is ACCRUE accrual reversal is allowed see the explanation below ACCRUE is used to record and adjust expenses liabilities revenues etc that must be partially accounted for during the current period but cannot be f
207. ly recurring entries from which a general journal entry is to be produced by a certain date Only recurring entries with a next date on or before this date will be shown General Ledger Recurring Journal Samco Power Accounting 12 10 You may enter a date or use one of the options Options F1 for the Latest date on file This means that all recurring entries which meet the other criteria will be included on the list Enter for the system today s date 4 Show which entries Select which entries are to appear on the edit list A All entries E Only expired entries Expired entries are those recurring entries which either 1 Have been selected more than the maximum number of uses or 2 Have a final date before the current date Selecting Recurring Entries for Use Here you select which recurring entries are to become general journal entries To create a general journal entry from a recurring journal entry you must select it for use here first then run the Use selected function below to transfer it to the General Ledger File where it becomes just like any other general journal entry You may choose either automatic or manual selection Choose Recurring journal trx Select for use On the screen displayed enter the following selection criteria 1 Select by Specify whether to select entries by A account number or G group Starting account number or group Ending account number or group
208. m 1 Account Link to 2 Account F1 next member Member Enter the member s company ID whose accounts you want to link to consolidation accounts or press F1 to scan through the members on file The consolidation company s account sections appear Link from 1 Account Enter the member s account number to consolidate from or use one of the options Options F1 To scan through the accounts of the member F3 To scan through the account links on file If you have previously linked this member account to a consolidation account the consolidation account appears automatically Link to 2 Account General Ledger Company Consolidation Samco Power Accounting 25 14 If you have not previously linked this member account to a consolidation account enter the number of the account to link to or use F1 to use the main account number from field 1 and the consolidated sub account specified for this member If no consolidated sub account was specified the sub account from field 1 is used Next enter a description of the consolidation account or press F1 to use the description previously entered which is displayed When assigning main account numbers for the consolidation accounts the same meaning should be attached to the same account number wherever it is used For example if main account number 1000 is for Cash in bank in one member company then it should mean Cash in bank in every other member company a
209. mber of period budget columns in the spreadsheet e For yearly budgets enter the number of periods into which the yearly budget is to be divided General Ledger Ledger Connection Samco Power Accounting 24 17 5 First budget column Enter the number of the column in which the first budget figures are contained e g column A 1 column B 2 etc 6 Main acct Enter the column number of the spreadsheet in which the main acct has been entered e g column A 1 column B 2 etc or leave blank to enter a constant value At ENTER the system will prompt you to enter the fixed value of the main account Type the main account number ENTER 7 Profit ctr only used if you have defined profit centres for your GL accounts Note The OR Value is a constant value where you have prepared a spreadsheet for each department profit centre This would result in your importing the budgets for department 1 then department 2 etc each from a separate file The system will build the full account number from the columns of the import in conjunction with the constant department specified Options e If the profit centre is in the same column as the main part of the account number press F1 OR e Type the column number ENTER OR e Leave blank to enter a constant value ENTER When the system prompts you to enter the fixed value of the profit centre type the profit centre ENTER 8 Clear all budgets first e Y es All existing bu
210. mco Power Accounting 13 12 Select Delete criteria from the Automatic journal trx processing menu From the screen that appears enter the source code of the criteria you wish to delete Answer Y at OK to delete criteria to remove the automatic journal criteria permanently Otherwise press Enter Press Tab at the source code field to exit this function Print Criteria List Select Print criteria list from the Automatic journal trx processing menu and enter the following report criteria 1 Trx type Enter C for percentage type criteria R for ratio or press F1 for both 2 Starting source 3 Ending source Enter a range of source codes to print or press F1 at each field for the first and last source codes on file respectively 4 Include detail Answer Y if you want the allocations included in the report or N to print the first screen information only The printer select window appears for you to choose which printer to send the report to Calculate Automatic Trx Select Calculate automatic trx from the Automatic journal trx processing menu On the next screen displayed answer Y to continue processing or N to return to the previous menu If choosing to continue there will be a period of processing while transactions are calculated During the processing the source code of each criteria will appear in the top left corner of the screen If automatic transactions have already been calculated for the current p
211. n Select Reports Print general ledger worksheet from the G L menu ETTC OL Print general ledger worksheet E b Edt AR K CE SA AP PC GL FA C PO GR OM CL FP PS TA PER PA OX SF Hep HOO r t General ledger worksheet Acme Enterprises 09 01 12 to 09 30 12 Please enter 1 Starting account 2 Ending account 3 Starting date 4 Ending date Section Group selection 3 Main acct Press Fl for First On the screen displayed enter the following report criteria General Ledger Reports Samco Power Accounting 15 5 1 Starting account 2 Ending account Enter the range of accounts to be included in the worksheet Follow the screen instructions 3 Start date 4 End date Enter the range of dates to be included in the worksheet Follow the screen instructions Section Group Selection The number of times you are prompted in the next set of prompts depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Options F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts with the same section F3 To select a section group For more information on su
212. n Types of Layouts You use a different layout to produce each statement The layouts are set up in two formats corresponding to the two major types of financial statements Profit and Loss P amp L Format Balance Sheet Format Each layout is assigned a code to identify the type of layout as follows Code Layout Type Profit and Loss Format Layouts P Profit and Loss P amp L Statement S Supporting Schedule P amp L format c Cash Flow Statement E Expanded Cash Flow Statement w Analysis of Changes in Working Capital Balance Sheet Format Layouts B Balance Sheet X Supporting Schedule balance sheet format Pe Statement of Changes in Financial Position Codes C F and W represent the three standard SAF Source and Application of Funds layouts You can also automatically create them from the other layouts Refer to Make SAF layouts in the chapter titled Copy Layouts Make SAF Layouts Ledger Connection One of the functions of the Ledger Connection module L C included with your General Ledger package is to generate output files of your financial data for use in a spreadsheet L C uses financial statement layouts to create these text files Check out the L C manual for details on creating layouts for export purposes General Ledger Financial Statement Layout Samco Power Accounting 18 3 To Begin Select Statement layouts Enter layouts from the G L main menu A screen appears for you to enter a layout number sp
213. n addition to the usual Field number to change option you have two more Options F1 to display descriptions of the accounts to which amounts are being distributed You may press Enter to return to displaying references F6 to enter or review notes about this recurring entry If you press F6 you see General Ledger Recurring Journal Samco Power Accounting 12 8 500 00DR 4 01 11 4 30 11 Amount 500 00 ce Mortgage payment w SE H ullo E O Row 1 Col 1 Inset 3 15 99 Not selected i Using Notes The purpose of notes for a journal entry is to allow you to annotate the entry with descriptive information It is an assist to the audit trail so that the full and exact purpose of a particular debit or credit can be understood when someone reviews the Register at a later time The notes will always appear on the General Journal Entry Register and you may choose to have them appear on the Edit List as well The notes are not saved after posting This selection uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text press Esc and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options General Ledger Recurring Journal Samco Power Accounting 12 9 When you select File opt
214. n company For example if the member has accounts 1000 100 1000 200 and 1000 300 they would be combined into the single consolidation account 1000 400 assuming the member was assigned the consolidated sub account number of 400 Even if the members do not use sub accounts each member is assigned its own sub account in the consolidation company This method must be used if the member company does not use sub accounts This sub account serves to identify this member within the consolidation All entries from a member company will be consolidated into accounts with this sub account in the consolidation company Showing sub accounts The second method is only for members that use sub accounts and will show the sub accounts but not the member companies You can retain the original sub accounts but the different member companies will be combined For example suppose you have three members A B and C and that each member has three sub accounts 100 Men s clothing 200 Women s clothing 300 Children s clothing Each member has these accounts 5555 100 Sales Men s clothing 5555 200 Sales Women s clothing and 5555 300 Sales Children s clothing Not Specifying a Consolidated Sub Account In the example the consolidation company will have these accounts 5555 100 summarizing account 5555 100 in companies A B and C 5555 200 summarizing account 5555 200 in companies A B and C and 5555 300 summarizing ac
215. n expressed by your accounting firm prints here For the period of 03 01 20 to 03 31 20 Year to date Amount 15 000 00 Reporting period Amount 4 000 00 This code prints exactly literally whatever you type next You can enter up to 50 characters to print The literal will begin at the first column of the statement so if you wish it to appear indented space over to the desired starting position for the first character If you wish it to appear centred on the statement answer Y when Centre appears Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LIT Centre Y Schedule of Sales LF 01 LEG 4010 100 Sales Tools N P Resulting Statement Sales Tools General Ledger Samco Power Accounting Schedule of Sales For the period of 03 01 20 to 03 31 20 Year to date Amount 15 000 00 Reporting period Amount 4 000 00 Financial Statement Layout 18 22 Subtotal Functions Two functions cause subtotalling with the subtotal printed SUB or not printed CLS The examples below illustrate how each is used SUB 1 SUB 9 This code causes a subtotal to be printed on the statement SUB1 is the lowest level SUB9 is the highest level SUB totals the balances of all accounts which have been either e Printed using Prt Accum P or e Printed using a PAT or PATR code PATR is described in the Balance Sheet Format section of
216. n skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE General Ledger Samco Power Accounting C 5 File Utilities KEY AND ENDING FILE KEY prompts On the next screen enter a starting and ending file key range 1 Starting file key Enter the file key for the first record to restore or press F1 to begin restoration at the First record on file A person who knows the exact record key layout for that file may enter the exact starting record key here thereby enabling a partial conversion The key would have to be entered exactly as it appears in the record with leading zeros or spaces 2 Ending file key Enter the file key for the last record to restore or press F1 to end restoration at the Last record on file C Create or A Add You are asked whether to C create new data file or A add records to existing data file If you answer C create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file Answer Y or N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they
217. n when you enter a layout line that prints an underline or a double line For example Cash First National Bank 2 000 00 Cash First Provincial Bank 1 000 00 Cash City Bank and Trust 4 000 00 Total Cash in Bank 7 000 00 Petty Cash Dept 100 500 00 Petty Cash Dept 200 300 00 Total Petty Cash 800 00 Total Cash 7 800 00 Ratios or selected ratios are not allowed with the balance sheet format Budgets or comparative amounts are printed on the right hand side of the page when selected in Print financial statements See the sample Balance Sheet Supporting Schedule at the end of this section There are two function codes used only on balance sheet format statements PATR Print Accumulated Total with Rounding Error This code is the same as PAT except it is used on balance sheets to indicate that if the balance sheet is printed with dollar rounding as specified in Specifications under Financial Statements then any rounding error is to be buried into this PATR Only one such PATR should appear on a balance sheet If more than one appears only the first one is used to bury the rounding error The other PATR s will be ignored When printing a rounded Balance Sheet the PATR code will always make the Balance Sheet appear to be in balance even if the corresponding unrounded Balance Sheet is out of balance The Balance Sheet will appear to be in balance because the amount by which the Balance Sheet is out of ba
218. nancial statement in or to print the accounting ratio When entering any of the following codes you may specify a memory register into which the printed total is to be placed SUB PAT PATR CLSNote that for CLS the total is not actually printed on the financial statement it is simply cleared It is the value that is cleared which is placed in the memory register The following codes perform operations on memory registers CLM Clear Register Clear the memory register specified Sets the amount in the register equal to zero PUT Put Amount into Register Put an amount entered on the layout into the memory register specified Use this to enter a fixed amount for use in a calculation POS Make Amount in Register Postive Make the current amount in the register be positive For instance 23 89 remains 23 89 but 23 89 becomes 23 89 CALC Calculate Perform the arithmetic calculation of the type specified on the registers specified Calculations allowed are CALC MEMA MEMB plus MEMC CALC MEMA MEMB minus MEMC CALCMEMA MEMB times MEMC CALCMEMA MEMB divided by MEMC General Ledger Financial Statement Layout Samco Power Accounting 18 29 The arithmetic operation is carried out on MEMB AND MEMC and the result stored in MEMA MEMA stands for one register MEMB for a second one and MEMC for a third MOVE Move Contents of Register Move the contents of MEMB into MEMA then clear MEMB The e
219. ncial statement again On the second printing the accounts printed are restricted to be accounts which have all General Ledger Financial Statement Layout Samco Power Accounting 18 11 the same sub account number For example if sub accounts are used to distinguish profit centres one can print the P amp L for all profit centres considered together followed by a P amp L for just the first profit centre One can continue to print the same financial statement for each of the individual profit centres or even for a set of profit centres considered together as a group If you plan to print financial statements as described above then when accumulating accounts together you must code them using PAT as illustrated in the following example Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG 8300 000 Utilities 8300 100 Utilities 8300 200 Utilities 8300 300 Utilities 8300 400 Utilities PAT Utilities 6050 000 Travel Expenses 6050 100 Travel Expenses 6050 200 Travel Expenses 6050 300 Travel Expenses 6050 400 Travel Expenses PAT Travel Expenses C ZZ ZZZ2ZZ gt gt gt gt gt ZZZ gt gt gt NOTE LEG prints column headings For this layout selecting the statement to print for sub account 100 using Specifications in Statements will print the nets for 8300 100 and 6050 100 Assume that the accounts have the following nets for the reporting period RPT and year
220. ncial statement layouts selection is for users who understand P amp L statements and balance sheets well As needed we suggest you consult someone who is very familiar with such financial statements How This Chapter is Organized 1 The statements you can produce are listed 2 The types of layouts to produce these statements are shown 3 The screen and fields you use to enter the layouts are described 4 Printing accounts using account numbers sub account numbers and features such as wild cards and account ranges are described 5 The functions which are common to all kinds of layouts are described 6 The features of profit and loss format layouts are described along with functions used only with them 7 The features of balance sheet format layouts are described along with the function used only with them 8 How to print an edit list of the layout is described 9 How to print a sample financial statement based on the layout is described 10 An index to the functions used in layouts is at the end of the chapter Financial Statements You can produce the following types of financial statements General Ledger Financial Statement Layout Samco Power Accounting 18 2 Profit and Loss Statement Balance Sheet Profit and Loss Supporting Schedule Balance Sheet Supporting Schedule Cash Flow Statement Expanded Cash Flow Statement Analysis of Changes in Working Capital Statement of Changes in Financial Positio
221. nd be available for changes or deletion 1 Account number Enter the main account number then enter the sub account number if you are using them or use the option Option F1 to scan through existing accounts F2 to set the section value to use some or all of the values from the valid sections file Entering accounts with sub accounts General Ledger Chart of Accounts Samco Power Accounting 8 4 If you are using sub accounts you must enter a separate account for each sub account which use that main account For example if you have your Sales Account numbered 5000 and you have sub account numbers 100 and 200 you must enter accounts 5000 100 and 5000 200 A quick and easy way of setting up section sub accounts is to set up the section values in the Valid Sections System Functions first Next when creating a new account through this function press F2 at each section which will have multiple sub accounts the field s will display symbols Note All but one section can be wild carded Once you have finished entering budgets and comparatives you will be prompted for a starting and ending section value for each section you wild carded with F2 The system will then automatically create new accounts for you For example if you have your Telephone expense account numbered 6100 and you have sub account sections of 100 SALES 200 SALES 100 SERVICE AND 200 SERVICE you could set up the valid sections 2 and
222. ng 1 10 Up to thirteen periods of budgeting and or prior year comparative information can be stored for each account You can print the Chart of Accounts List any time you wish General Journal Entries In the general journal you can make new entries enter transactions change or delete existing entries and post entries to the General Ledger Transaction File General journal entries can be made in such a way that they will be automatically reversed next period for accrual purposes As an aid in the editing process you can print the General Journal Entry Edit List before posting It can be printed in order by account number or in the order the entries were made When general journal entries are posted to the General Ledger Transaction File the General Journal Entry Register is automatically printed Standard Journal Entries A Standard Journal Transaction File may be maintained for journal entries which recur each accounting period Each standard journal entry may be set up with either a fixed amount or with a variable amount to be entered each period You can then post these entries to the General Ledger Transaction File The Standard Journal Entry Edit List may be used to assist in maintaining this file The Standard Journal Entry Register is automatically printed when these entries are posted Recurring Journal Entries This selection is similar to standard journal entries but more flexible since it allows you to set up
223. ng Started Samco Power Accounting 2 5 You re ready to continue now Build the data files per the above instructions then begin using Samco G L to process your work If you run into any trouble or just have a question or two and your supplier can t help you you can always contact the Help Desk at Samco Samco Software Inc Unit 61 Building Six 7789 134th Street Surrey British Columbia V3W 9E9 Telephone 604 597 4211 Fax 604 597 4878 Web site http www samco com support Email support samco com Samco can refer you to an Authorized Dealer near you or if all else fails can provide you with support for a fee Please be certain to have your program disks serial numbers release dates and any error messages available when you call Training You may go to your own dealer for training however if your dealer does not offer training Authorized Training is available Call Samco Software at 604 597 4211 or 800 663 2080 for the name of the Authorized Trainer in your area email us at training samco com or check out our web site at http www samco com General Ledger Getting Started Samco Power Accounting 2 6 SAMCO Building business and technology relationships Chapter 3 Starting Up Starting Samco General Ledger Your computer has an operating system which is the basic software of the computer such as Windows Linux or UNIX If you are uncertain which operating system your computer has contact your s
224. ng account totals over into the last year comparative figures Interface to Other Samco Systems Samco s Accounts Receivable Accounts Payable Job Cost Canadian Payroll and Inventory Plus systems may be interfaced to the General Ledger provided each package interfaced is the same version number running on the same machine computer Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using your Samco software When passwords are required each potential user must first enter a valid password before he or she will be allowed to use a protected selection General Ledger Understanding General Ledger Samco Power Accounting 1 13 Data Integrity Check A data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that information might have been lost due to a machine or power failure By running this function at the start or end of the day you can detect several possible types of data file corruption Sometimes due to hardware or operating system errors File Utilities This selection provides the capacity to recover corrupted data files You can also use it to convert important data files to a format which can be easily interfaced to common data base and word processing packages Printers You can easily select any one of more than two dozen of the most popular pr
225. ng text press Esc and follow the screen instructions General Ledger Correcting Entries Samco Power Accounting 16 2 If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options When you select File Options you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp Continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon Changes throw away what have just entered changed and get ready for a new note Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc General Ledger Correcting Entries Samco Power Accounting 16 3 SAMCO Building business and technology relationships Chapter 17 Texts Use this selection to enter texts Texts are instructions or explanatory information which you want to appear on your financial statements Texts are used for footnotes accountants opinions cover sheets headers and the like The texts entered here are later selected by text number to appear on specific
226. ng to the code entered here Your choice here affects only how the entries appear in the consolidation company s files The member s G L files are not changed in any way Refer to the chapter titled Summarize General Ledger for an explanation of compression codes Enter either N No compression D Compress by date P Compress by period 7 Include entries already consolidated Usually you would not include entries already marked as consolidated so that they will not be used twice in this consolidation However if the same member company belongs to more than one consolidation company you can include entries even if they have been consolidated before You would do this only so these entries can be transferred to more than one consolidation company Answer Y or press Enter for N If you answer Y here be certain that the entries you are about to consolidate have not already been consolidated into this consolidation company 8 Print report only Answer Y to only print the Consolidation Edit List without actually consolidating entries This list shows what will be in the consolidation company s file after an General Ledger Company Consolidation Samco Power Accounting 25 19 actual consolidation It is useful in locating errors in the consolidation If you answer N you will print the Consolidation Register and actually consolidate the entries from members If you chose to compress the entries in field 6 above
227. nged clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp Continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon Changes Throw away what have just entered changed and get ready for a new note Like pressing Esc at Field number to change in other selections Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Tab If you press F2 for any account sections you will be asked for a range of valid section values Starting and Ending Enter in a starting and ending value or press F1 at either field for the First and Last respectively The screen will display the number of accounts created Changing Existing Budgets To change the budget for an existing account press Enter at Field number to change on the screen showing comparatives Then answer Y to Do you wish to change budgets When you change an existing budget you can either change individual fields as usual or use one of the options General Ledger Chart of Accounts Samco Power Accounting 8 15 Option F1 to adjust budgets F6 to view or enter notes about
228. nk one The character is useful if you need to construct a P amp L layout which excludes a zero or blank sub account section This can occur if you have a few P amp L accounts which use a zero or blank sub account while the remainder of the P amp L accounts use sub accounts which are non zero blank Account Ranges RNG An account range refers to a set of accounts which you specify by entering the starting and ending account section values The purpose of entering a section or account range is to reduce the number of entries required to create a layout Account ranges may be used with or without wild cards in any of the sections During entry of the account range you may either enter a single sub account number or use a wild card For example suppose you want the layout to include only the HQ accounts from this set 1100 HQ Accounts Receivable Dept 1 1100 AB Accounts Receivable Dept 2 General Ledger Financial Statement Layout Samco Power Accounting 18 18 1100 SK Accounts Receivable Dept 3 1100 MB Accounts Receivable Dept 4 1200 HQ Merchandise Inventory 2000 HQ Accounts Payable Dept 1 2000 AB Accounts Payable Dept 2 2000 SK Accounts Payable Dept 3 2000 MB Accounts Payable Dept 4 You could enter a range of accounts RNG Beg 1100 Sub Acct HQ End 2000 Sub Acct HQ This would stand for accounts 1100 HQ 1200 HQ and 2000 HQ Account Ranges with Wild Cards You can also use ranges and wild c
229. nology relationships Chapter 1 Understanding General Ledger The following are definitions of key words used in this manual Accounting Accounting is the methodical collection categorization and organized presentation of financial records General Ledger General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized Financial statements are printed based on this data As used here general means pertaining to many areas General Ledger is often abbreviated G L or GL Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called ledgers General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses under which you categorized your telephone bills Accountants are experts at defining the various G L accounts financial activity categories needed by a business Part of this definition process involves assigning an account number to each G L account General Ledger Understanding General Ledger Samco Power Accounting 1 1 Independent businesses usually use a 3 or 4 digit account number For example you may have a G L account called 100 Cash in the bank and one called 400
230. nt NOTE You may accumulate accounts and then print them by entering the accumulated accounts followed by a single account with a P code instead of a PAT The total of the accumulated amounts plus the account marked with the P will be printed as the account balance for the account marked with the P This method of accumulating accounts is allowed but not recommended An example of the drawbacks of this method is given later in this chapter After you enter the PAT code a field appears for printing accounting ratios If no accounting ratios are to be printed on the statement leave this field blank See the section titled Accounting Ratios later in this chapter For a PAT code Parentheses control is requested for these layout types P amp L Statement Balance Sheet Supporting Schedule P amp L format Supporting Schedule balance sheet format Expanded Cash Flow Statement Enter D or C as appropriate Also if the statement is a balance sheet format Balance Sheet Supporting Schedule or Statement of Changes in Financial Position a Print column is requested Enter 1 2or 3 NOTE A similar function PATR Print accumulated total for dollar rounding is described in the section titled Balance Sheet Format Layouts with Multiple Sub Accounts When printing financial statements it is often desirable to first print the financial statement for all sub accounts and then print the same fina
231. nt per account the system will divide the amount by the number of fiscal periods that you specify when doing the import 2 Period budget amount type one amount per period per account If you enter a budget amount for an account that has a parenthesis control code of D for debit i e liability equity and revenue account these accounts normally have a credit balance the program will reverse the sign of the budget amount accordingly If you enter a credit amount it must be entered as 12345 NOT 12345 or 12345 The format for cells that contain an amount should be text Do not format the numbers as accounting currency etc as these formats may be misinterpreted by the import process When saving your spreadsheet Use the File Save as feature in Excel to save your spreadsheet When prompted specify the file type as General Ledger Ledger Connection Samco Power Accounting 24 16 e CSV Comma delimited csv Samco import default e Text Tab delimited txt When you import your budget figures Go to GENERAL LEDGER gt LEDGER CONNECTION gt BUDGET IMPORT POXOL COO HAS dP A EK 1 File name type the name of the csv or txt file in which you saved your spreadsheet Must be in your SSI directory folder 2 File separator for file type csv e F1 for file type txt 3 Format e P period budgets e Y yearly budgets 4 Periods per year e For period budgets enter the nu
232. nted for all sub accounts a single sub account or for a set of sub accounts as defined by a sub account group 15 If you are using multiple companies and need to print consolidated financial statements set up your consolidation company as described in the chapter titled Company Consolidation NOTE Additional G L exercise data is provided with this package To use this data refer to the appendix titled Additional G L Exercise Data for further instructions Regular Use When you have finished building your data files as above you will be ready to use G L on a regular basis The remaining chapters in this manual show you how to e View G L account activity e Print the G L Trial Balance and worksheet reports e Print the financial statements e Summarize the G L File to make the file smaller e Perform the year end procedures e Get distributions from other Samco packages e Consolidate multiple companies for summarized reports e Calculate loan payments e Perform a data integrity check Appendix A describes how to re initialize data files Appendix B describes procedures to follow so that if you are keeping your inventory by the periodic method your inventory and the cost of goods sold will appear correctly on a Profit and Loss Statement Appendix C covers the file utilities for backing up restoring and upgrading Appendix D describes how to use the sample G L data supplied with the system Samco Support General Ledger Getti
233. nter 04 01 11 to 04 30 11 4 Job ES 2 Sub job 3 Change 4 Category 5 G L Acct 6 Date 7 Amount Debit Credit 8 Source 9 Reference Doc 10 Reverse next period User SSI Trx count Pe oj Running balance i 00 System Trx count t O Running balance Fienxt entry F2 nxt job F3 nxt entry by seq F5 amp line selection Blank non job entry The dates displayed in the upper right hand corner are your current accounting period Note that an ENTRY COUNT and RUNNING BALANCE are kept as you enter general journal entries When the running balance is zero all entries which have been entered are in balance debits equal credits You can still exit if the RUNNING BALANCE is not zero New and existing entries You can work with both new and existing entries at this screen If an entry has already been made for the information you specify that entry will appear and be available for changes or deletion 1 Job For a New Entry This is the number of the job for this entry If this is not an entry for a job press Enter and the cursor will move to field 5 below Otherwise enter a job number or use the option General Ledger General Journal with Job Cost Samco Power Accounting 11B 2 Option F2 to scan through the jobs on file The job must exist in the Job Cost system and can be an active or closed job job status Aor C The job description will be displ
234. ntrol information to re display document numbers F1 to use the previous document number entered if you chose in Control information not to re display document numbers NOTE When entries originating in other Samco packages are interfaced to G L a document number is automatically assigned For example a sales entry from Accounts Receivable has the invoice number as the document number Duplicate Entries When making a new journal entry if an entry already exists for the same account number date debit or credit amount source and reference you will be given a warning to this effect You are not prohibited from making this new entry but you should verify that entering this duplicate is correct 6 Reverse next period If ACCRUE was entered in field 4 Source you can allow automatic reversal of an accrual entry upon posting If ACCRUE was not entered the message Not Allowed is displayed and this field is skipped If you select to reverse the entry in the next period the Running balance will be the same as it was before the entry This is because the accrual reversal also reverses the entry you made However you are still required to make the counter balancing entry in order for entries to balance within the period 7 Correcting entry General Ledger General Journal without Job Cost Samco Power Accounting 11A 5 If this entry corrects some other previous entry that was incorrect you can mark this as
235. ntry format is MOVE MEMA MEMB COPY Copy Contents of Register Copy the contents of MEMB into MEMA Leave MEMB as it is The entry format is COPY MEMA MEMB PMR1 PMR9Y Print Amount in Register Print the amount stored in the memory register specified This is used to print the accounting ratio on the financial statement After you enter the PMR code you may enter a description of the ratio For balance sheet format you then enter a print column and a parentheses control code In addition to the normal D or C you may choose to show a minus sign instead of entering For a P amp L format you enter just a parentheses control code as described above Rules for Using Accounting Ratios Accounting ratios can be either 1 Calculated and printed along with actual statements such as the Balance Sheet or P amp L Statement or 2 Calculated and printed separately using these financial statement types P amp L supporting schedule type B Balance Sheet supporting schedule type X Expanded Cash Flow Statement type E For instance suppose you want to calculate on a separate statement the current ratio the number of times current liabilities can be covered with current assets calculated as current assets current liabilities Let us assume that accounts 1000 through 1500 represent current assets and that accounts 2000 through 2500 represent current liabilities General Ledger Financial Statement Layout Samco
236. nts Enter either B Balance sheet account P Profit and loss account The correct identification of the account is vital since other selections depend on this information 5 SAF type This is the Source and Application of Funds SAF type The SAF type is required for each balance sheet account if you intend to automatically generate the Sources and Application of Funds Statements This field is skipped for a P amp L type account For a balance sheet type account enter a SAF type Cash Current Asset except cash Current Liability Non cash charge against income for non current accounts for example accumulated depreciation F Funds flow account basically these are equity accounts non current assets and non current liabilities Zr gt A If you do not require SAF statements you may skip this field If you have any uncertainty about the meaning of these codes consult your accountant NOTE The Source and Application of Funds Statements include the Statement of Cash Flow the Statement of Changes in Financial Position and the Analysis of Changes in Working Capital SAF statements supplement the Balance Sheet and P amp L Statement by showing all sources from which funds were obtained and how these funds were used 6 Paren control code Enter the parentheses control code which is used to highlight atypical not typical account balances on financial statements by enclosing them in parentheses Asset and expense ac
237. number or use one of the options Options F1 to scan through entries in order by account number F2 to scan through the G L accounts on file F3 to scan through entries in order by the sequence in which they were entered F5 to display a list of transactions sorted by account number from which you can choose a transaction to edit or press Tab to return to the entry screen F6 to bring up the last G L account a transaction was entered for Enter leave the field blank to look up the G L account by description To find a specific entry enter the account number and entry date Then press F1 at the Amount field to scan through the entries which match the account number and entry date 2 Date This is the date that will be used for distribution to the General Ledger Transaction File You may enter a date outside the current period but you will receive a warning message and a warning will print on the General Journal Entry Edit List and General Journal Entry Register Enter the date or use the option Option Enter to use the system today s date for the first entry F1 to use the date of the previous entry if any 3 Amount The cursor is initially positioned for entering a debit or a credit depending on the parentheses control you defined for this account in Chart of Accounts In this case a credit is the expected entry type You may either enter the amount or press Enter to move to the opposite co
238. nventory is based on the Periodic Method The Samco Inventory Plus package is based on the Perpetual Method so if you are using that package disregard this appendix For inventory and cost of goods sold to appear correctly on a Profit and Loss Statement you must follow certain procedures before you print the statement If these steps are followed the cost of goods sold section will appear as follows CURRENT PERIOD YEAR TO DATE Beginning Inventory 9 999 99 99 999 99 Purchases 999 99 9 999 99 Ending Inventory 9 999 99 99 999 99 Cost of Goods Sold 999 99 9 999 99 Purchases are added to beginning inventory Then ending inventory is subtracted to yield cost of goods sold Additional accounts for purchase returns and allowances purchase discounts etc may be included What is represented above is the basic structure of the cost of goods sold section In manual bookkeeping the above entries for beginning and ending inventory appear as adjustments to the trial balance Beginning inventory is brought onto the P amp L statement by posting a debit to Beginning Inventory and a corresponding credit to the balance sheet Inventory account Ending inventory is noted by posting a credit General Ledger Handling Periodic Inventory Samco Power Accounting B 1 to Ending Inventory and a corresponding debit to the balance sheet Inventory account In the Samco General Ledger the first step in entering and posting these adjustments is to
239. o Power Accounting 1 12 Budget and or comparative figures may be shown on selected financial statements along with budget or comparative variances A variance is the difference between the current amount and the budgeted amount budget variance or the difference between the current amount and last year s amount comparative variance User defined notes disclaimers etc may also be printed on any of the financial statements Accounting Ratios User defined accounting ratios can be set up and calculated These can be standard ratios or customized to meet specific business needs Year To Date Entries If your system has sufficient disk storage capacity all detail entries transactions for the year may be retained When detail is stored for the entire year the Trial Balance Report may be printed showing all such detail However if disk space is not available detail may be compressed summarized on request The Summarize selection totals and compresses entries either by date or by accounting period at the user s option Date sensitivity is always maintained during a compression allowing reports without detail and financial statements to be re run for prior periods even after compression Year End Procedure The Close a year selection automatically clears all profit and loss account activity and consolidates balance sheet entries into one beginning balance entry for the new year This procedure also rolls the year endi
240. o do so code the accounts to be accumulated with an A The balance of each account coded with an A is added to an accumulator This accumulator is a storage location which contains the total of all accounts which have been coded with an A To print and clear the accumulated total use the PAT code PAT Print accumulated total This code will print the total of a set of account balances which you accumulated Prt accum A above Financial statement layouts support up to 9 PATs within a single layout In other words PAT summarizes the accounts which were coded A accumulate Layout Entered Balance Sheet Format Acct or Bal Prt Prt Paren function typ Accum col cntrl 1040 100 Petty Cash Dept 100 1040 200 Petty Cash Dept 200 1040 300 Petty Cash Dept 300 PAT Total Cash 1 C gt gt gt General Ledger Financial Statement Layout Samco Power Accounting 18 10 Resulting Statement Total Cash 11 000 00 On the statement only one balance will appear with the description you entered Total Cash This balance will include the totals from accounts 1040 100 assumed to be 4 000 1040 200 2 000 and 1040 300 5 000 When the PAT code printed the accumulated total 11 000 it also set the accumulator back to zero Accumulated balances Prt Accum A that are not followed by a PAT will not be printed or have their balances included in subtotals on the stateme
241. od For example if sales of a specific product line were targeted for 10 000 for each period of the fiscal year the correct budget information for the account for this product s sales would be 10 000 credit with a minus sign for each period s budget amount as follows Period 1 10 000 Period 2 10 000 Period 3 10 000 Period 4 10 000 Etc Similarly the projected telephone expense for a particular phone line might be set at 5 000 per period The correct budget information to record this expense would be a 5 000 debit no minus sign for each period for the account Budgets can also be used for balance sheet items If Accounts Receivable is targeted for a 5 000 decrease credit during each period of the fiscal year the budget amount for each period would be a 5 000 credit as follows Period 1 5 000 Period 2 5 000 Period 3 5 000 Period 4 5 000 Etc The third screen for entering budgets looks like this General Ledger Chart of Accounts Samco Power Accounting 8 11 EITC GL Enter accounts i aJJ x i AETLI Chart of accounts Enter Acme Enterprises Inc Account 000 Cash account 13557 Budgets Comparatives Bal fwd 1 Period t 0 2 Period 2 3 Period 3 0 4 Period4 0 5 Period5 0 SSS O 6 Period 6 0 T Period 7 b S 8 Period 8 9 9 Period 9 f 10 Period 40 o 11 Periodit fo 12 Period 2 D 13 Period 43 b F4 adjust budgets F6 notes Field number to chan
242. of the effect of those entries on G L For example when you make sales to or receive payment from your customers this activity affects not only A R but also G L These entries must be recorded both in the proper A R customer accounts and in G L under the proper G L account numbers The terms debit and credit refer to the types of entries which must be recorded in G L accounts to accurately reflect the activity occurring in all accounting areas In A R a debit memo issued by you to a customer increases what that customer owes you and a credit memo decreases what is owed Unfortunately debit doesn t always mean an increase in an account and credit doesn t always mean a decrease in an account In some accounting areas a debit increases a G L account and a credit decreases a G L account In other areas a debit decreases and a credit increases a G L account This occurs because of the system called double entry accounting also called double entry bookkeeping which is the standard method of accounting used today Double Entry Accounting The concept behind double entry accounting is that every entry transaction results in balancing debit and credit entries into the General Ledger Let s look at the debits and credits involved when a typical independent business pays for goods or services bought earlier on credit The debit The disbursement payment you make results in a debit entry which decreases your mone
243. oftware displays the message Note One or more trx were dated outside the current period year Answer N to disallow out of period transactions 8 Allow posting outside year Answer Y to allow transactions entered to be dated outside of the current fiscal year as defined in the accounting periods When you print the General Journal Entry Edit List the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the software displays the message Note One or more trx were dated outside the current period year Answer N to disallow out of year transactions We recommend setting this to Y if you are leaving your prior year open for adjusting entries Otherwise it should be set to N to avoid transactions being entered with the incorrect year 9 Include prior year trx on Statements for P amp L accounts Answer Y if you want the transactions from the prior fiscal year calculated in the YTD for P amp L statements and current earnings on balance sheet statements Answering N will ignore prior year transactions in P amp L statements and accumulate the BSNI for transactions outside of the fiscal year in a special retained earnings account This is most useful when you have not yet closed your prior year transactions however you need the ability to report on this year s figures Reduced paper format report Answer Y or N The trial balance general and stand
244. om a budget or a difference from a comparative for last year Variances are printed both as a number and as a percentage Variances can be selected for any statement on which budgets or comparatives can be printed except the Expanded Cash Flow Statement See the chapter titled Financial Statements See the sample statements in the appendix titled Additional G L Exercise Data for the exact appearance of budgets comparatives and variances Accounting ratios variances on the Balance sheet and P amp L financial statements are printed in multiple columns for budget and comparative amounts as applicable to the financial statement specification Note that memory registers are only included on the statements by printing a subtotal or a PAT Ratios Ratios are percentage figures based on some larger amount such as total sales or total revenue In order to provide ratios percentages on P amp L type statements and schedules you must define the amount against which other amounts are to be compared You may calculate and print either general ratios or selected ratios Each is described below General Ratios SR and ER This is used to compute ratios for an entire statement based on one total amount basis which you specify by inserting codes for start computing and printing ratio SR and end computing and printing ratio ER The SR code comes before the first account on the layout this is to be
245. ompany s Chart of Accounts File Step 6 General Ledger Company Consolidation Samco Power Accounting 25 24 Run Verify consolidation setup and handle any errors reported as needed by restarting this checklist at step 3 Step 7 Run Consolidate entries to add the member entries into your consolidation company s General Ledger Entry File General Ledger Company Consolidation Samco Power Accounting 25 25 SAMCO Building business and technology relationships Chapter 26 Data Integrity Check This function prints the Data Integrity Report and verifies the accuracy of information data in your files Because of this you should be sure that no one else is using your Samco software when you print this report As entries are entered and processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When the Data integrity check function is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on the report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include e Hardware failures e Turning off or rebooting the machine while processing is still going on Never do this intentionally e Power surges due to electrical storms Because t
246. onsolidate entries now run Consolidate entries as described in this chapter Step 13 Refile this checklist in the General Ledger User Manual and review the text under Normal Operation in the beginning section of this chapter NOTE After completing this checklist you are ready to run financial statements for the consolidation company General Ledger Company Consolidation Samco Power Accounting 25 23 Checklist B Consolidating Entries for Subsequent Years Consolidation starts over for the next fiscal year You do not have to redo the setup since the Chart of Accounts and layouts already exist for the consolidation company References you will need e This chapter e General Journal chapter e Initializing Data Files appendix Step 1 Use Initialize data files to create a new G L Transaction File for your consolidation company Step 2 Change your accounting period dates in the consolidation company to reflect the new year Step 3 If you have made any changes to the chart of accounts of any of your member companies use Link accounts manually to update the links to the consolidation company Step 4 Use the Print link edit list selection to verify that your links are correct If any errors are noted restart this checklist at step 3 above Step 5 Run Generate consolidated chart and answer Y to Clear budgets and comparatives This procedure will create the budgets and comparatives in your consolidation c
247. or N to only print it General Ledger Chart of Accounts Samco Power Accounting 8 20 SAMCO Building business and technology relationships EN Chapter 9 Set up Procedures Use this selection to do the following 1 Set fiscal year beginning balances by entering these balances into the General Journal File Set up accounts In Samco Power Accounting there is the Chart of Accounts File which exists in the G L package There is also a file which exists in other Samco packages like Accounts Payable or Accounts Receivable called the Valid G L Account File This file is shared by those other packages and should contain all account numbers and descriptions from the Chart of Accounts File Using this procedure you can a Create the Valid G L Account File for another Samco package such as Accounts Receivable from the Chart of Accounts File Load the account number and descriptions from the Valid G L Account File into the Chart of Accounts File Add a new sub account to the Chart of Accounts by copying from an existing sub account if you use sub accounts Remove a sub account from the Chart of Accounts if you use sub accounts Copy a Chart of Accounts from another company if you use multiple companies Each company using G L must have its own Chart of Accounts General Ledger Setup Procedures Samco Power Accounting 9 1 Set Up Valid G L Account File Select Set up procedures gt Setup accounts gt Set
248. ore than one consolidation company the member s entries can be consolidated more than once Thus member A s entries for example can be consolidated into consolidation company X and again in consolidation company Y Refer to Consolidate entries later in this chapter for more information At the end of the fiscal year all members entries should be transferred into the consolidation company Then the final consolidated financial statements can be printed Select Company consolidation from the G L menu NOTE You must follow the steps in the Checklist A Setting Up Company Consolidation before this selection will appear on the menu If you haven t already done this checklist do it now then return to this section and continue General Ledger Company Consolidation Samco Power Accounting 25 3 Entering Member Companies This function is used to define the member companies the linkage method to use between accounts and the correlation between account sections Select Maintain members gt Enter members from page 2 of the G L main menu 1 Member For a new member Enter the member company ID that you want to add to this consolidation company The company must already exist and be in the Multi Company File See the Define Multiple Companies chapter in the System Functions Guide For an existing member Enter the company ID or press F1 to scan through the members on file The account structure of the member is displayed 2
249. orrecting entry transactions are posted the debits and credits generated by the transactions will be marked as correcting entries and will appear as such in the General Ledger Transaction File which is the file within G L that contains all of the debits and credits for your company If you answer Y you may also use the Correcting entries selection within G L to mark entries as correcting entries as described below 2 After debits and credits have been posted to the General Ledger Transaction File within G L you may mark individual debits and credits as correcting entries using the selection Correcting entries This selection is discussed in the chapter titled Correcting Entries If you wish to allow correcting entries to be made only through the Correcting entries selection then answer N to Allow correcting transactions In this case you will not be able to specify that individual transactions within G L or other Samco packages are to generate correcting entries you will only be able to mark debits and credits as correcting entries through the use of the Correcting entries selection Debits and credits generated by other Samco packages must be transferred to G L using the selection Get distributions before they can be marked as correcting entries using the Correcting entries selection See the Chapter titled Get Distributions in this manual Consult with your accountant to determine which of the above methods is most appropri
250. ou have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Options F2 to select a specific section value This is most useful when selecting a selection which may have multiple accounts with the same section F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups Printing a Specifications List General Ledger Reports Samco Power Accounting 15 16 Select Reports Print financial statements gt Set up specifications gt Print specifications List Use this list to verify the specifications you have entered for the statements A screen appears for you to enter the starting and ending numbers of the specifications to be printed 1 Starting specification 2 Ending specification Enter the range of specifications to be printed Follow the screen instructions Printing Financial Statements This function prints the financial statements you selected If you want to print statements for a different accounting period you must change the REPORTING PERIOD through Accounting periods Select Reports Print financial statements You can print the Financial Statements to paper or to PDF select where to print from the printer screen selection
251. ould save the tedious task of manually entering in individual P amp L accounts for each profit centre General Ledger Chart of Accounts Samco Power Accounting 8 19 Section name Enter in a 30 character name for this new account section If you selected AIL or entered in an existing valid section this field is skipped 4 Starting account number 5 Ending account number Enter the range of accounts to be included The account numbers entered need to be valid account numbers in the file Follow the screen instructions Deleting account section Use this function to remove an account section from your Chart of Accounts NOTE Only accounts that do not have transactions within the G L transaction file can be deleted Select Chart of accounts Delete account section On the screen displayed enter the account section number and the section value to be deleted All G L accounts with this value in the selected section will be deleted The valid section however will not be deleted Printing a Change Log If use of change logs has been specified in Company information you can print the Chart of Accounts Change Log Select Chart of accounts Print accounts change log Before the report is printed you are asked whether the change log should be purged cleared of information in addition to being printed If you do purge the change log you will not be allowed to display it on screen Answer Y to purge the change log
252. ount section 100 will create accounts 1000 100 and 2000 100 NOTE This manual assumes that this option is not to be run at this point but the following explanation is given Select Chart of accounts gt Create account sections General Ledger Chart of Accounts Samco Power Accounting 8 18 sooty ri gt Fe Ed iR IC CE R AA ORA n PS TC OTB a O OBR SF Heb t Lm F Bw 2 kil Chart of accounts maintenance Acme Enterprises Inc Create account section Please enter Section number i 4 Section value 2 Section name 3 Starting account no 4 Ending account no Select a number from 1 to 2 Section number Enter the section of the G L account number from 1 to 5 depending on the structure of your G L account number that you will be creating new accounts for NOTE If this is a validated section you do not have to set up the new section value in the Set up valid sections The Create account sections will do this for you Section value Enter in the new section value or use the following option Option F1 to use all of the valid values for this section This is drawn from the Set up valid section functions in System Functions For example if you have five profit centres that you want to set up profit and loss accounts for you could set up all your main accounts through the Enter accounts function set up the valid sections for the five profit centres and then create All the account sections This w
253. ounts and descriptions are loaded into the Chart of Accounts File Set up chart of accounts automatically sets up accounts as follows The financial statement type is set to P profit and loss The parentheses control code is set to C enclose when credit The Compression Code to N no compression Existing accounts retain their original settings if you are adding records As processing occurs a record counter on the screen displays each account added You may then use Chart of Accounts to make any changes to the accounts that were loaded automatically by Set up chart of accounts For example you must manually enter SAF type and if used cash flow type budgets and comparatives Add a Sub Account Select Set up procedures gt Set up accounts gt Add a sub account from the 2 page of the G L main menu General Ledger Setup Procedures Samco Power Accounting 9 3 Tie 21x te te iR Ir ce tS FC GL AE PO OBR OA OO ATCT OUP OU OBR SF Heb f T E A Be 4 i M Set up accounts Acme Enterprises Inc Add a sub account Please enter Section number i 1 Sub account to copy from 2 Sub account to copy to 3 Description 4 Copy budget amounts Select a number from 1 to 2 Use this selection to add a new sub account to your existing Chart of Accounts by copying from an existing sub account Doing this will add an account in the Chart of Accounts for each main account that already uses the existing sub acco
254. porting period defaults to the current period when the accounting periods are created but you can change this The reporting period can be any range of dates and does not have to be the same as any other period in the accounting period s table For example if your year runs from 01 01 99 through 12 31 99 you might want the reporting period to cover 12 31 98 through 12 31 99 in order to include Balance Brought Forward BBF entries When done with the reporting period you can make any changes If you change period 1 you will need to enter new start and end dates for the period If you change 2 13 you enter the end date of the period If the start date of the next period is not one day later than the newly entered end date the function recalculates the start date and prompts you for a new end date Changing accounting periods If the accounting periods have been entered previously the existing periods will be displayed after you have selected Accounting periods and you will be asked if you wish to re enter periods If you answer Y to Do you wish to re enter periods all dates are cleared allowing you to enter all new accounting periods as described earlier However you do not have to re enter all dates to redefine you periods If you answer N you can change the ending dates for individual periods If you change field 1 you can define a new starting date just like re entering periods To use fewer accounting periods select t
255. ppropriate fields in the chart of accounts file to 00 as per your choice or to leave them as they are After you have made your selection you will be prompted to enter the number of the company to be used as the source of information Enter the two character code The source company name and a count of the records being processed are displayed General Ledger File Utilities Samco Power Accounting C 7 SAMCO Building business and technology relationships a Appendix D X Export Printer Reports Available Reports e General Journal edit list e Trial Balance e Financial Statements Printing reports to an export file Due to popular demand there are now a number of reports that you can print to the X Export printer and we keep adding more In order to open reports printed to the X printer the user must have access to their local directory If you are a Thin Client user you must identify the directory in SYSTEM FUNCTIONS gt COMPANY DATA The default is C SSIDOCS Each report printed to the X printer is assigned a default file name After you select the X printer a pop up window will prompt F1 to accept the default filename displayed or enter your own filename Remember to assign a unique filename to each report that you wish to keep as filenames can be reused and the data over written Note A report printed to disk cannot be later printed to the X printer The first time that you
256. r 16 Correcting Entries Use this selection to view all activity for a specific G L account within a specified range of dates and label selected entries as correcting entries The software contains provisions for creating the Expanded Cash Flow Statement In order to handle the requirements for this statement correcting entries must be labelled as such This selection is similar to View accounts but has been separated out so that it can be password protected You may wish to assign a password to this selection so that correcting entries may only be made by authorized personnel To Begin Select Set correcting entries from the G L menu On the screen displayed enter the following 1 Account Enter the G L account that you want to correct or use press F1 to scan through accounts with posted entries If F1 does not bring up an account you expected to see you can confirm that there are no entries by entering the account number directly If there are no entries you are informed of this 2 Starting date The starting date does not have to be the starting date of an accounting period Enter a date or use one of the options General Ledger Correcting Entries Samco Power Accounting 16 1 Options F1 for the Earliest date on file Enter to use the starting date of the current period If you enter the earliest date on file the first entry shown would be the balance brought forward BBF entry which you previously en
257. r an account range to be used as the base value allocated or distributed To use one account as the base enter the same account number in from account no and to account no fields Inclusive Answer Y to calculate the values for this transaction using the current period s transactions for the base plus any standard journal or automatic journal transactions which will affect the accounts in the base Enter N if you wish to calculate the values for this transaction using only the current account balance 4 Description Enter a reference or description for the transaction 5 Total percent 100 00 This field only displays for percentage type C transactions Press Enter if the total percentage of your entries on the second screen must equal 100 before you will be allowed to complete entry Otherwise answer N The next screen displayed is dependent on whether this is a percentage or ratio type transaction 1 Trx type For instructions on Ratio Type Transactions see the section following Percentage Type Transactions Percentage Type Transactions For percentage type C transactions the following screen appears next General Ledger Standard Journal Samco Power Accounting 13 8 EITC Gl Criteria Enter er i Fle Ea AR IC CE GA AP PC GLIC PO BA P O FS TC TB PA OOK SR SF Heb Po mV Xwott OOO MEO 4APO8 Et Automatic journal trx processing Acme Enterprises Inc Add 04 01 11 to 04 30 11 Source AUT Percen
258. r for entries to balance within the period Entering Notes General Ledger General Journal with Job Cost Samco Power Accounting 11B 6 Press F6 to enter notes about this entry or view or change existing notes 04 01 11 to 04 30 1 1010 10205900 _ Amount 100 00 I 4 30 11 Reference payment PFTREC Doc 00052899 Using Notes The purpose of notes for journal entry is to allow you to annotate the entry with descriptive information It is an assist to the audit trail so that the full and exact purpose of a particular debit or credit can be understood when someone reviews the Register at a later time The notes will always appear on the General Journal Entry Register and you may choose to have them appear on the Edit List as well The notes are not saved after posting This section uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished entering text press Esc and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options General Ledger General Journal with Job Cost Samco Power Accounting 11B 7 When you select File options you have these choices File Save what I have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections
259. r readability spaces are inserted in the title automatically For example MY UNIQUE REPORT would appear as MY UNIQUE REPORT 1 space between characters 3 spaces between words If there are no entries within all three sets of limits sources journal numbers and dates you will see No entries in range selected If this report is in source order the report lists all entries within the journal number and date limits in order by source The report shows subtotals for each source and grand totals for all sources If the report is in journal number order the report lists all entries within the source and date limits in order by journal number The report shows grand totals for all journal numbers Notes on Printing Source Cross References If there is limited disk storage it is possible that there may not be enough room to process a report for all entries If this is the case you will see a message and cannot continue the function General Ledger Reports Samco Power Accounting 15 9 To handle this you can either a Narrow your source journal number or date limits so that fewer entries are printed and then print the rest separately afterward or b Compress the General Ledger Transaction file see the Summarize General Ledger chapter and then run the report for all entries which you initially specified lt i Report display Darer 06 i3 11 Times17 06 05 Acze Enterprises Inc User SSI SOURCE CROS
260. racted from as appropriate previously existing consolidation accounts Previously existing consolidation accounts retain their account descriptions Newly created consolidation accounts are given the same description as found in the link from account in the first member company processed You can change any consolidated account description through Chart of accounts Linking and Consolidating a Chart Select Link and consolidate chart from the Link accounts automatically menu This selection performs the actions of both linking ACCOUNTS AUTOMATICALLY and generating a CONSOLIDATED CHART simultaneously This is the screen you see General Ledger Company Consolidation Samco Power Accounting 25 12 Answer Y to clear budgets and comparatives otherwise press Enter to default to N See the earlier discussion under Budgets and Comparatives Press Esc if you do not wish to run this selection at this time The processing occurs automatically The account number and member being processed are displayed Linking Accounts Manually Select Link accounts manually from the Link accounts manually menu From the following screen you can work with both new and existing links If a link exists for the information you specify that link will appear and be available for changes or deletion General Ledger Company Consolidation Samco Power Accounting 25 13 Link accounts manually Acme Enterprises Inc Member i Linkage Link fro
261. rect before posting To print an edit list showing only the import transactions restart the Samco accounting system and login with the initials IMP Any changes made should also be made to the system the transactions originated from One sided entries When general journal entries are posted the debits and credits posted for each accounting period must be in balance As a result of this requirement the General Ledger Transaction File which contains your posted journal entries will always be in balance However the General Ledger Transaction File can go out of balance due to hardware errors where some of the data in the G L Transaction file is lost In this case you could find that the credits in this file exceed the debits or vice versa Normally you would restore your most recent backup in this situation See the appendix titled Backing Up Your Data Files in the Installation Guide However if no backup is available you will need to make a one sided entry in order to balance the G L Transaction File A one sided entry is one in which you are entering for example a debit with no balancing credit Samco G L does not allow one sided entries since such entries are not part of normal double entry accounting Should it become necessary to make a one sided entry you may do so as follows 1 Define a temporary G L account which is numbered higher than any other G L account you are using currently in your Chart of Ac
262. red on the first screen of the Add criteria and Change criteria in the Automatic Journal Maintenance mode 24 Criteria Line File This file contains the information entered on the second screen of the Add criteria and Change criteria in the Automatic Journal Maintenance mode 25 Criteria Lock File This file is used to protect both the Criteria Header File and Criteria Line File from other users in a multiple user system 26 Extract Specification File 27 Extract Work File 28 Extract Pass File 29 General Ledger transaction detail 30 General journal transaction detail 31 Member File This file defines all member companies of consolidations and contains the section sub account designations to be used for each member company 32 Account Link File This file defines the links between the chart of accounts in each member company and in the consolidation company It also contains a description of each account linked In addition it specifies whether or not each member s budgets and comparatives have been added to the consolidation company s budgets and comparatives 33 Company Consol Lock File This file is used to protect the Company Consolidation selection from other users in a multiple user system General Ledger Initializing Data Files Samco Power Accounting A 5 SAMCO Building business and technology relationships EN Appendix B Handling Periodic Inventory NOTE The following method of handling i
263. red will result in the message Exit not allowed cancel criteria or add detail Select 1 Cancel criteria or 2 Add detail Press 1 to cancel the automatic journal criteria or 2 to return to adding allocation criteria Change criteria Use this selection to make any changes to existing automatic journal criteria Select Change criteria from the Automatic journal menu Enter the unique journal number of the criteria to be changed make any desired changes and press Enter at Field number to change Depending on the transaction type of the criteria C or R you are prompted Do you wish to change percentage detail or Do you wish to change ratio detail Press Enter to default to N the screen will be cleared and the cursor positioned for entry of the source code of the next criteria If you type Y the second screen containing the percentage or ratio detail will be displayed Locate the detail line you wish to change by paging through using the F1 and F2 keys Once you have located the page containing the detail line press Enter and make the necessary changes When there are no more changes on this page press Enter at Field number to change Once again press F1 or F2 to page through the detail lines to find another entry to edit Once all changes have been made for this criteria press Tab at Press F1 for next page F2 for previous page Delete Criteria General Ledger Standard Journal Sa
264. ribed in the chapter titled Close a Year to close the fiscal year General Ledger Guide to Daily Operations Samco Power Accounting 4 4 SAMCO Building business and technology relationships Chapter 5 Company Data This selection is used to record information about your company such as your company name address size layout of General Ledger account numbers and many other company specific parameters For a full explanation please refer to the System Functions manual for the chapter titled Company Data General Ledger Company Data Samco Power Accounting 5 1 SAMCO Building business and technology relationships EN Chapter 6 Accounting Periods This selection is used to enter the accounting periods in your fiscal year You may define up to 13 accounting periods Most companies use only 12 periods one for each month To Begin Select Set up Accounting periods from page 2 of the G L menu General Ledger Accounting Periods Samco Power Accounting 6 1 VSTO GL Maintain accaunting periods Fle Edt AR IC OE SA AP PC GL JC PO BA A C PS TC TB PA DX SA SF Hep POSL GBeITXwtt COG HAO dha it Setup Acme Enterprises Inc Accounting periods Period Start End 1 2 3 4 5 6 yf 8 9 9 01 10 9 30 10 40 10 01 10 10 31 10 11 42 12 01 10 12 31 10 13 14 Current period 10 10 01 10 110 31 10 15 Reporting period Do you wish to re enter periods 7 I
265. rint on the report Cash accounts will accumulate regardless of the PRT ACCUM or PAT options you enter for them on the layout Therefore if you manually create this layout you must code a subtotal SUB following the last cash account General Ledger Copy Layout Make SAF Samco Power Accounting 20 4 Parentheses controls for accounts subtotals and PAT s are ignored on this statement as on all SAF statements There is a recommended format in which the detail of the report appears but the order of accounts in the report is flexible The Cash Flow Statement Layout is created automatically in this format 1 First all the cash accounts are coded These accounts are followed by a SUB2 for the total beginning balance of cash 2 Then the BSNI balance sheet net income code followed by non cash charges against income type N accounts and a SUB1 for the total from operations Operations being BSNI minus non cash charges against income 3 After the total from operations come the current asset accounts then the current liability accounts and then the funds flow accounts 4 Next will follow a SUB1 for the total sources or uses of funds then a SUB2 for net increase or decrease in cash and finally a SUB3 for the cash ending balance Statement of Changes in Financial Position The Statement of Changes in Financial Position calculates the changes in working capital using the non current assets and liabilities net income an
266. riod 1 1 13 End Enter the ending date for Period 1 Continue to enter ending dates or press Enter to use the displayed date NOTE The start dates automatically appear 14 Current period The software refers to this current period in many places generally in selections which process entries like General journal Standard journal Get distributions the interface to other modules and Compress G L Transactions the file compression feature Enter a number 1 13 corresponding to one of your accounting periods The number must correspond to a defined period Once you have entered the period number the dates for the period are displayed At the end of each fiscal year when Close a year is run the accounting period dates will be updated automatically However the Current period must be changed manually each time you begin a new accounting period 15 Reporting period Selections such as View accounts or Print source cross reference let you specify whatever dates you wish Other functions concerned with producing reports such as the Trial Balance the General Ledger Worksheet and all other financial statements use the reporting period General Ledger Accounting Periods Samco Power Accounting 6 3 In network environments or other multi user situations you can continue normal entry processing associated with the current period while special reports are prepared for a different period the reporting period The re
267. riods if there were delays in closing your fiscal year b The comparative amounts for each account in the Chart of Accounts have been updated to be the ending balances for the periods of the fiscal year just closed c Budgets for each G L account have been set for the new year Budgets are set according to your wishes as entered during Post closing entries d All entries from the fiscal year just closed have been cleared form the General Ledger Transaction File Entries already made for the new year are left unchanged e Balance forward entries for all balance sheet accounts have been General Ledger Close a Year Samco Power Accounting 23 6 created The date for these entries is the last day of the fiscal year just closed f A net profit loss entry has been made to the retained earnings account entered in Control information If Varies by sub account was entered for the retained earnings account then individual entries have been made for each of the sub accounts of the retained earnings account After You Run This Function After you run this function the total number of entries in the General Ledger Transaction File will be reduced This will speed up processing most other G L functions but will not itself recover the hard disk space which these entries occupied To recover space on the hard disk see the appendix titled File Utilities Rebuild a File General Ledger Close a Year Samco Power Accounting
268. riteria 1 Starting account 2 Ending account Enter the range of accounts to be included on the extended trial balance Follow the screen instructions 3 Starting Date 4 Ending Date Enter the date range to be included on the extended trial balance These dates do not rely on the reporting period from the G L accounting period file this variation of the trial balance can be useful for those with more than two G L account sections 5 Sort sections General Ledger Ledger Connection Samco Power Accounting 24 12 Press Enter to follow the standard sorting method for reporting G L accounts or use the option Option Y to answer yes You will be allowed to select which section to sort by in the Section Group selection criteria below 6 Cash flow type For an explanation of cash flow types see the Chart of Accounts chapter If one or more cash flow types are entered this occurs e All accounts related to each cash flow type are printed in their own section totals e Accumulating total debits and total credits credit entries marked as correcting entries are added to total debits and debit entries marked as correcting entries are added to total credits To use only specific cash flow types in the extended trial balance enter one or more of these choices O Include Operations types l Include Investment types F Include Financing types Enter Ignore cash flow types in printing the extended trial balance
269. riteria 12 Delete Criteria 12 General Ledger Table of Contents Samco Power Accounting 3 Print Criteria List 13 Standard Journal Edit List 14 Posting Standard Journal Entries 14 View 14 1 View Trial Balance 1 Using Notes 3 View General ledger accounts 4 Using Notes 6 View Cross reference 7 Reports 15 1 Print Trial Balance 1 General Ledger Worksheet 5 Source Cross Reference 7 Print Financial Statements 12 Entering Specifications 13 Printing a Specifications List 16 Printing Financial Statements 17 Correcting Entries 16 1 Texts 17 1 Financial Statement Layout 18 1 Financial Statements 2 Types of Layouts 3 Layout Screen Entering changing the Layout 4 Printing Accounts 9 PAT 10 Wild carded Accounts 15 Account Ranges 18 Functions Common to All Statements 19 Text Functions 19 Sub total Functions 22 Accounting Ratios Using memory registers amp calculations 28 P amp L Format Statements 32 Print Format 32 Ratios 33 General Ratios 37 Selected Ratios 37 General Ledger Table of Contents Samco Power Accounting 4 Expanded Cash Flow Statement Type E Balance Sheet Format Statements Printing an Edit List Sample Statements Re sequencing Layouts Verifying Layouts Build Financial Statement Layouts Copy Layout Make SAF Copying a Layout Making SAF Layouts Cash Flow Statement Statement of Changes in Financial Position Get Distributions Compress G L Transactions End of Year If You Are Not Ready to Close the Year Actions p
270. ry Plus and Job Cost distribution files to the General Journal Transaction File This is also referred to as interfacing G L to other packages Before running Get distributions any entries in the General Journal Transaction File must first be posted to the General Ledger Transaction File NOTE We strongly recommend that before running this selection you make a backup copy of the data files you are about to transfer To Begin Select Get distributions from the G L menu If there are un posted entries in the General Journal Transaction File a message displays telling you so To continue you must post the entries first and reselect this function If the General Journal Transaction File is empty you see General Ledger Get Distributions Samco Power Accounting 21 1 12 01 20 to 12 31 20 1 Interface with which system Enter the system package from which that information will be transferred Enter either AP Accounts Payable AR Accounts Receivable IC Inventory Control FA Fixed Assets JC Job Cost PC Payroll MP MenuPoint BR Bank Reconciliation 2 Cutoff date Enter the last date for which entries will be transferred from the other system s distribution file to the General Ledger Transaction File or press Enter to use the ending date of the current accounting period 3 Type of interface This determines the method of compression that will be used during transfer See the explanation in the Summarize
271. s Please enter 1 Layout number 001 BALANCE SHEET Balance sheet Group Value 2 Main acct Answer Yor N Fl next layout Right layout Y U F1 1 Layout number Enter the number of the layout to be verified or use the F1 option to scan through the layouts on file 2 Verify using a sub acct group Answer Y to verify the layout only with respect to the sub acct group you will enter next If you answer Y this field appears Sub acct group Enter the sub acct group for each account section which the layout is to be verified or press F1 to scan through the sub account groups on file If you answer N at field 2 this field appears Sub account General Ledger Financial Statement Layout Samco Power Accounting 18 43 Enter the sub account for which the layout is to be verified or use one of the options Options F1 to scan through the sub accounts on file F2 to verify the layout for All sub accounts Also see the IMPORTANT NOTE regarding BSNI near the end of the chapter titled Financial Statements The Verify Layouts report can be printed to paper or to the screen by selecting S display on screen from the pop up printer selection window See the chapter titled Copy Layouts Make SAF Layouts for information on SSRC Start of Sources of Funds and SUSE Start of Uses of Funds codes which are used only in Source and Application Funds Statement layouts The use of BSNI code on
272. s Esc and follow the screen instructions If you wish to use the more powerful text editing commands which are included in this editor see the appendix titled Text Editing File Options When you select File Options you have these choices File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp Continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon Changes throw away what have just entered changed and get ready for a new note Delete Delete this entire note from the data file and clear the screen to get ready for another note Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message When you are through using notes press Esc View General ledger accounts Use this selection to view all activity for a specific G L account within a specified range of dates To Begin Select View View general ledger accounts from the G L menu On the screen that appears enter the following information 1 Account Enter the G L account that you want to view or press F1 to scan through accounts with posted entries General Ledger View Samco Power Accounting 14 4 2 Starting date The starting date does not have to be the starting date of an accounting
273. s and a SUB1 for the total sources 3 Then an SUSE code followed by all the funds flow accounts again the exact same accounts as in the sources section followed by a SUB1 for the total uses 4 Finally a SUB2 for the net increase or decrease in working capital Analysis of Changes in Working Capital The Analysis of Changes in Working Capital shows changes in current assets minus changes in current liabilities giving changes in working capital Its total should match the changes in working capital which is the last line of the Statement of Changes in Financial Position Cash current asset and current liability accounts should be included in the layout Parentheses control for accounts will be ignored The format which we recommend and the format of the layout produced by Make SAF layouts is as follows First all the cash accounts then all the current assets followed by a SUB1 for assets whether an increase or decrease Then all the current liabilities followed by a SUB1 for liabilities whether an increase or decrease Finally a SUB2 grand total for the net increase or decrease in working capital Select Generate SAF layouts from the Financial statement layouts menu This is the screen you see General Ledger Copy Layout Make SAF Samco Power Accounting 20 6 it itis GL Generate BAF layouts Sani alo x t 5 Fie Edt AR IC OE SA AP PC GL JC PO BA A C PS TC TR PA OK SA SF Hep POLG JXuts COG MAO dha
274. s File This file contains all the notes you have entered in the various G L selections which allow notes except for notes entered through General journal which are not saved after posting 4 Valid G L Acct File All G L accounts to which other packages may distribute must be entered in this file 5 Accounting Period File The Accounting period File defines all of the accounting periods in the fiscal year and designates the current and reporting periods 6 Text File The Text File contains text that is to be printed on financial statements 7 Chart of Accounts File The Chart of Accounts Files defines all of the accounts to be used by General Ledger and contains basic data about each account 8 Chng Chart of Accts File This file records changes to the Chart of Accounts record and the record after the change was made This file will be used only if the change log feature is used 9 Gen Journal Trans File This file contains transactions entered using G L or interfaced from other Samco packages This file is cleared when General Journal transactions entries are posted 10 Gen Journal Notes File This file contains the notes you have entered through the General journal selection for entries which would have not been posted When General Journal entries are posted the notes are not saved 11 Gen Journal Lock File This file is used to protect the General Journal Transaction File General Ledger Initializing Data Files
275. s Type a new file name TAB cancel F1 ic_valuation tab Any change IN General Ledger Export Printers Reports Samco Power Accounting D 2 Open With Choose the program you want to use to open this file File ic_valuation tab Programs an Recommended Programs A If prompted select the Other Programs BS adobe Reader 9 3 program that Windows is to BB ierret Explorer use to open your Xport E Microsoft Office Picture Manager file s fw Microsoft Office Word E Notepad W Paint Type a description that you want to use For this kind of file po M Always use the selected program to open this kind of file If the program you want is not in the list or on your computer you can look for the appropriate program on the Web Windows or Thin Client will open the export file using the program that you selected The following example is from Excel 2007 1 Ed N ic valuation tab Microsoft Excel ener Home Inset Pagelayout Formulas Data Review View 7 dns aiw u A eee Ewo Generat J H g Norma ba Good Neutral em Fide Gt Buen TA Copy a Fill Pas G romat Painter Be ZE E 0 a BS HA Ad Meroe cere 8 96 naa anatra Format Calculation ENEMY Eoo ARGENT wert ete oret 7 earo Sane Pn l Clipboard j Font mj Alignment wji Number Bil Styles cells Editing j AL Item no ree Se e
276. s found and then the next account after that one in the Chart of Accounts is displayed This allows for rapid creation of new layouts o F4 is used to jump directly to an account number Then enter the account number o Enter is used to change the current line except when used in the F2 Enter move sequence above o F7 gets a menu of the functions You can then use the 7 or 4 keys to highlight the desired function and then press Enter to use it o Use Esc either to exit the function when you are done entering the layout or to cancel a change or a move copy function Notes on the Examples in This Chapter Throughout the remainder of this chapter examples are used to illustrate the features of financial statement layouts In each example a layout is shown first followed by the financial statement that would result form using that layout Use these examples to compare the various layout function codes with the results they produce On the example layouts shown only the fields pertinent to the feature being described are filled in On the sample statements shown horizontal spacing is narrower and amount fields are smaller than they would actually appear on a statement Some of the main account numbers and sub accounts used in the examples only illustrate features and are not in the Chart of Accounts which we recommend you set up We suggest that you review the examples to become familiar with entering accounts
277. s to only those sub accounts contained in a specific sub account group For example suppose you are using eight sub accounts to represent eight branches of your business as profit centres 100 200 300 400 500 600 700 800 If you want a financial statement showing figures for only profit centres 100 300 500 and 700 you could set up a sub account group here including just these four sub accounts You could also set up another group including 200 400 600 and 800 to show only these sub accounts In this way you can have statements including only those sub accounts which you want to see To Begin Select Set up gt Sub account groups Enter from the second page of the G L menu A screen appears for you to enter a sub account group number and a name for it General Ledger Sub Account Groups Samco Power Accounting 10 1 Setup Acme Enterprises Inc F4 next sub account group 1 Group Enter a sub account group number or use the option Option F1 to scan through the sub account groups on file 2 Name Enter a name for this sub account group A window then opens to allow you to enter the sub accounts which are to be included in the group A sa Not a validated section 11 profit centers Make changes F4 next sub account group F3 delete Field number to change 7 General Ledger Sub Account Groups Samco Power Accounting 10 2 3 Sub accounts You may enter up to 32 sub accounts to
278. s usual Variable Recurring Entry The Next date stored in the recurring entry is displayed for the date 4 Amount Enter the amount or press Enter to use the amount originally entered for this recurring entry Once the entry amount is entered the function automatically calculates and displays the distribution amounts based on the percents entered in the Enter function Make any desired changes from Field number to change or press F6 to view or change the notes for this recurring entry The distribution screen appears for you to make any changes necessary Make any desired changes from Field number to change or use one of the options Options F1 to display account descriptions F6 to view or change notes for this recurring entry Reselection If you select a variable recurring journal entry that is already selected and you change the amount of the entry you will be given the option to recalculate the distributions If you wish to use the distributions that you entered when the entry was originally selected answer N If you want the software to recalculate the distributions based on the percentages associated with the distributions then answer Y Printing a Selection List This list shows every recurring entry that has been selected It shows exactly what entries will be created when Use selected is run next Use this list to verify and edit your selections Choose Recurring journal trx gt Selection
279. s well as in the consolidation company If account 1000 means Accounts receivable in one member and Accounts payable in another your end results will not be easy to work with However you can still manually establish links that will place each in the correct account in the consolidation company Printing a Link Edit List Select Print link edit list from the Link accounts manually menu This selection will show an edit list of the account links that have been entered You can enter a member company ID or use F1 for All If you print the edit list for all members you are asked to select the order for the report to be printed Enter either 1 Print in member order 2 Print in consolidation account number order Copying Layouts Select Copy layouts from the Setup consolidation menu Use this selection to copy whichever member company s financial statement layouts you want to use for your consolidation company s financial statements If a member layout is close to how you want a consolidation company layout to be copy it then make changes to it as described in the chapter titled Financial Statement Layouts If a layout is radically different create an entirely new layout without using this selection General Ledger Company Consolidation Samco Power Accounting 25 15 This is the screen you see Member Enter the member company ID whose layout you want to copy or press F1 to scan through the members on
280. section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Options F2 to select a specific section value This is most useful when selecting a selection which may have multiple accounts with the same section General Ledger Reports Samco Power Accounting 15 15 F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups Clearing Selections Select Reports Print financial statements gt Set up specifications gt Clear selections Use this selection to set the PRINT NEXT RUN field to N for all specifications on file All specifications will then be set so that none will be printed on the next print run Generalized Selection Select Reports Print financial statements gt Set up specifications Generalized selection This function allows all specifications or any group of specifications to be selected for printing without having to change each PRINT NEXT RUN answer Y one by one in field 6 of Enter specifications 1 Starting specification 2 Ending specification Enter the range of specifications to select for printing Follow the screen instructions Section Group selection The number of times you are prompted in the next set of prompts depends on how your G L accounts are structured For example if y
281. side year Y When you print the General Journal Entry Edit List the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the software displays the message Note One or more trx were dated outside the current period year This report is available to be printed to the X Export printer For full details on setting this up please review appendix D for full instructions Posting General Journal Entries Select Post from the General journal menu If you selected to track journal transactions by user you are prompted to Print trx entered by all user Answering Y will print all transactions for all users while answering N will print only those transactions which you entered You have the option of printing out the entries either in account number order A or in the order they were entered E This selection will post general journal entries to the General Ledger Transaction File and will print the General Journal Entry Register The General Journal Entry Register shows every entry that is to be posted exactly as it will appear in the General Ledger Transaction File The report number and journal name are used to form a unique journal number Later when you wish to refer to a General Journal Entry Register you can do so by using GJ General Journal plus this report number For example General Journal Entry Register number 0005 could be
282. t and comparative for both current period and year to date no ratios or percentages General Ledger Reports Samco Power Accounting 15 14 Budgets or comparatives are printed on the right hand side of the financial statement 5 Ratios variances You may show ratios selected ratios or variances on the statement Enter either N show neither ratios selected ratios nor variances V show variances R show ratios appears only for P amp L formats S show selected ratios appears only for P amp L formats If you choose selected ratios enter up to 9 selected ratios or use the F1 option to show All selected ratios Ratios and selected ratios are shown only on profit and loss statements or profit and loss supporting schedules For SAF statements and the expanded cash flow statement neither ratios selected ratios nor variances are allowed Variances are shown only if either budgets or comparatives are selected in field 4 above If field 4 is set to either 1 2 3 or 4 this field defaults to n a and cannot be changed 6 Print next run This determines if the financial statement for this specification will be printed the next time statements are run Answer Y or N Section Group Selection The number of times you are prompted in the next set of prompts depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2
283. t they can be either fixed or variable A fixed standard journal entry rarely changes value from period to period while a variable standard journal entry can fluctuate in value each period Here are some examples of fixed and variable standard journals Fixed Variable Rent Coffee Services Car Lease Long Distance Disposal Service Advertising General Ledger Standard Journal Samco Power Accounting 13 1 Automatic Journals Automatic journals differ from Standard journals in three ways 1 Transactions can be generated for two or more accounts based on a ratio or percentage of the account balances for other G L accounts 2 Since automatic journal entries are based on the account balances of other accounts the transactions do not have a fixed dollar value Rather they must be calculated at the end of each period 3 Standard journal entries are actual entries automatic journal entries must be calculated first before they are generated Automatic journals are ideal for distributing common operating expenses amongst various departments Allowing you to accumulate these expenses over the course of the accounting period and then disbursing them out to departments based on either a fixed percentage i e 10 to sales 22 to service etc or on a ratio of G L account balances explained in detail later on in this chapter One other area where the two types of entries differ are standard journals are left on file in the Standard Journ
284. t which shows the net profit loss entries that will be made by Post closing entries when it is run This report may be printed to verify the net profit for the year prior to closing G L so that any final corrections can be made 2 Archive G L data the GL module retains all prior year information via the Detail history function you may still want to Archive the G L data and this function takes the G L data for the closing year and stores it under a new company ID This allows you to refer back to the transaction detail for a prior year at any point in time 3 Post closing entries this function is used to close the year It performs the actions needed to close the fiscal year These actions are described in detail later in this chapter If You Are Not Ready to Close the Year It often occurs that you must start your new fiscal year before the old fiscal year is closed This occurs for example if your fiscal year ends on June 30th of the year but the final adjusting entries for the fiscal year are not made available to you until August In this case you must start your new fiscal year before closing the previous year If you are not ready to close your General Ledger at fiscal year end you can take the following steps so that you can process information for the new year General Ledger Close a Year Samco Power Accounting 23 1 1 Change the accounting periods to reflect the new year 2 Make entries as usual The Trial Balanc
285. t Income Code This code is valid for SAF statement types C and F The calculated net income will appear at this line of the financial statement You are requested to enter Prt Accum print accumulate Enter P or A as appropriate If P is entered PRT COL will be requested Enter 1 2 or 3 Except for type E statements the parentheses control is always assumed to be D since net income is typically credit For type E statements you can reverse the balance of BSNI and override the parentheses control This is useful when creating statements showing reconciliation of net income to cash flows from operations SAF Types To understand these SAF statements you must first be familiar with the SAF types Cash Flow Statement The Cash Flow Statement shows the effect of all the balance sheet accounts and net income upon cash during the current period and year to date It shows the beginning balance of cash at the start of the period and year all the sources and uses of funds and a final cash ending balance All five types of SAF accounts entered in the Chart of Accounts and the BSNI balance sheet net income should be included in the balance sheet layout from which the SAF layouts will be created All cash accounts must be coded with an SAF type of C in the Chart of Accounts File or cash will not be handled correctly The cash accounts are summarized to produce a cash beginning balance so individual cash accounts will not p
286. t Post to Post to Same sign Opposite sign Acct no Acct no oon Ow Fk WH 10 Total percent 00 Enter up to 50 allocations to create transactions for Percent Enter the percentage of the base that is to be allocated Post to same sign account no Enter the account number to which the calculated value percent of base is to be posted The account entered will have to it a value which is of the same sign DR CR as the base For example if the net value the account entered here will have a debit amount posted to it Post to opposite sign account no Enter the offsetting account number to which the calculated value percent of base is to be posted The account entered will have posted to it a value which is of the opposite sign DR CR as the base For example if the net value of the base is a credit value the account entered here will have a debit amount posted to it NOTE the Total percent field in the bottom left corner of the screen maintains a running total of the percentage fields A maximum of 50 percentage allocations are General Ledger Standard Journal Samco Power Accounting 13 9 allowed Enter all required percentage allocations and corresponding account numbers When this is completed press END at Percent to complete entry and go to Field number to change To add another detail line press the number of the next available field and enter in the necessary information To delete
287. t and the member account can have the same or a different account number Parent company A parent company is a legally recognized entity that has its own accounting records It has subsidiaries each of which has its own separate accounting records Each company s accounting records must not be altered whether the company is a subsidiary or a parent NOTE A parent company is not the same as a consolidation company Do not ever consolidate entries from a subsidiary into the accounting records of its parent company Always set up and use a separate dummy company for the consolidation In a consolidation parent companies and subsidiaries are equally members The Company consolidation selection provides the means of adding the entries of members together into the consolidated company This selection does NOT deal with inter company accounting problems such as a sale of an asset between two companies Your accountant is the expert on such matters This selection helps you to create a chart of accounts and a set of financial statements for the consolidation company based on the charts and financial statement layouts of its members You may have several companies using Samco G L some of which you want to consolidate and some of which you want to remain completely separate Accordingly you can specify which of your companies are to be members of a consolidation General Ledger Company Consolidation Samco Power Accounting 25 2 You can
288. t brief accounts list From the report criteria screen displayed enter the following information 1 Starting account 2 Ending account Enter the range of accounts to be included The account numbers entered do not need to be valid account numbers in the file Follow the screen instructions 3 Show notes Answer Y if you want notes included Section Group Selection General Ledger Chart of Accounts Samco Power Accounting 8 17 The number of times you are prompted in the next set of fields depends on how your G L accounts are structured For example if you have a 3 section account number you will be prompted 3 times if you have a 1 or 2 section account number you will only be prompted once or twice respectively From the section prompt press F1 to select All values for this account section or use one of the options Option F2 to select a specific section value This is most useful when selecting a section which may have multiple accounts with the same section F3 to select a section group For more information on sub account groups see the chapter titled Sub Account Groups Make any necessary changes and press Enter Creating account sections This function allows you to automatically add new sub account sections to your existing Chart of Accounts Doing this will add an account in the Chart of Accounts for each main account For example if accounts 1000 000 and 2000 000 exist creating acc
289. t this chapter They are the new comparatives which are set up for use in the new fiscal year although their amounts correspond to the account balances from the prior year It allows you to set budgets for G L accounts in the Chart of Accounts File for the new year The budgets may either be left as they are currently set to zero or set in relation to the new comparatives as described above It clears all entries from the General Ledger Transaction File for the year being closed Entries already made for the new year are left unchanged It creates balance forward entries for all balance sheet accounts The date for these entries is the last day of the fiscal year being closed General Ledger Close a Year Samco Power Accounting 23 2 f It moves the amounts for each period to the prior year comparative fields in the Chart of Accounts File g It automatically posts the net profit loss to the retained earnings account entered in Control information h It prints the Year End Closing Register As mentioned at the beginning of this chapter you may print the Year End Closing Report prior to running Post closing entries in order to see the information that will be printed on the Year End Closing Register when Post closing entries is actually run Before You Begin We recommend that before you select this function you do this a Print all closing financial statements including a detailed year end Trial Balance b Make backup copi
290. tance the interval could be every 2 weeks Enter a 1 or 2 digit number then select one of these time periods D Days WwW Weeks M Months For example type 1 then type M meaning that the entry recurs every one month 22 Next date Enter the next date the recurring entry should be activated If this is not known exactly enter the approximate date or press Enter to use the start date The next date is automatically advanced by the time interval entered above each time a general journal entry is created from this recurring journal entry by running Use selected 23 Max Uses General Ledger Recurring Journal Samco Power Accounting 12 7 Enter the maximum number of times this recurring entry can occur later you will be warned if this recurring entry is selected more than this many times or press F1 for indefinite no maximum number of uses 24 Times used When first setting up a recurring entry enter the number of times this entry has already been used If you had been making this entry before you began using Samco G L you would enter the number of times here In this case you would set the maximum number of uses above to include these times For instance if you were paying off a loan in 30 instalments and had already made 5 payments you would enter 30 in field 23 above and 5 here The last document number last date and times used information is automatically updated by the software I
291. tarting account 3 Ending account 4 Add in budgets comparatives Press F1 for All Note that SUBTRACT BUDGETS COMPARATIVES 2 does not appear if the consolidation company does not yet have a chart of accounts or if you selected to clear the budgets and comparatives on the previous screen 1 Member Enter the ID number of the member from which you want to generate accounts in the consolidation company or use F1 to generate accounts from All members 2 Starting account 3 Ending account Enter the range of account numbers from which you want to start creating consolidation accounts Follow the screen instructions Budgets and comparatives The next two questions Add subtract are asked so that you can easily do the following things i Establish budgets and comparatives B amp C s for your consolidation company when you first create it ii Change the B amp C s of the consolidation company when the member companies General Ledger Company Consolidation Samco Power Accounting 25 10 B amp C s change iii Recreate the B amp C s of the consolidation company at the beginning of a new fiscal year iv Add the B amp C s of new accounts at any time a To establish budgets and comparatives B amp C s for your consolidation company when you first create it Answer Y to question 4 Add in budgets Comparatives to automatically add the member s B amp C s to the consolidation company Answer N if
292. ter the consolidation company as the company to process when asked for company ID Refer to the chapter titled Using Samco General Ledger Step 3 Run Company information to enter information for the consolidation company Refer to that chapter in the System Functions manual NOTE For a consolidation company you must select to use sub accounts Step 4 Enter the accounting periods for your consolidation company See the chapter titled Accounting Periods The consolidation company and EACH of its members must have the same number of accounting periods The dates of these periods may be different but for simplicity they should be the same For example period 3 for member A might be from June 1 to June 30 and period 4 for member B might also be from June 1 to June 30 In this case the entries from member A s period 3 would be consolidated with entries from member B s period 4 in the consolidation company General Ledger Company Consolidation Samco Power Accounting 25 21 Now refer to this chapter beginning with the section titled Enter Member Companies and use this chapter as a guide for the rest of the checklist Step 5 Run G L Control information to enter information for G L Refer to that chapter Step 6 Select Company consolidation on the G L menu then select Enter member companies Specify which companies are to be members of the consolidation company Refer to the Enter Member Companies section o
293. tered in either Set up procedures or Close a year 3 Ending date The ending date does not have to be the ending date of an accounting period Enter a date or use one of the options Options F1 For the Latest date on file Enter To use the ending date of the current period Up to 14 entries can be shown on the screen at once If there are more than 14 entries you can use the PgUp PgDN and arrow keys to move around You also have these options Options F1 To see the source and document number instead of the reference and journal number F2 To return to selecting an account YorN To change the correcting entry status for the highlighted line See Control information chapter F6 To view or enter any notes for this G L account There is no limit to the number of pages that may be viewed when paging forward However you are restricted to viewing just the previous 9 pages You cannot backup more than 9 pages On the screen containing the last entry on file the beginning balance total debits total credits net change and ending balance are shown Using Notes If you press F6 you may enter an unlimited number of notes about the account being displayed Each note is given a date time stamp so that you can scan through the notes in time sequence later This selection uses Samco s text editing function You enter text in much the same way as most word processing programs When you are finished enteri
294. the General Ledger package Running it more than once will generate duplicate beginning balance entries in error NOTE To use this selection it is vital that the final period comparative amounts be correct and that you enter all accounts in the Chart of Accounts Do not use this selection under these conditions If you don t want to use the comparative amounts in the Chart of Accounts or If you don t need opening balances automatically set for the current fiscal year NOTE You can set balances manually by making one entry for each account balance in General Journal with a reference of BBF balance brought forward Each entry generated by Set fiscal year beginning balances is dated the last day of the previous fiscal year This date is calculated from the start date of the first period in the Accounting Period File In order for the selection to be run the General Journal File must be empty You will be asked if you are sure you want to do this and then the program will run automatically If the program encounters an unusual number of large comparative balances all with the same sign you will see a message and must enter the beginning balances manually This is unlikely but if it occurs the entries already created in the general journal are erased and you will need to enter BBF Balance Brought Forward entries for each account through General Journal After Processing When processing is complete print
295. the ratios calculated from the accounts bounded by SR3 ER3 would print on the lines bounded by SPR3 EPR3 The SPR code comes before the first account line on which the ratio is to be printed The EPR code follows the last account line on which the ratio is to be printed Many pairs of SPR EPR codes may be entered for each pair of SR ER codes entered Here is an example Layout Entered P amp L Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl LEG SR1 SPR1 6010 000 Sls Acct 1 N 6020 000 Sls Acct 2 N P 6030 000 Sls Acct 3 N UL SUB1 Tot Sales D ER1 EPR1 LF 01 SR2 SPR2 General Ledger Financial Statement Layout Samco Power Accounting 18 35 5010 000 Exp Acct 1 N P 5020 000 EXP Acct 2 N P 5030 000 Exp Acct 3 N P UL SUB1 Tot Exp C ER2 EPR2 Resulting Statement Reporting period Year to date Amount Ratio Amount Ratio Sls Acct 1 15 000 00 30 00 40 000 00 20 00 Sls Acct 2 10 000 00 20 00 50 000 00 25 00 Sls Acct 3 25 000 00 50 00 110 000 00 55 00 Tot Sales 50 000 00 100 00 200 000 00 100 00 Exp Acct 1 2 000 00 25 00 2 400 00 26 67 Exp Acct 2 2 400 00 30 00 1 500 00 16 67 Exp Acct 3 3 600 00 45 00 5 100 00 56 67 Total Exp 3 600 00 100 00 9 000 00 100 00 This assumes that both SPR1 and SPR2 were selected for printing in Specifications in Financial Statements If only SPR1 was selected only the sales account ratios would be printed Codes Associated with
296. theses control is always assumed to be D since net income is typically credit For type E layouts you can reverse the balance of BSNI and override the parentheses control This is useful when creating statements showing reconciliation of net income to cash flows from operations Printing an Edit List Select Statement layouts Print layout edit list from the General Ledger main menu A screen appears for you to enter the following information 1 Starting layout Enter the starting layout to include or use one of the options Options F1 for the First layout on file F2 to scan through the layouts on file 2 Ending layout Enter the ending layout to include or use one of the options Options F1 for the Last layout on file General Ledger Financial Statement Layout Samco Power Accounting 18 40 F2 to scan through the layouts on file 3 Expand wild cards Answer Y to expand the accounts containing a wild card so that each sub account is shown Answer N to show the main accounts with wild card symbols as they were entered on the layout Sample Statements Select Statement layouts Print sample statements from the General Ledger main menu This selection is used to print a sample financial statement from a layout so that you can see how the final statement will look A screen appears to enter the following information F1 Layout to print Enter the number of the layout to print or pr
297. this chapter Accumulated account totals will not add into subtotals until they are shown by using a printing account or PAT code So if a subtotal appears between an accumulated account and a printed account or PAT code the amount of the accumulated account will not appear in that subtotal Subtotals can be printed in any sequence on a financial statement Using the SUB1 SUB9 Code Enter the code After you enter a SUB a field appears which is used for printing accounting ratios If no accounting ratios are to be printed on the statement leave this field blank See the section titled Accounting Ratios later in this chapter for a discussion of how this field is used Then enter the description of the subtotal as you want it to appear on the statement Parentheses control will be requested for these types of layouts P amp L Statement Balance Sheet Supporting Schedule P amp L format Supporting Schedule balance sheet format After the subtotal is printed on the financial statement any preceding subtotals are cleared starting at level 1 up through the level number of the subtotal code For example SUB1 clears any preceding level 1 subtotals only SUB3 clears any preceding subtotals for levels 1 2 and 3 SUB9 clears any preceding subtotals If the statement is a balance sheet format balance sheet supporting schedule or Statement of Changes in Financial Position a Prt col code will be requested Choose the col
298. ting layout number to which these specifications will be applied or use F1 to scan through the layouts on file 3 Rounding factor This is used when any of the amounts are greater than 999 999 999 99 because of the space available on the statement Rounding to the nearest dollar will allow up to 999 999 999 999 to print on the statement Use one of the options Options D Dollar rounded to the nearest dollar N No rounding exact amounts including 2 decimals are shown 4 Budgets comps Budgets or comparatives can be printed on any profit and loss statement balance sheet or supporting schedule Comparatives can be printed on any Source and Application of Funds SAF statement but not budgets Neither budgets nor comparatives can be printed on an expanded cash flow statement If you wish to show variances below you must select either budgets or comparatives here Enter either B Budgets C Comparatives T To print last year s total in the YTD column N Neither show neither budgets nor comparatives on the statement amh Special show net change balance budget and comparative on the statement 2 Special show balance budget and comparative on the statement 3 Special P amp L Only show actual budget variance and comparative for current period with ratios and percentages and show actual variance and comparative for year to date also with ratios and percentages 4 Special P amp L Only show actual budge
299. tion value This is most useful when selecting a section which may have multiple accounts with the same section F3 To select a section group For more information on sub account groups see the chapter titled Sub Account Groups in your G L manual Sum If you answered Y to summarize in field 6 you will be prompted for each account section to whether or not summarize that section value Press Enter to ignore summarizing by that section or answer Y to report a summary for that section value Sort If you answer Y to sort in field 3 above you are offered the option of sorting the accounts in order of any account section Enter the order number 1 5 which the accounts should be sorted by For example if you have a three section account number and the third section designates a region second the department and first the G L account you may want your extended trial balance sorted by region first department second and G L account last Pag If you answer Y a page break will occur when the section value changes General Ledger Ledger Connection Samco Power Accounting 24 14 The extended trial balance shows the beginning and ending balance total debits total credits and net change If extended trial balance T B subtotal levels were entered in Chart of accounts they will be used in printing the extended trial balance The detailed form of the report also shows all entries for each account unless Summarize gener
300. to date YTD RPT YTD RPT YTD 8300 000 200 800 6050 000 550 800 8300 100 400 700 6050 100 700 900 8300 200 300 500 6050 200 100 400 8300 300 0 0 6050 300 450 700 8300 400 150 600 6050 400 500 700 You would see for sub account 100 Resulting Statement Reporting period Year to date General Ledger Financial Statement Layout Samco Power Accounting 18 12 amount amount Utilities 400 00 700 00 Travel Expenses 700 00 900 00 Selecting sub account 200 will print the nets for 8300 200 and 6050 200 Reporting period Year to date amount amount Utilities 300 00 500 00 Travel Expenses 100 00 400 00 If you select all sub accounts the first PAT will print the nets for 8300 000 100 200 300 and 400 and the second will print the nets for 6050 000 100 200 300 and 400 Reporting period Year to date amount amount Utilities 1050 00 2600 00 Travel Expenses 2300 00 3500 00 Using Sub Account Groups You can also print the same statement for a set of profit centres considered together as a group Such groups are described in the chapter titled Sub Account Groups If you had established a group consisting of profit centres 100 and 200 and selected the statement to print for that group you would get Resulting Statement Reporting period Year to date amount amount Utilities 700 00 1200 00 Travel Expenses 800 00 1300 00 The first PAT will print the nets for 8300 100 and 200 and the secon
301. u Extended Trial Balance Introduction Use this selection to print an extended G L Trial Balance for a range of selected accounts You can print the trial balance in either summary or detail showing individual entries The extended trial balance is usually run after all entries have been entered and posted for the specified period However it can be run at any time during General Ledger processing The period used is the reporting period defined in Accounting periods The Extended trial balance differs from that generated by the Trial balance function in Samco s Canadian RealWorld General Ledger in two ways 1 The report can be sorted by section or group value This is only useful for companies with more than one G L account section 2 Account sections can be summarized Again a useful tool if you have more than one G L account section To Begin General Ledger Ledger Connection Samco Power Accounting 24 11 Select Print extended trial balance from the Ledger Connection menu Printing an Extended Trial Balance Fie Edt AR K CE SA AP Cc G FA YS amp oa Trial balance Acme Enterprises 09 01 12 to 09 30 12 Please enter Starting account Ending account Starting date Ending date Sort sections Cash flow type Show detail 7 Summarize Print each acct on separate page Section Group selection Sum Sort Pag 10 Main acct Press F 1 for First Enter the following report c
302. uct were 5 000 during each period of the previous fiscal year Further because P amp L accounts are closed out at the end of each fiscal year suppose the beginning balance was zero The comparative amounts for this account would appear as follows Prior Year Beginning Balance 0 00 Ending Bal Last Year Period 1 5 000 00 Ending Bal Last Year Period 2 10 000 00 Ending Bal Last Year Period 3 15 000 00 Ending Bal Last Year Period 4 20 000 00 Balance sheet account comparatives are entered in much the same way although the prior year beginning balance would not necessarily be zero For instance suppose a cash account that had a beginning balance of 15 000 last year and increased by 1 000 during each period of the year The comparative amounts for this account would appear as follows General Ledger Chart of Accounts Samco Power Accounting 8 9 Prior Year Beginning Balance 15 000 00 Ending Bal Last Year Period 1 16 000 00 Ending Bal Last Year Period 2 17 000 00 Ending Bal Last Year Period 3 18 000 00 Ending Bal Last Year Period 4 19 000 00 Entering New Comparatives 1 Prior yr begin bal Enter the prior year beginning balance the balance for this account at the beginning of the prior fiscal year Credit balances must have a minus sign 2 14 End bal 1syr prd 1 through prd 13 Enter the ending balance for each period of last year Credit balances must have a minus sign You cannot enter comparative amounts for periods that
303. ulate automatic trx function is run the criteria set up in this function will be used to create the standard journal entries There are two screens of data to be entered The first screen shown above is the criteria header The second screen shown later on is used to enter the actual G L account distributions referred to in this section as distributions or account allocations NOTE The current accounting period is displayed in the upper right hand corner of the screen When the Calculate automatic trx function is run the account balance s will be calculated using this period Percentage vs Ratio Automatic journal entries can be created using either the percentage or ration method Percentage A percentage journal entry will allocate the sum balance of a range of accounts the General Ledger Standard Journal Samco Power Accounting 13 6 base to one or more accounts based on user defined percentages For example over the course of a month a company accumulates a number of general operating expenses These expenses are accumulated in G L accounts 6000 000 through 6999 000 In order to show a true reflection of each department s profitability the company can use an automatic journal to disburse percentages of the total accounts 6000 000 through 6999 000 to departmental expense accounts Ratio There are three parts to a ratio type automatic journal Base Range the total balance of an account range This is the dollar figur
304. ully accounted for until the next accounting period If you enter ACCRUE here and then answer Y to Reverse next period field 6 a reversing entry dated with the starting date of the next period but opposite in sign will be automatically created when this entry is posted This lets you enter an accrual entry which is automatically reversed as of the beginning of the next accounting period For example if a weekly pay period crossed over between monthly accounting periods you could make entries for the part of the week s payroll that is to accrue to the current period and the software will automatically create reversing entries at the start of the new period Then in the next period you would make entries for the full week s payroll when the payroll week was over General Ledger General Journal without Job Cost Samco Power Accounting 11A 4 If ACCRUE is entered as the source you must also make the counter balancing entry with ACCRUE as the source so that the accounts remain in balance in this accounting period 5 Reference Enter a reference or description for the entry or press F1 to use the previous reference entered if you chose in Control information not to re display references Doc The document number is an additional reference Entering a document number is optional Enter a document number or use one of the options Options Enter to accept the previous document number entered if you chose in Co
305. umber For example SJ0005 is a report number Thus you can always associate a journal number with a specific printed report and provided you have not run Summarize general ledger you can reconstruct a lost report by using this program To reconstruct a report e Specify to print in journal number order e Specify all sources e Specify the particular journal number as both the starting and ending journal number e Specify all dates To Begin Select Reports Print source cross reference from the G L menu General Ledger Reports Samco Power Accounting 15 7 EITC GL Print searoe cress roloresce z Fe E AR IC CE SA A PC L OAO OFS TC TE OPA OK SR SF Hep SCOuLSrVRwtte COD MEO 4PO8 ait Source cross reference Acme Enterprises Inc 04 01 11 to 04 30 11 Please enter 1 Print order f 2 Starting source 3 Ending source 4 Starting journal 5 Ending journal 6 Starting date 7 Ending date 8 Show balanced sources 9 Title of report S Source J Journal D Doc T Date 1 Print order Enter either J to print in order by journal number S to print in order by source D to print by document number or T to print by date 2 Starting source 3 Ending source Enter the range of sources to print Follow the screen instructions NOTE Even if you have selected to print in journal number order your source selection still affects which entries will be printed i e only entries from selected so
306. umn number where the subtotal is to be printed 1 2 or 3 General Ledger Financial Statement Layout Samco Power Accounting 18 23 As an example here is a layout which includes two subtotal levels 1 and 5 Layout Entered Balance Sheet Format Layout Acct or Bal Prt Prt Paren function typ Accum col cntrl 1010 000 Cash First National Bank E P 1 1020 000 Cash First State Bank E P 1 1030 000 Cash City Bank amp Trust E P 1 SUB1 Total Cash in Bank 2 C 1040 200 Petty Cash Dept 100 E p 1 1040 200 Petty Cash Dept 200 E P 1 SUB1 Total Petty Cash 2 C SUB5 Total Cash 3 C Resulting Statement Cash First National Bank 2 000 00 Cash First State Bank 1 000 00 Cash City Bank amp Trust 4 000 00 Total Cash in Bank 7 000 00 Petty Cash Dept 100 500 00 Petty Cash Dept 200 300 00 Total Petty Cash 800 00 Total Cash 7 800 00 The first subtotal on the fourth line includes accounts 1010 000 1020 000 and 1030 000 The second subtotal on the seventh line includes accounts 1040 100 and 1040 200 The last subtotal on the last line includes all five cash accounts Actually the last subtotal SUB5 is computed as the sum of the two SUB1 s not the sum of the individual lines A subtotal level 6 could be added further down in the layout to total several level 5 subtotals Intervening subtotal levels Intervening subtotal levels can be skipped In the example above the SUB1 s could
307. unt For example if accounts 1000 300 and 2000 300 exist copying sub account 300 to new sub account 400 will create accounts 1000 400 and 2000 400 and also 000 400 a special account used to set up the sub account NOTE This manual assumes that this option is not to be run at this point but the following explanation is given 1 Sub account to copy from Enter an existing sub account to copy from 2 Sub account to copy to Enter the new sub account you are adding 3 Description General Ledger Setup Procedures Samco Power Accounting 9 4 Enter a description to identify the new sub account 4 Copy budget amounts Answer Y to copy the budget amounts from the existing sub account into the new one Removing a Sub Account Use this selection to remove a sub account from your existing Chart of Accounts Select Set up procedures Set up accounts Remove a sub account from the on page of the G L main menu Enter the number of the sub account to remove Copying a Chart of Accounts This selection displays only if you use multiple companies Use this selection to create a Chart of Accounts File for the current company the one with which you are working by copying the file already set up for another company Select Set up procedures Set up accounts Copy Chart of accounts from the 2 page of the G L main menu General Ledger Setup Procedures Samco Power Accounting 9 5 Eire 21x fe W 2h 10 CE Se 4 PC OGL OPO OBR
308. unt The cursor is initially positioned for entering either a debit or a credit depending on the parentheses control you defined for this account in Chart of accounts You may either enter the amount or press Enter to move to the opposite column and then enter the amount there If you enter zeros for both debit and credit amounts you are asked if this is OK If you answer Y you may proceed with the entry Enter an amount or use the option Option F2 to enter an amount to off set counter balance the RUNNING BALANCE General Ledger General Journal with Job Cost Samco Power Accounting 11B 4 For example if the RUNNING BALANCE is a debit of 700 00 and F2 is pressed a credit of 700 00 will be entered as the amount 8 Source The source is used to sort entries when the Source Cross Reference Report is prepared see the Source Cross Reference chapter Enter a source or use one of the options Options Enter to accept the previous source entered if you chose in Control information to re display sources F1 To use the previous source entered if you chose in Control information not to re display sources For a profit recognized entry the entry is for a job and the category number is zero the source defaults to PFTREC and you cannot change it NOTE A source code is automatically assigned if G L is interfaced with one or more Samco packages and Get distributions is run to transfer entries into the Gener
309. unt number Enter a 2 character ID or press F1 to link the accounts of AU member companies A screen appears to enter the range of account numbers to link 1 Starting account 2 Ending account Enter the range of account numbers to link Follow the screen instructions The member s accounts and the corresponding consolidation accounts are then linked A screen informs you of which account is being processed Generating a Consolidated Chart Select Generate consolidated chart from the Link accounts automatically menu Or you can select Generate consolidated chart from the Link accounts manually menu This is the screen you see General Ledger Company Consolidation Samco Power Accounting 25 8 If this is the first time you have run this selection for this consolidation company you do not have to clear the budgets and comparatives If this is not the first time you have run this selection for this consolidation company you must clear its budgets and comparatives before generating the consolidated chart of accounts again The next three pages have more information on this Answer Y or press Enter for N NOTE You may press Esc if you decide you do not want to run this selection at this time This is the next screen you see General Ledger Company Consolidation Samco Power Accounting 25 9 Link accounts automatically Acme Enterprises Inc Generate consolidated chart Please enter 1 Member E 2 S
310. unt there or use one of the options Options F1 to scan through the entries matching the type and account number F2 to enter an amount that will off set counter balance the running balance if non zero For example if the RUNNING BALANCE is a debit of 700 00 and F2 is pressed a credit of 700 00 is entered as the counter balancing amount 4 Source The source is a code used to sort entries when the Source Cross Reference Report is prepared see the Source Cross Reference Chapter Enter a source or use one of the options Options Enter to accept the previous source entered if you chose in Control information to re display sources General Ledger Standard Journal Samco Power Accounting 13 4 F1 to use the previous source entered if you chose in Control Information not to re display sources If the source entered is ACCRUE accrual reversal is allowed See the explanation in the General Journal chapter If ACCRUE is entered as the source you must also enter the counter balancing entry with ACCRUE as the source so that the accounts remain in balance 5 Reference Enter a reference or description of the entry or use one of the options Options Enter to accept the previous reference entered if you chose in Control Information to re display references F1 to use the previous reference entered if you chose in Control Information not to re display references Doc Entering a document num
311. upplier For Windows From a DOS prompt type CD SSI or whatever top level directory you installed your Samco software in Then type MENU For Linux and Unix based systems Ensure you are logged in as a user authorized to use Samco software See the Installation Guide for details Type cd usr ssi or whatever the name of your top level directory is Then type MENU You may be prompted for a company number if multi companies turned on followed by your user initials You may then select General Ledger from the master menu which appears Multiple Companies If you have set up your software to process information for more than one company General Ledger Starting Up Samco Power Accounting 3 1 see the Multiple Companies chapter in the System Functions manual you are asked to enter an identifying code for the company you wish to use Your Initials You are asked to enter your initials if you do not have passwords turned on Initials are required for certain types of audit trails In addition the user initials can control which menu style the user prefers Password You may be asked to enter your password If so enter your password The characters you type will be invisible on your computer screen Remember to press Enter after typing your password Multi level Numbered Menus The General Ledger menu then appears aiai Fie Edt AR IC OE SA AP PC GL JC PO BA PIi CL PS TC TB PA DX SA SF Hep POX G VKXnHFtd COG
312. urces will be printed 4 Starting journal 5 Ending journal Select the range of journal numbers to print Follow the screen instructions If you do enter a journal number it doesn t have to be an actual journal number For example entering GJ0000 for Starting journal and GJ9999 for Ending journal will print all entries from general journal posting General Ledger Reports Samco Power Accounting 15 8 6 Starting date 7 Ending date Enter the range of dates you wish to print any date not necessarily a date in your accounting period table You can press Enter to default to the current period s starting date field 6 or the ending date of the current accounting period field 7 Follow the screen instructions In summary when you have selected starting and ending sources starting and ending journal numbers and starting and ending dates any entries which are within all of these three limits will be included 8 Show Balanced Sources This allows a selection of a report that only shows items if the total is non zero It works in conjunction with the print order field If cross referencing by J journal number only the non zero unbalanced journal listings would print if the show balanced field was set to N The same would apply if the print order was D document 9 Title of report Enter any title you want or press F1 to use the title SOURCE CROSS REFERENCE REPORT Fo
313. usiness events which have already taken place transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of transactions from the area of accounting called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received or sold are transactions from the area of accounting called inventory control In Samco software when a transaction is entered into the system into a file it is often referred to as an entry Source of a Transaction The source of a transaction entry is simply the accounting area where the entry originated where it was first entered into the computer For example a salary expense typically starts in the area of accounting called payroll When hundreds or even thousands of entries are generated in other areas of accounting and then gathered together in G L it is helpful to know the source of each one Samco G L has as part of each entry an abbreviation representing the source of that entry Debit and Credits General Ledger Understanding General Ledger Samco Power Accounting 1 3 In addition to handling a particular area of accounting as described above such as accounts receivable or accounts payable each Samco package also keeps track
314. ut of balance If invalid accounts are referenced you will not be allowed to post To continue either delete the entries with invalid accounts and then re enter them with valid accounts or enter the accounts into the Chart of Accounts If any periods are out of balance total of debits does not equal total of credits you are also not allowed to post To continue make another entry to bring the periods into balance If in GL Control information you have the following set to yes Allow posting outside period Y Allow posting outside year Y When you post the General Journal Entries the software will notify you that Posting is allowed but one or more trx are dated outside the current period year When you post the software displays the message Note One or more trx were dated outside the current period year Assuming no invalid accounts and no periods out of balance the software posts the general journal entries to the General Ledger Transaction File This function sets the Running balance and Entry count to zero and clears the General Journal Transaction File so that new entries can be made NOTE You can display the entries from any journal by running Source cross reference in journal order using the journal number as both the starting and ending journal General Ledger General Journal with Job Cost Samco Power Accounting 11B 9 number Importing Transactions The Import transaction function allows
315. vice on converting from your existing G L system The General Ledger Data Files In order to use this package you first need to enter certain information describing your General Ledger system and how you want your entries handled There are several different data files which you enter before you can begin using the package on a regular basis Here is a brief explanation of those files Company File This file contains basic information about your company and some system wide settings If you are using multiple companies there is a Company File for each company In this file you specify information such as your company s name and address the use of passwords whether you are U S or Canadian and whether you use profit centres sub accounts General Ledger Getting Started Samco Power Accounting 2 1 G L Control File This file contains a number of parameters which define your general ledger structure Each parameter defines specific values to be used in other selections Accounting Period File With this file you define the starting and ending dates of your accounting periods Although most independent businesses use the 12 calendar months as their 12 accounting periods you can define as few as one or as many as 13 accounting periods here You also specify a reporting period which is used in printing various reports and statements It can be the same or different from your current period Chart of Accounts File This
316. y For example the activity from companies A B and C could be summarized into company X Company X would not be a real company but just a dummy company to hold the consolidation Consolidation This word is used in two senses 1 The action of summarizing the accounting activity of several companies into a whole 2 The dummy company that you set up to hold the accounting activity of a group of other companies Member A member is an individual company whose business activity is consolidated along with other companies into a consolidation company For example in the diagram companies A B and C are members of consolidation company X called the consolidation company or simply the consolidation General Ledger Company Consolidation Samco Power Accounting 25 1 X Consolidation Company A B C Member Companies Link To link means to tie a specific account in a member company to a specific account in the consolidation company The account in the consolidation company is also referred to as a consolidated account For example business activity from account 1000 000 in member B could be linked to consolidated account 1000 200 or to any other as you choose in the consolidation company You must link each account in each member to one and only one account in the consolidation company before the actual consolidation and summarizing can be done The consolidated accoun
317. y This field determines how you want to change the new comparative amounts to produce the budget amounts You may either 1 Use the new comparative amounts as they are or 2 Increase or decrease the comparative amounts by a specific dollar amount or 3 Increase or decrease the comparative amounts by a percentage Enter either A Change by Amount P Change by Percent N No change General Ledger Close a Year Samco Power Accounting 23 5 2 Amount of change If you selected No change in field 1 this field is skipped Change by amount If you selected Change by amount the budget amounts will be the comparative amounts plus the dollar amount you enter here The dollar amount may be positive for an increase or negative for a decrease Change by percent If you selected Change by percent the budget amount will be the comparative amount increased by the percentage you enter here The percentage can be positive or negative Processing Once you have described the handling for the new year budgets year end processing begins The first step is to print the Year End Closing Register During processing a screen appears showing the account number being processed Processing Results The following are the results of running Post closing entries a The Accounting Period File has been updated for the new year You may need to update the current period and reporting period at this point by using Accounting pe
318. y fed into the general journal so they do not need to be re entered in G L In this case the general journal selection is used primarily to enter adjustments and other miscellaneous entries Standard Journal The standard journal is the G L selection used to enter those entries which normally General Ledger Understanding General Ledger Samco Power Accounting 1 5 occur once in every accounting period Your rent is an example of a typical standard journal entry It is an expense which occurs every month at a fixed rate In G L a standard journal entry which occurs every month can also have a variable amount An example of this would be your electric bill All entries which are not automatically fed into G L from other Samco packages enter the system through either the general journal selection or the standard journal selection Entries in the standard journal remain on file until you delete them NOTE A Recurring journal selection is also provided to handle groups of entries which may recur at intervals other than each accounting period See the chapter titled Recurring Journal Journal Number In G L and other Samco packages references are made to the journal number of a journal printout or to the report number of a printed report Every report that is printed has its own report number You will see this number on the very first printed line of the report The very first report that you print no matter what it
319. y owed others account usually called the accounts payable account This is a debit to accounts payable The credit The payment also causes a credit entry which decreases one of your cash on hand accounts This is a credit to cash So two entries are made into G L which balance each other These balancing entries form the basis of double entry accounting If you or your accountant ever find your G L accounts out of balance it means that the proper balancing entries were not made No attempt is going to be made in this manual to teach you all about accounting especially about what types of entries cause what accounts to be debited or credited Unless you re an accountant or fully responsible for maintaining your company s general ledger don t worry if you don t remember whether a debit increases or decreases a particular type of G L account When using Samco accounting software you will occasionally be asked to enter the General Ledger Understanding General Ledger Samco Power Accounting 1 4 G L account to be debited or credited Just refer to the appropriate chapter in this User Manual where you ll find exact instructions about what to enter Within all Samco Power Accounting modules the software automatically takes care of double entry accounting as you enter the required information on the screen Function As used here function means one or more programs that accomplish a specific task Each select
320. you don t want this member s B amp C s included in the consolidation company because you are going to enter them manually using Chart of accounts If you do not automatically add in B amp C s here you should not change B amp C s as in b below or add the B amp C s of new accounts as in d below Later in the year if you want to use automatic addition and subtraction of B amp C s first clear the existing B amp C s at the first screen Then answer Y to Add in budgets Comparatives to add the ones from your members including those for any new member accounts entered since you first did the setup b To change the B amp C s of the consolidation company when the member companies B amp C s change 1 Before changing the member company s B amp C s subtract its current B amp C s out of the consolidation company s B amp C s by answering N to ADD IN BUDGETS COMPARATIVES 2 then answering Y to SUBTRACT BUDGETS COMPARATIVES 2 2 Change the member s B amp C s 3 Add the member s new B amp C s to the consolidation company by answering Y to ADD IN BUDGETS COMPARATIVES 2 In other words take the member company s current B amp C s out of the consolidation company change the B amp C s then add the new B amp C s back in c To recreate the B amp C s of the consolidation company at the beginning of a new fiscal year 1 From the first Generate consolidated chart of accounts screen answer Y to Do you
321. ys SEd Jro CX Ties G L transaction file G L trans detail file CHARTFTC CNGCOATC FSPASSTC FSSPECTC CGNITRXTC GNIDTLTC LAYOUTTC CPRDFILTC SAFLOFTC STITRXTC TRXFILTC GLDTLFTC Please enter device size in kilobytes Press F1 for All NOTE Fields 20 21 and 22 only appear if this is a consolidation company Please select file JEH 14 15s 6 Bee 18 19 20 FAU Extract pass file Acme Enterprises Inc Geil GEKEN O aenieiai GAL CONEY TIV Erene Criteria header file Criteria line file Gen journal notes file Recurring journal file Sub account group file Extract Spec file ws Extract work file TXTFILTC GLCTLFTC CCTHDRFTC CTLINFTC GINOTFT CGLRCURT E3 C GRPFILTC CEXSPECT C CEXWORKTC CEXPASST Enter the number 1 22 of the file or press F1 to select All files to restore Please enter device for converted file Enter 1 character for the disk or diskette which contains the converted file NOTE For Linux Unix users it doesn t matter what letter is entered as the file must always reside in the root Samco directory of the fixed disk i e u ssi Please enter device size in kilobytes Enter up to a 5 digit number which represents the device you are restoring from in kilobytes or press F1 for Unlimited Unlimited Hard disk drive NOTE If you choose to restore ALl files the scree

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