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General Ledger - White Ware, Inc

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2. peeu eueN WY 0 Aqddng 0002 17 90 File Maintenance 7 51 General Ledger User s Manual Statement Maintenance Statement Layout Statement Contents Batch Statements Cash Flow Contents Financial Statement Verification General Ledger User s Manual 8 3 8 23 8 35 8 45 8 47 8 1 Statement Layout Use the Statement Layout function in conjunction with the Statement Contents function to create financial statements and reports Several income statements and balance sheets are provided with General Ledger customize them to suit your needs or design your own Financial Statements A financial statement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents This flexibility allows for a great range of financial statements After statement layouts and contents have been set up use the Statements function page 5 11 to print the statements What Statement Layouts Regulate The statement layout determines e how a statement looks e the types of information th
3. Commands Edi Modes Other Help 2X Abanden Pick Period From Account Number Sort MT Thru 13 Source Code From Print Inactive Accounts Iv Thru Main Account From 000 aj Include Zero Balance Accounts Thu 1000 Division From m al Date to Print Post Thru 3j Department From Thu Subaccount From exi Thru EE Headings Line 123456789012345678901234567890 le Builders Supply Z 3 GENERAL LEDGER 4 Company 05 12 2000 Terminal T000 OVR 1 Enter the range periods you want to include in the report 1 13 2 Enter the range of source codes you want to include in the report Inquiry 3 Enter the range of main account numbers you want to include in the report Inquiry 4 Enter the range of divisions you want to include in the report Inquiry Enter the range of departments you want to include in the report iti Inquiry 6 Enter the range of subaccounts you want to include in the report 7 Select the sort configuration you want to use for the report If you created user defined sorts through the Account Mask function they appear at the bottom of the screen 4 22 General Ledger User s Manual Journal Transactions GL Activity Report 12 If you want the report to show ending balances for every account for each specified period regardless of whether or not a
4. OSAS Graphical Other Menu Commands Edit Modes Other Help Execute perating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator Selection Calculator Execute and OS Command Call a PRO 5 Program Product Suggestion Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar General Ledger User s Manual Operations Displays the OSAS calculator Allows you to enter an operating system command from within OSAS Allows you to execute a PRO 5 program Use this function to create a printable report for future OSAS product suggestions Allows you to view the application options you have set up for a particular application Use this function to search across your data You can select from the installed applications which data to search in Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows the user to leave messages within the system Displays the EIS Dashboard Displays the EIS Dashboard history A reminders feature that allows you to create and read dated reminders within
5. 7 Abandon Table ID I Description Number of Cols 0 Column Length 0 w T Company H 06 12 2000 Terminal TODO OVR Field Description Table ID Enter PASS in the table ID field The rest of the PASS table appears Function FORCED BAL is displayed in this column to describe the function of the password Do not change this field Press Enter to proceed to the next column Password The default forced balance password that is established when you install your software is OVERRIDE It is the same for all companies If you like you can change it for additional protection You can have only one forced balance password on your system Save the PASS table Then enter the next table ID or exit to the File Maintenance menu 7 40 General Ledger User s Manual File Maintenance Tables Further Protection After you have set up the forced balance password use the Resource Manager Access Codes function to protect the Tables function in General Ledger For additional security remove this section from this manual General Ledger User s Manual 7 41 Copy Account Balances Use the Copy Account Balances function to copy the actual current year budget last year or forecast balances of a range of accounts to the current year budget next year budget or forecast balances Copy Account Balances Screen Select Copy Account Balances from the File Maintenance menu The functio
6. m Company 06 12 2000 Terminal T000 OVR Field Description Inquiry Batch ID If you want to print a group of statements that you set up in a batch statements record enter the batch ID If you have not set up any batch statements records or if you do not want to print a group of statements that you set up in a batch statements record press Enter to skip this field Inquiry Pick Statement If you entered a batch ID this field is skipped Layout ID Enter the statement layout ID for the statement you want to print The heading lines from the statement appear Inquiry Pick Statement If you entered a batch ID this field is skipped Content ID 5 12 General Ledger User s Manual Reports Statements Field Period 1 13 Beginning Ending Date Company ID Pick Division Department Subaccount From Thru Print Segment Detail General Ledger User s Manual Description Enter the statement content ID for the statement you want to print The heading lines from the statement appear Enter the period to print the report for The statement or report will cover the entire accounting period to date After you enter the period the beginning and ending dates for that period appear from the CNVTxxx table in Resource Manager Press Enter to use the displayed dates or enter different dates The system uses the most recent account balances for the selected period regardless of the dates you en
7. table 5 13 5 22 6 17 7 39 8 38 8 44 setup 3 7 3 10 codes establishing a format 3 4 setting up 3 3 sorting 3 3 column format setting up in Statement Layout 8 14 Command Help 1 42 closing window 1 42 pull down menu command 1 32 Command help 1 44 closing window 1 44 commands graphical functions 1 27 graphical menus 1 20 in field editing 1 36 1 46 OK 1 15 IX 3 Proceed 1 15 report 1 49 scroll region 1 50 companies changing 1 26 1 42 company access codes for 3 23 company parameter 1 15 Consolidate Master Files after consolidation 6 25 backing up files before using 3 24 checklist 6 22 6 23 function 1 11 6 21 B 4 methods 6 21 protecting with access codes 3 23 consolidation 3 15 account mask 6 22 at year end 6 3 companies 3 12 financial statements 6 21 methods 6 21 statements 8 30 conventions report 1 51 user s manual 1 13 conversion account masks 2 6 account types 2 6 before converting 2 5 from version 4 10 or lower 2 6 setup considerations 2 5 converting to OSAS version 6 1 2 7 Copy function key 1 30 1 36 1 47 pull down menu command 1 30 tool button 1 28 Copy Account Balances function 7 19 7 43 Copy Batch Statements function 8 40 Copy Chart of Accounts 3 13 before creating last year data 6 5 before entering GL Journal transactions 4 3 fields copied 7 25 function 7 25 B 6 protecting with access codes 3 23 IX 4 replacing existing accounts 7 25 Copy Recurring Entries function 1 7 4 3
8. Copy Recurring Entries Log 04 20 2001 Copy Recurring Entries Page 1 Period 4 Credit COMPANY TOTAL 7 032 42 7 032 42 GRAND TOTAL 7 032 42 7 032 42 End of Report General Ledger User s Manual 4 15 GL Journal The GL Journal is the main written record of the GLJRxxx Journal file It lists the transactions for the periods and source codes you specified It is part of your audit trail Print the GL Journal every time you make journal entries or copy and write recurring entries so that you have a written record of that day s work Print the journal at the end of each accounting period and store it in a safe place If you use a printed copy for reference make sure that you have the most recent version GL Journal Screen Select GL Journal from the Transactions menu The function screen appears Commands Edi Modes Other Help OK Abandon Pick Period From i Print by Thru 13 Entry Number Source Code From C Account Number Thu C Source Code amp ccount From MM Thu 9 Account Number Sort Division From Thu 3j Print Department From 3j Posted Transactions Thu 3j C Unposted Transactions Subaccount From 3j C Both Thru Enty From Thru Date to Print Post Headings Line 123456789012345678901234567890 s Builders Supply 2 3 GENERAL LEDGER JOURNAL 4 12 31 00 Company 06 12 2000 Termi
9. Tool Command Ke Result Button y Help F1 Displays descriptions of the r4 application menus and functions About OSAS Displays the About OSAS dialog box Tool Bar Icons m naso There are three icons on the tool bar that were not described above Tool Button Key Result Shift F2 Displays the Application Information dialog box Displays the pop up calendar screen You can use the calendar to add and review reminders for any date p Opens an MS DOS prompt Displays screen for calling any BBx program that does not require variables to be passed to it See Appendix F the Resource Manager User s Manual n General Ledger User s Manual 1 25 OSAS Graphical Introduction Other Graphical Menu Features The graphical menus offer more than shortcuts to menu commands You can also switch between live and sample data or change to another company and its data set Change Company Field Select the company to change to from the pull down list box Data Set Data Set C Live Data Sample Data On the Start menu you can check the Live Data radio button to work with live data or check the Sample Data radio button to work with sample data You can also press F5 to change between sample and live data Right Click Menu Screen Key Description Add to Remove Favorites Use the Add to Remove Favorites menu button to add the F10 desired submenu or function to or from your Favorites menu C
10. Account Mask Use the Account Mask function to define or change a company s account numbering structure An account mask can consist of four segments main account number division department and subaccount The main account number segment 15 required the other segments are optional The segments can be arranged in any order Uses of Masks Account segments simplify financial reporting and statement setup For example you can use segments to show information in financial statements for individual divisions departments and subaccounts or you can combine account segments into a main account You can produce a financial statement for only one division or a side by side statement for two or more divisions Mask Formats For each segment you use specify its starting position in the account number and its length For example if the first four characters in the account number are the main account number enter 1 in the Main Account Position field and 4 in the Main Account Length field see the field descriptions below When you enter the length of a segment the Account Number Mask field is updated Here s what the entries mean M Main account number 1 Division 2 Department 3 Subaccount The terms division department and subaccount are only labels Use segments in whatever way is necessary for your numbering structure See chapter section for more information General Ledger User s Manual 7 3 Account Mask File
11. Balance 34737249 00 00 34737249 00 Enter edit Append aLloc Allocations On Write Print report ote Company 06 12 2000 Terminal T000 OVR Ukala If no transactions are on file the Append Line screen is displayed see Append Edit Line Screen below If transactions exist see Transactions Scroll Region later in this section Append Edit Line Screen The only differences between the Append Line screen and the Edit Line screen are the title and the fact that data is displayed in the Edit Line screen Field Description GL Account Enter the number of the account the transaction will be posted to The GL account s description appears beneath the account number for verification 4 6 General Ledger User s Manual Journal Transactions Transactions Field Debit Credit Trans Desc Reference Trans Date GL Period Source Allocate Cash Flow Transaction General Ledger User s Manual Description When you use the Maintenance F6 command the GL Accounts function see page 7 15 is temporarily called up For a debit transaction enter the dollar amount in the Debit field For a credit transaction skip the Debit field and enter the amount in the Credit field Enter a description of the transaction for example Gas and Oil Expense Enter a reference to identify the type of transaction For example you might use GAS OIL to identify
12. Month End Maintenance Consolidate Master Files General Ledger User s Manual Setup Setup Functions Backing up Programs Once a month or so back up your programs Even though these files do not change backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Media We recommend keeping one or more sets of backup media in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time General Ledger User s Manual 3 25 Journal Transactions Transactions Copy Recurring Entries GL Journal GL Activity Report GL and Transaction Inquiry Edit Transactions Post to Master General Ledger User s Manual 4 3 4 11 4 17 4 21 4 27 4 31 4 35 4 1 Journal Transactions 4 2 Introduction The functions explained in this chapter constitute the daily work portion of General Ledger You might or might not enter all
13. Select Batch Statements from the Statement Maintenance menu The menu appears 2000 Batch Statements SBE Commands Edit Modes Other Help OK Abandon Select Copy Batch Statements Delete Batch Statements Pretest Batch Statements Company H 06 12 2000 Terminal T000 OVR Select the function you want to perform You can maintain or create batch statements records copy a batch statements record to another record delete batch statements records or pretest batch statements records Each of these functions is explained in this section General Ledger User s Manual Statement Maintenance Batch Statements Maintain Batch Statements Use the Maintain Batch Statements function to add or change batch statements records When you select Maintain Batch Statements from the Batch Statements menu the function screen appears 2 2000 Maintain Batch Statements x Commands Edi Modes Other Help xt mae u e Abandon Batch ID BATCH 5 Sequence il 3 Dese Monthly Financial Pick StatementLayoutID BALA aj Pick Division From Statement Content D BALI 8 Thu a Department From g Period Thru g Beginning Date ZA Subaccount From Ending Date n Thru gj Company ID Print Segment Detail Segment Sort Print Accounts With Zero Balances r Print Workstation Date and Time Line Statement Titles 1234567890123456789012345678901234567890123456789
14. statement for are not the ones assigned to the statement content layout Enter the company IDs set up in the content layout or leave the Company ID field blank A 4 General Ledger User s Manual References System Messages Content ID xxxx is not on file The statement content ID is not on file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Enter 2 for print time substitutions If you want to identify the company when you print the statement enter a question mark If you want to assign specific companies up to ten enter each company ID General Ledger data files are not set up for company xxx You have not created General Ledger data files for the specified company so you cannot copy accounts to or from it Invalid entry Destination balances cannot be the same as source balances When you copy account balances you cannot enter the same balance type at both the Copy Account Balances In and the Copy Account Balances To fields Invalid entry The Department overlaps the Division The starting position and length of the department segment makes it overlap the division segment you defined Change the starting position or length of the department segment or the division segment Invalid entry The Department overlaps the Main Account Number The starting position and length of the department segment makes it overlap the main account number segment you defined
15. Setup Functions The balances you enter should be current at the beginning of an accounting period If you start in the middle of a fiscal year use the period that corresponds to the period you start with Do not start with period 1 unless the starting period is the first period in your fiscal year Actual Balances Set up actual balances in either of the following ways e To produce a detailed audit trail of your entries enter only the beginning actual balance when setting up an account Later you will make GL Journal entries to enter the period balances see Initial Balances below and then post them to the GLMAxxx file e Ifyou want to save time and if you do not need a complete audit trail of your entries enter the beginning balance and all the account balances If you print the GL Activity Report after you enter these balances the message Missing Entries is printed for each account that has a period balance different from the beginning balance You can ignore the message Budget and Last Year Balances After you enter or skip each period actual balance you can enter the period budget balance for the current year budget if any Then after you enter or skip the period budget balance you can enter the period last year balance Use the Account Budgets function see page 7 21 to enter budget and forecast balances using special formulas To print comparative income statements or balance sheets you must enter the last year beginn
16. 000016 000705 000505 000505 000108 000507 000707 000507 005507 000507 000 07 19 002 10 60 General Ledger User s Manual 6 8 Clear and Close Last Year Use the Clear and Close Last Year function to clear and close the revenue and expense accounts to specified capital accounts This function clears the accounts for all periods you cannot use it to close accounts period by period If you want to see retained earnings at the end of each period set up the statement content to print the necessary account balances in the balance sheet Before You Begin Before you clear and close by step perform these tasks e Printthe Chart of Accounts List see page 9 9 and make sure that the correct account type is assigned to each account e Specify the accounts to which the revenue and expense accounts will be closed and the step in which each will be closed Create last year GLMAxxx Master GLMKxxx Master Key and GLJRxxx Journal files These accounts should have the file extension Ynn nn represents the last two digits of the year e Using last year files enter and post any required adjustments print financial statements and run the Update Current Year function see page 6 15 to update the beginning balances for the current year Repeat this step as many times as necessary to complete the year adjustments for last year e Back up your data files e Use the Setup F9 command on any G
17. 1 49 pull down menu command 1 34 Allocations automatic 4 5 file 1 7 function 1 6 last year files 7 30 rounding adjustments 7 31 screen 7 30 setup 3 7 3 16 T accounts 7 30 Allocations List function 9 13 printing after allocating 7 31 sample 9 14 alphabetical sorting 3 4 of numbers 3 4 Application Information function key 1 21 1 43 tool button 1 25 IX 2 Application Setup function key 1 21 1 42 Application setup 1 26 Assign Account Types function 7 45 screen 7 45 Audit Trial Balance after clearing and closing last year 6 14 function 1 5 5 7 5 11 protecting with access codes 3 23 report 1 10 automatic allocations 4 5 automatic reversal of accrual entries 4 5 back up all files at once 3 25 at year end 6 4 before clearing and closing last year 3 24 6 9 consolidating master files 3 24 6 22 creating last year data 3 24 6 5 month end maintenance 3 24 6 19 posting 4 35 posting to master 3 24 removing prior year files 6 27 updating current year 3 24 6 15 using Account Mask function 3 24 data files 3 24 programs 3 25 schedule 3 7 3 24 using operating system commands 3 25 using Resource Manager 3 25 when to 3 24 year end 6 3 balance sheet accounts numbers changed during conversion 2 6 balances 3 14 B 4 actual 3 15 GL Journal 4 19 setup 3 15 base applications defined 1 3 Batch Error List 8 43 Batch Statements 3 20 General Ledger User s Manual default values 8 35 file 1 7 function 5 11 Pretest
18. 78 eoueleg 3 TENPE C9 8 6 0v8 BIEL ST 26 69 06 SL9 LT Tp 99 ST 68 8v 8L1 tc 85 C 29 8 6 0v8 0070 BT PTS 8 00 Lb2 OT 0 9Lb ZT 00 0 00 0 00 0 00 0 00 0 TZ 88h TZ quedan Tenaov 6661 TE 1equeoeq SONVIVH TVINI Atddns MOOIS NOWNOD 540 INWWH O 5541 ALON NO ALON WXIgVAVd NOE 30 4 SWOONI Ger WIgVAVd XVI ANOONI ALVIS WIgVAVd XVI SWOONI Waada WXIgVAVd ANNA NOISNAd WXIgVAVd AVM GSLINO WIdVAVd 54195 WXIgVAVd INS WXIgVAVd VINA ONICIOHHLIM ALVIS WIgVAVd ONIGTIOHHLIM VOIA XIdVAVd INQOOOV TIOHAVd SAIVITIGAY 1 SIN OOOV AVAL SISVAVd SIN DOOOV NOIIVZILNONV WNOOW TIIMGOOD SWIISOWOlQnV HdsG WNOOW SATIGONOLNY jo 00000 00082 000265 000165 000055 00001c 000802 000105 000902 000505 000705 008505 00505 009805 007505 005805 000505 000202 000100 000002 000181 000081 00SvST 00096 19 H Wd TE ZT 1005 11 70 5 5 General Ledger User s Manual Audit Trial Balance Use the Audit Trial Balance as a
19. ALID S SHHOTOHNOOLS 570000 eT 70000 WIOL 170000 suum oo 070000 14554 TWLOL 620000 0 120000 o9 020000 610000 0000 0000 0000 0000 0000 0000 0000 0000 010000 T9 600000 1455 WHEL SNOT 800000 eT suumtoo 100000 SINSSV TVIOL 900000 500000 700000 T9 00000 14659 INSWHDO 200000 SISSY 100000 SINSSV WHHLO WIOL suumqoj5 19 uoa4 SIJSSV 3 514554 WHAL SNOT TWLOL suumqoj5 TN 0 S V S y 0 S 0 S 0 c 0 S V S 0 4 0 S S 0 4 0 0 seup 9615 68195 AL uotqdtazoseq 3 ed L a3oov 09 OUT 30 WTI 8 301 uo suoraov buruutbeg eouenbeg IIWWWA xSeW 3unooov TTV8 dI Sauequo queueieig WY PIS ASTI 3493 09 1002 02 70 General Ledger User s Manual 9 22 Batch Statements List When you need to see the contents of a batch statements record print the Batch Statements List Batch Statements List Screen Select Batch Statements List from the Master File Lists menu The function screen appears 5 2000 Batch Statements List Mm E Commands Edit Modes Other Help mn ge Abandon Pick BatchID From BATCH1 aj Thru a
20. Audit Trial Balance Worksheet 9 v 999 GSP 19G 90v LT6 She 858 ELL O T T L2z SE0 T 788 POT T GEE 866 7001 7029 16 GGT ZT 00 002 001 00 001 eoue eg squeugsntfpy 99098 7 381 6661 TE 1equeoeq AONVIVE IVIHL LIAW Atddng pug SHILINOONS 5 9005 GHHSINIA SSHOOUd NI MYOM AHOINSANI S IVIHNIVA MVY AYOLNAANT IgMG avd HONVMOTIV WIgVAIWOdH 51 0000 HSVO ALLAd IWNOIIVN puz NI HSVO INNOIIVN 3ST XNVd NI HSVO 3 19 H Wd TE ZT TO00c Tl v0 5 9 General Ledger User s Manual Statements Use the Statements function to produce balance sheets income statements and ratio analyses You will probably want to produce statements every period for every company You can use the Statements function to produce consolidated statements for 20 companies If you frequently print the same statements for the same company you can use the Batch Statements function to set up the printing parameters for the group of statements in a batch statements record Then when you print statements you simply enter the batch statement ID the system prints the s
21. Data function instead of the Month End Maintenance function Creating last year data erases all the transactions in the GLJRxxx file Before You Begin Before using the Month End Maintenance function post the journal entries for the corresponding periods to the GLMAxxx Master file make sure that the ledger is in balance and back up your data files General Ledger User s Manual 6 19 Month End Maintenance Periodic Processing Month End Maintenance Screen Select Month End Maintenance from the Periodic Processing menu The function screen appears 5 2000 Month End Maintenance I i x Commands Edi Modes Other Help 2Xt gt elmal 7 Abandon Delete Joumal Entries for Periods From 1 Thru 12 Remove Unposted Entries Company 05 12 2000 Terminal T000 OVR 1 Enter the range of periods for which you want to delete entries from the GLJRxxx file 2 Uncheck the box or enter N in text mode to prevent the system from removing entries that have not posted because of invalid account numbers 3 If you want to save only the noncash flow transactions check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 Make sure that no one else is using the GLJRxxx or GLMAxxx files Then use the Proceed OK command to begin processing When processing is finished the Periodic Processing menu appears 6 20 General Ledger User s Manual Consolidate Mast
22. Field Beginning Ending Account Type Description Desc Tab Totals 1 9 General Ledger User s Manual Description Select the account type if you have not selected an account number For functions HC and enter the text to be printed on this line For functions T1 T9 AS BS and ES enter a description of the summary line for example Current Assets For functions AD BD and ED press Enter to skip this field The name of each account will be printed in the Description column in the report For functions HP T1 T9 AD BD ED AS BB BS and ES enter the number of spaces to indent the description from the left margin Use these fields to add or subtract the balances or total amounts on a line in any of the nine totals If you do not want anything done to a total do not enter anything in the field To adjust the total enter one of these values increases the totals field by the balances or total amounts calculated from the current line decreases the totals field by the balances or total amounts calculated from the current line 0 sets the total to zero so that you can use the total again later in the statement content 8 31 Statement Contents Statement Maintenance Field Print Debit Credit or Both Reverse Sign to Print Print Dollar Signs Number of Chars to Shift Extra Blank Lines Description To use only debit accounts enter D To use only credit accounts enter C To
23. Period 09 Ending Balance 4 835 38 Done fore The first screen of transactions for the specified period is displayed Use the cursor keys to scroll through the transactions If the transactions extend beyond one screen you can press G to move to a specific transaction General Ledger User s Manual Journal Transactions GL and Transaction Inquiry The following information is displayed e theaccount s beginning balance for the specified period date source code description and reference of the transaction e dollar amount of the transaction debits are displayed as positive amounts and credits are displayed as negative amounts allocation status of the transaction e whether or not the transaction was posted to the GLMAxxx file e cash flow status account s ending balance for the specified period For more information about the fields refer to the Transactions function on page 4 3 When you are finished looking at the transactions for an account press Enter to go back to the GL Account Inquiry screen When you are finished looking at the GL Account Inquiry screen exit to the Journal Transactions menu General Ledger User s Manual 4 29 Edit Transactions Use the Edit Transactions function to change transactions that have not been posted to the GLMAxxx Master file You can change any field except the source code Because you cannot edit entries that have been posted only unposted entries are display
24. Search for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search General Ledger User s Manual OSAS Graphical Other Graphical Function Controls Function Field Inquiry When the Inquiry button appears next to a field you can either click on the button or press the F2 Inquiry key Graphical Scroll Region Buttons Use these command in scroll region areas to move between the lines in the region Scroll Button Key Result Home Moves the cursor to the first line in a scroll region bt PgUp Moves the cursor to the previous page of lines ina scroll region aj Up Moves the cursor up one line a E Down Moves the cursor down one line PgDn Displays the next page of lines in the scroll region End Moves the cursor to the last line in the scroll region zi Help
25. applications This file provides information for the GL Journal and the GL Activity Report When you post the information is sent from this file to the GLMAxxx file Statement Files The statement files store information about the layout and contents of statements These files reflect the fact that you can use General Ledger to tailor statements to fit your needs The GLSLF Statement Layout file stores specifications for the format of your statements column names and widths headings unit symbols and so forth The GLSCF Statement Contents file stores specifications for the contents of your statements account types balances what each statement line does and so forth The GLCFC Cash Flow Contents file stores specifications for the Cash Flow Statement The specifications include account types balances what each statement line does and so forth File Interaction 1 8 The General Ledger system tracks accounts you can use throughout the OSAS product line When you enter and post transactions in this application or interfaced applications account information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance General Ledger User s Manual Introduction The General Ledger System Journal Transactions You can enter transactions in one of these ways e You can enter transactions through an application tha
26. if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list General Ledger User s Manual 1 47 OSAS Text Introduction Key Operation PgUp Display the previous page of the window PgDn Display the next page of the window End Move directly to the last item on file Home Move directly to the first item on file Down Move down one item Up Move up one item Ins Look up Toggle between Search mode and Sort mode F7 Exit Leave the Inquiry window without selecting anything Enter Select the item the cursor is pointing to Esc Open a window that shows Inquiry window commands and View commands the window ID Inventory Lookup If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use the and 2 wildcard characters to restrict or widen the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the ID you can use the and 2 Lookup wildcard characters to restrict or widen the search 1 48 General Ledger User s Manual Introduction OSAS T
27. press O 4 8 General Ledger User s Manual Journal Transactions Transactions When you have made the last journal entry press W to save the transactions The information stored in the temporary file is written to the GLJRxxx file Then exit to the Journal Transactions menu To produce a list of the unwritten transactions for the terminal being used press P Then select the output device for the Unwritten Transactions Report An example of the Unwritten Transactions Report is on page 4 10 To go directly to a particular transaction press G This command is available only when there are more than one page of entries in the scroll region Double Entry Bookkeeping Double entry bookkeeping requires an offsetting credit for each debit and vice versa You must continue entering transactions until the balance of the entries is Zero If you are writing transactions to the journal in an out of balance situation you can enter the forced balance password Incorrect Entries If you save an incorrect transaction use the Edit Transactions function see page 4 31 to correct the problem or enter a reversing transaction and then enter the transaction correctly Each time you enter journal transactions for a company print the GL Journal see page 4 17 for that period so that you have an audit trail of the transactions If there are no next year files reversing entries will be made in period 99 If reversing entries are out of balan
28. pug 0002 L0 2T 0002 L0 2T 0002 10 2T 0002 10 2T 0002 10 21 0002 10 c1 0002 10 21 0002 10 21 3504 3ed H Aueduoj WY 2 0T MAUL 1005 05 70 General Ledger User s Manual 4 20 GL Activity Report The GL Activity Report lists the transactions under the accounts they belong to and the ending period balances of each account If you print the report at the end of each period or for a range of periods you can see how much activity an account has had during that time how much the balance has changed and which transactions have affected it How to Use This Report The GL Activity Report can serve several purposes e Produce the report for information pertaining only to accounts that showed activity for one period or a range of periods in this case the report will be short e Produce the report for all accounts for one period or a range of periods regardless of whether or not some of the accounts showed activity in this case the report could be considerably longer Produce the report for all periods all source codes and all accounts This form of the report can be quite long You might want to produce such a long report only at the end of the year General Ledger User s Manual 4 21 GL Activity Report Journal Transactions GL Activity Report Screen Select GL Activity Report from the Journal Transactions menu The function screen appears 3 2000 GL Activity Report
29. the following prompt appears Warning There are unposted entries Do you want to continue You can either continue with the Update Current Year function or exit to the Periodic Processing menu and go back and post these transactions When the current year GLMAxxx file for the company has been updated the Periodic Processing menu appears Quarterly Systems If you use a quarterly system remember to update the CNVTxxx table see the Resource Manager User s Manual so that the right period will appear on the screen in the next quarter General Ledger User s Manual 6 17 Month End Maintenance Use the Month End Maintenance function to erase transactions in GLJRxxx Journal file for periods you specify without resetting the account balances Use this function only when you must make room in the GLJRxxx file because disk space is limited If you have enough disk space you can keep an entire year s journal entries on file You can also use this function to delete journal entries in a particular year After you erase journal records from the GLJRxxx file you can use the Resource Manager Change File Size function to reduce the size of the file see the Resource Manager User s Manual If you print the GL Activity Report after you delete journal entries the message Missing entries is printed for the periods for which you deleted entries If the end of the month is also the end of the year you can use the Create Last Year
30. 4 11 7 33 out of balance entries 4 13 protecting with access codes 3 23 sample log 4 15 screen 4 12 Copy Statement Layout function 8 19 correcting journal entries B 1 posted entries B 1 Create Last Year Data backing up files before using 3 24 before clearing and closing last year 6 9 checklist 6 5 function 1 6 1 11 6 3 6 5 6 19 7 15 B 6 protecting with access codes 3 23 creating last year files at year end 6 4 Ctrl F function key 1 45 Ctrl G function key 1 45 text menu 1 43 Ctrl J function key 1 29 Ctrl O function key 1 45 Ctrl V function key 1 45 Ctrl Z function key 1 30 1 36 cursor moving down or forward one field 1 29 1 45 moving up or back one field 1 29 1 45 selecting item 1 38 1 48 Cursor end function key 1 36 1 46 Cursor home function key 1 36 1 46 Cursor left function key 1 36 1 46 Cursor right function key 1 36 1 46 Customer Vendor Inventory Lookup function key 1 34 1 48 pull down menu command 1 34 D data dictionaries 2 3 Data File Conversion General Ledger User s Manual function 2 5 2 7 Data File Creation function 2 3 data files backing up 3 24 Del function key 1 36 1 46 Delete account 7 17 function key 1 29 1 44 pull down menu command 1 29 tool button 1 28 delete information on a screen 1 29 1 44 line item 1 33 1 50 Delete Batch Statements function 8 41 Delete character function key 1 36 1 46 Delete Line command function key 1 33 1 50 pull down menu command 1 33 Del
31. 5 17 Reports xxS81VG OL HVHA dl1Vd Ol ugdlIuvno qorusad NOILdINOSMG LOOW 0002 SQOINSd FHL HLIM INSWXIVIS Income Statement A ddng General Ledger User s Manual Statements Reports Balance Sheet 04 20 2001 Builders Supply 10 32 AM BALANCE SHEET WITH BUDGET COMPARISON AS OF JAN 31 2000 DESCRIPTION BUDGET ASSETS CURRENT ASSETS CASH IN BANK 1st NATIONAL 4865 62 4630 PETTY CASH 115 00 55 ACCOUNTS RECEIVABLE 16234 40 22261 ALLOWANCE FOR BAD DEBT 324 68 445 INVENTORY RAW MATERIALS 999510 75 1010546 INVENTORY WORK IN PROCESS 1053848 86 1055235 INVENTORY FINISHED GOODS 882747 02 860880 MARKETABLE SECURITIES 571329 603409 TOTAL CURRENT ASSETS 3528326 3556578 LONG TERM ASSETS LAND 450000 507250 MACHINERY amp EQUIPMENT 1427674 1403670 ACCUM DEPR MACHINERY amp EQUIP 542018 542151 OFFICE MACHINES 493241 493241 ACCUM DEPR OFFICE MACHINES 263771 263794 AUTOMOBILES 84996 84996 ACCUM DEPR AUTOMOBILES TOTAL LONG TERM ASSETS OTHER ASSETS GOODWILL ACCUM AMORTIZATION TOTAL OTHER ASSETS TOTAL ASSETS 5162083 5 18 General Ledger User s Manual Reports Statements Ratio Analysis LIQUIDITY RATIOS CURRENT RATIO QUICK RATIO PROFITABILITY RATIOS NET PROFIT MARGIN RETURN ON ASSETS RETURN ON EQUITY EARNINGS PER SHARE ACTIVITY RAT
32. Commands When you use the Help F1 command you can use these commands Key Operation F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window General Ledger User s Manual 1 35 OSAS Graphical Introduction In Field Editing Commands When the cursor is in a field that contains information you can use these keys and commands Key Right Left Del Delete Ins Insert on off Home End Ctrl Z Undo Shift F9 Copy field contents Shift F10 Paste field contents Operation Move the cursor to the right Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the INS flag appears at the bottom right corner of the screen on the status bar characters you type push characters after the cursor off to the side When insert mode is turned off OVR appears on the status bar characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Copy the contents of the current field Paste the value you copied from a previous field into the current field General Ledger User s Manual Introduction Inquiry Commands OSAS Graphical Whe
33. In OPEN SYSTEMS Accounting Software debit balances are always positive and credit balances are always negative and credit balances are printed with minus signs If you want credit balances to be printed without the minus signs set the Reverse Sign to Print flag in the statement content for those accounts In the Income Statements with variance the deviation 15 the actual balance minus the budget or last year balance which means that favorable deviations for revenues are positive while favorable deviations for expenses are negative Likewise percentages above 100 are favorable for revenues and unfavorable for expenses Why does one of my statement content IDs not appear in the inquiry window even though I know it exists B 4 When you modified the statement content you may have deleted sequence 01 Only contents that have a sequence 01 will appear in the inquiry window Use the Statement Contents function see page 8 23 to copy the content to a different content ID and specify that the lines should be resequenced sequence 01 is created and the ID appears in the inquiry window General Ledger User s Manual References Common Questions Period End When should I run the Month End Maintenance function GL Journal entries do not have to be cleared at the end of each month If you have the disk space you can keep a fiscal year s worth of entries which lets you make additional entries and adjustments to any period at any ti
34. Ledger User s Manual Chart of Accounts List After you have entered the accounts for a company list the chart of accounts to make sure that you entered all the accounts You can also use it as a reference when you set up recurring entries enter transactions and so on Interfaced Applications If General Ledger is interfaced with another application make sure that the other application s account numbers in the tables and records that affect General Ledger match the proper accounts in the ledger If they do not the journal entries from the other applications will not get posted correctly Use the hard copy of the chart of accounts as a reference and see the appropriate user s manual for your other OSAS applications to learn how to interface them with General Ledger General Ledger User s Manual 9 9 Chart of Accounts List Master File Lists Chart of Accounts List Screen Select Chart of Accounts List from the Master File Lists menu The function screen appears Commands Edi Modes Other Help 2X OK Abandon Pick GL AccountNumber From 100000 aj Thu 100100 aj Print Clear Consolidate Account Number Sort M1 Line Headings 123456789012345678901234567890 Builders Supply CHART ACCOUNTS DECEMBER 31 2000 RDN Company H 06 12 2000 Terminal T000 OVR Inquiry 1 Enter the range of GL account numbers you want to include in the list 2 Ifyou want to include t
35. Manual 7 21 Account Budgets File Maintenance 7 22 Field Manual Entry Alternate Budget Begin Actual CY Budget Last Year Forecast Period 1 13 Actual CY Budget Last Year Forecast Description If you want to use the special functions to calculate budget amounts uncheck the box or enter N in text mode If you want to enter the budget amounts manually check the box or enter Y in text mode If you elect to use the special functions you can still enter amounts manually see below To enter or adjust forecast balances press F To enter or adjust the next year budget press N The beginning actual current year budget last year and forecast figures are displayed You can change only the current year budget next year budget and forecast balances The 13 period actual current year budget last year budget and forecast figures are displayed If you elected to enter budgets and forecasts manually enter the amounts in the appropriate fields If you elected to use the special functions to calculate budget and forecast balances in the Manual Entry field enter one of the following numbers Manual entry Enter a budget amount for this field only Duplicate Duplicate an amount in this field and subsequent fields Allocate Equally allocate an amount between this field and subsequent fields L Y Adjust the balances in this field and subsequent fields to the corresponding balances in the Last Y
36. OSAS 1 81 OSAS Graphical Introduction Help Menu Commands Edit Modes Other Help x te E E About 0545 Command Help Help F1 nline Doc Shft F1 Selection Key Operations About OSAS Displays the information about your OSAS installation Command Help Displays the OSAS Key Help screen Help F1 Get information about the field you are working on Online Doc Shift F1 Opens your PDF file viewer to display the documentation for your particular application Information Menu Information Help Customer Information Customer Comments Customer History Item Information The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed 1 32 General Ledger User s Manual Introduction OSAS Graphical Scroll Commands Menu Scroll Commands Help First Line Home Previous Pallp Previous Line Up Next Line Down Next Page Last Line End Insert Ins Delete F3 Jump Tab The Scroll commands menu appears only on screens with scroll regions displaying multiple lines of information Selection Key First Line Home Previous Page PgUp Previous Line Up Next Line Down Next Page PgDn Last Line End Insert Ins Delete F3 Jump Tab General Ledger User s Manual Operations Moves the cursor to the first data entry field Dis
37. OSAS Graphical Introduction 1 38 Scroll Button Key Down PgDn End Ins F7 Exit Enter Result Moves the cursor up one line Moves the cursor down one line Displays the next page of keys in the inquiry window Moves the cursor to the last key in the inquiry window Toggle between Search mode and Sort mode Close the inquiry window without selecting anything Select the item to which the cursor is pointing General Ledger User s Manual OSAS Text The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu FOSAS T000 Settings Edit Print Help SAMPLE DATA PATH 06 05 1999 Company Builders Supply 10 12 AM Main Menu E r Resource Manager Workstatien Configuration Colors Keyboard Devices Defaults OPEN SYSTEMS Accounting Software When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it General Ledger User s Manual 1 39
38. Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSASTM 1 3 The General Ledger System 1 5 Conventions 1 13 OSAS Graphical 1 17 OSAS Text 1 39 Reports 1 51 Installation and Conversion Installation 2 3 Conversion 2 5 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Journal Transactions Transactions 4 3 Copy Recurring Entries 4 11 GL Journal 4 17 GL Activity Report 4 21 GL and Transaction Inquiry 4 27 Edit Transactions 4 31 Post to Master 4 35 Reports Trial Balance 5 3 Audit Trial Balance 5 7 General Ledger User s Manual Statements 5 11 Cash Flow Statement 5 21 Periodic Processing Introduction 6 3 Create Last Year Data 6 5 Clear and Close Last Year 6 9 Update Current Year 6 15 Month End Maintenance 6 19 Consolidate Master Files 6 21 Remove Prior Year Files 6 27 File Maintenance Account Mask 7 3 Account Segments 7 9 Account Types 7 13 GL Accounts 7 15 Account Budgets 7 21 Copy Chart of Accounts 7 25 Allocations 7 29 Recurring Entries 7 33 Tables 7 39 Copy Account Balances 7 43 Assign Account Types 7 45 Change Fields 7 47 Statement Maintenance Statement Layout 8 3 Statement Contents 8 23 Batch Statements 8 35 Cash Flow Contents 8 45 Financial Stat
39. P LINE ITEMS 04400 INVENTORY 200000 A P 201000 BR Pymts to Affiliates 203800 AR SALES TAX 401000 SALES 501000 COST OF SALES 806000 BR Stop Payment Charge TOTAL POSTED THIS RUN 12 388 25 25 039 40 11 416 25 6 934 94 56 286 34 General Ledger User s Manual Reports Trial Balance 5 3 Audit Trial Balance 5 7 Statements 5 11 Cash Flow Statement 5 21 General Ledger User s Manual 5 1 Trial Balance If you want to check on individual account balances or make sure that an out of balance condition has been corrected print the Trial Balance You can print actual budget last year or forecast balances Trial Balance Screen Select Trial Balance from the Reports menu The function screen appears 2000 Trial Balance BEI Commands Edit Modes Other Help 2x 28 OK abandon Period Print by Account Types Account Number Sort M1 Main Account From 1000 aj Thu 1001 E Division From 8 Actual Amounts Thu 8 Current Y ear Budget Amounts Department From 3 C Next Year Budget Amounts Thu 3 C Last Year Amounts Subaccount From 3 Forecast Amounts Thru 8 Yearto Date Actuals Only Line Headings 123456789012345678301234567890 19 Builders Supply 2 3 TRIAL BALANCE 4 December 31 2000 Company H 06 12 2000 Terminal T000 1 Enter the period for which you want to produce the report If you leave this field blank beginning bala
40. Proceed function key 1 45 Proceed OK function key 1 29 pull down menu command 1 29 verification button 1 28 Proceed command 1 15 programs backing up 3 25 pull down menu functions General Ledger User s Manual commands 1 29 Edit 1 30 Help 1 32 Information 1 32 Inventory Lookup 1 34 Modes 1 30 Other 1 31 Scroll Commands 1 33 graphical functions 1 29 graphical menus 1 21 Favorites 1 24 File 1 22 Help 1 25 Modes 1 23 Other 1 24 Tools 1 23 Q Quick entry turning on or off 1 45 Quick mode function key 1 45 pull down menu command 1 30 R Ratio Analysis using content RATI 3 20 Recurring Entries file 1 7 function 1 6 1 9 4 11 4 13 in last year files 7 33 setup 3 7 3 16 3 17 Recurring Entries List function 4 13 9 15 reference field 3 16 reminders Pop Up Calendar 1 31 Remove Prior Year Files function 1 10 6 27 report commands 1 49 Down Arrow 1 49 End 1 49 Exit 1 49 F7 1 49 Home 1 49 IX 11 PgDn 1 49 PgUp 1 49 Right Arrow 1 49 Tab 1 49 Up Arrow 1 49 Reports conventions 1 51 including all information 1 51 limiting information 1 51 selecting information for 1 51 reports 1 10 Audit Trial Balance 1 10 Cash Flow Statement 1 10 Trial Balance 1 10 Resource Manager Data File Conversion function 2 5 2 7 Data File Creation function 2 3 features of 1 3 Install Applications function 2 3 2 5 reversing transactions 4 31 Right Arrow report command 1 49 Right Arrow function key 1 36 1 46
41. Report General Ledger User s Manual 9 29 System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed Account xxxxxx is a Memo Account Cannot post to a memo account You cannot post transactions to a memo account Account is not in Master See Account Number is not on file Account Mask File xxxxxx for company xxx is not found The GLMSK Account Mask file is not set up for the company you are trying to print a statement for Account Mask for company xxx is not found The account mask is not on file for the company you entered Enter a different company ID or exit from the function and set up the mask for the company Then try again to set up the statement content Account Mask is not defined for this company The account mask is not set up for the company that is shown in the message Exit from the function and set up the mask for the company Then try printing the statement s again General Ledger User s Manual A 1 System Messages References Account Number is not on file The account number you entered is not in the GLMAxxx Master file Enter a different account number use the Inquiry F2 command to look up and select an account number from the list that appears or exit from the function and add the account number to the GLMAxxx file Account Number is not the proper le
42. Terminal T000 1 Enter the ID of the company you want to consolidate 2 Enter the name of the branch GLMAxxx file for the company ID you entered Enter the filename exactly as it appears in the file directory If you are consolidating several branches with the main company GLMAxxx file you must perform this function for each branch 3 If you are consolidating accounts by steps enter the step number you are consolidating at this time 4 Enter the ID of the company in the main GLMAxxx file you want to consolidate the branch company with 6 24 General Ledger User s Manual Periodic Processing Consolidate Master Files 5 Make sure that no one else is using the GLMAxxx file Then use the Proceed OK command to begin consolidating Repeat the function for each branch file until all the branch companies you want are in the main GLMAxxx file After You Consolidate When you are finished printing consolidated statements restore the original main GLMAxxx file Then erase the branch GLMAxxx files from the hard disk General Ledger User s Manual 6 25 Remove Prior Year Files Use the Remove Prior Year Files function to erase GLMAxxx Master GLJRxxx Journal and GLMKxxx Master Key files stored for any year other than the current fiscal year Remove Prior Year Files Screen Select Remove Prior Year Files from the Periodic Processing menu The function screen appears You must be in the current year to use
43. account to at the end of the year enter the step you want to close the account in If the account will be consolidated with an account that is on a different computer see page 6 21 enter the account number this account will be consolidated with If the account numbers are the same or if this account will not be consolidated with another account make sure that this field is blank then press Enter to skip it If the account will be consolidated with an account that is on a different computer enter the step in which the consolidation will take place If you enter 0 the account will not be consolidated If you want to consolidate all accounts in one step enter 1 For more information about steps and consolidating accounts during periodic processing see page 6 21 If you want to enter or edit information for the forecast budget press F If you want to enter or edit information for next year press N General Ledger User s Manual File Maintenance GL Accounts Field Description Entry Method To enter or edit activity for the account press To enter or edit the balance of the account press B Period Begin 1 13 Enter actual current year budget last year and forecast or next year budget balances Enter beginning balances in the first row Begin Then enter the net change in each balance for period 1 in the next row for period 2 in the following row or the balance if you chose that as the entry method If you ent
44. also use a fiscal year system with a basic accounting period of one month ratio analysis A financial report you can use to assess aspects of financial performance There are activity leverage liquidity and profitability ratios record A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs recurring entries Journal entries you make regularly in the same amounts for example depreciation entries You can set up recurring entries in the GLRExxx Recurring Entries file and copy them all at once at the appropriate times restore To bring information back to its original place and condition See also purge retained earnings Income earned by a company during the year but not yet distributed as dividends to the owners stockholders Retained earnings form part of the equity of the business reversing entry A journal entry you make to cancel a previous entry It consists of an equal credit to the account previously debited and a corresponding debit to the account previously credited run code A number that identifies the group a recurring entry belongs to source code A code that identifies the source of a journal entry statement layouts and contents Records that control the appearance and contents of the statements and reports you print through the Statements function General Ledger User s Manual 5 Glossar
45. code of R2 For example suppose that your company usually has accrued wages at the end of the month You could enter R1 transactions to account for the accrued wages expense The next month the system would generate R2 transactions that reverse the accrual entries When the wages were paid you would enter transactions for the full amount An accrual transaction entered in the last period will be reversed in period of the next fiscal year Automatic Allocations You can make automatic allocations page 7 29 by simply entering an account number that is set up in the GLALxxx Allocations file and then checking the Allocate box or entering Y in text mode Then when you post transactions in which the allocation flag is set for valid allocation accounts they are automatically distributed to the accounts specified in the allocation record General Ledger User s Manual 4 5 Transactions Journal Transactions Transactions Screen Select Transactions from the Journal Transactions menu This screen appears 2 2000 Transactions Ba E Commands Edt Modes Other Scroll Commands Help relma g 0 BL Account Debit Credit Reference Pd Cflow Description Date Sic Alloc 23 00 2 06 12 2000 mH 2 34345435 00 06 12 2000 3243 00 06 12 2000 45338 00 06 12 2000 342544 00 06 12 2000 203700 6 00 06 12 2000 M 0006 of 0006 Total Debits Total Credits
46. created last year files and cleared and closed the revenue and expense accounts for a company use the Update Current Year function to update the current year GLMAxxx Master file with the adjustments made to the last year files You should also run the function each time you make adjustments and post them in the prior year GL files Before You Begin Before you update the current year GLMAxxx file perform these tasks e sure that you have cleared and closed the accounts for the company whose current year GLMAxxx file you want to update e Back up your last year data files Use the Setup F9 command to access the last year files When You Update Updating the current year produces these results e The actual account balances in the last year GLMAxxx Ynn file are copied to the Last Year column in the current year GLMAxxx file e The beginning account balances in the current year GLMAxxx file are updated by the ending balances in the GLMAxxx Ynn file e Ifyou added an account to the last year GLMAxxx Ynn file it is added to the current year GLMAxxx and GLMKxxx Master Key files General Ledger User s Manual 6 15 Update Current Year Periodic Processing Updating Beginning Balances Only You can use this function to update only the beginning balances of the accounts in the current year files without actually clearing and closing For example closing the previous year takes you into the second month of the current yea
47. displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs check the box or enter Y in text mode if not uncheck the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem General Ledger User s Manual 2 7 Conversion 10 11 12 Installation and Conversion Enter GL in the Appl column General Ledger appears Enter your earlier version number of General Ledger and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Application Information tool button on the menu screen in graphical mode or by pressing Shift F2 in text mode If data files already exist for General Ledger in the intended destination path the GL data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode I
48. either text or graphical mode In graphical mode clicking the OK button has the same effect as pressing the PgDn key General Ledger User s Manual 1 15 Conventions Introduction Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX or Linux the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text menu the Graphical menu or the Start style menu In Windows use the Workstation Configuration Defaults function see the Resource Manager User s Manual to select the style of menu you want displayed by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions Favorites Menu The Favorites menu operates in any of the menu formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you perform tasks in several applications such as Transactions and Cash Receipts in Accounts Receivable GL Account maintenance in General Ledger and Price and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between
49. entries for gas and oil expenses Press Enter to accept the date that is displayed or enter a different date for the transactions The accounting period that corresponds to the transaction date is displayed Press Enter to post the transaction to the period that is displayed or enter a different period 1 to 13 The defaults from the previous transaction are displayed Press Enter to accept it or enter a different source code The system uses R1 if R1 is not balanced The first character must be M except for automatically reversing accrual entries which must have source code R1 For more information see Source Codes above If you want the transaction to be allocated when it is posted check the box or enter Y in text mode if not uncheck the box or enter N in text mode The transaction is allocated only if an allocation record exists for the account you entered above If you want the transaction to be included in the Cash Flow Statement check the box or enter Y in text mode If you want the transaction to be excluded from the Cash Flow Statement for example in the case of a correcting entry check the box or enter N in text mode 4 7 Transactions Journal Transactions Field Description Exclude the transaction only if you are sure that it is a noncash flow transaction Incorrect entries can result in an erroneous Cash Flow Statement When you save the entry the transaction appears in the scroll regi
50. eui s eut3 s eut3 8 z dI quequog UOI3e2IJIJeA 5 H ueduoo H Aueduoo H ueduoo H ueduoo H Aueduoo 006666 008666 0085001 001001 000001 330ded pug iequnN iequnN iequnN Wd 9 ZT T00c 1l v0 8 49 General Ledger User s Manual Master File Lists Account Segments List Account Types List Chart of Accounts List Allocations List Recurring Entries List Statement Layout List Statement Contents List Batch Statements List Cash Flow Contents List Tables List General Ledger User s Manual 9 3 9 7 9 9 9 13 9 15 9 19 9 21 9 23 9 25 9 27 9 1 Account Segments List After you have entered descriptions of all your divisions departments and subaccounts print the Account Segments List to make sure that everything is correct Account Segments List Screen Select Account Segments List from the Master File Lists menu The function screen appears 5 2000 Account Segments List BEI Commands Edit Modes Other Help Abandon Division From 01 8 Thu 02 8 Department From aj Thru nj Subaccount From 5 Thru aj Print puso C Departments
51. expression 1 15 terminal ID 1 15 partial key inquiry 1 47 password 3 22 4 9 7 37 7 39 7 40 forced balance 3 24 Paste function key 1 30 1 36 1 47 pull down menu command 1 30 tool button 1 28 period setup B 1 Periodic Processing Clear and Close Last Year 1 11 Consolidate Master Files 1 11 Create Last Year Data 1 6 1 11 functions 1 6 1 10 Month End Maintenance 1 11 Remove Prior Year Files 1 10 Update Current Year 1 11 PgDn inquiry command 1 38 1 48 report command 1 49 scroll region command 1 33 1 50 PgDn function key 1 29 1 45 text menu 1 43 PgUp function key 1 28 inquiry command 1 37 1 48 report command 1 49 scroll region command 1 33 1 50 General Ledger User s Manual PgUp function key 1 29 1 45 Pop Up Calendar tool button 1 25 1 28 Post to Master backing up files before using 3 24 function 1 6 1 9 3 22 protecting with access codes 3 23 posting 1 9 after clearing and closing last year 6 14 prepost checklist 4 35 Pretest Batch Statements function 8 39 8 43 screen 8 43 Previous Line command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 Previous Page command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 previous year files 7 9 account masks 7 4 in Statement Content 8 25 in Statement Layout 8 5 Print Manager defined 1 3 printing reports B 3 screen contents 1 44 statements B 3 print time inserts 8 17 examples 8 17 PRO 5 Command tool button 1 25
52. file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Leave blank for print time substitution Leave this field blank if you want the system to insert the information entered at print time Maximum number of lines has been reached You cannot insert You cannot insert a line item because the transaction already has 998 line items A 6 General Ledger User s Manual References System Messages Missing period conversion table You must set up the table before you can print statements See the Resource Manager 5 User s Manual Must use each of these characters only once 1 2 and 3 When you select the sequence to sort the account segments you can enter each account segment character only once Note You must Post to Master for period xx after Clear and Close After you finish clearing and closing accounts you must post the closing entries No transactions are on file No transactions are on file for the account for this period Percentages do not equal 100 00 The allocation percentages must equal 100 before you can save the record Period 13 is not defined in the Period Conversion table You cannot print the statement for period 13 because period 13 was not set up in the Period Setup function in Resource Manager Recurring entries are out of balance The total credits do not equal the total debits for the specified run code Make sure that yo
53. function to assign an account type to a range of account numbers Assign Account Types Screen Select Assign Account Types from the File Maintenance menu The function screen appears 5 2000 Assign Account Types I x Commands Edi Modes Other Help 2X Abandon Pick GLAccount From 100000 aj Thru 100100 aj Account Type pos 8 Note This function may also change the Debit Credit flag for the accounts you specify in addition to the account type Print the chart of accounts before and after using this function to assure the changes you made are correct Company 06 12 2000 Terminal T000 OVR Inquiry 1 Enter the range of accounts to which you want to assign account types Inquiry 2 Enter the account type you want assigned to this range General Ledger User s Manual 7 45 Assign Account Types File Maintenance 7 46 When you assign an account type to a range of account numbers the code for the default balance type is also assigned to the range If an account s balance type is changed when you use this function the activity amount for that account is multiplied by 1 For example if you assign an account type with a debit code to a range of account numbers that includes an account with a credit balance the activity amount for that account is multiplied by 1 to produce a debit activity amount Instead of including the account in the range when you use the Assign Account
54. in inaccurate financial reports If you change an account type make sure that you have closed the balances of the credit or debit account to another account If you have not the ledger will get out of balance Warning Current journal entries do not balance The balance of the credits and debits in the GLJRxxx Journal file does not equal Zero Enter or edit the necessary offsetting transaction s to reduce the balance to Zero or enter the forced balance password exit and find out what went wrong as soon as possible Warning This is not a Manual Recurring or Reversing entry You should not edit a transaction that has been posted to the GLJRxxx Journal file from another application such as Accounts Payable Purchase Order If you do not have the correct transaction change the entry number If you want to edit the transaction ignore the message Wildcards are only valid when using an Account Mask You can use wildcard characters only if you assigned an account mask to the statement content YTD balance is not zero The year to date balance of the account you are trying to delete is not zero Use the Transactions function see page 4 3 to close the account balance to another account Then delete the account General Ledger User s Manual A 9 Common Questions These commonly asked questions about the General Ledger system are divided into the following categories Journal Entries Reports and Statements Period End Closi
55. information is correct Before you go on make sure that no one else is using the GLJRxxx file Select the output device A sample GL Journal is at the end of this section General Ledger User s Manual Journal Transactions GL Journal Balances and Offsetting Accounts If you elect to list a range of accounts the debit and credit balances might not balance because not all offsetting transactions will be listed You must list all accounts to verify that the transactions are in balance Posting From Other Applications If other OSAS applications are interfaced with General Ledger check the posting totals report produced by the other applications against the GL Journal to make sure that every debit and credit gets posted General Ledger User s Manual 4 19 Journal Transactions GL Journal General Ledger Journal OT TIT 00 00T OT TIT ONTGNS Azjuq but ysn py Azquq butysn py uorj3ezragouy soq 394 9525 00 1 71 IVNHDOD TWYHANHD Atddns 008001 000001 001 G ZOOTES TOOTES OOOTES OOOTES 000181 qunosoy 19
56. journal entry number for the new year s entries to 1 check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elect not to reset the entry number the new year s transactions will begin with the number following the last transaction number from the previous year 6 6 General Ledger User s Manual Periodic Processing Create Last Year Data induir 3 Enter the retained earnings account to which you want to clear income quiry statement account balances The range of account types that represent income statement accounts are cleared to the retained earnings account you specify here 4 Ifyou want to copy next year budget to current year budget check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Ifyou want to zero next year budget balances check the box or enter in text mode if not uncheck the box or enter N in text mode 6 Select the output device When the accounts are cleared a log that shows the changes in the income statement account balances is printed Check the log to make sure that everything is correct A sample log is at the end of this section After Creating Last Year Data After you have created the last year files for a company you can begin processing the new year s data while you finish processing the old year s data To access prior year files for a company use the Setup F9 command at any General Ledger menu Sel
57. key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage General Ledger User s Manual F10 Add to Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling PgUp Start over Tab Jump Enter Up or Down Ctrl G Bell on off OSAS Text Operation Allows you to add to and delete from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults If you are using the graphical version of OSAS this command toggles between graphical screens and text
58. list Press B to begin the change field process Press H to return to the header section to change the selection you made for printing the log Press G to go to a particular entry Press F to choose a new field ID this will abandon any field changes you have entered but not yet made Continue entering old values and new values until you have specified all of the values you want to change If you want to change the files that will be changed you can use the Tab command to jump to that section If you are satisfied with your selections press B to begin the change process Field Definitions Files Field Name File Description Time Tag General Ledger User s Manual Description The names of the files that contain the Field ID you selected appear This field gives you an idea of the relative time it will take to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field This field denotes whether the file will be affected by the copy process Tag the file to change fields in the file untag the file to skip this file It s best to change fields within all affected files whenever possible The field ID you are changing may be a required field in some files Skipping these files can cau
59. on If this option is turned on the applicable function keys are displayed on the screen 1 45 OSAS Text Introduction Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete Delete the help screen contents To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Move the cursor to the right Left Move the cursor to the left Del Delete Delete the character the cursor is on Ins Insert on off Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Home Move the cursor directly to the beginning of the field End Move the cursor directly to the end of the field F9 Undo Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command 1 46 General Le
60. other companies in the main office s GLMAxxx file General Ledger User s Manual 6 21 Consolidate Master Files Periodic Processing e Consolidate the companies into two or GLMAxxx files for example to print separate consolidated statements for several departments If you want to print financial statements from a consolidated GLMAxxx file they should use the same account mask otherwise the financial statements might not be printed correctly The First Time You Consolidate Before you consolidate the first time use the GL Accounts function see page 7 15 to specify the main company s accounts in the Consol To Account field that the branch company s accounts will be consolidated with If all the branch company s accounts are the same as the main company s accounts skip the Consol To Account field Each account also has a two digit Step field so you can consolidate in steps to provide an audit trail For example you might consolidate all asset accounts in one step all liability accounts in the next step and so on If you do not want to consolidate an account enter 0 in the Step field Consolidation Steps Take these steps to consolidate GLMAxxx files 1 Verify that the branch company s accounts are set up to consolidate with the main company s accounts see page 7 15 2 Back up the data files on all computers see the Resource Manager User 5 Manual 6 22 General Ledger User s Manual Periodic Process
61. other accounts The description of the account appears for verification 2 Enter a description of the allocation It will be printed in the Allocations List 3 Enter the number of each account to which you will allocate entries made to the major account Because the system cannot split a penny the first account in the record receives all the rounding adjustments 4 Enter the percentage to be allocated to each account Before you can save a record the sum of the allocation percentages must equal 100 percent the percentage of the allocation left to distribute is displayed at the bottom of the screen When that number is zero you are finished When you save the record the cursor returns to the Account to Allocate field Enter the next allocation record or exit to the File Maintenance menu After You Allocate After you have saved the allocations records print the Allocations List to make sure that everything is correct and to use as a reference when you enter journal transactions General Ledger User s Manual 7 31 Recurring Entries Journal entries made regularly every week every month are called recurring entries Use the Recurring Entries function to set up groups of recurring entries Use the Copy Recurring Entries function to copy the recurring entries to the GtttxxxW Transaction Work where ttt is the terminal ID file or directly to the GLJRxxx Journal file You can select this option in the Resource Manage
62. provide information about activity after you post overall balances and other key historical statistics that you can compare with reports you produced before you posted The Trial Balance provides debit or credit balances of general ledger accounts for the current period and the year so far This information comes from the GLMAxxx file This report is useful when you want to test the balance of debits and credits in General Ledger The Audit Trial Balance provides debit or credit balances of general ledger accounts for the specified period of time last year s actual next year s budget forecast this year s actual or this year s budgeted This information comes from the GLMAxxx file This report is useful when you want to produce an audit trail The statements which you define in the Statement Layout and Statement Contents functions provide account information for the specified ranges of time companies divisions departments and subaccounts This information comes from the GLSCF and GLSLF files You can consolidate information about 20 companies in any statement The Cash Flow Statement provides information about the sources and uses of cash in the specified ranges of time companies divisions departments and subaccounts This information comes from the GLMAxxx file You can consolidate information about 20 companies in the Cash Flow Statement Periodic Work After your files get large you will want to clear some data through t
63. right click defined 1 13 Run Code Balances 7 37 run codes 1 9 in recurring entries 3 17 setup 3 17 S sample data changing to 1 22 1 26 1 42 scroll region buttons First Line command 1 35 Last Line command 1 35 Next Line command 1 35 Next Page command 1 35 Previous Line command 1 35 Previous Page command 1 35 scroll region commands 1 50 Down Arrow 1 33 1 50 End 1 33 1 50 Enter 1 50 F3 1 33 1 50 IX 12 Home 1 33 1 50 Ins 1 33 1 50 PgDn 1 33 1 50 PgUp 1 33 1 50 Tab 1 33 Up Arrow 1 33 1 50 Serial Inventory Lookup function key 1 49 pull down menu command 1 34 Set up application 1 26 setting up access codes 3 7 3 23 account mask 3 7 3 11 account segments 3 7 3 12 account types 3 7 3 13 allocations 3 7 3 16 backup schedule 3 7 3 24 chart of accounts 3 7 3 13 table 3 7 3 10 codes 3 3 financial statements 3 7 3 17 IDs 3 3 initial balances 3 7 3 21 options 3 7 recurring entries 3 7 3 16 Shift F1 function key 1 32 1 44 Shift F10 function key 1 30 1 36 1 47 Shift F2 function key 1 44 graphical menus 1 21 text menu 1 43 Shift F3 function key 1 48 Shift F4 function key 1 48 Shift F5 function key 1 49 graphical menus 1 21 text menu 1 43 Shift F6 function key 1 34 1 49 text menu 1 21 1 43 Shift F7 function key 1 34 1 49 text menu 1 21 1 43 Shift F8 function key 1 34 1 49 Shift F9 function key 1 30 1 36 1 47 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 source c
64. system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see the Conversion section later in this chapter If you plan to use other OSAS applications with General Ledger you must install and set up General Ledger before you set up the other applications General Ledger User s Manual 2 3 Conversion If you use an earlier version of OSAS General Ledger you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User 5 Guide to upgrade General Ledger data files You can upgrade from version 3 2 4 xx 5 xx or 6 0x If you want to convert to version 6 1 from a version earlier than 3 2 contact a client support representative You must install the new version of General Ledger before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files back up your data files Consider Your Setup Before you try to convert from
65. the Clear To Account field of each revenue and expense account You can clear these accounts to the income summary account in one or several steps 3 When you have finished all the clearing steps the income summary account will have a credit balance showing the net profit for the year or a debit balance showing the net loss Use the Transactions function see page 4 3 to credit or debit each capital account for the proper amount Then enter an offsetting debit or credit to the income summary account for the total amount distributed reducing that account s balance to zero General Ledger User s Manual Periodic Processing Clear and Close Last Year Clear and Close Last Year Screen Select Clear and Close Last Year from the Periodic Processing menu The function screen appears 3 1999 Create LastYeor Dato AEE Commands Edit Modes Other Help RX Ba OK Cancel Clearing Step Use Period Company 06 12 2000 Terminal T000 OVA If you have not used the Setup F9 command to access last year files the message This function can be run with nnnn files only appears where nnnn is the current General Ledger fiscal year Enter the number of the clearing step you want to perform 2 Press Enter if you want to clear the journal entries to period 13 the one you are probably using for your fiscal year end entries or enter a different period If there are unposted transactions in the prior year GLJRxx
66. the General Ledger Journal transactions through the Journal Transactions functions other applications such as Accounts Payable and Accounts Receivable can update the General Ledger system eliminating the need to enter transactions through General Ledger Regardless of where the journal transactions originate you will use the Journal Transactions functions to make miscellaneous entries and adjustments The functions on the Journal Transactions menu follow your work cycle First enter transactions and copy recurring transactions Second print the GL Journal and GL Activity Report to make sure that your entries are correct Third edit transactions if necessary Finally post the transactions to the GLMAxxx Master file Each function is explained in this chapter General Ledger User s Manual Transactions Use the Transactions function to enter GL Journal transactions for revenues expenses asset acquisitions and so on You can make journal entries to any of the 13 periods and to last year data at any time in the financial year or quarter You need not use the Transactions function to enter all GL Journal transactions Other OPEN SYSTEMS Accounting Software applications such as Accounts Payable and Accounts Receivable update the GLJRxxx Journal file with the proper entries if they are interfaced with General Ledger You can also use the Copy Recurring Entries function see page 4 11 to copy entries made on a regular sche
67. the accounts Even though the most common types of accounting errors are eliminated or greatly reduced when you use the General Ledger system you should always have an audit trail back up To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to balance The difference between the total debit entries and the total credit entries for an account If debits are greater than credits the account has a debit balance if credits are greater than debits the account has a credit balance balance sheet A standard financial statement that summarizes the financial status of a business at a given time according to the fundamental accounting equation Assets Liabilities Owner s Equity capital Claims on a company s assets by the owners includes both the funds contributed by the owners and the income earned by the business and not distributed retained earnings clear and close The transfer of the balances from revenue and expense accounts to an equity account at the end of the fiscal year or quarter to clear the accounts for the next year s entries company In OSAS a business record associated with its own files tables and menu of applications compound entry A journal entry in which a debit is offset by more than one credit or vice versa consolidated statements Financial statements prepared by using the sum
68. the code or ID to change and whether or not you want to produce the printed log The lower left or Values section is where you will build a list of the values you want to change by specifying the old value and the new value The lower right or Files section contains a list of the files that will be changed in the applications you have installed on your system Field Definitions Header Field Name Print Log Description Enter the Field ID you want to change You can change only General Ledger fields from the General Ledger menu To change IDs and codes from other applications run the Change Fields function in the respective application Select the Print Log field to print a list of the files that are changed After you enter the field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Field Definitions Values Field Name Original Value New Value Command Bar Command Tab tag Enter edit 7 48 Description Enter the current field value that you want to change Enter the new value that you want to use for this field Description Press Tab to switch to the Files section of the screen Press Enter to edit the current line General Ledger User s Manual File Maintenance Change Fields Command Append Begin code change Header Goto Field ID Description Press A to append another value to change to the
69. the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS runs in an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or in the appropriate folder To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a 1 14 General Ledger User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID that was assigned to it when the terminal was added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Ma
70. to check your statement contents for errors The function examines the statement contents for duplicated and missing accounts In addition the function checks the Reverse Sign to Print flag in the statement contents for credit balance accounts and warns you if the flag is not set Financial Statement Verification Screen Select Financial Statement Verification from the Statement Maintenance menu The function screen appears 3 2000 Financial Statement Verification x Commands Edi Modes Other Help g Abandon Statement Content ID Include in Statement p Division 3 Verify Thru aj Main Account From 1000 Department From a Thru 1001 cy Thu Account Type From 005 Subaccount From Thru 025 8 Thru Company H d Account numbers that are excluded Iv Account numbers that use Reverse Sign Printing Company 06 12 2000 Terminal TODO OVR Field Description Inquiry Statement Content ID Enter the statement content ID you want to verify Inquiry Verify Main Account Enter the range of main accounts that you want to use to verify that all accounts are included in the content Inquiry Verify Account Type Enter the range of account types that you want to use to verify that all accounts are included in the content General Ledger User s Manual 8 47 Financial Statement Verification Field Include in Statement Division Department Subaccou
71. you are preparing General Ledger User s Manual Reports Statements Field Description If you display the statement on the screen the footer is printed on only the last page Select the output device to begin printing the statements Lotus Spreadsheet Notes These points apply when you read statements into a Lotus spreadsheet e Youcan read the WKS file into 1 2 3 versions 1 1A and 2 and Symphony versions and 1 1 Once you save WKS file with Symphony or 1 2 3 version 2 you might not be able to read it with an earlier version of 1 2 3 e The file is saved to the print file directory you set up in the Workstation Configuration Defaults function in Resource Manager You can copy it to a different directory to be used with the spreadsheet package if necessary The cells in the WKS file are in Protected mode e The statement columns are stored in the same column letter in the spreadsheet like in the statement layout Blank columns have a width of 1 The page and column headings are stored in column A Column shifts are ignored e Only the results of formula columns are stored in the spreadsheet cells the formulas are not saved You must define the formulas in Lotus if you want to use them in the spreadsheet e The results of formula columns types 6 and 7 are stored in spreadsheet cells only if they are set up to be printed If the Print This Column field in the statement layout is set to NO for the formula c
72. 0 d CONA 2 i91 BALANCE SHEET WITH BUDGET COMPARISON 4 Jas OF PEDW Company 06 12 2000 Terminal T000 OVR Field Description Inquiry Batch ID Enter the ID of the batch of statements you want to work with Sequence The sequence code identifies the order in which the set of printing parameters will be executed when you print statements Enter the sequence code for this set of parameters or if you are working with an existing record enter the sequence code you want to work with Desc Enter a description of the batch statement record General Ledger User s Manual 8 37 Batch Statements Statement Maintenance Field Inquiry Pick Statement Layout Content ID Period 1 13 Beginning Ending Date Pick Division Department Subaccount From Thru Print Segment Detail 8 38 Description Enter the ID of the statement layout and statement contents you want to set up printing parameters for If you want to specify the period when you print the statement leave this field blank If you want to print the statement for only one period enter the period If you did not enter a period these fields are skipped If you entered a period the beginning and ending dates for that period are displayed from the CNVTxxx Period Conversion table in Resource Manager Press Enter to accept the dates or enter different dates The system uses the most recent account balances for the selected period regar
73. 00000000000000000000X GHHHHHHHHE 00 00 Company 06 12 2000 Terminal T000 The number of columns in the report so far and the total width of the report are displayed on the screen at the upper right The report width cannot exceed the width of your printer the maximum is generally 132 spaces Field Description Column ID Each column is identified by a letter Columns are arranged in alphabetical order across the report General Ledger User s Manual 8 9 Statement Layout Statement Maintenance Field Copy From Inquiry What Is In The Column 8 10 Description If columns are already set up they are displayed in the lower third of the screen Enter the ID of the column you want to work with it must be a letter Begin a new statement layout with column A If you want to leave a blank column for shifting column totals to the left margin begin with column B Then continue through the alphabet To leave blank columns between columns skip a letter Then you can shift column totals or replace blank columns with new columns without reconstructing the layout A blank column does not appear in the report unless you shift column totals into it This field appears if the column ID you entered has not been set up Enter the letter of the column you want to copy into the column or press Enter to skip this field Select what you want to appear in the column If you sel
74. 13 The Year End Procedure Follow these steps to close the books at year end 1 Back up your files 2 Consolidate your GLMAxxx files if you want to print consolidated financial reports for companies that are on different computers see page 6 21 General Ledger User s Manual 6 3 Introduction Repeat steps 4 7 until you have made all adjusting entries for the last fiscal year Periodic Processing Create the last year GLMAxxx and GLJRxxx Journal files for each company see page 6 5 Switch to last year files and finish entering and verifying the transactions in the last accounting period for each company see page 4 3 When the transactions are correct post them to the GLMAxxx file see page 5 11 and print financial statements for the last period see page 4 11 Enter the yearly or quarterly audit adjustments see page 4 3 and post them to the GLMAxxx file see page 4 35 Print the year end financial statements for each company see page 5 11 Use the Update Current Year function see page 6 15 to update the beginning balances for the current fiscal year 8 Back up your data files for storage see the Resource Manager User 5 Manual 9 Clear and close the revenue and expense accounts see page 6 9 10 Use the Update Current Year function see page 6 15 to update the current year GLMAxxx file with the final balances from the last fiscal year Month End Maintenance 6 4 Use the Month End Ma
75. 5 00 18 19 20 215 22 28i 24 25 26 27 28 295 30 Alloc Acct Account Description Allocation Description 511000 TRAVEL AND ENTERTAINMENT EXP Trav and Ent Allocation GL Account Percent GL Account Percent GL Account Percent 511001 75 00 16 511002 10 00 17 511003 15 00 18 19 20 21 22 23 24 255 26 27 28 29 9 14 General Ledger User s Manual Recurring Entries List After you have finished setting up the recurring entries list them to make sure that everything is correct and to use as a reference when you copy recurring entries to the GLJRxxx Journal file Print a new list each time you add or change recurring entries Recurring Entries List Screen Select Recurring Entries List from the Master File Lists menu The function screen appears 5 2000 Recurring Entries List BEI Commands Edit Modes Other Help Abandon RunCode From Thru 3 Print By Run Code C Reference Company 06 12 2000 Terminal T000 OVR Enter the range of run codes for which you want to list recurring entries 2 Select the order in which you want to organize the list 3 Select the output device General Ledger User s Manual 9 15 Recurring Entries List Master File Lists A sample Recurring Entries List is at the end of this section After the list is produced the Master File Lists menu appears Notes on
76. 5 Proceeds from stock issue xj Line 001 of O16 Enter edit Append Header Field Inquiry Cash Flow Content ID Inquiry Copy From General Ledger User s Manual Company 06 12 2000 Terminal T000 OVA Description Enter the ID of the cash flow content If you are adding new cash flow contents you can enter the ID of the content mask you want to copy from 8 45 Cash Flow Contents Statement Maintenance Field Description Use Acct Mask for Enter the ID of the company mask you want to use Company Description Enter a description for the statement Command Line To change information about a line item press Enter To append a line item press A Then see the field descriptions below To return to the header portion of the screen press H Field Description Seq No The sequence number is displayed Sec Select the section for the current line Press A for adjustment to operations I for investing activities F for financial activities or C for cash Beginning Acct Type Enter the account type you want for the beginning of the statement range Ending Acct Type Enter the account type you want for the end of the statement range Description Enter a description for the statement Your work is saved when you exit to the Statement Maintenance menu 8 46 General Ledger User s Manual Financial Statement Verification Use the Financial Statement Verification function
77. 531000 10000006 AMORTIZATION GOODWILL m dc dn c iieii 4171 4771 uala Balance Enter edit Append aLloc On Balance J Got Company H 06 12 2000 Terminal T000 OVR Enter Edit Append aLloc On Off Balance Goto To edit the line the prompt is at press Enter To add an entry to the end of the list of entries press Then see Adding or Editing a Line Item below To switch the allocation status of a line from checked or Y in text mode to unchecked or N in text mode or vice versa press L To change the default allocation setting for appended lines from checked or Y in text mode to unchecked or N in text mode or vice versa press O To view the run code balances press B To move to a specific line enter G This command is available only when there is more than one page of entries General Ledger User s Manual File Maintenance Recurring Entries The command bar is not displayed for the first recurring entry you add Adding or Editing a Line Item When you press Enter or A on the command bar the Edit Line or Append Line window appears The only difference between the two windows is the title and the fact that data is displayed in the Edit Line window If you are editing an item you cannot edit the Reference field This field must be unique and it is the key to this record 2 Edit Line BE E Comman
78. 6 Menus conventions 1 16 Information 1 44 Other Command 1 42 1 44 Month End Maintenance backing up files before using 3 24 before using 6 19 function 1 11 6 4 6 19 when to use B 5 mouse commands click 1 13 deselect 1 14 double click 1 13 right click 1 13 MS DOS prompt tool button 1 25 IX 9 multiple companies 3 12 account masks for 3 12 N net income distributing at year end 6 12 Next Line command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 Next Page command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 numbers alphabetical sorting 3 4 numeric formats samples of statement layouts 8 16 offsetting accounts in GL Journal 4 19 offsetting amounts 7 36 in recurring entries 7 36 OK Proceed function key 1 29 pull down menu command 1 29 verification button 1 28 OK command 1 15 Online Documentation function key 1 32 1 44 pull down menu command 1 32 tool button 1 28 Online help function key 1 45 turning on or off 1 45 Options setting up 3 7 Options and Interfaces function 7 33 OSAS conventions 1 14 running 1 14 setup considerations 2 5 system requirements 1 14 OSAS graphical version IX 10 menu choices 1 17 Other function key 1 44 Other Command menu accessing 1 42 1 44 out of balance during setup 3 22 entries 3 22 4 13 output device printer 1 52 P parameters access code 1 15 command to start OSAS 1 14 company ID 1 15 general
79. 8 11 84 60 85 75 351 12 84 60 10 100 00 188 88 1212 100 00 13 00 00 00 00 End 4840 66 5126 41 4514 50 4840 66 aCcount First Last Prev Next Scan trans Alt budget Bal activi Company 06 12 2000 Terminal T000 aCcount First Last Prev Next Scan trans Alt budget Bal activity To enter a different account number press C Then enter the number of the account whose transactions you want to look at use the Inquiry F2 command to look up the account number or press Enter to begin with the first record in the GLMAxxx Master file for the company specified General Ledger User s Manual 4 27 GL and Transaction Inquiry Journal Transactions To look at the first last previous or next account on file press F L P or N respectively To look at transactions for the account number that is displayed press S When the Period prompt appears at the bottom of the screen enter the period of the transactions you want to look at Then see Transaction Inquiry Screen below To toggle the last column between forecast and next year budget amounts press A To toggle between viewing the amounts as balances or activity press B For an explanation of the fields on the screen see page 7 15 Transaction Inquiry Screen Commands Edt Modes Other ScrollCommands Help 2xts memuj e Abandon Period 09 Beginning Balance 5 056 38 Trans Date SC Description Reference Amount Pst CF
80. 9 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output the Report When you use the Proceed OK command the Output Information screen appears Output Information x Print Dialog Laser Printer PSL PrintSetup Laser LPD Windows Default Printer Dot Matrix eo PDD Print Dialog Dot Matrix dan Print Preview PSD Print Setup Dot Matrix C Fi LPw Windows Default Printer Wide Carriage c File PDW Print Dialog Wide Carriage Dot Matrix PSW Print Setup Wide Carriage Dot Matrix File Name prir t OK Cancel To print the report Select Printer and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click OK or press Enter in text mode to continue 1 52 General Ledger User s Manual Introduction Reports To view the report in Print Preview mode e Select Print Preview and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click OK or press Enter in text mode to continue To save the report as a File If you want to save the report as a data file for example to include it in a word processed report in CR LF format select File The data pat
81. Abandon F6 Maintenance F7 Exit F8 List Shift F1 Online Doc Shift F2 Information Operation View the list of commands for the screen you are on and the field you are in To close the window press any key Get information about the field you are working on Make a selection from a range of entries for a field if the Inquiry flag appears at the bottom of the screen Delete the information on the screen Since this command can delete an entire record use it with caution Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Opens your PDF file viewer to display the documentation for your particular application Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of
82. Batch Statements screen 8 43 Batch Statements List function 9 23 sample 9 24 beginning balances in Statement Contents 8 28 updating 6 10 6 16 bell turning on or off 1 43 1 45 Bell mode function key 1 45 pull down menu command 1 30 budget balance setup 3 15 C calculations in Statement Layout 8 13 Calculator tool button 1 23 1 28 capital accounts clearing and closing to 6 10 Cash Flow Contents file 1 8 function 8 45 Cash Flow Contents List function 9 25 sample 9 26 Cash Flow Statement 1 10 after conversion 2 6 function 1 10 5 21 Change Company function key 1 42 Change Fields sample log 7 51 screen 7 47 Change Menu Style function key 1 21 1 43 change to from Favorites tool button 1 24 1 26 change to from Favorites Menu function key 1 20 1 42 General Ledger User s Manual changing companies graphical menus 1 26 text menu 1 42 chart of accounts 7 16 copying 3 13 7 16 setup 3 7 3 13 7 15 Chart of Accounts List accounts out of order 9 11 printing before clearing and closing last year 6 9 before creating last year data 6 6 sample 9 12 class 3 13 Clear and Close Last Year backing up files before using 3 24 before updating current year 6 15 checklist 6 9 function 1 11 6 7 6 9 B 5 B 6 protecting with access codes 3 23 unposted transactions 6 13 clearing and closing accounts at year end 6 4 Clearing Log sample 6 8 click defined 1 13 closing in steps 6 11 the books 6 3
83. C Subaccounts C All Segments Company 06 12 2000 Terminal T000 OVR Inquiry 1 Enter the range of divisions for which you want descriptions listed Inquiry 2 Enter the range of departments for which you want descriptions listed Inquiry 3 Enter the range of subaccounts for which you want descriptions listed General Ledger User s Manual 9 3 Account Segments List Master File Lists You can select divisions departments and subaccounts only if they have been set up in the account mask 4 Select the order in which you want to organize the list 5 Select the output device A sample Account Segments List is at the end of this section After the list is produced the Master File Lists menu appears 9 4 General Ledger User s Manual Master File Lists Account Segments List Account Segments List 04 20 2001 Account Segments List 11 07 AM Company Segment Value Description Company H Account Mask 11 01 Minneapolis 02 Dallas t 03 Oakland End of Report General Ledger User s Manual 9 5 Account Types List After you have entered account types print the Account Types List to verify that your entries are correct Account Types List Screen Select Account Types List from the Master Files Lists menu The function screen appears 3 2000 Account Types List Commands Edi Modes Other Help OK Abandon Pick AccountType From 005 3 Thu 010 8 Compa
84. Change the starting position or length of the department segment or the main account number segment Invalid entry The Division overlaps the Main Account number The starting position and length of the division segment makes it overlap the main account number segment you defined Change the starting position or length of the division segment or the main account number segment General Ledger User s Manual A 5 System Messages References Invalid entry The Subaccount overlaps the Department The starting position and length of the subaccount segment makes it overlap the department segment you defined Change the starting position or length of the subaccount segment or the department segment Invalid entry The Subaccount overlaps the Division The starting position and length of the subaccount segment makes it overlap the division segment you defined Change the starting position or length of the subaccount segment or the division segment Invalid entry The Subaccount overlaps the Main Account number The starting position and length of the subaccount segment makes it overlap the main account number segment you defined Change the starting position or length of the subaccount segment or the main account number segment Invalid Period Conversion table The table is not built properly Use the Period Setup function in Resource Manager to make adjustments Layout ID xxxxxx is not on file The statement layout ID is not on
85. Company H 06 12 2000 Terminal T000 OVA Field Description Inquiry Batch ID Enter the ID of the batch statements record you want to test Pick Statement Nothing is displayed in these fields because a batch Layout Content ID statements record consists of several combinations of statement layouts and contents Period 1 13 Enter the period you want to test the record for General Ledger User s Manual 8 43 Batch Statements Statement Maintenance Inquiry 8 44 Field Beginning Ending Date Company ID Pick Division Department Subaccount From Thru Segment Sort Statement Titles 1 4 Description The beginning and ending dates for the period you entered are displayed from the CNVTxxx Period Conversion table in Resource Manager Press Enter to accept the dates or enter different dates For the statements to which you did not assign company IDs you can enter up to 20 companies to test the statements for When you are finished assigning company IDs press Enter at a blank Company ID field The division department and subaccount ranges assigned to each statement in the batch statements record are displayed The account segment sort you assigned to each statement in the batch statements record is displayed The titles you assigned to each statement in the batch statements record are displayed Use the Proceed OK command to begin testing the batch statements record If no errors are found the Batc
86. I 151636 E8c8T 0L9CVT 1095 79159 9016 2b 6099TES 1099558 TLSS9vT 2191096 10828 6215899 8755005 TWALOW TECET 6L8V ZECI 06007 90 801 9 99 2 ATA 90 8S CVLL9V 689109 900cvv S88LZT 690 9T868L 810887 NOIIYIAJG 817668 vLVT LELE 6209 059055 108261 1518 871 ELTOLT TO6EDIT T6OTEEST LOQEDOT 55507 26011 92 26890 96 T610vL 001192 6055 80507 626912 001671 9559 967 L98LTT 881919 199109 857615 1691091 LE9TLTI ELTeCSV TWALOW 6E8EET 8L98EE 8209 626662 08LZET 1 686L 805565 218812 NOIIVIASG 6E8EET CBSEDE 881197 625665 7116 OLLOTS 805565 199622 Iaa 7067 5569 5869 dX WIOL QWHHYSAO SSNHIdXW SONVNSLINIVN 5 545 SHSNHdXH WIOL SNISIISSAGV OLAY INSANIVIWGLNS ONY SSNNdXd SWNISVIVS 5 SASNAdXS llI4JOHd 55049 IOS 80009 40 1500 WIOL NI CTOS 54000 40 1500 IVIWH CTOS 54009 40 1500 105 54000 40 1500 SONSAWH TWLOL GaMOTTY SINMODSIG 0707 VHINOO QXLXIdWOO WOH3 0507 SWIVS
87. IOS INVENTORY TURNOVER COGS INVENTORY TURNOVER SALES RATE OF RETURN ON FIXED ASSETS RATE OF RETURN ON TOTAL ASSETS LEVERAGE RATIOS DEBT TO ASSETS DEBT TO EQUITY General Ledger User s Manual 04 20 2000 Builders Supply 10 32 AM RATIO ANALYSIS AS OF JAN 31 2000 RATIO CURRENT YEAR RATIO 1 59 02 00 00 08 13 24 43 13 43 15 Page LAST YEAR RATIO 8 51 1 36 06 01 03 35 19 33 61 19 55 1 21 1 5 19 Cash Flow Statement The Cash Flow Statement provides information about sources and uses of cash and cash equivalents within a business The Financial Accounting Standards Board FASB has determined that a Cash Flow Statement should be part of a complete set of financial statements The Cash Flow Statement is generated according to the Indirect Method as described in FASB Statement 95 You can produce a consolidated Cash Flow Statement for 20 companies Cash Flow Statement Screen Select Cash Flow Statement from the Reports menu The function screen appears Commands Edi Modes Other Help 2X te Se 2 Abandon Cash Flow Content CFCH 9 Years 200 Pick Period From 1 Pick Division From Thru 12 Thru aj Department From Beginning Date 01 01 2000 Thru Ending Date 12 31 2000 Subaccount From Thru aj Company ID H Print Detail Change Footers Print Workstation Date an
88. JO 994 iequnN Aq 00 TE ZT WHOGQWI TWYHNSD ALIAIIOV Aqddng szepttng 0002 8 0002 9 0002 8 0002 9 0002 8 0002 9 0002 8 0002 9 jo pus 000201 000101 005001 000001 3804 aunoooy 19 H Aueduoj Wd 8 21 20 porzed 0002 T2 2T 4 25 General Ledger User s Manual GL and Transaction Inquiry Use the GL and Transaction Inquiry function to look at individual accounts and optionally their transaction history You cannot change the information that is displayed GL Account Inquiry Screen Select GL and Transaction Inquiry from the Journal Transactions menu This screen appears 3 GL Account Inquiry x Commands Edt Modes Other Help 2X te 2 Abandon Account 100000 3j Type 010 Cash Deposit Description CASH IN BANK 1st NATIONAL DB CR or Memo Debit Clear To Account Step 0 Altemate Budget Consol To Account Step 0 Entry Method Period Actual CY Budget Last Year Forecast Begin 4514 50 4514 50 4030 52 4514 50 1 351 12 115 50 177 90 351 12 2 201 14 15 00 15 63 201 14 3 12 12 85 75 220 00 12 12 4 115 50 177 90 201 14 115 50 5 15 00 15 63 351 12 15 00 5 85 75 220 00 12 12 85 75 7 15 63 351 12 15 00 15 63 8 177 90 201 14 115 50 177 90 9 220 00 12 12 85 75 220 00 10 188 88 15 40 201 14 188 8
89. L Journal or the GL Activity Report Why not You must use the Write command in the Transactions function to write the entries to the GLJRxxx Journal file before they will be listed in the GL Journal or the GL Activity Report B 2 General Ledger User s Manual References Common Questions Reports and Statements When I try to print reports and statements nothing happens Why is the printer not working Make sure that the printer is online the online indicator is lit and loaded with paper If you are still unable to print try these things Make sure that the printer cable is secure in both sockets Reset the printer turn it off and on e Reboot the computer If these things do not work check the Resource Manager Installation and Utilities Guide to make sure that the printer is properly set up for the computer When I try to print statements a message tells me that someone is already printing statements but no one is Why do I get this message Only one person at a time can print statements To prevent more than one person at a time from printing statements the system creates the GLLOCK file Normally the system deletes the GLLOCK file when the first person is done printing statements However if there was a problem while the statements were being printed perhaps the system went down the computer was turned off the GLLOCK file would still exist Delete the GLLOCK file from the General Ledger program dire
90. L Posting Log is at the end of this section GL Master Posting Log The GL Master Posting Log shows the debits and credits that were posted for each period and the entries that were automatically allocated If the message Invalid GL account is printed in the log the account for the transaction has been deleted Use the Edit Transactions function see page 4 31 to assign a valid account to the journal entry Then post again to put the ledger back into balance If the message Invalid GL account is printed in the log the account for the transaction has been deleted Use the Edit Transactions function see page 4 31 to assign a valid account to the journal entry Then post again to put the ledger back into balance General Ledger User s Manual 4 37 Post to Master Journal Transactions Post to Master Log 12 21 2000 1 39 PM Company H Post Date Entry Period Tran Date 4 38 2 03 2000 2 03 2000 2 04 2000 2 04 2000 2 04 2000 2 04 2000 2 04 2000 2 04 2000 2 04 2000 2 04 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 04 2000 2 04 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 03 2000 2 04 2000 2 04 2000 Post to Master GL Posting Log Periods 12 Thru 12 GL Account Description Source Reference CASH SALES 00000 BR Transfer of Funds 00000 BR Stop Payment Charge 00000 BR Pymts to Affiliates 00100 BR Transfer of Funds 04200 AP A
91. Maintenance The default mask is MMMMMMMMMMMNM which indicates that the main account number segment takes up all 12 positions You cannot delete a mask you can only change it You can arrange the segments in any order omit segments you do not need and use fill characters for example a hyphen to separate segments Any character can serve as a fill character but only one type of fill character can be used in an account number format That is you can use a hyphen or a period but not both A fill character takes up one position in the account number and it appears in every blank position between account segments Here are some examples of account masks Fill Characters MMM111222333 3 I2 Main Division Department Account Subaccount Main Number Account Subaecount Division Department Number Fill Character Fill Characters 1111 2222 MM an T Pe Division Main Department Main Account Account Number Previous Year Files The current year and previous year files access the same GLMSK Account Mask file Changes made to the account mask while working with previous year files also affect current year files and vice versa 7 4 General Ledger User s Manual File Maintenance Account Mask Account Mask Screen Select Account Mask from the File Maintenance menu This screen appears 5 2000 Account Mask x Commands Edi Modes Other Help 52 mE 2 A
92. Maintenance Use the Proceed OK command to copy the statement layout The message Copy complete Press any key to continue appears after the layout is copied Press any key to return to the From Statement Layout ID field Enter the next statement layout you want to copy or exit to the Statement Layout menu 8 20 General Ledger User s Manual Statement Maintenance Statement Layout Delete Statement Layout Screen Use the Delete Statement Layout screen to delete statements you no longer need Do not delete layouts you might modify later see Copy Statement Layout above When you select Delete Statement Layout from the Statement Layout menu this screen appears 2 2000 Delete Statement Layout BEI Commands Edit Modes Other Help 2x Be MA Abandon Delete Statement Layout ID BALA aj Company H 06 12 2000 Terminal T000 1 Enter the ID of the statement layout you want to delete 2 Select Yes or use the Delete F3 command to confirm that you want to delete the statement layout The message Press any key to continue appears after the layout is deleted Press any key to return to the Delete Statement Layout ID field Enter the next statement layout ID you want to delete or exit to the Statement Layout menu General Ledger User s Manual 8 21 Statement Contents Use the Statement Contents function in conjunction with the Statement Layout function to create financial statements and reports Several i
93. Manual Index 3 14 structure 3 14 7 16 sorts 7 6 user defined 3 11 Account Budgets function 3 15 7 19 7 21 Account Mask assigning to Statement Contents 8 33 backing up files before using 3 24 before conversion 2 6 changing 2 6 7 6 7 7 examples 3 11 7 4 file 1 7 fill characters 7 4 for consolidation 6 22 for previous year files 7 4 formats 7 3 function 4 18 4 22 5 4 5 7 7 3 in Statement Contents 8 25 8 30 in Statement Layout 8 12 protecting with access codes 3 23 reassigning in Statement Contents 8 33 segments in 7 3 setup 3 7 3 11 3 20 7 15 structure 3 14 Account Segments deleting 7 11 file 1 7 fill characters 3 11 function 1 6 1 7 7 9 in account masks 3 11 7 3 previous year files 7 9 setup 3 7 3 12 7 15 Account Segments List function 9 3 Account Types IX 1 account class 7 13 after conversion 2 6 changed during conversion 2 6 changing 2 6 changing memo account types 2 6 file 1 7 function 1 6 5 4 7 13 setup 3 7 3 13 Account Types List function 9 7 accounts out of order Chart of Accounts List 9 11 Accounts Payable 3 16 4 3 7 33 Accounts Receivable 1 9 4 3 interface with General Ledger 1 5 1 9 accrual entries automatic reversal of 4 5 Activity and Balance Results example 8 34 actual balances 3 15 setup 3 21 Add Remove Favorites function key 1 21 1 43 adjustments entering at year end 6 4 Alias Inventory Lookup function key 1 34 1 48
94. NATIONAL 100100 CASH IN BANK 2nd NATIONAL 100500 PETTY CASH 101000 ACCOUNTS RECEIVABLE 4 ACCOUNTS LISTED End of Report General Ledger User s Manual Allocations List After you have finished setting up the allocation records produce the Allocations List to make sure that everything is correct and to use as a reference when you enter journal transactions Print a new list each time you add or change allocation records You cannot access this function if you did not elect to use allocations in the Resource Manager Options and Interfaces function Allocations List Screen Select Allocations List from the Master File Lists menu This screen appears 2000 Allocations List Ex Commands Edit Modes Other Help g Abandon GLAccount From 100000 aj Thru 8 Company 06 12 2000 Terminal TODO OVR Inquiry 1 Enter the range of GL account numbers you want to include in the list 2 Select the output device A sample Allocations List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 13 Allocations List Master File Lists Allocations List 04 20 2001 Allocations List Page 11 11 AM Alloc Acct Account Description Allocation Description 510000 SALARIES EXPENSE Salary Allocation GL Account Percent GL Account Percent GL Account Percent 510001 75 00 16 510002 10 00 17 510003 1
95. OL suumqo 19 13559 WHEL SNOT 3 14554 WIOL 79 SIJSSV 514554 uoradizoseq 3811 Squequo queueieig burpus buruutbeg pug 84 pug qs Axeuung eoue eg sq Wld Axeuung qunoooy 3 SV aunoooy QV edApj 3oov edAL 390V 70000 270000 170000 070000 680000 850000 210000 110000 010000 600000 800000 L00000 900000 500000 700000 00000 200000 100000 zequiny eouenbeg TINN xSeWw aunooov TIVH dI 34 3409 aueueiei1s WY PT IT 1005 05 70 General Ledger User s Manual 9 26 Tables List The Tables List shows the number of columns column length and type and data for General Ledger tables Use the Tables List to keep records and verify the contents of the General Ledger tables you are using Tables List Screen Select Tables List from the Master File Lists menu The function screen appears Tables List Commands Edit Modes Other Help Application From Thru TablelD From Thru Page Break Per Table 55 GLAUDH 8 Bm x OK Abandon Company 06 12 2000 Terminal T000 OVR The default in th
96. OPEN SYSTEMS Accounting Software General Ledger User s Manual 2000 Open Systems Holdings Corp rights reserved Document Number 2210 GL61 No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable June 2000 Release 6 1 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency
97. OSAS Text Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e Tojump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PeDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu Use the Exit F7 command to go to the operating system 1 40 General Ledger User s Manual Introduction OSAS Text Text Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy acce
98. StatementlD BATCH1 aj To Batch Statement ID 8070 aj Company 06 12 2000 Terminal T000 OVR 1 Enter the ID of the batch statements record you want to copy 2 Using only numbers and capital letters enter an ID for the new batch of statements If an existing batch statements record has the ID you enter that record is replaced by the new copy do not enter the ID of a record you want to keep If the ID you enter is the same as the ID of the record you are copying an error message appears 8 40 General Ledger User s Manual Statement Maintenance Batch Statements Use the Proceed OK command to copy the batch statements record The message Press any key to continue appears after the record is copied Press any key to return to the From Batch Statement ID field Enter the next batch statements record you want to copy or exit to the Batch Statements menu Delete Batch Statements Use the Delete Batch Statements function to delete batch statements records you no longer need Do not delete records you might modify later When you select Delete Batch Statements from the Batch Statements menu the function screen appears 2 2000 Delete Batch Statements i x Commands Edit Modes Other Help Abandon Delete Batch Statement ID 8020 aj Company H 06 12 2000 Terminal T000 OVR 1 Enter the ID of the batch statements record you want to delete General Ledger User s Manual 8 41 B
99. TD Last Year Comparison current QTD YTD Budget Last Year Comparison current YTD Budget Variance current YTD Last Year Variance current YTD Budget Variance current QTD YTD Last Year Variance current QTD YTD Current Period Previous Period YTD General Ledger User s Manual Setup Setup Functions INCK Current Period YTD INCL Current Period QTD YTD INCM YTD Divisional Side by Side Comparison INCN Divisional Side by Side Comparison INCO Companies Side by Side INCP Six Month Comparison RATA Ratio Analysis Year to date Y TD statements use 13 accounting periods quarter to date QTD statements use 3 periods If you use a quarterly system that is each of the 13 periods equals one week in the quarter print a current YTD report to get QTD information Contents Use the Statement Contents function to control the rows of the report and to determine which accounts to include The General Ledger application contains the following sample statement contents Content ID Description BALI Detailed Balance Sheet BAL2 Summary Balance Sheet INCI Detailed Income Statement INC2 Summary Income Statement RATI Ratio Analysis General Ledger User s Manual 3 19 Setup Functions Setup 3 20 Detailed statements show the individual accounts Summary statements show only the major account categories current assets current liabilities and so on Print the sample statements to find which ones you can use You ca
100. Types function use the GL Accounts function see page 7 15 to edit the account When you are editing the account type in this function you can override the default code for the balance type When you use the Proceed OK command to assign account types the File Maintenance menu appears General Ledger User s Manual Change Fields Features Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log appears on page 7 51 Change Fields Screen When you select Change Fields from the menu this screen appears 2 Change Fields Commands Edt Modes Other ScrollCommands Help 2x Ok Abandon Field ID G UNT 3 Prat logy Original Value New Value File Description Time Tag Le be bt Taa 4 2A d iz LineNo 000001 of 000000 Tab tag Enter edit Append Begin code change Header Gota Eield ID Company 06 12 2000 Terminal T000 OVR 4 4 General Ledger User s Manual 7 47 Change Fields File Maintenance The screen contains 3 sections The top or Header section which includes the Field ID and Print Log fields is where you select
101. able n is the number of the Total field 1 9 and x is the letter of the column that specifies the type of balance to use For example with the following specifications you can use formula T9F to print this period s total revenue for the same period in column H Total field 9 in the statement content stores Total Revenue Column F in the statement layout specifies column type 3 Actual Balance Column H in the layout specifies column type 5 Last Year Balance 8 13 Statement Layout 8 14 Field Scaling Statement Maintenance Description You can store numbers that you want to use in formulas in the balances of memo accounts For example in the sample Ratio Analysis layout ID RATA the total revenue is divided by the number of shares outstanding stored in a memo account to get the earnings per share To use the numbers from memo accounts in a formula you must use the statement content line to put the appropriate balances in a Total field Then use the total in the formula as directed above You can enter numbers in two ways Enter a number in the beginning balance and use the ending year to date balance in calculations like in the sample shares outstanding account Enter a different number in each period For example to print the average sales per day you could enter the number of days in the month in each period balance and use that memo account in a day formula The total sales would be div
102. account numbers in the tables or files of the application The posting logs for the other applications should show a Missing Account message for transactions that could not be posted to General ledger Check the options and interfaces for the applications to make sure that they are interfaced with General Ledger see the Resource Manager User s Manual If the applications are interfaced check the posting totals from the other applications to find out which transactions should have been posted to which accounts If any of the transactions were lost use the Transactions function see page 4 3 to enter them manually into the GLJRxxx Journal file If a transaction was posted to the wrong account use the Edit Transactions function see page 4 31 to enter the correct account number Print the GL Activity Report see page 4 21 for the appropriate period and make sure that all the entries have been made and are correct Remember to correct the general ledger account numbers in the other applications tables or files before you post entries again If you do not know an account number when you are setting it up enter the suspense account number instead so that the entries will not get lost You can reverse the transactions in the suspense account and enter them to the proper accounts anytime before you post to the GLMAxxx Master file entered manual journal entries and or copied recurring entries but the entries are not listed in the G
103. accounts allocations 7 29 Tab report command 1 49 scroll region command 1 33 Tab function key 1 45 text menu 1 43 Tables function 7 39 Tables List function 9 27 sample 9 29 terminal parameter 1 15 Text menu keyboard commands 1 42 text mode defined 1 4 toggle between halves of reports 1 49 Toggle GUI Functions function key 1 21 1 43 Toggle GUI Scaling function key 1 21 1 43 tool bar graphical functions 1 28 graphical menus 1 25 tool button Access Code 1 22 IX 13 Application Information 1 25 Calculator 1 23 1 28 change to from Favorites 1 24 Copy 1 28 Delete 1 28 Help 1 25 1 28 Maintenance 1 28 MS DOS prompt 1 25 Online Documentation 1 28 Paste 1 28 Pop Up Calendar 1 25 1 28 PRO 5 Command 1 25 Start Over 1 28 Workstation Date 1 22 Transaction Inquiry screen 4 28 Transaction Work file 1 8 Transactions double entry bookkeeping 4 9 function 1 5 1 8 1 9 3 21 3 22 4 3 4 14 4 29 4 31 6 12 B 1 B 2 incorrect entries 4 9 protecting with access codes 3 23 reversing 4 31 source codes 4 3 Trial Balance function 1 5 3 16 3 22 5 3 5 11 protecting with access codes 3 23 report 1 10 U Undo function key 1 30 1 36 1 46 pull down menu command 1 30 unposted transactions 6 13 Remove Prior Year Files 6 28 Update Current Year 6 17 Unwritten Transactions Report 4 9 Up Arrow inquiry command 1 38 1 48 report command 1 49 scroll region command 1 33 1 50 Up Arrow func
104. acters wide For column type 1 account number the standard format is 12 characters for column type 2 description it is 30 characters You can alter the format to suit your needs Account numbers or descriptions longer than the format you define for the column are truncated Column types 3 9 are numeric columns represents a number 0 9 0 represents a decimal place represents a decimal point represents a comma General Ledger User s Manual 8 15 Statement Layout Statement Maintenance 8 16 Field Description The standard format for these column types is THHHHHHHHEOO0 This format can hold the largest possible balances If you shorten the format to gain space make sure that none of the balances you print will exceed this limit if some do an error message will appear At the end of the statement values that exceed this limit will be marked with asterisks in the statement printout You can print signs in five ways depending on the sign characters you use in the format Print a dollar sign to the left of the farthest numeric placeholder If you place the dollar sign outside the parentheses you will have the option to print the dollar sign or not as defined in the statement content If you place the dollar sign inside the parentheses it will always be printed as part of the value Print a negative sign next to credit balances in debit accounts and debit balances in credit accounts You can en
105. age 1 17 For specifics on using the text version refer to page 1 39 General Ledger User s Manual The General Ledger System Use the General Ledger system to consolidate information about your business You can use it alone but it works best when interfaced with other applications You can set up accounts and produce statements that include debit and credit information from the interfaced applications Menu Structure The General Ledger menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use Journal Transactions After you establish the valid codes and IDs through the File Maintenance functions use the Journal Transactions functions to do daily work entering transactions producing daily reports and so forth These functions update account information in the system but the automatic updates from interfaced applications may render these functions unnecessary The functions are here so that you can always update General Ledger information manually or through other applications If General Ledger is interfaced with other applications be wary when you enter information in these functions Entering duplicate information in General Ledger that has been posted from another application can throw the system out of balance For example when you receive 100 for a sale enter the transaction in Accounts Receivable which is interfaced with General Ledger assign a GL account a
106. al B 2 B 5 offsetting accounts 4 19 printing 4 17 after clearing and closing 6 14 before editing transactions 4 31 before posting 4 35 sample 4 20 GLALxxx file 1 7 4 5 7 29 7 30 setup 3 7 GLAT file 1 7 7 13 GLAUDxxx table 7 39 GLBAT file 1 7 file 1 8 GLCGxxx file 2 6 GLCHAxxx table 7 39 GLJRxxx file 1 7 1 8 1 9 1 11 3 16 3 23 4 3 4 8 4 11 4 17 4 18 4 23 4 35 4 36 6 4 6 5 6 9 6 10 6 14 6 17 6 19 6 20 6 27 6 28 7 6 7 33 7 35 9 15 B 2 B 5 GLJRxxx Ynn file 1 11 6 13 GLMAxxx file 1 6 1 8 1 10 1 11 3 13 3 15 3 22 3 23 4 23 4 27 4 29 4 31 4 35 5 11 6 3 6 4 6 5 6 9 6 10 6 11 6 14 6 15 6 17 6 19 6 20 6 21 6 22 6 23 6 24 6 27 7 15 7 39 B 1 2 GLMAxxx Ynn file 6 15 GLMKxxx file 6 5 6 9 6 10 6 15 6 27 7 6 GLMSK file 1 7 7 4 Global Inquiry defined 1 3 GLPDxxx table 1 11 GLPRAxxx table 7 39 GLPRJxxx table 7 39 GLRExxx file 1 7 1 9 4 11 7 33 setup 3 7 GLSCF file 1 8 1 10 8 25 GLSExxx file 1 7 3 12 7 9 7 17 setup 3 7 GLSLF file 1 8 1 10 8 5 GLSTRLxxx table 7 39 graphical menu exiting from 1 18 features of 1 17 keyboard commands 1 20 right click menu 1 20 sample screen 1 18 graphical menus IX 7 right click menu 1 26 graphical mode defined 1 4 GtttxxxW file 1 8 3 21 4 8 4 11 4 14 7 33 H Help 1 26 function key 1 32 1 44 pull down menu command 1 32 tool button 1 25 1 28 help commands F3 1 46 F6 1 35 1 46 F7 1 35 1 46 Hom
107. al for information about Options tables Then enter GL as the application ID The General Ledger Options screen appears General Ledger Options BEI Commands Edt Modes Other ScrollCommands Help Description Value Copy recurring entries directly to the GL Journal YES z Period 13 used for normal processing Allow transaction entry in period 13 4 Do you want to use allocations Ud tLe Option 001 of 004 Write Company 06 12 2000 Terminal T000 OVR Enter Toggle General Ledger User s Manual 3 9 Setup Functions Setup Command Bar Enter toggle Goto Write To toggle an option for example between YES and NO press Enter The Goto command is not available in the General Ledger Options and Interfaces screen When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu 1 Toggle to YES or NO to indicate whether you want recurring entries copied directly to the GL Journal 2 Toggle to YES or NO to indicate whether you use period 13 for normal processing 3 Toggle to YES or NO to indicate whether you want to be able to enter transactions adjustments for example in period 13 If you use period 13 f
108. alance Run Code 0 0 00 5 0 00 1 0 10 6 0 00 2 0 00 7 0 00 3 0 00 8 0 00 4 0 00 3 0 00 Company H 06 15 2000 Terminal T000 OVR The screen shows the total balance of the debits and credits for each run code The balance shown for a run code is for all companies A zero balance indicates that the entries are in order for that run code any other amount indicates that at least one entry is out of balance for that run code Note the run codes that are out of balance and exit from the function Produce the Recurring Entries List see page 7 33 to find the source of the problem Then use the Recurring Entries function to fix the out of balance situation before you copy the recurring entries If you want to copy the recurring entries anyway enter the force balance password for this company General Ledger User s Manual 4 13 Copy Recurring Entries Journal Transactions Editing and Writing Transactions 4 14 If you the recurring entries were copied to the Transaction Work GtttxxxW file use the Transactions function see page 4 3 to edit or delete the entries that were copied Then use the Write command in the Transactions function to write the entries to the Journal file If you the recurring entries were copied to the GL Journal GLJRxxx file use the Edit Transactions function see page 4 31 to edit or delete the entries that were copied General Ledger User s Manual Journal Transactions Copy Recurring Entries
109. amounts check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to copy last year amounts check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to copy forecast amounts check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to replace existing accounts check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you replace existing accounts the balances for those accounts are lost which might put the destination company s general ledger out of balance Making Corrections If you copied more accounts than you wanted or if you need to change information in the accounts you copied use the GL Accounts function see page 7 15 to change or delete the accounts General Ledger User s Manual 7 27 Allocations If you enter transactions against one major account and then distribute them to several other accounts you can use the Allocations function to set up an allocation record for the major account You can specify each account to which transactions will be allocated up to 45 and the percentage that each account will receive The sum of the percentages must equal 100 percent You cannot access this function if you did not elect to use allocations in the Resource Manager Options and Interfaces function How Allocations Work With this functio
110. an use a hyphen or a period but not both A fill character takes up one position in the account number and it appears in every blank position between account segments You might use the first four positions for the main account number the next two positions for the subaccount the following three positions for the division and the final three positions for the department MMMM33111222 You might use a two segment mask where the first four positions denote the division and the final four denote the main account number 1111MMMM Or you might use a three segment mask separated by a fill character MMMM 11 222 User Defined Account Sorts Regardless of how you organize your account mask you can specify how you want account information to be sorted when you produce some reports For example your account mask might be MMM112233 but you want account information to be printed in the order 231M in some reports and in the order 31M2 in other reports By entering the correct configuration in the User Defined Account Sort fields you establish the order that information will appear in the reports General Ledger User s Manual 3 11 Setup Functions Setup Multiple Companies If you will print consolidated statements for several companies that are on the system assign the same account mask to each company If different account masks are used the consolidated statement might be incorrect since statements do not allow companies with different mask
111. ant printed in this column If you leave this field blank the system uses the current year 8 11 Statement Layout Field Company 8 12 Statement Maintenance Description If you entered 3 4 5 8 or 9 in the What Is In The Column field you can specify the company whose account balances will appear in the column This feature enables you to show different companies or divisions departments or subaccounts accounts in a side by side format You can also combine accounts from more than one company on the statement If the layout you are defining will not show companies and account segments in side by side columns leave this field and the account masks blank Then you can produce a financial statement that uses this layout for any company If you want to use the layout for all companies and accounts press Enter If you want to select a company or all companies when you produce a financial statement that uses this layout enter a question mark If you want to assign the layout to one company enter the company ID If you enter or a company ID you must enter at least one of six account masks allowed for the companies that use the layout When you print a side by side financial statement for all companies the Company field in the layout is set to all the companies whose account masks match one of the masks assigned to the layout are combined in the statement You can use question marks as wild
112. arison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently These suggestions may help e prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it General Ledger User s Manual Setup Setup Considerations e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example you might use the first two c
113. at go into the columns account numbers descriptions balances or calculations e the types of account balances that are included actual budget forecast next year budget or last year actual e the length of the reporting period the current period only the previous period only or number of periods relative to the current period calculated for the quarter to date year to date or for specified periods General Ledger User s Manual 8 3 Statement Layout Statement Maintenance Planning and Examples 8 4 Before you set up a statement determine what you want on it the kind of balance information column layouts calculations and so on You can design statement layouts that display different companies periods or account segments in side by side columns You can also define a company and an account mask for each column that references amounts in the chart of accounts With these masks you can define column to contain one company all companies one account segment combination of these factors The General Ledger application contains the following sample statement layouts Layout ID BALA BALB BALC BALD BALE BALF BALG INCA INCB INCC INCD INCE INCF INCG INCH Description Current Budget Comparison Current Last Year Comparison Current Budget and Last Year Comparison Change from Last Year Current Period Year to Date Current Period Year to Date Six Month Comparison Budget Compariso
114. atch Statements Statement Maintenance 2 Select Yes or use the Delete F3 command to confirm that you want to delete the batch statements record The message Press any key to continue appears after the record is deleted Press any key to return to the Delete Batch Statement ID field Enter the next batch statements record ID you want to delete or exit to the Batch Statements menu 8 42 General Ledger User s Manual Statement Maintenance Batch Statements Pretest Batch Statements Test batch statements records to make sure that the statements will be executed properly The Pretest Batch Statements function simulates the Statements function but instead of producing the statements it produces a Batch Error List if problems are found The Batch Error List messages are listed in appendix A When you select Pretest Batch Statements from the Batch Statements menu the function screen appears 3 2000 Pretest Batch Statements 1271 x Commands Edit Modes Other Help xtsmamms e Abandon Batch ID aj Monthly Financials Pick Statement Layout ID aj Pick Division From aj Statement Content ID 8 Thru 3l Department From 8 Period 1 Thru 5j Beginning Date 01 01 2000 Subaccount From a Ending Date 01 31 2000 Thu 3 Company ID H aj etail E Segment Sort T2 GGG Witt n Print workstation Date and Time fi anae Footer im Line Statement Titles 12345678901234567890123456789012345678901234567890 m
115. atic Reversal of Accrual Entries below in the following GL period Here are some suggestions for assigning source codes Assign special source codes for special entries for example use MY for year end audit adjustments e Assign a character to each week in the period When you print a GL Journal that contains transactions with the same source code you can see the entries for a particular week e Assign a different character to each person who makes entries so that you will know who entered each transaction The system assigns some source codes automatically Code Source of Entry AL General Ledger Automatic Allocation AP Accounts Payable Purchase Order AR Accounts Receivable Sales Order BK Bill of Materials Kitting BR Bank Reconciliation CL GL Year End Closing FA Fixed Assets IN Inventory JC Job Cost 4 4 General Ledger User s Manual Journal Transactions Transactions Code Source of Entry PA Payroll RI GL Auto Reversing Accrual entered R2 GL Auto Reversed Accrual generated reversal RE General Ledger Recurring Entry The system assigns source code R2 to the transactions that automatically reverse R1 transactions Automatic Reversal of Accrual Entries If you want the General Ledger system to reverse accrual entries automatically enter the accrual transaction with source code R1 The system generates a transaction for the next period that reverses the accrual entry The reversing entry has a source
116. avorites Other Help Access code F4 Sample data set F5 Workstation date FB Exit Tool Command Ke Result Button Access code F4 Displays the Access Code dialog box See 2 Access Code dialog box below Sample data set FS Toggles between the Sample Data and the or Live Data set Live Data Workstation date F6 Displays the Workstation date dialog box See Workstation Date dialog box below Exit F7 Exits from OSAS Using the Access Code dialog box To change the access code enter the code in the field Then click OK to save your entry and return to the OSAS menu or click Exit to abandon the dialog box and return to the menu Using the Workstation Date dialog box OK 04 25 2000 3 System Date Abandon Exit 1 22 General Ledger User s Manual OSAS Graphical To set a new workstation date enter the date in the field use the up down buttons to increase decrease the date displayed or click System Date to change the date to match the operating system date Then click OK to change the workstation date Abandon to restore the original date displayed or Exit to return to the Main menu Modes Menu File Modes Tools Favorites Other Help GUI Functions lt Shift FB gt Scale GUI Screens lt Shift F7 gt Tool Command Ke Result Button y GUI Functions Shift F6 Toggles between GUI function screens and text function screens Scale GUI Shift F7 Togg
117. balance for the previous period period 7 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance Print ending balance for the same relative period in the previous quarter period 5 ending balance General Ledger User s Manual Batch Statements Usually when you print statements you must specify the statement content and statement layout IDs and the printing parameters for each statement you want to print However you can use the Batch Statements function to set up printing parameters for a group of statements in a single record that can be executed through the Statements function For example if you print a balance sheet and an income statement for companies A B and C every month instead of entering the printing parameters for each statement you can set up the parameters for each statement in a batch statements record Then when you use the Statements function simply enter the batch ID of the group of statements you want to print the printing parameters appear automatically Default Values The values you enter for each parameter are used when you print statements If you leave a field blank you can assign the parameter when you print statements General Ledger User s Manual 8 35 8 36 Batch Statements Statement Maintenance Batch Statements Menu
118. banden Main Account Position Division Position Department Position Subaccount Position Fill Character User Defined Account Sort 1 User Defined Account Sort 2 Account Number Mask 11 Lenth 4 5 Length 2 Length Length M Main Account 1 Division 2 Department 3 Subaccount Field Main Account Position Length Division Department Subaccount Position Length General Ledger User s Manual Company 05 12 2000 Terminal T000 OVR Description Enter the position in the account number where the main account number begins Then enter the length of the main account number the length must be 3 characters or more For example if the main account number takes up the first four positions in your account numbers enter 1 in the Main Account Position field and 4 in the Length field If you are not using one of these account segments in your account number format press Enter to skip it If you are using any or all of these segments enter the position in the account number where each segment begins Then enter the length of the segment The length can be 1 6 characters 7 5 Account Mask File Maintenance Field Description If you want to use a fill character between account segments you must leave a blank space between the segments For example if you used a three digit main account segment followed by a two digit subaccount segme
119. based screens for the functions you use If you are using the graphical function screens this command toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions Move back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again Text Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens General Ledger User s Manual 1 43 OSAS Text Introduction 1 44 Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Help F2 Inquiry F3 Delete F4 Other F5
120. blank If you want each account listed with the account description check the box or enter Y in text mode If you want all accounts in each account type totalled with the cash flow content description uncheck the box or enter N in text mode If you want the statement to include the workstation date and time check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you do not want to change the footer information uncheck the box or enter N in text mode General Ledger User s Manual Reports Cash Flow Statement Field Description If you want to change the footers check the box or enter Y in text mode The Statement Footers window appears The changes you make in the Statement Footers window are not permanent and affect only the statements you are preparing Statement Titles 1 4 Press Enter to use the displayed titles from the cash flow statement layout or enter a title for the statement Changes you make will not change the layout permanently If you entered more than one company ID you might want to use these fields to list the companies that are consolidated in the statement A sample Cash Flow Statement is at the end of this section After the Cash Flow Statement has been produced the Reports menu appears General Ledger User s Manual 5 23 Reports Cash Flow Statement Jo pue 3e squeTeatnbe yseo pue use
121. card characters to match specific characters in an account mask For example you might enter 02 to match all six character account numbers with 02 in the fifth and sixth character positions General Ledger User s Manual Statement Maintenance Statement Layout Calculations If the column contains formulas enter this information Field Formula General Ledger User s Manual Description The amount printed in a formula column column type 6 or 7 is calculated from the amounts in previous columns or in totals according to the formula you enter here You can enter only numbers and symbols that specify the arithmetic operations You can use four operations add subtract multiply or divide They are performed left to right For accurate results multiply before you divide You cannot use parentheses To use column data in formulas use variable Cx x is the column ID For example use the formula CC CA to print the difference between the balances in columns C and A The columns used in formulas must precede the calculation column For example if column D contains a calculation values from columns A through C can be used but values from columns E F G and so on cannot be used You can use any of the nine totals from the statement content in a formula The specific total balance is determined by the type of balance actual last year forecast or budget amounts in that column type Use vari
122. cate Goto Company 06 12 2000 Terminal T000 Command Enter edit aLlocate Goto To edit the line the cursor is at press Enter Then see Edit Line Screen below To change the allocation flag of the line the cursor is at press L To go to an account on another screen press G Then enter the account number 4 32 General Ledger User s Manual Journal Transactions Edit Transactions Edit Line Screen When you press Enter on the command bar the Edit Line screen appears 4 Edit Line SBE Commands Edi Modes Other Help RX te OK Abandon GL Account 401000 aj Debit Credit Trans Desc SALES Trans Date 12 03 2000 Cash Flow Transaction 00 11838 80 Reference GL Period 12 Source AF Allocate You can change any field except Source Field Debit Credit Trans Desc Reference Post Date GL Period 1 13 General Ledger User s Manual Description The number of the account the transaction will be posted to is displayed The account name appears for verification When you use the Maintenance F6 command the GL Accounts function see page 7 15 is temporarily called up For a debit transaction the dollar amount is displayed in the Debit field For a credit transaction the amount is displayed in the Credit field A description of transaction for example SALES is displayed A reference identifies the origin of
123. categories to give you a better idea of how each fits in Master Files The master files hold information about general ledger accounts The GLMAxxx Master file holds the general ledger accounts and their balances To update the balances use the Post to Master function Each record holds the following information which you can enter through functions in File Maintenance or by updating information from interfaced applications e account number and description 1 6 General Ledger User s Manual Introduction The General Ledger System whether it represents debit credit or memo information beginning balances and balances for each period for five types of balances actual budgets last year actual next year budget and forecast The GLALxxx Allocations file stores the account numbers and percentages used to allocate transactions When you use the Post to Master function the system compares the account numbers in the transactions being posted to the records in this file This file stores the ratios of how money is to be allocated for account numbers with an allocation record as a result specifying the account sends the proper amounts to the proper accounts Attribute Files The attribute files hold data that you can assign to each account The GLMSK Account Mask file stores a mask that defines each company s account structure The structure defines the positions used for the main account number the division the de
124. ce the forced balance password is required even if transactions are in overall balance The system defaults to R1 if R1 is out of balance and a warning appears when you enter or leave transactions You are prompted to write transactions when leaving the Transactions function General Ledger User s Manual 4 9 Journal Transactions Transactions Unwritten Transactions Report DOTTY 3Tpex jo puq SONV IVa 60 WONVIVd 006t0c T00Z L0 60 60 MOTIO 025 qunosoy 19 ya Azquy H Aueduoj qaodey suot3oesuea WY 86 9 Atddng sxeprrna 002 10 60 General Ledger User s Manual 4 10 Copy Recurring Entries Journal entries made regularly every week every month are called recurring entries Use the Recurring Entries function see page 7 33 to set up groups of recurring entries Then use the Copy Recurring Entries function to copy the recurring entries either to the GtttxxxW Transaction Work file or directly to the GLJRxxx Journal file depending on your selection in the Options and Interfaces function in Resource Manager Before You Begin Before you use this function make sure that you have set up all the entries in the GLRExxx Recurring Entries file And make sure that you have not already copied the current set of entries so that you do not end up with a double set of entries General Ledger User
125. ctivity Print QTD activity amount for the same relative period in the previous quarter period 4 5 activity Print YTD balance for the same relative period in the previous quarter period 5 ending balance Balance Detail or Summary Print beginning balance for specified period period 8 beginning balance Print beginning balance for quarter the specified period is in period 7 beginning balance Print beginning balance for the year beginning balance Print beginning balance for previous period period 7 beginning balance Print beginning balance for the quarter the previous period is in period 7 beginning balance Print beginning balance for the year of the previous period beginning balance Print beginning balance for the same relative period in the previous quarter period 5 beginning balance Print beginning balance for the previous quarter period 4 beginning balance Print beginning balance for the year the previous quarter is in beginning balance Ending Balance Detail or Summary Print ending balance for specified period period 8 ending balance Print ending balance for quarter which equals ending balance for specified period period 8 ending balance Print ending balance for the specified period period 8 ending balance Print ending balance for previous period period 7 ending balance Print ending balance for the previous period period 7 ending balance Print ending
126. ctory How can I print consolidated statements every period If all the companies you want to include in the consolidated statements are on the same General Ledger system you have two options e Specify the IDs of all the companies up to 20 when you print the statements e Set up the statement content to consolidate totals for all the companies General Ledger User s Manual B 3 Common Questions References The consolidation will not work unless all companies have the same current year If the companies you want to consolidate are on different General Ledger systems use the Consolidate Master Files function see page 6 21 Why do all the results of my calculations in statements come out zero or wrong You might have tried to print the wrong total When calculations are made the result is stored in the first total mentioned in the formula and that is the total you should print to get the result For example if the formula is you should use the T8 function to print the results If you use T9 you will get only the number stored in that total If this is not the problem make sure that the formula is correct And remember that you must use the AS function to calculate total revenues sales and so on for percentages on a line before the first one that contains account balances see sample statement content INC1 Why do all the credit balances in my Balance Sheet show up negative even for credit accounts
127. d Time Line Statement Titles 12345678901234567890123456789012345678901234567890 1 2 4 Company 06 12 2000 Terminal T000 OVR Field Description Cash Flow Content ID Enter the ID of the cash flow statement you want to produce General Ledger User s Manual 5 21 Cash Flow Statement Reports Field Period From Thru 1 13 Beginning Ending Date Years Company ID Pick Division Department Subaccount From Thru Print Detail Print Workstation Date and Time Change Footers 5 22 Description Enter the range of periods to print the statement for After you enter the range of periods the beginning and ending dates for the periods appear from the CNVTxxx table Press Enter to use the displayed dates or enter different dates The system uses the most recent account balances for the selected range of periods regardless of the dates you enter The current year appears Press Enter to accept the current year or enter a different year to print Then enter a different year for comparison purposes or leave the year blank to use the current year only You can enter 20 company IDs After you have entered the ID of the last company press Enter If your account mask does not include one or more of these segments the appropriate fields are skipped Enter the range of account segments you want in the statement To include all the account segments leave the From and Thru fields
128. dger User s Manual 9 20 Statement Contents List To make sure that everything in a statement content is correct produce a hard copy of each new statement content Statement Contents List Screen Select Statement Contents List from the Master File Lists menu The function screen appears 5 2000 Statement Content List Mm x Commands Edi Modes Other Help 2x Be 7 Abandon Pick Statement ContentID From BALT al Thu aj Company H 06 12 2000 Terminal T000 Inquiry 1 Enter the range of statement content IDs you want to include in the list 2 Select the output device A sample Statement Contents List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 21 Master File Lists Statement Contents List Statement Contents List jo Azeuuns puq TEOL pug qu eaoosaepun 6 ON ON 30 Axeuung sa eaoosqepun T UTS 8 ON T 3o ON 30 3 suum o 33145 L ON lt 301 37195 9 30 ON TeqOL aunooov
129. dger User s Manual Introduction OSAS Text Key Operation F10 Delete the characters in the field to the right of the cursor If Delete to end of line insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Shift F9 Copy the contents of the current field Copy field contents Shift F10 Paste the value you copied from a previous field into the Paste field contents current field Inquiry Commands When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function in the Resource Manager e InSearch mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example
130. dless of the dates you enter If you enter different dates they will appear in the statement title and footers If you want to specify the company ID s when you print the statement enter a question mark If you want to assign company IDs to the statement up to 10 enter each company ID When you are finished assigning company IDs press Enter at a blank Company ID field If you are not using one or more of these account number segments the fields for the unused segment s are skipped If you are using one or more of these account number segments enter the range of segments you want in the statement The length of each field relates to the number of characters the segment occupies in your account mask Check the box or enter Y in text mode to include the information for each segment in the statement Uncheck the box or enter N in text mode to summarize the information for all segments of a main account into the main account number General Ledger User s Manual Statement Maintenance Batch Statements Field Segment Sort Print Accounts With Zero Balances Print Workstation Date and Time Description If you are using only one segment in addition to the main account segment this field is skipped If you are using two or three segments in addition to the main account segment enter the order you want the account segments to be organized For example if you want them organized first by division the
131. ds Edit Modes Other Help OK Abandon GL Account 153500 aj Debit Credit 00 4405 77 Trans Desc DEPRECIATION FURN amp Reference 000 1 Cash Flow Transaction Source i Allocate Field Description GL Account Enter the general ledger account number you will post the transaction to When you use the Maintenance F6 command to add a general ledger account the GL Accounts function see page 7 15 is temporarily called up Debit Credit Enter the debit or credit amount of the recurring entry Trans Desc Enter a description of the recurring entry Once a recurring entry has been copied to the GLJRxxx file the description is printed in the GL Journal and the GL Activity Report Reference Enter the reference number for the transaction You must enter a unique reference for each debit or credit General Ledger User s Manual 7 35 Recurring Entries File Maintenance Field Run Code Cash Flow Transaction Source Allocate Offsetting Amounts Description Run codes group particular recurring entries together For example you can copy specific run codes and then post all the weekly transactions at the same time Assign run codes with care For example weekly recurring entries can be assigned a run code of 1 biweekly recurring entries a run code of 2 and so on If you want the transaction to be included in the statement of cash flow check the box or ent
132. ds while working with current year files also affect last year files Allocations Screen Select Allocations from the File Maintenance menu The function screen appears 2 2000 Allocations o x Commands Edi Modes Other Help 2Xt gt elmal 7 Abandon Account to Allocate 524000 8 Description Utilities Exp Allocation GL Account Percent GL Account Percent GL Account Percent 01 534001 aj 50 00 16 10 3 0 02 534002 1000 17 J 100 32 J o 03 534003 3000 18 af 033 af 00 04 00 19 T om aff 0 05 g 0 20 aj os of 00 o 9 g 035 off 00 oz g 00 22 g 5037 off 00 9 00 23 os f 00 09 9 oo 24 00 s 00 10 g oa oof s 0 iis 9 00 2 9 oa amp a f 0 12 9 00 27 a 04 sal 0 iE a 00 28 jf oa ff 0 9 o2 aff oo 4 s 00 15 g o o4 sq o Percentage to allocate 002 Company H 06 22 2000 Terminal T000 OVR 7 30 General Ledger User s Manual File Maintenance Allocations If you have not defined the account mask for the company this message appears Mask is not defined for this company Exit from the Allocations function and define the company s account mask before you enter the allocation records Inquiry 1 Enter the number of the major account whose journal entries you will allocate to
133. dule to the transaction records If you use other functions to update the GL Journal you still must use the Transactions function to make miscellaneous entries and adjustments Before You Begin Before entering GL Journal transactions obtain a copy of the chart of accounts for each company and a detailed list of the latest entries you need to make for each company You can use original documents check register invoices books of original entry and so on but make sure that you have all of them each company s entries must balance You can enter transactions for only one company at a time Before you select the Transactions function make sure that the menu screen shows the correct company and date see chapter 1 for information on changing the company ID and date Source Codes Each debit or credit has a two character source code which indicates the origin of the transaction You can use the source code to select the types of entries to include in the GL Journal and the GL Activity Report General Ledger User s Manual 4 3 Transactions Journal Transactions The default source code for entries made through the Transactions function is You can change the second character to any other number or to a letter to distinguish the entry but the first character must be the letter M manual entry You can enter an accrual transaction with source code if you want the system to reverse the transaction automatically see Autom
134. e inquiry command 1 37 1 48 report command 1 49 scroll region command 1 33 1 50 Home function key 1 36 1 46 IDs establishing a format 3 4 setting up 3 3 sorting 3 3 income statement accounts numbers changed during conversion 2 6 incorrect entries 4 9 incorrect transactions Edit Transactions function 4 31 Information function key 1 44 Information menu accessing 1 44 initial balances entering 3 21 setup 3 7 3 21 Inquiry function key 1 29 1 35 1 44 graphical 1 35 partial key 1 47 pull down menu command 1 29 inquiry commands Down Arrow 1 38 1 48 End 1 38 1 48 IX 8 Enter 1 38 1 48 Esc 1 48 F7 1 38 1 48 Home 1 37 1 48 Ins 1 38 1 48 PgDn 1 38 1 48 PgUp 1 37 1 48 Up Arrow 1 38 1 48 Ins inquiry command 1 38 1 48 scroll region command 1 33 1 50 Ins function key 1 36 1 46 Insert Line command function key 1 33 1 50 pull down menu command 1 33 Insert line item 1 33 1 50 Insert mode function key 1 36 1 46 Install Applications function 2 3 2 5 installing General Ledger 2 3 interfaces General Ledger 3 13 3 16 4 3 4 19 7 33 9 9 B 2 with Accounts Receivable 1 5 Inventory Lookup commands 1 34 1 48 Inventory Lookup commands 1 34 alias lookup 1 34 customer vendor lookup 1 34 description lookup 1 34 detail lookup 1 34 lot lookup 1 34 serial lookup 1 34 Shift F3 1 34 Shift F4 1 34 Shift F5 1 34 Shift F6 1 34 Shift F7 1 34 Shift F8 1 34 Inventory lookup commands alias lookup 1 48 customer ve
135. e Application From Thru fields is GL You cannot produce a Tables List for other applications from this function in General Ledger To produce a Tables List for another application see the appropriate user s manual or the Resource Manager User s Manual 1 Enter the range of table IDs you want to include in the list General Ledger User s Manual 9 27 Tables List Master File Lists 2 If you want blank lines to be printed in the list check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 If you want a page break after each table that is each table printed on its own page check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 Select the output device A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears 9 28 General Ledger User s Manual Master File Lists Tables List Tables List 04 11 2001 Builders 12 41 PM Tables General Table ID PASSS Description No of Colums 2 Column Length 12 FUNCTION PASSWORD FORCED BAL OVERRIDE 04 11 2001 Builders 12 41 PM Tables General Table ID GLAUDH Description No of Colums 1 Column Length 30 Builders Supply AUDIT TRIAL BALANCE December 31 1999 04 11 2001 Builders 12 41 PM Tables General Table ID GLCHAH Description No of Columns 1 Column Length 30 Builders Supply CHART OF ACCOUNTS DECEMBER 31 1999 End of
136. e and the text or press Enter to leave two blank lines The statement footers are printed at the bottom center of each report page The footers are automatically centered when the statement is printed Enter the entire footer using no more than 111 characters You can have part of the footer change each time you print the report For example you can print the period beginning and ending dates See Print Time Inserts later in this section General Ledger User s Manual Statement Maintenance Statement Layout Field Description Footer Starting Press Enter to print the footers on line 56 or enter the Line No number of the line on which you want the footers to be printed The number you enter must be between 20 and 99 If the page is 11 inches long do not enter a number greater than 62 When you are finished save the information on this screen and go to the next Screen 2 2000 Maintain Statement Layout x Commands Edi Modes Other Help xts 8 OK Abandon Statement LayoutID CONA Column ID m of Columns 4 What Is In The Column In i 3 Account No Report width 78 J As Of When How Far Back Company mn om ormula Scaling Heading No 1 Addn Trailing Spaces 2 Heading No 2 N Print This Column Heading No 3 Format A c ACCT DESCRIPTION CURRENT NO YEAR BUDGET XOOODOOUO00
137. e editing transactions until the balance at the bottom of the screen is zero If the offsetting amount should be split between two or more accounts edit the necessary additional transactions to bring the balance to zero When you are finished editing transactions use the Exit F7 command to return to the Journal Transactions menu General Ledger User s Manual Post to Master Use the Post to Master function to post the transactions in the GLJRxxx Journal file to the specified account in the GLM Axxx Master file for a range of periods Post the transactions before you produce financial statements or reports You can post as often as you like the system will never post the same transaction twice For each transaction whose allocation flag is set the system distributes the transaction to the accounts in the allocation record according to the percentages specified Before Posting Before you post do these things e Ifyou have a multiuser system make sure that no one else is using the GLJRxxx or GLMAxxx files e Ifyou are going to print the GL Posting Log make sure that the printer is online e Print the GL Journal and the GL Activity Report and check them to make sure that everything is correct and that the debits and credits are in balance e Back up the data files in case unforeseen problems such as a power surge failure interrupt the post and result in the loss of data General Ledger User s Manual 4 35 P
138. e field you are in Displays the on line documentation Verification Buttons OK Abandon Click on the OK button to proceed to the next screen or to save your entries click on the Abandon button to abandon your entries 1 28 General Ledger User s Manual Introduction OSAS Graphical Function Pull Down Menus Commands Menu Commands Edit Modes Other Help Inquiry lt F2 gt Maintenance Proceed lt Stat Over Field Field Down Down Abandon F5 Delete F3 Jump Ctrl Exit Selection Key Inquiry F2 Maintenance F6 Proceed OK PgDn Start Over PgUp Field Up Up Field Down Down Abandon F5 Delete F3 Jump Ctrl J Exit F7 General Ledger User s Manual Operations Use the Inquiry command to display a list of valid entries for the current field from which you can select a choice Go directly to the appropriate File Maintenance function to update information about the field you are in Proceed to the next screen or save your entries Move back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Move the cursor to the previous field Move the cursor to the next field Move the cursor back to the first field on the screen Any entries or changes you made are erased Delete the information on the screen Sinc
139. e information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor the report includes information only about vendor 01 Sorting Information for reports is sorted first by a space then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because comes before B General Ledger User s Manual 1 51 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 1
140. e of statement layout IDs you want to include in the list 2 Select the output device A sample Statement Layout List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 19 Master File Lists Statement Layout List Statement Layout List T02 butoeds Tuppv Hea ye 2 Too butoeds Tuppv 7 butqutzg butoeds T02 butoeds 9G eur 3235 ON 33TUS MOTIV SOUTT 2 SHA 38 1 3 queue eqs 00 HHHHHHHHE 1 xoeg sv 3ebpng 20 FPM 1 xoeg sv Tenaov FPPM INNS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX NOIIdINOS4G XXXXXXXXXXXX ON aunoooy GXLIGQVNO 40 SV NOSIHVdWOO lL39 0H HLIM LJAHS WONVIVd 3871 3 queuejeis Ya 0 iueue3ejs Wd 65 002 0 1983004 enu VIVH dI iueue3ejs Wd 6 002 0 General Le
141. e page 4 3 to enter all the transactions or the total period activity for each account for period 1 Copy recurring entries for period 1 to the GtttxxxW Transaction Work where ttt represents the terminal ID number file see page 4 11 Then use the Transactions function to edit them and write them to the GL Journal Print the GL Journal for period 1 and check it see page 4 17 General Ledger User s Manual 3 21 Setup Functions 9 Setup Use the Edit Transactions function see page 4 31 to correct transactions that have errors Then print the GL Journal again Use the Post to Master function see page 4 35 to post the period 1 transactions to the GLMAxxx file Print a Trial Balance see page 5 3 for period 1 to check for errors If you find errors in the Trial Balance use the Transactions function to make correcting entries Then post the entries to the GLMAxxx file and reprint the Trial Balance Use the Statements function see page 5 11 to print financial statements for period 1 Repeat steps 1 8 for each past period in the current fiscal year When you finish entering the activity for the past periods you can begin entering the transactions for the current period Out of Balance Entries For every debit you enter in the GL Journal you must enter an offsetting credit and vice versa If entries are out of balance during setup you can use the forced balance password to exit from the Transactions functi
142. e specified accounts Enter CR to shift numeric columns of the following lines to the right Enter CL to shift the columns back to the left Enter the number of spaces to shift the columns in the Number of Chars to Shift field Because the columns are shifted only if the statement layout allows it you can use the same statement content with or without the column shift Enter ED to print the individual account numbers and the ending balances in the specified range Enter ES to add and print the total ending balances of the specified accounts General Ledger User s Manual Statement Maintenance Statement Contents Field Print Row General Ledger User s Manual Description Enter to center a line of text between the margins of the report The cursor goes directly to the Description field Enter HP to print text in the row specified by the sequence number The cursor goes to the Description field the text you enter will be indented from the left margin by the number of spaces you specify in the Desc Tab field The balances and sums stored in any or all of the nine Totals fields see the Totals 1 9 field below will be printed on the statement To print the amounts that are in a total column enter Tn n is the total column 1 9 For example enter T1 to print the amounts in the Total 1 column Text that you enter in the Description field is printed in the Description column To print the result of a f
143. e this command can delete an entire record use it with caution Move the cursor to the next block of data on the screen or to the next field that requires an entry Exit from a screen or a window and disregard everything you entered 1 29 OSAS Graphical Introduction 1 30 Edit Menu Commands Edit Modes Other Help aA x Copy ShftF9 RX Paste lt Shft F10 gt Undo Cti z Selection Key Operations Copy Shift F9 Copy the contents of the current field Paste Shift F10 Paste the value you copied from a previous field into the current field Undo Ctrl Z Restore the contents of the current field from before you made changes to it Modes Menu Commands Edit Modes Other Help RX tele Verify Exit v Bell Quick Verify PaDown Check the options you want to use Selection Key Operations Verify Exit If verification is turned on you must press a key twice to verify that you want to perform exit or abandon operations Bell If the bell is turned on it sounds at an error or when you must verify a command Quick If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry in certain application functions turn the option on Verify PgDown If verification is turned on you must press the PgDn key twice to proceed to the next screen or to save your entries General Ledger User s Manual
144. each application s menus Once you have set up your Favorites menu you can open a function for use with one press of the Enter key or the click of a mouse button Favorites Menu Graphical Style 5 1 Cash Receipts Edit Cash Receipts BL Accounts IN Price and Availability IN Item Locations For a sample of the Start style favorites menu see page 1 27 For a sample of the text favorites menu see page 1 41 1 16 General Ledger User s Manual OSAS Graphical In a Windows environment you can choose from two types of graphical style menus The standard Graphical menu features application selections that resemble many Windows functions The Start style menu is named because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions is displayed beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between
145. ear column plus or minus a dollar amount L Y Adjust the balances in this field and subsequent fields to the corresponding balances in the Last Year column plus or minus a percentage General Ledger User s Manual File Maintenance Account Budgets Field End Actual CY Budget Last Year Forecast or Next Year Budget Description Chg Change the balances in this field and subsequent fields by a dollar amount You cannot enter this number in period 1 Chg 96 Change the balances in this field and subsequent fields by a percentage You cannot enter this number in period 1 The Chg and Chg functions use the balance of the previous period to calculate the balance of the next period After you select the function enter the appropriate dollar amount or percentage Enter a positive value to increase budgets or a negative value to decrease them The balances for the current period and the remaining periods of the column are adjusted accordingly that is all the periods from the cursor position down are affected The ending actual budget last year and forecast figures are displayed When you save the balances the cursor returns to the Account field Enter the next account to adjust budget and forecast balances for or exit to the File Maintenance menu General Ledger User s Manual 7 23 Copy Chart Accounts If several companies have similar charts of accounts the Copy Chart of Accounts functi
146. ect 0 1 or 2 skip ahead to Setting up the Column Format later in this section If you select 3 4 5 8 or 9 go to Account Balances below If you select 6 or 7 skip ahead to Calculations later in this section General Ledger User s Manual Statement Maintenance Statement Layout Account Balances If the column contains actual budget or last year balances enter this information Field As Of When How Far Back Year General Ledger User s Manual Description Select the most recent period to put in the column current period previous period previous quarter current activity relative to the period year to date relative to the printed period selected at print time year end balances If you entered 1 2 or 3 in the As Of When field select one of these values use the balance for the selected period only use the quarter to date balance use the year to date balance The year to date balance is the sum of the changes in the balances in every period through the one specified in the As Of When field plus the beginning balance If you entered a relative balance in the As Of When field select one of these values use balance information for the current period use balance information from 1 9 periods back use balance information from 10 periods back use balance information from 11 periods back use balance information from 12 periods back Enter the year for the data you w
147. ect the year you want to look at For last year data you can use any General Ledger function except Create Last Year Data and Copy Chart of Accounts For any year before last year you can produce reports and statements but you cannot change any data When you are finished entering and posting last year transactions and printing statements and reports you are ready to use the Clear and Close Last Year function see page 6 9 General Ledger User s Manual 6 7 Periodic Processing Create Last Year Data Clearing Log SpESG 16 097 S661 6 9 9 GELELD LEVVTE 0099ESE GE98STT 00 700828 00 00 8E SZTS899 OL 80SE66Z 3Tpezo STdN 5 OIOV ASNAdXa OIQV DIVO INSANIVIWXINS ONY ONY THAVEL ONY IHAVHI CNY IHAVHI 5 SHIWVIVS TIYO dSNXdXH SuINVIVS SHTYVTVS SAINTES AWOLNSANI NI IHOISWA SIOVHINOO 105 54000 40 1500 9105 54000 30 1500 LAO GaMOTTY SINDQODSIG SHONVMOTIV 5 SINDOOOV FTEVLOSTIOONN SIOVHINOO CHLATdNOD ONI SWIVS TIVINH uoradraoseq H Aueduoj buruurbeg pug 199 1002 0005 001 2001 TOOT 0001 000 2000 000
148. ed Editing vs Reversing Transactions To fix an incorrect transaction that has not been posted to the GLMAxxx file use the Edit Transactions function To fix a transaction that has been posted to the GLMAxxx file reverse the transaction and reenter it correctly through the Transactions function see page 4 3 When you edit transactions the GL Journal is the only audit trail of the changes You may prefer to enter reversing transactions rather than to edit the transactions so that it has a permanent record in the GLMAxxx file Printing the GL Journal Print the GL Journal before and after you edit transactions so that you have an audit trail of the transactions you changed You also need the GL Journal to find the entry numbers of the transactions you want to edit General Ledger User s Manual 4 31 Edit Transactions Journal Transactions Edit Transactions Screen Select Edit Transactions from the Journal Transactions menu This screen appears 242000 Edit Transactions BBE Commands Edt Modes Other ScrollCommands Help xts msemm Ok GL Account Debit Credit Reference Pd Cflw Description Date Sic Alle 401000 A R zj 12 03 2000 ral 6334 94 A R 12 03 2000 r 12388 25 A R r 12 03 2000 r 549 45 A R r 12 03 2000 r 6934 94 12 03 2000 25039 40 m jg r gj Enty 00000 c Balance 00 Enter edit aLlo
149. ement Verification 8 47 Master File Lists Account Segments List 9 3 General Ledger User s Manual Account Types List Chart of Accounts List Allocations List Recurring Entries List Statement Layout List Statement Contents List Batch Statements List Cash Flow Contents List Tables List References System Messages Common Questions Glossary Index 9 7 9 9 9 13 9 15 9 19 9 21 9 23 9 25 9 27 1 1 1 Introduction Welcome to OSAS 1 3 The General Ledger System 1 5 Conventions 1 13 OSAS Graphical 1 17 OSAS Text 1 3 Reports 1 5 General Ledger User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Info
150. ements set them up through the Statement Layout and Statement Contents functions A financial statement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents For example a company s balance sheet statement content can be printed with statement layouts BALA and BALF This flexibility allows for a great range of financial statements General Ledger User s Manual 3 17 Setup Functions Setup 3 18 Layouts Use the Statement Layouts function to control the width and placement of the columns and to determine the type of balances to use The General Ledger application contains the following sample statement layouts Layout ID BALA BALB BALC BALD BALE BALF BALG Layout ID INCA INCB INCC INCD INCE INCF INCG INCH INCI Description Balance Sheets Budget Comparison Last Year Comparison Budget and Last Year Comparison Change from Last Year Balance Sheet Balance Sheet Six Month Comparison Description Income Statements Budget Comparison current YTD Last Year Comparison current Y TD Budget Comparison current QTD Y
151. eneral Ledger menu screen to access the last year files General Ledger User s Manual 6 9 Clear Close Last Year Periodic Processing When You Clear and Close When you create last year files the system creates last year GLMAxxx GLMKxxx and GLJRxxx files with the extension where nn represents two digit year These files provide information for multiyear reports statements and so on When you clear and close by step the system enters a matching debit in the GLJRxxx Ynn last year Journal file for the actual balance of each revenue account Then it enters an offsetting credit for posting to a capital account For expense accounts the opposite happens The system enters a matching credit for the actual balance of each expense account Then it enters an offsetting debit to the capital account The net balance posted to the capital account is the difference between the total revenues and the total expenses that is the profit if it is a credit balance or the loss if it is a debit balance for that year The Clear and Close Last Year function has no effect on budget and last year balances Updating Beginning Balances If you want only to update the beginning balances in the current year files without clearing and closing the files exit from this function Then use the Update Current Year function see page 6 15 Clearing and Closing to Capital Accounts 6 10 Before you use this function for the first
152. ent Reports Summary History Fixed Assets History Reports General Ledger Periodic Processing Inventory Pay Invoices Job Cost File Maintenance ODBC Kit Master File Lists Payroll Purchase Order Sales Order Resource Manager Company Terminal T000 04 28 2000 2 42 You can exit from a Graphical menu in these ways e select a button from a previous menu e press the Tab key to go to the OSAS menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS General Ledger User s Manual Introduction OSAS Graphical Start Main Menu T000 OPEN SYSTEMS Accounting Software H Builders Supply lo Beene L2 gt ia LJ LJ LJ LJ C LJ You can exit from a menu in these ways e press the left arrow key to go to the previous menu one menu up e hold the mouse over a different menu choice press the Tab key to go to the OSAS menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS General Ledger User s Manual 1 19 OSAS Graphical Introduction Special Commands in Graphical Menus In either graphical menu you can right click on a menu selection to display the Special Commands
153. enu General Ledger User s Manual GL Accounts Use the GL Accounts function to set up and maintain the master chart of accounts A well planned chart of accounts makes the General Ledger system easy to use requires little maintenance and can be expanded as a business grows If General Ledger is interfaced with other OPEN SYSTEMS Accounting Software applications see the appropriate user s manual for information about the accounts you need to post entries from Make sure that the General Ledger tables and records in the other applications match the appropriate accounts in the GLMAxxx Master file If they do not match the journal entries from the other applications will not be posted properly Use this function only to set up initial balances and enter annual budget and forecast balances When you have finished setting up the accounts do not use this function to change actual balances If you do you will put the ledger out of balance without leaving an audit trail Instead enter and post journal transactions to make the necessary changes Likewise do not use this function to change last year balances they are updated by the Create Last Year Data and Update Current Year functions Prerequisites You must set up the account mask see page 7 3 before you can set up a company s chart of accounts You should also set up the account segment descriptions see page 7 9 before you enter general ledger accounts General Ledger U
154. er Files Use the Consolidate Master Files function to consolidate the account balances from one GLMAxxx Master file into another if you have General Ledger files with the same company ID on two computers You can also use this function to consolidate the accounts from several GLMAxxx files on the same computer into one file Printing Consolidated Financial Statements You do not have to use this function to print consolidated financial statements If you want to print consolidated financial statements for multiple companies use one of these methods e Use Statements function to print statements for two or more companies see page 5 11 e Set up the statement contents to print consolidated reports for the companies If you have General Ledger files on another computer you can copy the GLMAxxx files from one computer to another and then print consolidated statements If you use the Consolidate Master Files function to consolidate a company with another active company your balances will be overwritten Instead print consolidated statements for the companies Consolidation Methods Use one of the following methods to consolidate companies e Consolidate all companies into GLMAxxx file For example to include the accounts of a department at a branch office consolidate that company s accounts with those of a company in the GLMAxxx file at your main office Then you can use the consolidated company in statements with
155. er Y in text mode if not uncheck the box or enter N in text mode Enter the source code for the recurring entry RE and are the only valid choices If you did not elect to use allocations in the Resource Manager Options and Interfaces function you cannot access this field If you want the transaction to be distributed to the accounts set up in the allocation record check the box or enter Y in text mode if not uncheck the box or enter N in text mode If the balance of the entries is a debit the offsetting credit amount is displayed in the Credit field of the next transaction If the balance is a credit the offsetting debit amount is displayed in the Debit field To approve the offsetting amount enter the account number Then press Enter at the appropriate field If the offsetting amount should be split between two or more accounts enter each additional transaction until the balance at the bottom of the screen is zero 7 36 General Ledger User s Manual File Maintenance Recurring Entries Run Code Balances If you try to exit from the Recurring Entries function before the balance of the offsetting amounts is zero the message Warning Current journal entries do not balance appears at the bottom of the screen and the Run Code Balances window appears You must enter the password to exit 4 Recurring Entries Commands Edi Modes Other Help 2X BR OK Cancel Enter Password to Continue Witho
156. er column uncheck the box or enter N in text mode if not check the box or enter Y in text mode When you save the column the cursor returns to the Column ID field Enter the next column ID to work with or exit to the first Maintain Statement Layout screen After you add a statement layout produce the Statement Layout List to make sure that everything is correct Then go on to set up the statement contents Print Time Inserts If you want part of the title or footer to change each time you print the report either change the title each time you use the Statements function or use print time inserts to have the system change the titles For example when you print income statements for several companies enter CONA as the title so that the name of the company you are printing the statement for will be inserted The table below details the available print time inserts Insert Prints Example PBDN Period Beginning Date Numbers 11 01 00 General Ledger User s Manual 8 17 Statement Layout Statement Maintenance 8 18 Insert PBDW Pbdw PBDM Pbdm PEDN PEDW Pedw PEDM Pedm PERN COID CONA SCID Prints Period Beginning Date Words Period Beginning Date Words Period Beginning Date Military Period Beginning Date Military Period Ending Date Numbers Period Ending Date Words Period Ending Date Words Period Ending Date Military Period Ending Date Military Period Number Compan
157. eral Ledger User s Manual 8 5 Statement Layout Statement Maintenance Statement Layout Selection Screen Select Statement Layout from the Statement Maintenance menu The selection screen appears 2000 Statement Layout Select the task you want to perform You can maintain or create statement layouts copy statement layouts or delete statement layouts Each of these tasks is explained in this section 8 6 General Ledger User s Manual Statement Maintenance Statement Layout Maintain Statement Layout Screens Use the Maintain Statement Layout screens to add or change statement layouts When you select Maintain Statement Layout from the Statement Layout menu the first screen appears 2 2000 Maintain Statement Layout x Commands Edi Modes Other Help xts Bmmu e Abandon Statement Layout ID ALA aj Statement Title No 1 FCONA Statement Title No 2 Statement Title No 3 BALANCE SHEET WITH BUDGET COMPARISON Statement Title No 4 fas OF PEDW Allow Column Shift Print Page No of Blank Line s 2 Statement Footer No 1 Statement Footer No 2 Statement Footer No 3 Statement Footer No 4 UNAUDITED Footer Starting Line No 56 Company 05 12 2000 Terminal T000 Screen One Field Description Inquiry Statement Layout ID Enter the ID of the statement layout you want to work with Because you can specify ranges of layouts to print or copy it i
158. ered B in the Entry Method field enter the balance Do not use dollar signs or commas If you enter a negative balance enter a negative sign before the number The system recognizes whether a positive amount is a debit or a credit by your selection in the DB CR or Memo field The Account Budgets function see page 7 21 provides formulas that facilitate the entry of budget and forecast amounts You can use the Copy Account Balances function see page 7 43 to copy the last year actual current year budget next year budget or forecast balances for a range of accounts to their current year budget or forecast balances After you have set up the accounts do not change the actual balances If you do you will put the ledger out of balance without leaving an audit trail Instead enter and post journal transactions to make the necessary changes When you save your entries the cursor returns to the Account field Enter the next account you want to work with or exit to the File Maintenance menu General Ledger User s Manual 7 19 GL Accounts File Maintenance Making Corrections If you approve an account with incorrect information enter the company ID and account number then enter the record Do not change actual or last year balances If you enter an incorrect account number reenter the account under the correct number Then delete the old account If you change an account type a debit credit switch or actual or la
159. eriod is 1 the As Of When field in the statement layout specifies Previous Period and the What Is In The Column field specifies Not Actual This situation asks for budget and last year balances for the previous year which the system no longer has available The current period is 1 2 3 the As Of When field in the statement layout specifies Previous Quarter and the What Is In The Column field specifies Not Actual Again this situation asks for budget and last year balances for the previous year which the system no longer has available Use a different statement layout ID for printing the statement Chart of Accounts for company xxx not found The GLMAxxx Master file does not exist for the company that is shown in the message You cannot print statements for the company until you have set up its chart of accounts Company xxx Account Mask is not compatible with Content xxxx Account Mask The company s account mask is different from the mask that is set up for the statement content You can use the statement content for the company if you reassign the account mask in the statement content to the companies for which you are printing the statement Company xxx is not on file The company you entered is not set up Content and layout have company specific entries for consolidation A company must be specified before printing No ID was specified in the content or layout that is being used The companies you are printing the consolidated
160. es Why were the transaction entry numbers not reset when I closed the books When you used the Create Last Year Data function you did not elect to reset the current year journal entry numbers to one Can I update the current year account balances with last year s adjusting entries without clearing and closing You can update the current year account balances only by using the Update Current Year function see page 6 15 Accounts How do I close a single account to another one Can I use the Clear and Close Last Year function Use the Clear and Close Last Year function only when you are ready to close the books at the end of the year To close a single account to another account enter a transaction that offsets the balance and enter the offsetting transaction to the account to which you want to close it Can I change an account number You can change an account number using the Change Fields function see page 7 47 on the File Maintenance menu I have a new company that uses the same chart of accounts as a company already on the system Do I have to enter all the accounts one by one No You can use the Copy Chart of Accounts function see page 7 25 to copy from one company to another B 6 General Ledger User s Manual Glossary account storage unit of financial data in accounting usually grouping related information under one account number or account ID account categories In standard accounting practice di
161. ete Statement Layout function 8 21 Delete to End of Line function key 1 47 departments 3 12 setting up in Account Segments 7 9 Depreciation Tables List list 7 51 Description Inventory Lookup function key 1 34 1 49 pull down menu command 1 34 deselect defined 1 14 Detail Inventory Lookup function key 1 34 distributing net income 6 12 divisions 3 12 setting up in Account Segments 7 9 double click defined 1 13 double entry bookkeeping 4 9 Down Arrow inquiry command 1 38 1 48 report command 1 49 scroll region command 1 33 1 50 General Ledger User s Manual Down Arrow function key text menu 1 43 Down arrow function key 1 45 E edit line item 1 50 Edit Transactions function 3 22 4 9 4 14 4 31 4 37 B 2 printing GL Journal before using 4 31 protecting with access codes 3 23 screen 4 32 EIS defined 1 3 End inquiry command 1 38 1 48 report command 1 49 scroll region command 1 33 1 50 End function key 1 46 ending balances in Statement Contents 8 28 Enter inquiry command 1 38 1 48 scroll region command 1 50 Enter key 1 45 text menu 1 43 Esc Command help 1 42 1 44 inquiry command 1 48 Executive Information Summary defined 1 3 Exit function key 1 29 1 44 pull down menu command 1 29 exit from inquiry window 1 38 1 48 from report to menu 1 49 from screen or window 1 29 1 42 1 44 Exit from OSAS function key 1 21 1 42 F F1 function key 1 20 1 32 1 42 1 44 graphical menus 1 20 text menu 1 42 F10 func
162. ext Key Shift F5 Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Lookup Shift F8 Description Lookup Report Commands Operation Search for detailed information about an item You can enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and 72 wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and 2 wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down General Ledger User s Manual Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a
163. f you elect not to erase existing files you must change your directory choices so that no conflict exists To convert use the Proceed OK command The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only General Ledger files your answer to this prompt makes no difference Answer the questions that appear relating to the conversion of the employee history and last year files If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with General Ledger added appears 2 8 General Ledger User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 General Ledger User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set
164. gible asset representing the potential earning power of a business in excess of the current market value of its net assets income The excess of revenues over expenses in an accounting period income statement A standard financial statement that shows revenues expenses gains and losses for an accounting period income summary account An account that holds the net income temporarily in closing the books before distributing it to various equity accounts installation The process of adding an application to an existing system See also conversion General Ledger User s Manual C 3 Glossary References 4 interface To join to another application for the purpose of having information entered in one application update information in another application s files inventory The goods a business owns at a particular time whether held for direct sale or for use in manufacturing goods for future sale Manufacturing inventory is usually divided into raw material work in process and finished goods journal A chronological record of transactions journal entries Transactions recorded in a journal leverage ratios Ratios used to determine how much the business is encumbered by its liabilities the ratio of debt liabilities to assets and of debt to equity liabilities The claims of creditors upon the business s resources assets accounts salaries taxes and so on payable to parties other than the owners liquid
165. h Flow Statement Account Types Screen Select Account Types from the File Maintenance menu This screen appears 3 Account Types BEI Commands Edt Modes Other ScrollCommands Help Ok Abandon J Type Description Account Class Code Cash On Hand Current Assets D z Cash Deposit Current Assets D Accounts Receivable Current Assets D aj Allowance for Bad Debts Current Assets Employee Receivables Current Assets D Other Receivables Current Assets D Notes Receivable Current Assets D Raw Materials and Supplies Current Assets D Work in Process Current Assets D Finished Goods Inventory Current Assets D Prepaid Expenses Current Assets D Marketable Securities Current Assets D Other Current Assets D Other Current Assets D Other Current Assets D Land Fixed Assets D xj Buildings Fixed Assets D E Machinery and E quipment Fixed Assets D xj Enter Edit Goto Company H 06 12 2000 Terminal T000 OVR General Ledger User s Manual 7 13 Account Types File Maintenance 7 14 The account type account class and account code are displayed The account code 15 the default code and includes credit debit and memo types Enter edit Goto To edit an account type description press Enter To go directly to another account type press G When you are finished editing account descriptions exit to the File Maintenance m
166. h Statements menu appears If errors are found they are printed in the Batch Error List After the Batch Error List is produced the Statement Maintenance menu appears General Ledger User s Manual Cash Flow Contents Use the Cash Flow Contents function to maintain the statement of cash flow contents You can specify account types for income investing activities financing activities cash and cash equivalents and adjustments to reconcile net income to net cash from operating activities Cash Flow Contents Screen Select Cash Flow Contents from the Statement Maintenance menu The function screen appears Commands Edt Modes Other ScrollCommands Help Statement Content ID Use Acct Mask for Company Mask MMMM11 Description CASH FLOW FOR COMP H Beginning Ending Sec Acct Type Acct Type Description Changes receivables 1000002 Net purch sale of property Amortization 000004 130 130 Depreciation 000005 045 055 Changes in inventory 000006 050 050 Changes in prepaid expenses 000007 200 200 Changes in accounts payable 000008 210 210 Income taxes payable 000009 230 230 Changes in payroll taxes payab 000010 240 240 Changes in deductions payable 000011 245 245 Changes pension fund payabl gt 000012 065 065 Marketable securities 000013 400 40
167. h for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall General Ledger User s Manual 1 53 Installation and Conversion Installation Conversion General Ledger User s Manual 2 3 2 5 2 1 Installation Before You Install General Ledger Make sure your system meets these minimum requirements before you install General Ledger The General Ledger system needs a minimum of eight megabytes 8Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing General Ledger Use the Install Applications function in Resource Manager see the Resource Manager User s Manual to install General Ledger Then install your other applications Setting up General Ledger Once you have installed General Ledger on your system you must prepare your data files for everyday use You can prepare files for use with General Ledger in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new
168. hange to Favorites Main Toggles your display menu between your Favorites menu F2 and your Main menu Sample data Live data F5 Switches between your sample data and your live data Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Function Information F1 Displays information about the selected function 1 26 General Ledger User s Manual OSAS Graphical Graphical Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key or by selecting Favorites from the pull down menu Favorites Menu Start Style SS AP Transactions Ny GL Edit Transactions SS IN Transfers Journal To add a function to the Favorites menu from the main OSAS menus simply highlight the function you want to add on the menu and press the F10 function key to add it to Favorites To remove a function from the Favorites menu highlight the function on the Favorites menu and press the F10 function key to remove it from the menu You can also use the right click menu to add a function to Favorites or to remove a functio
169. haracters of a recurring entry reference ID to indicate the division or department the entry is for e Toensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive general ledger account IDs of 3001 and 3005 leaves room for three items in between General Ledger User s Manual 3 5 Setup Checklist Follow the steps in the checklist below to set up your system Each step is explained in this section 1 2 Set up the options Build the CNVTxxx table Define the account mask Build the GLSExxx Account Segments file Define the account types Build the chart of accounts Build the GLALxxx Allocations file Build the GLRExxx Recurring Entries file Set up the financial statements Enter the initial balances Set up access codes Set up a backup schedule General Ledger User s Manual 3 7 Setup Functions Options and Interfaces To interface other applications with General Ledger see the user s manuals for those applications for instructions Options Screen To set up the options for General Ledger select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manu
170. he Periodic Processing functions Use the Remove Prior Year Files function to remove files associated with the specified year Removing files from past years when they are no longer required can free up valuable disk space General Ledger User s Manual Introduction The General Ledger System At the end of a year use the Create Last Year Data function to create last year GLMAxxx and GLJRxxx files and prepare the current files for the new year When you create the files the GLMAxxx and GLJRxxx files are automatically assigned an extension Ynn where is the two digit year This function also increases the year value in the GLPDxxx table by 1 Use the Clear and Close Last Year function to clear and close the income and expense accounts for specified capital accounts By using this function you prevent possible conflicts because of erased files whose unposted transactions have an effect on this year s balances The system checks for such transactions warns you of all occurrences and moves the transactions from the previous year s GLJRxxx Ynn file to the current year s GLJRxxx file period 1 When you are finished working with last year s information use the Update Current Year function to update the account balances for this year This function like the Clear and Close Last Year function updates information in the current year s GLJRxxx file period 1 However it copies the information instead of moving it this function does
171. he clear to and consolidate to accounts and steps in the list check the box or enter Y in text mode if not uncheck the box or enter N in text mode Before clearing and closing at the end of the year print this list include clear to and consolidate to accounts and steps to verify that the correct clear to and consolidate to accounts and steps are assigned to the appropriate accounts 3 Enter the order you want the segments of the account numbers to be sorted The account number sorts are displayed at the bottom of the screen including user defined sorts if they are set up for this company 4 Enter the headings you want to appear at the top of the list 9 10 General Ledger User s Manual Master File Lists Chart of Accounts List 5 Select the output device A sample Chart of Accounts List is at the end of this section After the list is produced the Master Files Lists menu appears Accounts Out of Order If the accounts are not listed in the expected order refer to the explanation of how the system sorts on page 3 3 You might not have set up the account numbers correctly the account mask might be wrong or you might have entered your sort selection incorrectly General Ledger User s Manual 9 11 Chart of Accounts List Master File Lists Chart of Accounts List 9 12 04 11 2001 Builders Supply 12 38 PM Company H CHART OF ACCOUNTS DECEMBER 31 2001 GL Account Description 100000 CASH IN BANK 1st
172. hift the later parts When you save your entries the cursor returns to the Statement Contents screen Enter another statement content ID or exit to the Statement Maintenance menu 8 32 General Ledger User s Manual Statement Maintenance Statement Contents After you add a statement content produce the Statement Contents List to make sure that everything is correct Then use the Statements function to test the content with a corresponding layout to make sure that it works properly Assign Account Mask to Statement Contents If you change your company s account mask you must reassign the account mask to the statement contents the company uses so that the correct mask will be used when financial statements are produced If you upgraded to General Ledger version 5 21 from version 4 1x or lower you must assign account masks to the contents that were not previously assigned one Reassigning Account Masks When you reassign the mask for a statement content a new account mask record is created for the content ID and all the sequences in the content are updated to use the mask For example if content ABC is assigned to mask MMMM four characters in the main account segment and you reassign mask four characters in the main account segment and two characters in the division segment to it the account numbers in the appropriate sequences will be changed from XXXX where X represents each position in the main account segmen
173. ial statements to show the total amounts for income statement accounts rather than a breakdown by division department and subaccount Audit automatic closing by closing the accounts in one to nine steps For example if you close the operating expenses in one step the income statement at this point will show the total gross profit or operating margin If you close the COGS accounts in the next step the income statement will show your gross income When you clear the revenue accounts in the next step the income statement accounts revenues and expenses will be ready for the new year s transactions You are ready to distribute the net income General Ledger User s Manual 6 11 Clear Close Last Year Periodic Processing Distributing Net Income 6 12 The closing procedure you use depends on how your business is organized Builders Supply the sample data company closes its divisions to main account numbers and then its income statement accounts to retained earnings The balance in this account is the portion of the year s income retained by the company to increase its capital If you want to distribute the income to more than one capital account for example if your company is a partnership you can use this procedure 1 Use the GL Accounts function see page 7 15 to add an income summary account which will hold the net income temporarily 2 Use the GL Accounts function to enter the income summary account in
174. ided by the number of days in each period Use the scaling factor to round off dollar amounts to the nearest hundred or thousand dollars Enter 1 to divide by 1 no scaling 100 to divide by 100 or 1000 to divide by 1000 Setting up the Column Format If the column contains information to be printed enter this information Field Heading No 1 3 Description Enter the heading for the column you can use three lines of text If you want the heading to be centered you must center it manually above the column General Ledger User s Manual Statement Maintenance Statement Layout Field Description You can have part of the column heading change each time the report is produced See Print Time Inserts below for information about inserting current data into headings for example printing the period beginning and ending dates The length of each line of the column heading is the greater of either the header characters or the format length If you plan to shorten the format make sure that the column heading will fit Format The format determines how the column information appears in print Press Enter to use the default format for the column you are using or design your own Each character in the format represents the space for one printed character The type of printed character allowed depends on the column type Column types 1 and 2 are text columns where X represents any character and XXXX creates a column 4 char
175. ing Consolidate Master Files 3 Copy each branch company s GLMAxxx file to a different diskette Then copy each one to the hard disk directory with the main company s GLMAxxx file You must rename the GLMAxxx files that have the same company ID as the one on the computer you are copying it to so that it will not overwrite the existing file For example if the GLMAxxx files for branch offices 1 and 2 are on a diskette and the main GLMA xxx file is on hard disk drive C the DOS commands to copy the branch GLMAxxx files without renaming them are C gt copy a glmal c osas data C gt copy a glma2 c osas data The DOS commands to copy and rename the branch GLMAxxx files are C gt copy a glmal c osas data bran1 C gt copy a glma2 c osas data bran2 4 Use the Consolidate Master Files function to consolidate the branch GLMAxxx files with the main GLMAxxx file 5 Print the consolidated financial statements see page 5 11 6 Restore the main GLMAxxx file from the backup and resume normal operation General Ledger User s Manual 6 23 Consolidate Master Files Periodic Processing Consolidate Master Files Screen Select Consolidate Master Files from the Periodic Processing menu The function screen appears 1 2000 Consolidate Master Files Commands Edi Modes Other Help Abandon Copy From Company H in File ID with Step Number 1 into Company aj Company H 05 12 2000
176. ing Entries 3 16 Journal entries made regularly every week every month and so on are called recurring entries To set up groups of recurring entries use the Recurring Entries function When you want to copy the recurring entries to the GLJRxxx Journal file use the Copy Recurring Entries function see page 4 11 If General Ledger is interfaced with other OPEN SYSTEMS Accounting Software applications some recurring entries may be better tracked through those applications For example you can use Accounts Payable to print monthly rent checks and create the proper GL entry The Reference field must be a unique number and cannot be edited later General Ledger User s Manual Setup Setup Functions Run Codes Run codes group particular recurring entries together For example you can copy specific run codes and then post all the weekly transactions at the same time Assign run codes with care For example weekly recurring entries can be assigned a run code of 1 biweekly recurring entries a run code of 2 and so on Debits and Credits Each recurring entry must consist of at least one debit and one credit transaction and the total debits must equal the total credits in a run code For each debit or credit assign a unique reference code which identifies the item if it needs to be changed or deleted For more information about recurring entries see page 7 33 Financial Statements Before printing financial stat
177. ing and period balances Consolidation Use the Consol To Account and Step fields to print consolidated statements for companies that are on different computers or to combine multiple companies on the same computer system into one company for reporting purposes General Ledger User s Manual 3 15 Setup Functions Setup Trial Balances After entering all the account balances print five Trial Balances one for actual balances one for current year budget one for last year balances one for next year budget and one for forecast amounts Check the Trial Balances for errors and make sure that the amounts balance For more information about charts of accounts see page 7 15 Allocations If you enter transactions against one major account and then distribute them to several other accounts you can set up an allocation record for the major account In that record specify each account to which transactions will be allocated up to 45 and the percentage that each account will receive The sum of the percentages must equal 100 percent Once allocations records are established you can enter Journal transactions against the major account and by checking the Allocate box or entering Y in text mode in the Transactions and Edit Transactions functions indicate that the transaction should be allocated When you post the system creates entries according to the allocation record For more information about allocations see page 7 29 Recurr
178. intenance function only when you must make room in the GLJRxxx file because disk space is limited If you have enough disk space you can keep an entire year s journal entries on file For information about month end processing refer to page 6 19 General Ledger User s Manual Create Last Year Data Use the Create Last Year Data function at the end of a company s fiscal year to prepare the data files for the new year and to create last year GLMAxxx Master and GLJRxxx Journal files Then you can make adjusting entries to last year files while you begin processing data for the new year You cannot use the Create Last Year Data function if you are working with last year files If your companies use different fiscal years you can use the Create Last Year Data function as each company s fiscal year ends These things happen when you create last year data for a company e The system creates last year GLMAxxx GLMKxxx Master Key and GLJRxxx files with the extension nn represents the last two digits of the year These files provide information for multiyear reports statements and so on e The beginning ending and 13 period actual balances of each of the company s accounts in the current year GLMAxxx file are transferred to the Last Year column and each account s ending balance is transferred to the beginning balance e The company s entries are removed from the current year GLJRxxx file Before You Begin Bef
179. ite it select No or enter N in text mode then enter a different batch ID Batch ID xxxxxx is not on file The batch ID is not on file Enter a different ID or use the Inquiry F2 command to look up and select an ID from the list that appears Cannot find xxxxxx files for this company No files for the year are specified for this company Use the Create Last Year Data function see page 6 5 to create last year files for the company or use the Setup F9 command to access available year files Cannot find last year Master file for Company xxx A last year GLMAxxx Master file does not exist for the company You cannot use this function for the company until you have created last year data files Cannot print this Report Definition for this period The system cannot print the statement because the statement layout you selected specifies information that conflicts with the current period Here are the situations in which this could happen e The current period is 13 and the As Of When field in the statement layout specifies Previous Quarter Because period 13 is not part of a quarter the system does not know what the previous quarter is e The current period is 13 and the How Far Back field in the statement layout specifies Quarter To Date Because period 13 is not part of a quarter there cannot be any quarter to date information for period 13 General Ledger User s Manual A 3 System Messages References e The current p
180. ith The division department and subaccount descriptions if available appear from the GLSExxx Account Segments file To delete an account use the Delete F3 command If you try to delete an account for which journal transactions have been entered the message Activity on account appears If you try to delete an account for which the year to date balance is not zero the message YTD balance not zero appears In either case you cannot delete the account This field appears if you entered a new account To copy an existing account enter the number of the account you want to copy Inquiry Copy From General Ledger User s Manual 7 17 GL Accounts File Maintenance Field Type Description DB CR or Memo Clear To Account Step Consol To Account Step Alternate Budget 7 18 Description Enter the account type Enter the description of the account as you want it to appear in reports and on statements For a debit account enter D For a credit account enter C For a memo account enter M If the account will not be cleared at the end of the year make sure that this field is blank Then press Enter to skip it For a revenue or an expense account enter the number of the account you will clear the account to during year end closing see page 6 9 for more information If you did not enter an account to clear this one to press Enter to skip this field If you entered an account to clear the
181. ity ratios Ratios that indicate the amount of cash that could be available for investment after meeting short term obligations The current liquidity ratio is the ratio of current assets to current liabilities The quick ratio is the ratio of current assets less inventory to current liabilities memo account An account that stores various numbers you may need in calculations for example the number of shares of stock outstanding or the number of days in each month for sales reports menu list of applications functions options or other menus post To transfer information from one place to another usually at the end of the day or at a distinct break in business profitability ratios An indication of how much the net profit is in relation to the size of the business The net profit margin is the ratio of net profit to sales the return on assets and return on equity are the ratios of the profit to total assets and to equity respectively The earnings per share show the dollar amount of profit per share of stock General Ledger User s Manual References Glossary program A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function purge To remove from the system See also restore quarterly system The system you use if your basic accounting period is one week and you close the books at the end of every quarter 13 weeks You can
182. j Company H 06 12 2000 Terminal T000 OVR 1 Enter the range of batch statement IDs you want to include in the list 2 Select the output device A sample Batch Statements List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 23 Master File Lists Batch Statements List Batch Statements List dO SV SISATWNY UNOD x GOIWd WOJ NOSIWVdWOO lL49 0H HLIM SWOONI UNOD x dO SV NOSIWVdWOO L49 0H HLIM 5 SSUTT 193004 3 3 35 3 3 5 SHA qms deg ATG SHA qms deg ATC ON qns ASTI 8349191215 uo1eg pug 2 Aueduoj 2 Aueduo 2 Aueduog 3308 3ed sejeq yuequop queubes pug urbeg yog Tu3UON yoqeg Wd Ob zl 1002 11 90 General Ledger User s Manual 9 24 Cash Flow Contents List After you have finished setting up the cash flow contents list them to make sure that everything is correct and to use as a reference You should print a new list each time you add o
183. k use the Account Segments function to set up a description of each division department or subaccount you use For several General Ledger reports you can select ranges of divisions departments and subaccounts and you can specify the order of the account segments The terms division department and subaccount are only labels Use segments in whatever way is necessary for your numbering structure The descriptions you assign in the GLSExxx Account Segments file appear in the report headers Previous Year Files The current year and previous year files access the same GLSExxx file Changes made to the account mask while working with previous year files also affect current year files and vice versa General Ledger User s Manual 7 9 Account Segments File Maintenance Account Segments Screen Select Account Segments from the File Maintenance menu This screen appears 3 2000 Account Segments ic x Commands Edi Modes Other Help 2X te e Abandon Account Mask MMMM11 Account Segment Segment ID 01 Description Minneapolis Field Account Mask Account Segment 7 10 Company H 05 12 2000 Terminal T000 OVR Description The mask for the company is displayed Enter the number associated with the account segment 1 2 3 for which you are entering a description If you enter the number of a segment that is not defined in your account mask that is it is not displayed in
184. l the lines of your statement content before you begin If you plan to create statements with side by side formats follow these directions e Specify the company ID in the Use Acct Mask for Company field to assign an account mask to your statement content e Company field Do not define the company in the content it is selected through the statement layout e Use the wildcard character 72 for all the account segments except the main account segment when specifying the beginning and ending account numbers The General Ledger application contains the following sample statement contents Content ID BALI BAL2 INCI INC2 RATI Description Detailed Balance Sheets Summary Balance Sheets Detailed Income Statements Summary Income Statements Ratio Analysis Detailed statements show the individual accounts Summary statements show only the major account categories current assets current liabilities and so on Print the sample statements to find which ones you can use You can produce both summary and detailed versions of each balance sheet and income statement by producing each layout ID with both content IDs General Ledger User s Manual Statement Maintenance Statement Contents When selecting layouts to use set up the contents so that they use the appropriate account numbers Account numbers can be suppressed in the layouts to prevent them from appearing on statements To print consolidated s
185. les scaling of GUI screens on Screens and off When scaling is off the default mode the screen size is smaller when you use higher monitor resolutions Tools Menu File Modes Tools Favorites Other Help e f Calculator o Tool Command Ke Result Button y Calculator Displays the Windows calculator General Ledger User s Manual 1 23 OSAS Graphical Introduction 1 24 Favorites Menu Modes Tools Favorites Other Help Other Menu A e 60 Change to Favorites F2 Tool Command Key Result Button Change to F2 Displays the Favorites menu Main Favorites 24 menu See Graphical Favorites Menu on page 1 27 File Modes Tools Favorites Other Help Calculator r3 2 oe 2 m Execute an Operating System Command Call 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator The Other menu contains a set of utilities A calculator and Global Inquiry which presents data from several applications are two of the utilities on the Other menu See the Resource Manager User s Manual for information about all of the utilities on the Other menu General Ledger User s Manual OSAS Graphical Help Menu Modes Tools Favorites Other Help Ee Sree ri Fl Me d A mee m Ec iow
186. me in a fiscal year Run the Month End Maintenance function only if you are so short of disk space that you cannot keep a journal for the whole year In this case back up the GLJRxxx Journal file and then erase the Journal for the periods you no longer need Then use the Resource Manager File Rebuild Verify function to reduce the size of the GLJRxxx file I like to see how my capital is growing every period Do I have to close the books to retained earnings every month Closing You should not close the books except at the end of the fiscal year or quarter if your accounting period is one week instead of one month Use the statement content to see the current position of your retained earnings or other capital account in your monthly Balance Sheet Set up the statement content to accumulate the net income and dividends paid with the retained earnings in one of the Total fields say Total 7 Then you can use the T7 function to print the latest retained earnings on a separate line The effect will be to add the income to the capital and subtract the dividends since dividends paid 15 a debit account Why didn t the income statements clear when I ran the Clear and Close Last Year function You have to use the GL Accounts function see page 7 15 to enter the clearing account and step for every revenue and expense account before you run the Clear and Close Last Year function General Ledger User s Manual B 5 Common Questions Referenc
187. menu which allows you to perform these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 20 Keyboards have a set of function keys labeled with the letter F and a number which can be used to perform certain functions within OSAS In OSAS menus these commands are assigned to the function keys Key Command F1 Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap F6 Workstation Date Operation Displays the tool buttons and functions keys you can use Displays or returns from the Favorites menu Displays the Access Code dialog box Switches between live and sample data Displays the current workstation date and allows you to change it General Ledger User s Manual F7 Exit F9 Application Setup F10 Add Remove Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling Pull Down Menus OSAS Graphical Operation Exits from OSAS Performs certain application
188. mounts Copy Next Y ear Budget Amounts mi Copy Last Year Amounts Copy Forecast Amounts Replace Existing Accounts in Destination Company Li Company H 06 12 2000 Terminal T000 OVR 1 Enter the type of copy you want to perform You can copy accounts from one company to another from one department to another or from one division to another Inquiry 2 Enter the range of the companies divisions or departments from which you want to copy Inquiry 3 Enter the range of accounts you want to copy 4 If you are copying the chart of accounts for a company and you want to use wildcards when you enter the range of account numbers to copy check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 26 General Ledger User s Manual File Maintenance Dm 7 10 Copy Chart of Accounts If you are copying the chart of accounts for a company enter the range of GL accounts you want to copy You can use the and characters for wildcards Enter the range of account types you want to copy If you are copying accounts for a division or department and you want to edit the account descriptions check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to copy current year budget amounts check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want to copy next year budget
189. n Current YTD Last Year Comparison Current YTD Budget Comparison Current QTD YTD Last Year Comparison Current QTD YTD Budget Last Year Comparison Current Y TD Budget Variance Current YTD Last Year Variance Current Y TD Budget Variance Current QTD YTD General Ledger User s Manual Statement Maintenance Statement Layout Layout ID Description INCI Last Year Variance Current QOTD Y TD INCJ Current Period Previous Period YTD INCK Current Period YTD INCL Current Period QTD YTD INCM YTD Divisional Side by Side Comparison INCN Divisional Side by Side Comparison INCO Company Side by Side Comparison INCP Six Month Comparison RATA Ratio Analysis Year to date Y TD statements use 13 accounting periods quarter to date QTD statements use 3 periods If you use a quarterly system that is each of the 13 periods equals one week in the quarter print a current YTD report to get QTD information Use a sample layout as it is copy a sample layout and modify it or use the samples as guides for creating your own layouts Print one of the samples to use for reference while you read this section Previous Year Files The current year and the last year files access the same GLSLF Statement Layout file Changes made to statement layouts while working with previous year files also affect current year files and changes made to statement layouts while working with current year files also affect previous year files Gen
190. n screen appears 3 2000 Copy Account Balances x Commands Edi Modes Other Help xtsmempmsi Use Abandon This function lets you copy Account Balances from one column to another The balances in the destination column will be overwritten Main Account From 1000 aj Copy Account Balances In Actual Thu 1001 aj To CY Budget Division From jor Taj Thu 02 8 Percent Increase 00 Department From Ta Thu Jaj Subaccount From 9 Thu aj Company 0671 2 2000 Terminal 000 Inquiry Enter the range of main account division department and subaccount segments for which you want to copy account balances If your company s account mask does not include one or more of the account number segments those fields are skipped General Ledger User s Manual 7 43 Copy Account Balances File Maintenance 2 Select the source of the account balances you want to copy e Actual balances e Current year budget e Last year balances e Forecast balances e Next year budget 3 Select the destination of account balances you want to copy e Current year budget e Forecast balances e Next year budget 4 Enter percentage by which to increase the balances Use the Proceed OK command to begin copying the balances When the balances are copied the File Maintenance menu appears 7 44 General Ledger User s Manual Assign Account Types Use the Assign Account Types
191. n you enter the major account number each account to distribute transactions to and the percentage of the amount each account receives When you enter a transaction for an account set up in the GLALxxx Allocations file you indicate that the transactions should be allocated when you post the system creates journal entries to the accounts specified in the allocation record For example you have an allocation record in which your main utilities expense account is 534000 with 60 percent distributed to division account 534001 10 percent distributed to division account 534002 and 30 percent distributed to division account 534003 You enter a journal transaction that debits utilities expense account 534000 and credits accounts payable account 200000 for 100 You indicate that the transaction should be automatically allocated Here is the original journal entry Utilities Expense Accounts Main Account Payable 100 100 General Ledger User s Manual 7 29 Allocations File Maintenance When you post the transaction the system creates this journal entry Utilities Utilities Utilities Utilities Expense Expense Expense Expense Main Account Division 01 Division 02 Division 03 100 60 10 30 Last Year Files The current year and the last year files access the same GLALxxx file Changes made to allocation records while working with last year files also affect current year files and changes made to allocation recor
192. n account showed activity in a period check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elect not to show ending balances nothing is printed for accounts that have no activity in the periods you select If you elected not to print inactive accounts the Include Zero Balance Accounts field is skipped If you elected to print inactive accounts and you want to include accounts with zero beginning balances for the selected periods check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the date you want printed on the report Enter the title you want on the report four lines of 30 characters each Use the numbers above the fields to help center the text The system does not use different heading lines for last year and current year files If you created last year files and you frequently switch between the last year and current year files check the heading lines to make sure that the displayed information is correct Before you go on make sure that no one else is using the GLJRxxx Journal file Select the output device A sample GL Activity Report is at the end of this section Error Messages in the Report After the report has been produced check it If the message Missing entries or Account not on file appears something may be wrong between the GLJRxxx Journal file and the GLMAxxx Master file See appendix A for advice on what to d
193. n by department and then by subaccount enter 123 If you always want to include accounts with zero balances when you print the statement check the box or enter Y in text mode If you always want to exclude accounts with zero balances when you print the statement uncheck the box or enter N in text mode If you want the workstation date and time to be listed on the financial statements check the box or enter Y in text mode if not uncheck the box or enter N in text mode When you save the batch statement the cursor returns to the Batch ID field Press Enter to add another sequence number to the same batch ID enter the next batch ID you want to work with or exit to the Batch Statements menu After You Enter Batch Statements After you have entered a batch statements record use the Pretest Batch Statements function on the Batch Statements menu explained later in this section to test the record so that you do not run into problems when you print the group of statements General Ledger User s Manual 8 39 Batch Statements Statement Maintenance Copy Batch Statements Use the Copy Batch Statements function to copy one batch statements record to another or to rename a batch statements record When you select Copy Batch Statements from the Batch Statements menu the function screen appears 2 2000 Copy Batch Statements x Commands Edit Modes Other Help g Abandon From Batch
194. n from Favorites Graphical Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below In OSAS commands are assigned to various keys on your keyboard as well as to certain tool buttons and pull down menu selections You can use these commands to work with data entry screens If a tool button or menu selection appears grayed out or muted the command is unavailable at this time General Ledger User s Manual 1 27 OSAS Graphical Introduction Function Tool Bar Buttons Tool Button Key Result F6 Go directly to the appropriate File Maintenance function to update information about the field you are in Delete the information on the screen Since this command can delete an entire record use it with caution PgUp Move the cursor back to the first field on the screen or to gt the first field after the key field without erasing the entries or changes you made Shift F9 Copy the contents of the current field 5 Shift F10 Paste the contents you copied from a previous field into the current field Displays the calculator screen m Displays the pop up calendar screen You can use the Ell calendar to add and review reminders for any date 2 F1 Displays information about th
195. n produce both summary and detailed versions of each balance sheet and income statement by producing each layout ID with both content IDs When selecting layouts to use set up the contents so that they will use the appropriate account numbers To print consolidated statements for more than one company you may want to set up additional statement contents for that purpose To use the ratio analysis content set up a special memo account in the chart of accounts to hold the number of shares of stock outstanding Then modify the content of to identify the memo account number The number of shares in that account is used in the ratio analysis to calculate earnings per share Account Masks Assign an account mask to each statement content Each company using a statement content must have the same account mask In addition to print consolidated statements you must assign the same account mask to each company that is included Printing Statements Use the Statements function see page 5 11 to print financial statements After printing a statement for the first time check the figures If you find errors use the Statement Layout and Statement Contents functions to make corrections Batch Statements If some statements are routinely produced for the same companies you can set up the group of statements in a batch statements record Then instead of entering printing parameters each time you produce the statements you enter
196. n you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function on the Resource Manager Workstation Configuration menu e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by selecting Command Help from the Help pull down menu in the inquiry window You can also shorten your data search by entering a part of the key before you use the Inquiry command For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Scroll Button Key z Home aj PgUp General Ledger User s Manual Result Moves the cursor to the first key in the inquiry window Displays the previous page of keys in the inquiry window 1 37
197. nager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is selena specify that information to enter the system osas t T2 c B a selena In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can click on the shortcut s properties and in the Target field enter your access code and your company ID For example using selena as your access code and H as your company ID enter C osas progRM osastm exe m4096 tT00 nTO00 aselena cH In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals you can press the PgDn key in
198. nal T000 OVR 1 Enter the range periods you want to include in the journal 1 13 2 Enter the range of source codes you want to include in the journal General Ledger User s Manual 4 17 GL Journal Inquiry Inquiry Inquiry Inquiry EEE 10 11 12 13 Journal Transactions Enter the range of main account numbers you want to include in the journal Enter the range of divisions you want to include in the journal Enter the range of departments you want to include in the journal Enter the range of subaccounts you want to include in the journal Enter the range of entries you want to include in the journal Select the order in which you want to organize the journal Select the sort configuration you want to use for the journal If you created user defined sorts through the Account Mask function they appear at the bottom of the screen Select the transactions posted or unposted you want to list in the journal Enter P if you want to print the post date or T if you want to print the transaction date Enter the title you want on the journal four lines of 30 characters each Use the numbers above the fields to help center the text The system does not use different heading lines for previous year and current year files If you created previous year files and you frequently switch between the previous year and current year files check the heading lines to make sure that the displayed
199. nces will be printed Inquiry 2 Enter the range of main account numbers divisions departments and subaccounts for which you want to produce the report 3 If you want to print by account types check the box or enter Y in text mode if not uncheck the box or enter N in text mode General Ledger User s Manual 5 3 Trial Balance Reports If you print by account types subtotals are shown after each type of account and the account sort is skipped For more information about account types see page 7 13 4 Select the sort configuration you want to use for the report If you created user defined sorts through the Account Mask function they appear at the bottom of the screen 5 Select the type of balances or amounts you want in the report 6 Enter the title you want on the report four lines of 30 characters each Use the numbers above the fields to help center the text Before you go on make sure that no one else is using the system 7 Select the output device A sample Trial Balance is at the end of this section After the report is produced the Reports menu appears 5 4 General Ledger User s Manual Trial Balance Reports Trial Balance 9 G6T 614 9 9 G6T 61L 9 96 OLE T cS 9 ZOS 91 SLS v09 88 980 954 BT 26 6 9 7 06 SL9 LT Tp 995 ST SL 68T bP 9T E9Z 9T 68 Pre 8Gc 88 GGZ 9 007000 Sz 5 OTL SE C 966
200. ncome statements and balance sheets are provided with General Ledger customize them to suit your needs or design your own Financial Statements A financial statement consists of one statement layout and one statement content The Statement Layout function controls the width and placement of the columns and the type of balances to use The Statement Contents function controls the rows of the report and determines which accounts to include One statement content can be printed with several statement layouts Likewise one statement layout can be printed with several statement contents This flexibility allows for a great range of financial statements After statement layouts and contents have been set up use the Statements function page 5 11 to print the statements What Statement Contents Regulate In the statement contents you can e specify the account mask to use e specify the accounts and account segments to use e add balances and print the totals e print lines of text e underline and shift columns of figures Generally each line of the statement contents represents a row on the statement The rows are printed in the order of the sequence numbers in the first column General Ledger User s Manual 8 23 Statement Contents Statement Maintenance Planning and Examples 8 24 Enter statement contents one line at a time Before you begin read the rest of this section to get an idea of what can be done Then write down al
201. nd then post it in Accounts Receivable the balance of the account you specified is updated in General Ledger Then if the same 100 debit is entered in the Transactions function the system gets the 100 debit twice Reports Use the Reports functions to produce summarized information about cash flow trial balances and other financial reports General Ledger User s Manual 1 5 The General Ledger System Introduction Periodic Processing After doing daily work and producing reports you can use the Periodic Processing functions to create last year data consolidate information in the GLMAxxx Master file and remove information from a month or the previous year File Maintenance Use the functions on the File Maintenance menu to set up and maintain information in the system For example use the GL Accounts function to establish and update information about accounts throughout the system Master File Lists Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files account segments and types recurring entries allocations and so forth File Information Like all OSAS applications General Ledger stores information in files Each file falls into one of four categories master files attribute files temporary files and statement files OSAS does not distinguish between categories of files The files are described in terms of
202. nd on the next line the summaries for a range of accounts for company B Then on the next line you could total the account summaries for the two companies using total 3 You could also specify not to print each company summary line so that only the consolidated totals would be printed If you set up the statement content to consolidate the totals of several companies do not specify a company ID when you print the statements See page 5 11 for more information For functions AD BD ED AS BS and ES specify a range of accounts You can also specify a range of account types instead of account numbers You must use an account mask for the content and you can use question marks as wildcards to select all account segments of an account number for functions AD and AS For example if your account mask is MMMMI1I the beginning main account number is 1000 your ending main account number is 1999 and you want to include all divisions in this row of the content enter 1000 and 199977 if your account division mask is in this format When you print a statement using this content you can specify a range of divisions to print the statement for General Ledger User s Manual Statement Maintenance Statement Contents You can use wildcards for account segments but not for main account numbers If you want to be able to select the ranges of segments to print a financial statement for you must enter in each segment position
203. ndor lookup 1 48 description lookup 1 49 detail lookup 1 49 lot lookup 1 49 serial lookup 1 49 General Ledger User s Manual Shift F3 1 48 Shift F4 1 48 Shift F5 1 49 Shift F6 1 49 Shift F7 1 49 Shift F8 1 49 inventory search commands 1 48 Shift F6 1 49 J journal entries correcting B 1 Journal file 1 8 Journal Transactions function 1 5 3 16 Jump function key 1 29 1 45 pull down menu command 1 29 Jump command function key 1 33 pull down menu command 1 33 Jump function key 1 43 K Key Help function key 1 20 L Last Line command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 last year balance setup 3 15 last year files allocations 7 30 recurring entries 7 33 Left Arrow report command 1 49 Left Arrow function key 1 36 1 46 List function key 1 44 to printer or file 1 44 live data changing to 1 22 1 26 1 42 General Ledger User s Manual Live Sample Data function key 1 20 1 42 Locations function 7 47 Lot Inventory Lookup function key 1 34 1 49 pull down menu command 1 34 Lotus 5 15 spreadsheet 5 15 main account numbers 3 14 Maintain Batch Statements function 8 37 Maintain Statement Layout function 8 7 Maintenance function key 1 29 1 44 pull down menu command 1 29 tool button 1 28 manual conventions 1 13 master chart of accounts GL Accounts function 7 15 Master File Lists 1 6 memo accounts 3 14 numbers changed during conversion 2 6 setup 7 16 Menu styles 1 1
204. nformation for all segments of an account into the main account number If your account is made up of only a main account or if you entered a batch ID above this field is skipped If your account mask is divided into segments or if you did not enter a batch ID enter the order you want the account segments to be organized For example if you are using all the account segments and you want the account numbers to be arranged by division then by department and then by subaccount enter 123 If you want the statement to include accounts with zero balances check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the statement to include the workstation date and time check the box or enter Y in text mode if not uncheck the box or enter N in text mode Press Enter to use the displayed title from the statement layout or enter a title for the statement Changes you make here will not change the layout permanently If you entered more than one company ID you might want to use these fields to list the companies that are consolidated in the statement If you want to use the footer information as specified in the statement layout uncheck the box or enter N in text mode If you want to change the footers check the box or enter Y in text mode The Statement Footers window appears The changes you make in the Statement Footers window are not permanent and affect only the statements
205. ng and Accounts Journal Entries I made a mistake on some journal entries What should I do If you have not posted the entries to the GLMAxxx Master file use the Edit Transactions function see page 4 31 to change the entries You need to know the transaction entry numbers which are listed in the GL Journal and the GL Activity Report If you have posted entries to the GLMAxxx file make reversing entries to balance the incorrect transactions that is enter a credit of the same amount for each wrong debit and vice versa Use the Description and Reference fields to indicate clearly the transactions you are cancelling When the incorrect transactions are reversed enter the correct ones Then post to the GLMAxxx file and print the Trial Balance to make sure that the account balances are correct Why does the Transactions screen show the wrong accounting period for the date The table is not built correctly Use the Period Setup function in Resource Manager to correct it Remember if you use a one week accounting period you must update the table after you close the books every quarter General Ledger User s Manual B 1 Common Questions References The general ledger entries from my other accounting applications do not show up in the journal when I post them What happened to them You do not have the interface switch set to exchange information with General Ledger or you do not have the right general ledger
206. ngth The account you entered is in the wrong format Use the format shown in the message when you reenter the account Accounts file GLMAxxx for Company xxx is not found The GLMAxxx Master file does not exist for the company that is shown in the message You cannot print statements for the company until you have set up its chart of accounts If this message appears when you are trying to consolidate companies through statements verify that the current year is the same for all companies Allocations are not on file for this account The account from which you are trying to copy allocations does not have any allocations set up Enter a different account number or use the Inquiry F2 command to look up and select the account from the list that appears A question mark is not allowed in the Account Number Because the Statement Contents function allows question marks as wildcard characters in account segments you cannot use question marks in your account numbers BASIC ERROR zn LINE nnnn PROGRAM xxxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician A 2 General Ledger User s Manual References System Messages Batch ID xxxxxx exists Do you want to overwrite it The batch ID to which you are copying a batch statement record already exists you want to overwrite the existing record select Yes or enter Y in text mode If you do not want to overwr
207. not affect last year s information To clear journal entries from previous periods in this year use the Month End Maintenance function This function removes transactions from the GLJRxxx files for the specified periods Use the Consolidate Master Files function to consolidate account balances from different files or different computers into the GLMAxxx file of one company This function is useful if you want to store all historical information in one place and produce consolidated financial reports from one company General Ledger User s Manual 1 11 The General Ledger System Introduction Application Interaction General Ledger can be used as a standalone application but you get optimal use from it when you interface it with other applications Purchase Order Bank Bill of Materials Kitting Sales Order Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So interfacing your applications reduces data entry time and the number of possible errors that might creep in along the way General Ledger User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS a
208. nt Company Print Account numbers that are duplicated Print Account numbers that are excluded Print Account numbers that use Reverse Sign Printing Statement Maintenance Description Enter the division department and subaccount ranges you will use when you print the statement Then enter the company IDs for which the statements will be printed The system uses this information to check for duplicated accounts in the statement If you want the report to list account numbers that appear in the statement more than once check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to list account numbers that are missing from the statement but are within the verification criteria you entered check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you want the report to list credit balance accounts for which the Reverse Sign to Print flag is not set check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device for the report When the report has been printed the Statement Maintenance menu appears A sample of the Financial Statement Verification Report is shown below 8 48 General Ledger User s Manual Financial Statement Verification Statement Maintenance Financial Statement Verification Report eui
209. nt Year 6 15 Month End Maintenance 6 19 Consolidate Master Files 6 21 Remove Prior Year Files 6 27 General Ledger User s Manual 6 1 Introduction Use the functions on the Periodic Processing menu to process period end and year end information The year end process involves the conversion and use of last year data which is also handled through the Periodic Processing menu When to Close the Books Although you can use the statement contents and layouts to produce financial statements for a particular period without closing the books you can store only 13 periods of current balances in the GLMAxxx Master file After period 12 13 for quarterly systems you must close out the balances in the income statement accounts to clear them for the next year Business however does not end when your fiscal year does and you cannot put the new year s data on hold while you finish closing the old year Therefore use the Create Last Year Data function see page 6 5 to copy your data to last year files Then you can process both the old year and the new year If your company s basic accounting period is one month you can use period 13 for year end audit adjustments and to clear and close entries If your basic accounting period is one week you must close the books once every quarter since only 13 periods are available 13 weeks x 4 quarters 52 weeks per year You must enter adjustments along with the regular transactions in period
210. nt and if you wanted a fill character between the two you would enter 5 in the Subaccount Position field Fill Character If you left spaces between segments you must enter the character you want inserted in those spaces For example you might enter a hyphen to separate a four character main account number and a two character division segment User Defined You can enter two additional sort configurations for use in Account Sort 1 2 printing various reports Your account mask is considered a sort configuration Enter the sequence of account number segments for each user defined account sort For example if your mask is MMMM112233 you might enter 3M21 and 23MI If you try to delete or change sort configurations this message appears Warning Changing the account sort will require re creating the GLJRxxx and the GLMKxxx files Account Number Mask The account number format is displayed When you start this function the default format is MMMMMMMMMMMM The format is updated as you enter the segment positions and lengths Save the format Use the up arrow key to change an account mask If you change an account mask this message appears Warning Mask has changed existing accounts may be in error 7 6 General Ledger User s Manual File Maintenance Account Mask If you want to change your account masks you must do so before you convert your files If you do not your other application masks will not match In additi
211. nt mask appears in the Mask field When you approve the header information the scroll region and the command bar appear Enter edit Append Header Goto General Ledger User s Manual Statement Maintenance Statement Contents To change information about the line item the prompt is at press Enter To append a line item press A Then see Edit or Append a Line Item below To return to the header portion of the screen press H To go to a particular line item press G Edit or Append a Line Item The only differences between the Edit Line and Append line windows are the title and the fact that data appears in the Edit Line window 4 Edit Line BME E Commands Edit Modes Other Help 2 Abandon Sequence Number 000001 Function HC Heading Center Print Row Company 3 Beginning amp ccount No f Beginning amp ccount Type Ending Account No m Ending Account Type Description lBssETS Desc Tab Action on Totals For Add For Subtract 0 For Zero Total 1 Total2 Total3 Total4 5 7 Total amp Totals i Print Debit Credit or Both po e Reverse Eme r Print Opler Siar fu Number of Chars to Shift 9 Extra Blank Lines B 99 New Page Field Description Sequence Number The sequence number identifies each line and specifies the order it will be executed when you run the Statements f
212. ny 06 12 2000 Terminal T000 OVR Inquiry 1 Enter the range of account types you want to include in the list 2 Select the output device A sample Account Types List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 7 Account Types List Master File Lists Accounts Types List 04 11 2001 Builders Supply 12 36 PM Account Types List Account Type Description Account Cash On Hand Current Assets Cash On Deposit Current Assets Accounts Receivable Current Assets Allowance for Bad Debts Current Assets Employee Receivables Current Assets Other Receivables Current Assets Notes Receivable Current Assets Raw Materials and Supplies Current Assets Work in Process Current Assets Finished Goods Inventory Current Assets Prepaid Expenses Current Assets Marketable Securities Current Assets Other Current Assets Other Current Assets Other Current Assets 00 Land Fixed Assets 05 Buildings Fixed Assets 10 Machinery and Equipment Fixed Assets 15 Furniture and Fixtures Fixed Assets 20 Motor Vehicles Fixed Assets 25 Leasehold Improvements Fixed Assets 30 Accumulated Depreciation Fixed Assets 35 Other Fixed Assets 40 Other Fixed Assets 45 Other Fixed Assets 50 Other Fixed Assets 55 Other Fixed Assets 60 Intangible Assets Other Assets 65 Accumulated Amortization Other Assets 70 Other Other Assets 75 Other Other Assets End of Report 9 8 General
213. o before you go on Do not post to the GLMAxxx file until the situation is corrected General Ledger User s Manual 4 23 GL Activity Report Journal Transactions Notes on the GL Activity Report The GL Activity Report can be produced in a number of formats The example at the end of the section shows transactions for a range of periods Period end balances are printed for each period in the range 4 24 General Ledger User s Manual GL Activity Report Journal Transactions 19610 89 vct 85718 Ol tvc SL OGZ C DI 3Tpezo GL Activity Report G9 86 1 06 810 0G GGl 71 00 06 00 STI 00 ST 00 001 8 99 29 S98 D CL IGE 2804 a GOIWNd GOIWNd GOIWNd GOIWNd GOIWNd SONVIVG T ONVIVE ALIAIIOV SONV IVg SOX IN c0 SONVIVd seh IW 0 SONV IVg S IN c0 SONVIVd seh IW 10 SONVIVg 9NIONS SOX IN c0 SONVIVd seh IW 0 SONV IVg SOX IN c0 SNONVIVd 10 A3TAT3OX 20 I0 Ida dvd SONVMOTIV 20 I0 SINNOOOW A3TAT3OX 20 AATATIOW T0 ALLSd A3TAT3OX 20 T0 TWNOILWN 3ST NI HSWO MOT
214. odes General Ledger User s Manual automatic 4 4 Transactions function 4 3 Start Over function key 1 29 1 45 pull down menu command 1 29 tool button 1 28 Start Over function key 1 43 Start style menu exiting from 1 19 features of 1 17 keyboard commands 1 20 right click menu 1 20 sample screen 1 19 Statement Contents account balances 8 28 account mask 8 25 8 30 assigning account mask to 8 33 beginning balances 8 28 consolidated statements 8 30 ending balances 8 28 file 1 8 function 1 10 3 17 3 19 3 20 5 11 6 11 8 3 8 23 B 4 B 5 previous year files 8 25 sample balance sheets 3 19 8 24 income statements 3 19 8 24 ratio analysis 3 19 8 24 setting up for consolidating companies 6 21 setup 3 17 3 19 Statement Contents List function 8 33 9 21 sample 9 22 Statement Layout account balances 8 11 account masks 8 12 calculations 8 13 copying 8 19 deleting 8 21 examples 8 4 file 1 8 function 1 10 3 17 3 18 3 20 5 11 6 11 8 3 8 23 8 26 previous year files 8 5 print time inserts 8 17 sample General Ledger User s Manual balance sheets 3 18 8 4 income statements 3 18 8 4 ratio analysis 3 19 8 5 samples 3 18 of numeric formats 8 16 setup 3 17 3 18 Statement Layout List function 8 17 9 19 sample 9 20 Statements function 3 20 3 22 5 11 6 21 8 3 8 23 8 27 8 33 protecting with access codes 3 23 subaccount 3 12 setting up in Account Segments 7 9 Symphony 5 15 T T
215. of the accounts of several companies as if they were one company You can print consolidated statements for companies that are on the same computer or for companies that are on different computers conversion The process of updating existing files programs or applications to the current version See also installation C 2 General Ledger User s Manual References Glossary depreciation The allocation of the cost of using up fixed assets over time in the form of a particular portion per accounting period dividends The portion of the net income paid out directly to the stockholders as a return on their capital investment expenses The costs incurred in earning the revenue the cost of goods sold wages rent and so on field A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled file A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table function A menu item that leads to a full screen Most functions have a corresponding program See also table general ledger A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it goodwill An intan
216. olumn the formula result is not stored in a cell e get the spreadsheet pages to break properly with the default margin settings print statement footers on line 48 General Ledger User s Manual 5 15 Statements Reports Statement Notes A sample income statement balance sheet and ratio analysis are on the next pages The income statement balance sheet and ratio analysis are not consolidated statements The company could have been specified on the Statements screen or in the statement content If a statement or report is consolidated for several companies CONSOLIDATED is printed where the company name is normally printed The ratio analysis contains earnings per share information For this calculation to be performed the company s chart of accounts has a memo account that contains the number of shares outstanding That account must be identified in the statement contents so that a formula can be used in the content to divide net earnings by the number of shares in the account 5 16 General Ledger User s Manual Statements eccl 06007 ec1901 171605 S00vST 69 TI S 90 8S IL668Z 118979 900 LEOEST c8L916 91868 86 SET NOIIVIANG V9cc9GS1 62cvI 206555 211681 919051 11 682 6582 556689 7501857 6 905975 10981 68 8098191 Tr6vLvL 9 Laodnd TS66CPT C8V G LOOET 18 0S96v T
217. on make sure that transactions have been written to the GL Journal before using this function Before the system begins changing the masks this prompt appears Do you want to let the system adjust the new accounts automatically If you select Yes or enter Y in text mode the system begins changing masks prompting you only if it encounters a conflict between two account numbers If you select No or enter N in text mode the system changes the masks one at a time each time waiting for you to approve the change to the mask If you change the mask the system removes the sort keys from files You cannot change the mask and sort keys at the same time Changing the mask updates General Ledger files but not statement contents or transaction work files and it does not affect files from other applications If you have already entered the company s chart of accounts the accounts might not be in the correct format so they will no longer be valid Make sure that transactions have been written to the GL Journal before using this function If you do not want to save the new account mask use the Abandon F5 command If you want to save the mask use the Proceed OK command again After you save a mask enter the ID of the next company to define the account mask for or exit to the File Maintenance menu General Ledger User s Manual 7 7 Account Segments If you have set up a division department or subaccount segment in the account mas
218. on above the Append Line screen and the cursor returns to the GL Account field in the Append Line screen If the balance of the entries is a debit the offsetting credit amount is displayed in the Credit field of the next transaction if the remaining balance is a credit the offsetting debit amount is displayed in the Debit field and source code and period default from the previous transaction Continue entering transactions until the balance at the bottom of the screen is zero If the offsetting amount should be split between two or more accounts enter the necessary additional transactions to bring the balance to zero see Double Entry Bookkeeping below Transactions are not immediately written to the GLJRxxx Journal file They are held in a transaction work GtttxxxW file which is specific to the workstation where the transaction was entered To write the transactions to the GLJRxxx file use the Write command in the Transactions scroll region see below When you are finished entering transactions exit to the Transactions scroll region Transactions Scroll Region Enter edit Append aLloc Allocations On Off Write Print report Goto To edit the line the cursor is at press Enter To append a transaction press Then see Add Edit Line Screen above To change the allocation flag of the line the cursor is at press L To toggle the default for the Allocate field in the Append Line window from checked YES to unchecked NO
219. on helps you save time You can copy some or all accounts from one company to another or from one department or division to another You can also copy the period budget balances and the last year balances but you cannot copy actual balances When you copy the chart of accounts by company you can use wildcards You cannot use the Copy Chart of Accounts function if you are working with previous year files Copied Fields For each account you copy these fields are copied e general ledger account number account description e type of account debit credit or memo e clear to account number e clearing step e consolidate to account number e consolidation step Replacing Existing Accounts If the company to which you are copying has a chart of accounts you can replace accounts with the same numbers or leave the accounts unchanged Be careful in this situation the balances for the existing accounts will be lost if you replace the accounts General Ledger User s Manual 7 25 Copy Chart Accounts File Maintenance Copy Chart of Accounts Screen Select Copy Chart of Accounts from the File Maintenance menu The function screen appears 5 2000 Copy Chart of Accounts _ x Commands Edit Modes Other Help 2X 2 Abandon Copy ie Copy Company From H aj Company To aj Use Wildcards L es GL Account From 9 EN 8 Account Type From al Thru aj Copy Current Year Budget A
220. on without balancing the entry If you use the Recurring Entries function and accounts are out of balance even if the overall totals are in balance you must enter a forced balance password If you use the forced balance password print the GL Journal to find out why the journal is out of balance Then correct the situation as soon as possible 3 22 General Ledger User s Manual Setup Setup Functions Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the General Ledger system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies 01 and CO so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of the GLJRxxx file the GLMAxxx file and the information available
221. opy budget last year balances forecast amounts and the account mask from one company to another and you can copy from one division or department to another within the same company 7 16 General Ledger User s Manual File Maintenance GL Accounts GL Accounts Screen Select GL Accounts from the File Maintenance menu This screen appears Bm E 5 GL Accounts Commands Edi Modes Other Help Abandon Account 100000 pia aj Cash Deposit Description CASH IN BANK 1st NATIONAL DB CR or Memo Debit f Clear To Account aj Step Alternate Budget Forecast X Consol To Account aj Step Entry Method Activity Period Actual CY Budget Last Year Forecast Begin 4514 50 4514 50 4030 52 4514 50 1 351 12 115 50 177 90 351 12 2 201 14 15 00 15 63 201 14 3 12 12 85 75 220 00 12 12 4 115 50 177 30 201 14 115 50 E 15 00 15 63 351 12 15 00 5 85 75 220 00 12 12 85 75 7 15 63 351 12 15 00 15 63 8 177 90 201 14 115 50 177 90 9 220 00 12 12 85 75 220 00 10 1858 18888 11 8460 8575 351 12 84 60 ie 30000 18888 12128 100 00 13 00 00 00 00 End 4840 66 5126 41 4514 50 4840 66 This division is not defined Company H 06 12 2000 Terminal T000 OVR Field Inquiry Account Description Enter the account number you want to work w
222. or normal processing you cannot set this option to NO 4 Toggle to YES or NO to indicate whether you want to use allocations If you select NO you cannot access the Allocations or Allocations List functions Period Setup The CNVTxxx Period Conversion table in Resource Manager stores the general ledger accounting periods and their corresponding months in the fiscal year The general ledger period that corresponds to the system date is displayed in the Resource Manager Period Setup function and in other OPEN SYSTEMS Accounting Software applications The CNVTxxx table must be set up using the Resource Manager Period Setup function before you can begin using the General Ledger system See the Resource Manager User s Manual for more information 3 10 General Ledger User s Manual Setup Setup Functions Account Mask Before setting up a company s chart of accounts define the account mask The account mask determines the format of the account numbers Account numbers can be 12 characters long and can have four segments the main account number division department and subaccount The main account number segment is required the other segments are optional You can arrange the segments in any order omit segments you do not need and use fill characters for example a hyphen to separate segments Any character can serve as a fill character but only one type of fill character can be used in an account number format That is you c
223. ore you create last year data do these tasks e f necessary copy a chart of accounts or consolidate GLMAxxx files that are on different computers You cannot use the Copy Chart of Accounts function with last year files e Because creating last year files changes information in the GLMAxxx and GLJRxxx files back up your data files General Ledger User s Manual 6 5 Create Last Year Data Periodic Processing e Printthe Chart of Accounts List see page 7 13 and check it to make sure that each account is assigned the correct account type and that you have assigned a clear to account and step to every income statement account Make sure that no one else is using the GLMAxxx and GLJRxxx files Create Last Year Data Screen Select Create Last Year Data from the Periodic Processing menu The function screen appears 2 2000 Create Last Year Data BBE Commands Edit Modes Other Help 26 OK Abandon Have You Backed Up Your Current Year Files Reset Current Year Journal Entry Number to 1 Retained Earnings Account For Company fi 00000 Next Year Budget to Current Year Budget Company 06 12 2000 Terminal T000 OVR 1 If you have backed up your current year files check the box or enter Y in text mode if not uncheck the box or enter N in text mode You are strongly advised to back up your current year files before you create last year files 2 If you want to reset the
224. ormula in a formula column print the first total in the formula that is where the answer is stored For example to print the result of the formula T8B enter 8 Enter UD to print a double underline Enter US to print a single underline If you want to print the accounts or headings specified on the line check the box or enter Y in text mode if not uncheck the box or enter N in text mode You might not want to print a line for example if you were using it to store a total used in a calculation that appears somewhere else You usually specify the company in the statement layout or when you print statements so that you can use the same statement content to print statements for several companies If you want to specify the company ID at print time leave this field blank 8 29 Statement Contents Statement Maintenance 8 30 Field Beginning Ending Account No Description If you always want to use a particular company s balances on this line enter the company s ID Then do not specify a company ID at print time See page 5 11 for more information You can produce consolidated statements for several companies in one of these ways Specify two or more company IDs when you print statements In this case do not specify any company IDs in the statement content Set up totals in the statement content For example on one line you could put the summaries for a range of accounts for company A a
225. ost to Master Journal Transactions Post to Master Screen Select Post to Master from the Journal Transactions menu This screen appears 5 2000 Post to Master Commands Edi Modes Other Help 2X te 2 Abanden Pick Period From 1 Thru 12 Source Code From Thru 12 Are You Posting Allocated Transactions Do You Want i iod lt 1 XI SI Company 06 12 2000 Terminal T000 OVR 1 Enter the range of periods to which you want to post transactions 2 Enter the range of source codes to which you want to post transactions 3 If you are posting allocated transactions check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elect to post allocations the post takes longer because the system checks every unposted transaction in the range of periods you selected to see whether it is allocated If you elect not to post allocations and there are allocated entries in the GLJRxxx file the entries will not be allocated 4 If you want to print the total debits and credits posted for each period you choose on the screen check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 36 General Ledger User s Manual Journal Transactions Post to Master 5 If you want to print detail check the box or enter Y in text mode if not uncheck the box or enter N in text mode 6 Select the output device A sample G
226. ove To ensure that the accounts are organized correctly in reports and statements all the account numbers should be the same length The system forces all account numbers to fit the mask by filling in zeros or letters if you leave spaces Main account numbers should indicate significant groups assets liabilities equity revenues and expenses For example main account numbers 1000 to 1999 could be assets 2000 to 2999 could be liabilities and so on Use the same ranges of main account numbers for the same account categories for all companies It simplifies setting up the system and you will be able to use the same sets of statement layouts and contents for all companies when you print financial statements When assigning account numbers skip numbers between accounts to leave room for future accounts For example you might assign asset account numbers in the following series 1000 1010 1020 1030 Memo Accounts Memo accounts track miscellaneous figures that may be useful in preparing financial statements For example you might set up a memo account to track the number of shares of stock outstanding For more information about memo accounts see page 7 15 Account Balances The beginning account balance is the balance at the start of the current fiscal year or quarter Each of the 13 period balances is the net change in that balance caused by the transactions posted to that period 3 14 General Ledger User s Manual Setup
227. partment and the subaccount The GLSExxx Account Segments file stores an ID of each division department and subaccount You enter each ID through the Account Segments function these IDs are used to sort information in reports The GLAT Account Type file stores the account type codes and descriptions used throughout the system When you define a type you assign a number a description and an account class to it Twelve account classes are available The GLRExxx Recurring Entries file stores journal transactions that you regularly write to the GLJRxxx file You enter them into the GLJRxxx file through the Copy Recurring Entries function The GLBAT Batch Statements file stores information about batches and instructions assigned to each batch ID You can use a batch ID to instruct the system to print many GL statements at once General Ledger User s Manual 1 7 The General Ledger System Introduction Temporary Files The temporary files store information created from an action you perform This information is transferred somewhere else when you perform a different action The GtttxxxW Transaction Work file ttt represents the terminal ID and xxx represents the company ID stores transaction information until you write it to the GLJRxxx file from the Transactions function The GLJRxxx Journal file stores general ledger transactions You can enter the transactions through the Transactions function or through interfaced OSAS
228. plays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Allows the insertion of characters between preexisting entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions 1 33 OSAS Graphical Introduction 1 34 Inventory Lookup Menu Inventory Lookups Help Alias Lookup lt Shift F3 gt Customer Vendor Lookup Shift F4 Detail Lookup Shift F5 Lot Lookup lt Shift FB gt Serial Lookup lt Shift F7 gt Description Lookup Shift F8 If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Selection Key Alias Lookup Shift F3 Customer Vendor Lookup Shift F4 Detail Lookup Shift F5 Lot Lookup Shift F6 Serial Lookup Shift F7 Description Lookup Shift F8 Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the sk and 727 wildcard characters to restrict or widen the search
229. pplications Manual Conventions The General Ledger User s Manual is divided into the following sections e Introduction provides an overview of this application and the OSAS system and the basic functionality of the application including graphical and text based application features and function key references e Application functions explains the functions within the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right clickis a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function General Ledger User s Manual 1 13 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of
230. r Options and Interfaces function If General Ledger is interfaced with other OPEN SYSTEMS Accounting Software applications some recurring entries may be better tracked through those applications For example you can use Accounts Payable to print monthly rent checks and create the proper GL entry Debits and Credits Each recurring entry must consist of at least one debit and one credit transaction and the total debits must equal the total credits before you can exit from this function or change the Run Code fields Last Year Files The current year and the last year files access the same GLRExxx Recurring Entries file Changes made to recurring entries while working with last year files also affect current year files and changes made to recurring entries while working with current year files also affect last year files General Ledger User s Manual 7 33 Recurring Entries File Maintenance Recurring Entries Screen 7 34 Select Recurring Entries from the File Maintenance menu This screen appears Commands Edt Modes Other ScrollCommands Help XxX amp 2 e Ok Abandon GL Account Debit Credit Reference Run CFlw Description Sic Alle 4405 77 10000001 DEPRECIATION FURN amp FIX 521000 10000002 DEPRECIATION FURN amp FIX 154500 2621 07 10000003 DEPRECIATION AUTOS Le p pot 521000 10000004 DEPRECIATION AUTOS 181000 58 10000005 AMORTIZATION GOODWILL
231. r You are making adjusting entries daily You need to produce the financial reports for the first month of the current year You need the latest information so you use the Update Current Year function to update only the current year s beginning balances Update Current Year Screen Select Update Current Year from the Periodic Processing menu The function screen appears 2 1999 Create Last Year Data Ex Commands Edi Modes Other Help Be 7 DK Have You Printed All Reports for Last Year and Backed Up Your Current Year Files L Retained E amings Account Company 06 12 2000 Terminal T000 OVR If you have not used the Setup F9 command to access last year files the message This function can be run with nnnn files only appears where nnnn is the current General Ledger fiscal year 6 16 General Ledger User s Manual Periodic Processing Update Current Year 1 If you have not printed all the last year reports and backed up the current year files uncheck the box or enter N in text mode When you have done these things check the box or enter Y in text mode to continue Inquiry 2 Enter the number of your company s retained earnings account Make sure that one else is using the last year GLJRxxx or GLMAxxx files or the current year GLMAxxx file Then use the Proceed OK command to begin processing If there are unposted transactions in the prior year GLJRxxx file
232. r change cash flow contents Cash Flow Contents List Screen Select Cash Flow Contents List from the Master File Lists menu The function screen appears 2 2000 Cash Flow Contents List Commands Edi Modes Other Help 2x mpe amn ge Abandon Pick Cash Flow Content ID From CFCH aj Thru aj Company H 06 12 2000 Terminal T000 OVR 1 Enter the range of cash flow content IDs you want to include in the list 2 Select the output device A sample Cash Flow Contents List is at the end of this section After the list is produced the Master File Lists menu appears General Ledger User s Manual 9 25 Master File Lists Cash Flow Contents List Cash Flow Contents List deque OH dH ezooszepun sn FUS TO qubty suum o 33145 40 ubts 9 zea beg 6 301 61 8 TEPL gL L TEOL WH LI 9 TROL 91 68L9SVvVECTGEL ST 30 UO SUOT3OV G TEIL GI TEPI ON WHA EL Z ON TEOL ON TEIL TL ALID S SYACTOHMOOLS 3geT suum oj SHILITIGVIT VIOL 3geT suum oj 14554 WHAL TVI
233. ral Ledger set up the chart of accounts A well planned chart of accounts makes the General Ledger system easy to use requires little maintenance and can be expanded as a business grows Take time to figure out the best account structure for your present and future needs If you interface General Ledger with other OPEN SYSTEMS Accounting Software applications see the appropriate user s manual for information about the accounts you will need to post entries from Make sure that the General Ledger tables and records in the other applications match the appropriate accounts in the GLMAxxx Master file If tables and records do not match the appropriate general ledger accounts the journal entries from the other applications will not be posted properly Copying the Chart of Accounts If you use the same account numbering structure for several companies you can save time by building one company s chart of accounts and then copying it to each of the other companies see page 7 25 You can also copy budget last year balances and forecast amounts from one company to another if the companies use the same account mask from one division to another or from one department to another within the same company General Ledger User s Manual 3 13 Setup Functions Setup Account Number Structure Account numbers can consist of any combination of numbers letters and dashes but the account numbers must conform to the account mask see Account Mask ab
234. report 1 49 Introduction Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Next Line Up Previous Line PgUp Previous Page PgDn Next Page Home First Line End Last Line F3 Delete Ins Insert Enter Edit Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt 2 General Ledger User s Manual Reports Selecting a Range of Information To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter 1 at both From and Thru If you want the report to includ
235. rmation Summary EIS and Print Manager With Global Inquiry you can drill around your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory General Ledger User s Manual 1 3 Welcome to OSAS Introduction OSAS Versions 6 1 and Higher 1 4 You can use OSAS versions 6 1 and higher in text or character based mode on any supported operating system In Windows environments you have the choice to use either the text version or the graphical version While the interface is different in the two versions the functions in both versions are the same in screen layout and in function The OSAS user s manuals show screens in the graphical format You can however apply the information shown in the graphical examples to the text version with ease For specifics on using the graphical version of OSAS refer to p
236. s Manual 4 11 Copy Recurring Entries Journal Transactions Copy Recurring Entries Screen Select Copy Recurring Entries from the Journal Transactions menu The function screen appears 5 2000 Copy Recurring Entries x Commands Edi Modes Other Help Abandon Code From Thru 3 Copy Date 06 12 2000 Copy to Period 6 Company H 06 12 2000 Terminal T000 1 Select the range of run codes you want to copy 0 9 Each run code identifies a group of recurring entries you set up through the Recurring Entries function 2 Enter the date you want to use for the recurring entries 3 Enter the period to which you want to copy the recurring entries 1 13 4 Select the output device A sample Copy Recurring Entries Log is at the end of this section 4 12 General Ledger User s Manual Journal Transactions Copy Recurring Entries Out of Balance Entries The system verifies the balances of all the recurring entries If some entries are out of balance the following message appears Recurring entries are out of balance The out of balance screen appears Commands Edi Modes Other Help ma g Abandon Run Code From t Thu T 5 Password Entry BEI Commands Edit Modes Other Help gt 2 T e OK Abandon Enter Password to Continue Without Balancing 1 Run Code Balances for Companies H Run Code B
237. s helpful to group similar layouts together for example the sample balance sheets are BALA through BALG Statement Title No 1 4 The statement titles are printed at the top center of each report page The titles are automatically centered when the report is printed General Ledger User s Manual 8 7 Statement Layout Statement Maintenance Field Allow Column Shift Print Page No No Of Blank Line s Statement Footer No 1 4 8 8 Description Enter the entire title using no more than 111 characters You can have part of the title change each time you print the report For example you can print the period beginning and ending dates See Print Time Inserts later in this section If you want to shift the column totals to the right or left to improve readability check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elect to shift columns leave a blank column in the statement layout to receive the shifted lines You specify which lines you want shifted in the Statement Contents function If you elect not to shift columns the system ignores column shifts in the statement content and you can fit more information on the page If you want the page numbers to be printed in the upper right hand corner of each page check the box or enter Y in text mode if not uncheck the box or enter N in text mode Enter the number of blank lines you want between the report titl
238. s to be consolidated See page 7 3 for more information about account masks Account Segments 3 12 If you set up a division department or subaccount segment in the account mask you can set up a description of each division department or subaccount you use For example if you use divisions 001 002 and 003 you might enter these descriptions 001 Minneapolis 002 California 003 Texas Likewise if you use departments 10 20 30 and 40 you might enter these descriptions 10 Accounting 20 Administration 30 Sales and Marketing 40 Shipping and Receiving For several General Ledger reports you can select ranges of divisions departments and subaccounts and you can specify the order of the account segments The descriptions you assign in the GLSExxx file appear in the report headers See page 7 9 for more information about account segments General Ledger User s Manual Setup Setup Functions Account Types Account types are used to group accounts together for the purpose of producing statements such as cash flow and trial balance Each account type has an account class and code associated with it The class is the general category an account type fits into for example long term asset current asset or long term liability The code denotes whether the account is a credit debit or memo account See page 7 13 for more information about account types Chart of Accounts Before processing data in Gene
239. sample data and live data and so on You can perform these menu commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e click the appropriate graphical tool button e select the command from a pull down menu e press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the Start menu you can select applications from the Main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on the previous menus General Ledger User s Manual 1 17 OSAS Graphical Introduction Graphical Main Menu T000 OPEN SYSTEMS Accounting Software Favortes Other Help Baw Mh BRS File Modes Tools H Builders Supply 5 5 OPEN SYSTEMS Accounting Software MainMenu Accounts Payable Information Inquiry ants Payable tion Inquiry Accounts Receivable Daily Work Invoices Bills of Materials Kitting Material Requisitions Detail History Bank Reconciliation Managem
240. se system problems and errors Use extreme care when untagging files 7 49 Change Fields File Maintenance 7 50 Command Bar Command Description Tab value Press Tab to return to the Values screen section Enter Tag Untag Press Enter to toggle a file as included or excluded from the copy process All Press A to tag all of the files None Press N to untag all of the files Begin Press B to being the change field function Header Press H to return to the header section to change the selection you made for printing the log Goto Press G to go to a particular entry Field ID Press F to choose a new field ID this will abandon any field changes you have entered but not yet made When you have tagged the files you want to change press B to begin the change process When the changes are complete the log will print if you elected to produce it Enter a new field ID to change or use the Exit F7 command to return to the File Maintenance menu General Ledger User s Manual 0 0 INNOD 19 Change Fields 8L HALOS 8L HALOS 8L HALOS 02 H THOS 02 02 81 981 0 e 0 0 T 9c 00001 o W Nw p erg 92 00001 o W NN p erg I 6 Change Fields Log 301 M N peizeaAuo
241. ser s Manual 7 15 GL Accounts File Maintenance Account Number Structure Account numbers can consist of any combination of numbers letters and dashes but the account numbers must conform to the account mask To ensure that the accounts are organized correctly in reports and statements all the account numbers should be the same length Main account numbers should indicate significant groups assets liabilities equity revenues and expenses For example main account numbers 1000 to 1999 could be assets 2000 to 2999 could be liabilities and so on Use the same ranges of main account numbers for the same account categories for all companies It simplifies setting up the system and you will be able to use the same sets of statement layouts and contents for all companies when you print financial statements When assigning account numbers skip numbers between accounts to leave room for future accounts For example you might assign asset account numbers in the following series 1000 1010 1020 1030 Memo Accounts Memo accounts track miscellaneous figures that may be useful in preparing financial statements For example you might set up a memo account to track the number of shares of stock outstanding Copying the Chart of Accounts If you use the same account numbering structure for several companies you can save time by building one company s chart of accounts and then copying it to each of the other companies You can c
242. setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Adds functions to and deletes functions from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults Toggles between graphical screens and text based screens for the functions you use Toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions When using the graphical menus you can use the pull down menus and tool buttons buttons with graphical icons in a row below the pull down menus to access functions without using the function keys While the function keys work in the graphical menus the menu bar and tool buttons offer you a choice in accessing these functions Such a choice is common in graphical Windows applications Using the mouse you can either move the cursor to the menu and click once or click on a tool button for the function desired Below is a sample of the OSAS pull down menu and tool buttons and a description of each T000 OPEN SYSTEMS Accounting Software Modes Tools Favorites Other Help nmoe muomo General Ledger User s Manual 1 21 OSAS Graphical Introduction File Menu Eile Modes Tools F
243. ss to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key Favorites Menu Text Style Favorites Menu TOOO P Transactions GL Edit Transactions IN Transfers Journal To set up the text style display follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 General Ledger User s Manual 1 41 Introduction Function Keys Used in the Text Menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu F5 Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup Operation Views the list of commands for the menu To close the commands window press any
244. st year figures the system creates an audit log you must print 7 20 General Ledger User s Manual Account Budgets Use the Account Budgets function to enter and adjust budget and forecast balances for a company s accounts You can adjust budget balances manually or by using one of the special functions Account Budgets Screen Select Account Budgets from the File Maintenance menu This screen appears Commands Edi Modes Other Help xtsHm amp mms e Abandon Account 00000 181 010 Cash Deposit ipti CASH IN BANK 1st NATIONAL Debit Alternate Budget Forecast Period Actual CY Budget Last Year Forecast Begin 451450 451450 403052 451450 1 35112 11550 17730 35112 2 201 14 15 00 15 63 201 14 3 12 12 85 75 220 00 12 12 4 115 50 177 90 201 14 115 50 5 15 00 15 63 351 12 15 00 6 85 75 220 00 1212 85 75 7 15 63 35112 15 00 15 63 8 177 90 201 14 115 50 177 80 3 220 00 1212 85 75 220 00 10 188 88 15 40 201 14 188 88 11 84 60 85 75 35112 84 60 12 100 00 188 88 1212 100 00 13 00 700 End 4840 66 5126 41 4514 50 4840 66 Company H 06 12 2000 Terminal T000 OVR Field Description Inquiry Account Enter the account number you want to work with Account Type The account type description and type of balance debit Description credit or memo are displayed DB CR or Memo General Ledger User s
245. t to XXXX where X represents each position in the main account segment and represents each position in the division segment Notes on Activity and Balance Results In the following chart period 8 is used as an example The result is printed at the bottom of each box Activity is defined as the amounts that each period or quarter have It represents the total transactions for a specified period or quarter Balance is defined as the beginning balance plus activity It represents cumulative transactions at a particular time General Ledger User s Manual 8 33 Statement Contents Statement Maintenance Period or Quarter Current Pd This Pd Only Result Current Pd QTD Result Current Pd YTD Result Prev Pd This Pd Only Result Prev Pd QTD Result Prev Pd YTD Result Prev Qtr This Pd Only Result Prev Qtr QTD Result Prev Qtr YTD Result 8 34 Activity Detail or Summary Print activity for specified period period 8 activity Print QTD activity for specified period period 7 8 activity Print YTD balance as specified period period 8 ending balance Print activity amount for previous period period 7 activity Print QTD activity for the quarter the previous period is in period 7 activity Print balance at the end of the previous period period 7 ending balance Print activity amount for the same relative period in the previous quarter period 5 a
246. t General Ledger is interfaced with When you post the information is copied from the appropriate file in the interfaced application to the GLJRxxx file Which information gets copied depends on the interfaced application see its user s manual for more information e You can enter transactions through the Transactions function Reserve this function for transactions not handled by an interfaced application For example if you use Accounts Receivable to track sales be wary when you enter journal transactions that pertain to revenue collected that information may have been entered in Accounts Receivable e You can copy recurring entries to a journal transaction Use the Recurring Entries function to define the run codes that identify recurring entries The information is kept in the GLRExxx file When the transaction comes up enter the run code in the Transactions function Journal Transaction Reports and Posting The Journal Transaction reports provide information about activity before you post The GLJRxxx file provides information for the GL Journal and GL Activity Report The GL Journal provides information about transactions for the specified periods Produce the GL Journal and the GL Activity Report before you use the Post to Master function When you post information is changed in the GLJRxxx file and you cannot retrieve it General Ledger User s Manual 1 9 The General Ledger System Introduction The Reports functions
247. tatements for more than one company you may want to set up additional statement contents for that purpose To use the ratio analysis content set up a special memo account in the chart of accounts to hold the number of shares of stock outstanding Then modify the content of to identify the memo account number The number of shares in that account is used in the ratio analysis to calculate earnings per share Use a sample content as it is copy a sample content and modify it or use the samples as guides for creating your own contents Print one of the samples page 9 21 to use for reference while you read this section Previous Year Files The current year and the previous year files access the same GLSCF Statement Contents file Changes made to statement contents while working with previous year files also affect current year files and changes made to statement contents while working with current year files also affect previous year files Account Mask You must assign an account mask to each statement content so that the financial statements will be printed correctly You must set up separate contents with the correct account masks for companies that have different account masks If you use the same account mask for several companies you can set up only one content that can be shared by all of them If you upgraded to General Ledger version 6 1 from version 4 1x or lower you must assign an account mask to each e
248. tatements set up in the batch statements record Before You Begin Before you use the Statements function for the first time review the sample statement layouts and contents provided with General Ledger You can use the sample statement layouts and contents to print your own financial statements modify the samples to suit your needs or set up your own statement layouts and contents Before you print financial statements make sure that all transactions have been entered corrected and posted to the GLMAxxx Master file Then print a Trial Balance or an Audit Trial Balance to check the account balances If you find problems enter adjusting transactions Then post the transactions to the GLMAxxx file General Ledger User s Manual 5 11 Statements Reports Statements Screen Select Statements from the Reports menu The function screen appears 5 2000 Statements BBE Commands Edit Modes Other Help 7 OK Abandon Batch ID B amp TCHi 9 Monthly Financials Pick Statement Layout ID Pick Division Fom 3j Statement Content ID a Thu Department From Eel 21 Thu Beginning Date 01 01 2000 Subaccount From Ending Date 01 31 2000 Thu Company ID H aj Print Segment Detant is Segment Sort Ein Accounts with ze m Print Workstation Date and TTE io hange Footer iu Line Statement Titles 12345678901234567890123456789012345678901234567890
249. ter If you enter different dates they appear in the statement title and footers if you elected to print dates in the statement layout You can enter 20 company IDs After you have entered the ID of the last company press Enter To print a consolidated statement for the companies set up in the statement content press Enter to skip this field If you enter a company ID the statement content ID you use must not have company IDs specified in it If you leave this field blank the statement content you use must have a company ID specified in it If your account mask does not include one or more of these segments the appropriate fields are skipped Enter the range of account segments you want in the report To include all the account segments leave the From and Thru fields blank If you are not printing consolidated statements check the box or enter Y in text mode to break the information down for each account segment uncheck the box or enter N in text mode to summarize the information for all segments of an account into the main account number 5 13 Statements Reports Field Segment Sort Print Accounts With Zero Balances Print Workstation Date and Time Statement Titles 1 4 Change Footers 5 14 Description If you are printing consolidated statements check the box or enter Y in text mode to print each company on a separate line uncheck the box or enter N in text mode to summarize the i
250. ter the sign to the left or the right of the number format Printa negative sign as described above and print a positive sign next to credit balances in credit accounts and debit balances in debit accounts left or right Print parentheses around debit balances in credit accounts and credit balances in debit accounts CR Print the letters CR to the right of credit balances in debit accounts Here are some examples of numeric formats 00 Print a number up to 9999 99 with a dollar sign to the left If the number is a credit in a debit account or a debit in a credit account print a negative sign to the right HHHI 00 Print a number up to 999 99 with a positive sign or a negative sign to the left General Ledger User s Manual Statement Maintenance Statement Layout Field Description 00CR Print a number up to 999 99 with the letters CR next to the right of credits in debit accounts 00 Print a number up to 9 999 99 including the comma If the number is a credit in a debit account or a debit in a credit account enclose it in parentheses Addnl Trailing Spaces Enter the number of spaces to insert between this column and the next one Enter 0 to run the headings together for example to print one heading across several columns Press Enter to accept the default which is 2 spaces Print This Column If you want to suppress a column from being printed for example to clear an account numb
251. the Account Mask field this message appears Account segment is not defined in account mask Enter the number of a defined segment for which you want to enter a description Enter the ID of the segment for which you are entering a description For example if you have three divisions you can number them 01 02 and 03 Then you can enter a description to distinguish each division see below General Ledger User s Manual File Maintenance Account Segments Field Description If you want to delete the segment use the Delete F3 command Description Enter a description of the account segment For example if you have three divisions you can enter a description based on location such as Minneapolis Oakland and Dallas After you save the segment description enter the next segment description or exit to the File Maintenance menu General Ledger User s Manual 7 11 Account Types Account types are predefined codes used to group accounts together and to create financial reports such as the Cash Flow Statement Account types are stored in the GLAT file Each account type has an account class and code associated with it The class is the general category the type fits into long term asset current asset cash and so on Within each class are accounts such as cash on hand and accounts receivable Several account types are described as other To accommodate special needs they can be included when you set up the Cas
252. the Recurring Entries List 9 16 The source code for each entry is RE This code is automatically assigned to all recurring entries Each entry has a unique reference number entries have the same run code which means that the company has only one group of recurring entries General Ledger User s Manual Recurring Entries List Master File Lists LO0 129 Z 117909 y Recurring Entries List cV 2E0 L OOOTES 000181 10 129 2 000126 00SvST 117909 v 000126 OOSEST MOT use uny qunoooy 9 ASTI TIIMGOOD TIIMGOOD SOIN SOLN NINI 5 NINI 922105 pug NOILVZLLHOWV NOILIVZLLSHONV NOTIVIOWadad NOTIVIOWadad 90000001 S0000001 70000001 0000001 20000001 10000001 Wd 6 21 T002 TT v0 9 17 General Ledger User s Manual Statement Layout List To make sure that everything in a statement layout is correct produce a hard copy of each new statement layout Statement Layout List Screen Select Statement Layout List from the Master File Lists menu The function screen appears 3 2000 Statement Layout List Commands Edi Modes Other Help 2x peA mA 2 Abandon Pick StatementLayoutID From aj Thu aj Company H 06 12 2000 Terminal T000 OVR Inquiry 1 Enter the rang
253. the batch ID for the group of statements and the system uses the parameters set up in that record General Ledger User s Manual Setup Setup Functions Initial Balances You must enter actual balances for each past period in the current fiscal year To produce an audit trail of all the entries in the current fiscal year enter the individual transactions in the GL Journal and post them to the appropriate general ledger periods To produce a less detailed audit trail enter one transaction for each account with activity in each period except the current one representing the total period activity Then post the entries to the appropriate general ledger periods For the current period enter individual transactions and post them to the current general ledger period If an audit trail is not required enter the beginning balances and the net change in each period for each account when setting up a company s chart of accounts When you print the GL Activity Report after entering the balances the message Missing Entries is printed for each account that has a period balance different from the beginning balance You can ignore the message See Chart of Accounts above and page 7 15 for information about entering account balances in this manner Entering Initial Balances Follow the steps below when entering initial balances to produce an audit trail of the current year s past period activity 1 Use the Transactions function se
254. the screen Each window contains a category of information about the field you are in General Ledger User s Manual Introduction Key PgUp Start over PgDn Proceed Tab Jump Enter or Down Up Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Ctrl O Show function keys General Ledger User s Manual OSAS Text Operation Move the cursor back to the first field on the screen or to the first field after the key field without erasing entries you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up If verification is turned on you must press a key twice to verify that you want to perform that operation If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option
255. the transaction If the transaction originated in General Ledger the reference entered in the Transactions function is displayed If the transaction originated in another application the application initials are displayed for example if the transaction was posted from Fixed Assets FA is displayed The date the transaction was posted to General Ledger is displayed The accounting period that corresponds to the transaction is displayed 4 33 Edit Transactions 4 34 Field Source Allocate Cash Flow Transaction Journal Transactions Description If the transaction originated in General Ledger source code manual entry R1 M plus any other letter is displayed If the transaction originated in another application the application initials are displayed for example if the transaction was posted from Fixed Assets FA is displayed If the transaction will be allocated when it is posted the box is checked or Y is displayed in text mode if not the box is unchecked or N is displayed in text mode If the transaction will be included in the Cash Flow Statement the box is checked or Y is displayed in text mode If the transaction that affects cash flow will be excluded from the Cash Flow Statement for example in the case of a correcting entry the box is unchecked or N is displayed in text mode When you use the Proceed OK command to save the entry the Edit Line screen disappears Continu
256. this function 3 2000 Remove Prior Year Files x Commands Edit Modes Other Help Abandon Have You Backed Up Your General Ledger Data Files Iv Year to Remove 2000 aj _ Company 05 12 2000 Terminal T000 OVA 1 If you have backed up your General Ledger data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Enter the year you want to delete data for General Ledger User s Manual 6 27 Remove Prior Year Files Periodic Processing 6 28 If there are unposted transactions in the prior year GLJRxxx file the following prompt appears if you choose to delete data for last year Warning There are unposted entries Do you want to continue Either continue with the Remove Prior Year Files function or exit to the Periodic Processing menu and post these transactions Make sure that no one else is using the data files for the year you want to delete Then use the Proceed OK command to begin deletion When the deletion is finished the Periodic Processing menu appears General Ledger User s Manual File Maintenance Account Mask Account Segments Account Types GL Accounts Account Budgets Copy Chart of Accounts Allocations Recurring Entries Tables Copy Account Balances Assign Account Types Change Fields General Ledger User s Manual 7 3 7 9 7 13 7 15 7 21 7 25 7 29 7 33 7 39 7 43 7 45 7 47 7 1
257. through the statements you should limit access to the following functions Account Mask GL Accounts e Copy Chart of Accounts Transactions e Copy Recurring Entries Edit Transactions Post to Master Trial Balance Audit Trial Balance Statements Create Last Year Data Clear and Close Last Year e Update Current Year Consolidate Master Files General Ledger User s Manual 3 23 Setup Functions Setup After you have set up your access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User 5 Manual Forced Balance Password The system also provides a forced balance password which lets you exit from transaction entry functions in out of balance situations You can exit from out of balance transactions without the password but you cannot write transactions to the journal Backup Schedule 3 24 Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your General Ledger data files whenever they change every day or every week and before you run these functions Account Mask Post to Master Create Last Year Data Clear and Close Last Year e Update Current Year
258. time you must use the GL Accounts function see page 7 15 to identify the capital account s to clear and close the revenue and expense accounts to Thereafter you can use the Clear and Close Last Year function to clear and close the accounts automatically General Ledger User s Manual Periodic Processing Clear and Close Last Year Each account in the GLMAxxx file has a Clear To Account field where you can specify the account to close it to In the Step field you can enter the step the account will be closed in see Closing in Steps below Before you close the books for the first time follow these steps l Determine which accounts will be closed to the capital account s in each step Make sure that the account type assigned to each account is correct Enter the capital account number to which each revenue and expense account will be closed Then enter the step number If you have additional accounts to be closed to the capital account s such as dividends paid set them up in the same way This should be the last clearing step Closing in Steps You have three alternatives for closing in steps Clear and close all income revenue and expense statement accounts in one step which is the fastest way Then use the Statement Layout and Statement Contents functions to calculate the year end figures you need Close all divisions departments or subaccounts to main account numbers Then print the Trial Balance and financ
259. tion key text menu 1 43 Up arrow function key 1 45 Update Current Year IX 14 back up files before using 3 24 checklist 6 15 function 1 11 6 10 6 15 7 15 B 6 protecting with access codes 3 23 quarterly systems 6 17 results 6 15 screen 6 16 unposted transactions 6 17 updating beginning balances 6 10 6 16 current year file at year end 6 4 user s manual conventions 1 13 user defined account sorts 3 11 in GL Activity Report 4 22 in GL Journal 4 18 V verification button Abandon 1 28 OK Proceed 1 28 Proceed OK 1 28 verificationl turning on or off 1 45 Verify exit mode function key 1 45 pull down menu command 1 30 Verify PgDn mode pull down menu command 1 30 View inquiry command 1 48 W Workstation Date function key 1 20 1 42 Workstation date tool button 1 22 workstation date entering in graphical menus 1 22 entering in text menus 1 42 Y year end processing 6 3 General Ledger User s Manual
260. tion key 1 47 IX 5 graphical menus 1 21 text menu 1 43 F2 function key 1 29 1 44 graphical menus 1 20 text menu 1 42 F3 function key 1 28 scroll region command 1 33 1 50 F3 function key 1 29 1 44 text menu 1 42 F4 function key 1 44 graphical menus 1 20 text menu 1 42 F5 function key 1 29 1 44 graphical menus 1 20 text menu 1 42 F6 function key 1 28 F6 function key 1 29 1 44 graphical menus 1 20 text menu 1 42 F7 inquiry command 1 38 1 48 report command 1 49 F7 function key 1 29 1 44 graphical menus 1 21 text menu 1 42 F8 function key 1 44 F9 function key 1 46 graphical menus 1 21 text menu 1 42 Favorites Menu 1 16 adding items to 1 26 benefits of 1 16 changing to from 1 26 graphical sample 1 16 Start style sample 1 27 text sample 1 41 Favorites Menus removing items from 1 26 Field Down function key 1 29 1 45 pull down menu command 1 29 Field Up function key 1 29 1 45 pull down menu command 1 29 IX 6 File Maintenance functions 1 6 files backing up 3 24 fill characters 7 4 7 6 in account segments 3 11 financial statements 8 3 8 23 at year end 6 4 consolidated 6 21 printing 3 20 setup 3 7 3 17 First Line command function key 1 33 1 50 pull down menu command 1 33 scroll button 1 35 forced balance password 3 22 3 24 4 9 7 39 7 40 format columns in statement layouts 8 15 formulas in statement layouts 8 13 8 14 Function Help function key 1 42 Function help 1 26 function ke
261. types unique to each account number For example cash accounts must be defined using 005 cash on hand and or 010 cash on deposit You can use the Account Types function page 7 13 to make changes individually or in groups If you are converting from version 4 1 through 4 6 the account mask is already assigned If you decide to change the mask as you are converting the new mask must be defined in the older version before converting You can change masks after conversion but don t change it until all application conversions are completed If you do not change account masks before you convert your other application masks will not match 2 6 General Ledger User s Manual Installation and Conversion Conversion Converting to Version 6 1 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears Data File Conversion x Commands Edi Modes Other Help Abanden Select directory on which to create files 0SAS data C 0SAS data2 Enter directory that contains the files to be converted c osas osasb05 data Do you want source files erased after conversion Do you want conversion to pause if a problem is found Appl Description Version Appl Description Version AR Accounts Receivable 6 05 AP Accounts Payable 6 05 d xm Company 05 01 2000 Terminal TODO INS 1 The system
262. u did not use the same reference for the debit and credit portions of the same entry General Ledger User s Manual A 7 System Messages References Report is too wide You must increase the 123 Cell No in Workstation Defaults The definition of the statement layout you are trying to print to a worksheet WKS file is too wide for the workstation default Use the Defaults function on the Resource Manager Workstation Configuration menu to increase the value in the 123 Cell No field see the Resource Manager User s Manual Source code must be Mx R1 or RE The source code of the entry must be Mx or Statement is too wide for the printer or file The statement you are trying to produce is too wide for your printer or it is too wide to save to a file The Account Mask is missing for this company You cannot use the GL Accounts or the Account Budgets function until you define the account mask for the company The value must be between 1 and You must enter a value within the range shown in the message There are no unposted entries to edit No unposted entries are on file to edit Unable to create sort file The segment is unable to create the sort file for sorting account segments Get help from a support technician Use account format MMMM112233 You must enter general ledger accounts in the format shown A 8 General Ledger User s Manual References System Messages Warning Changing this code may result
263. unction When you add a statement content the system assigns the sequence numbers Function The function specifies what the line does When you enter one of these functions a description of the function appears at the right See the end of this section for a table illustrating activity and balance results for various periods and quarters General Ledger User s Manual 8 27 Statement Contents Statement Maintenance 8 28 Field Description Enter AD to print each account number and their account balances in the specified range The actual budget or last year balances and the period s that will be printed are determined by the columns in the statement layout You can enter the balances in one or more of the Total fields at the same time see the Totals 1 9 field below The account name will be printed in the description column unless you enter a different description in the Description field Enter AS to add balances of the specified accounts and print the total balances in the appropriate columns Then enter a description of the line to be displayed in the Description field Enter BB to print the beginning balances for individual accounts for the year Enter BD to list individually the account number and its beginning balance in the specified range The beginning balance is determined by the As Of When and How Far Back fields in the statement layout Enter BS to add and print the total beginning balances for th
264. up the system Follow the setup procedures carefully the choices you make determine how the system will operate Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces 0 See 7 Le eet d 01 EMEND 000000 000001 1 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than blank space General Ledger User s Manual 3 3 Setup Considerations Setup 3 4 e tems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comp
265. use all the accounts specified in the range enter B Normally a negative sign is printed for all credit balances regardless of whether the account is a debit or a credit account If the accounts on this line are normally credit accounts check the box or enter Y in text mode so that the debit balances will show a negative sign instead If this line holds debit accounts uncheck the box or enter N in text mode If you want to print dollar signs next to the dollar amounts on this line check the box or enter Y in text mode Dollar signs will not be printed unless they are also specified in the numeric format in the statement layout for example STHHBI 00 If you uncheck the box or enter N in text mode dollar signs will not be printed even if the statement layout calls for them unless the format is 00 If you specified a CL or CR function enter the number of characters to shift the numeric columns Columns will not be shifted unless the statement layout permits it and if there is a blank column to print the shifted characters in Enter the number of lines you want to leave blank after this line is printed Press Enter if you do not want to leave any lines blank or enter 99 if you want to start a new page after this line To print a header longer than 30 characters enter the parts of the header in consecutive lines and enter 1 in this field Then in the Desc Tab field above enter the number of spaces to s
266. ut Balancing When you are finished entering recurring entries exit to the File Maintenance menu General Ledger User s Manual 7 37 Tables Use the Tables function to set up and maintain the 5 Forced Balance Password table The CNVTxxx table in Resource Manager must be set up before you can begin using the General Ledger system see the Resource Manager User s Manual for information about Period Setup and the CNVTxxx table The General Ledger system has several company specific internal tables GLAUDxxx GLCHAxxx GLPRAxxx GLPRJxxx and GLTRLxxx Do not tamper with these tables The PASS Table To ensure that the general ledger remains in balance you cannot exit from a journal entry function Transactions Edit Transactions Copy Recurring Entries or Recurring Entries unless the balance of the debit and credit entries is zero However if the ledger is out of balance and you cannot figure out what went wrong you can enter the forced balance password to exit from the function Use the forced balance password only as a temporary emergency measure Find out the source of the problem and correct it as soon as possible Do not post to the GLMAxxx Master file until the Journal is in balance General Ledger User s Manual 7 39 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank table screen appears 4 GLTB Tx Commands Edit Modes Other Help 2X
267. visions into which accounts of a business are categorized current assets current liabilities equity revenues expenses and so on accounting period A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period activity The changes in account balances resulting from transactions sales purchases payments of wages adjustments and other journal entries within the business or between the business and one or more outside parties activity ratios Ratios that show the sales activity of the business in relation to its inventory and other assets for example the rate of return on fixed assets 15 the ratio of sales to fixed assets amortization Depreciation applied to intangible assets such as goodwill and leasehold improvements application A software package made up of several related programs functions and files Usually an application is named after a common accounting practice or process for example Accounts Payable Accounts Receivable or Payroll assets The resources such as cash investments manufacturing materials inventory buildings leases fixtures owned by a business Assets are entered as debits in asset accounts General Ledger User s Manual C 1 Glossary References audit trail A detailed record of accounting activity used to account for the source of every dollar in
268. worksheet at the end of the year It shows year to date account balances and last year budget or forecast balances It provides space where you can write down adjusting entries Audit Trial Balance Screen Select Audit Trial Balance from the Reports menu The function screen appears 2 2000 Audit Trial Balance Mm E Commands Edit Modes Other Help Abandon Print C Current Year Budget Amounts C Next Year Budget Amounts C Forecast Amounts Account Number Sort M1 Headings Line 123456789012345678901234567890 T Builders Supply 2 3 AUDIT TRIAL BALANCE 4 December 31 2000 Company 05 12 2000 Terminal T000 1 Select the type of balances or amounts you want the worksheet to list 2 Select the sort configuration you want to use for the worksheet If you created user defined sorts through the Account Masks function they appear at the bottom of the screen 3 Enter the title you want on the worksheet four lines of 30 characters each Use the numbers above the fields to help center the text General Ledger User s Manual 5 7 Audit Trial Balance Reports Before you go on make sure that no one else is using the system 4 Select the output device A sample Audit Trial Balance Worksheet is at the end of this section After the worksheet has been produced the Reports menu appears 5 8 General Ledger User s Manual Audit Trial Balance Reports
269. x file the following prompt appears Warning There are unposted transactions Do you want to continue Either continue with the Clear and Close Last Year function or exit and then post the unposted transactions General Ledger User s Manual 6 13 Clear Close Last Year Periodic Processing Make sure that no one else is using the GLJRxxx file Then use the Proceed OK command to begin clearing and closing the accounts in this step After Each Step When you finish each step follow this procedure 1 Print the GL Journal see page 4 17 and the GL Activity Report see page 4 21 for period 13 source code CL Make sure that all the closing entries are there If entries are missing check the account record the account may not be set up to clear and close When everything is correct save the two reports as part of the audit trail 2 Post the journal to GLMAxxx file see page 4 35 for the company whose accounts you cleared and closed using period 13 Posting updates the account balances with the transactions just entered 3 Print an Audit Trial Balance see page 5 7 and make sure that the accounts closed in that step have a zero balance Repeat this procedure for all your steps After Clearing and Closing When you are finished clearing and closing all the accounts for a company update the current year files see page 6 15 6 14 General Ledger User s Manual Update Current Year After you have
270. xisting content that is not already assigned one General Ledger User s Manual 8 25 Statement Contents Statement Maintenance Statement Contents Screen 8 26 Select Statement Contents from the Statement Maintenance menu The function Screen appears 2 2000 Statement Contents Commands Edt Modes Other ScrollCommands Help 2X SBE Abandon J Statement Content ID Use Acct Mask for Company 3 Mask MMMM11 000002 BegAcct Type EndAcct Type Description 123456789 Act on Total ASSETS CURRENT ASSETS 00000340 10002 10992 000004 US 000005 000006 1 TOTAL CURRENT ASSET 0 000007 CL 000008 HP LONG TERM ASSETS 000009 40 15002 15992 00001005 000011 CR 000012 T1 TOTAL LONG TERM ASS 0 000013 Ud lad Line 000001 of 000053 Enter edit Append Header Goto Field Statement Content ID Use Acct Mask for Company Company 06 12 2000 Terminal T000 OVA Description Using only numbers and letters of the same case you used in the Statement Layout function enter the ID of the statement content you want to work with Enter the ID of the company whose mask you want to use for the content The company s accou
271. y ID Company Name Statement Content ID Example NOV 1 2000 Nov 1 2000 1 NOV 2000 1 Nov 2000 11 30 00 NOV 30 2000 Nov 30 2000 30 NOV 2000 30 Nov 2000 11 H Builders Supply BALI General Ledger User s Manual Statement Maintenance Statement Layout Copy Statement Layout Screen Use the Copy Statement Layout task to modify an existing statement layout You may find it easier to copy a layout than to create one from scratch When you select Copy Statement Layout from the Statement Layout menu the function screen appears 3 2000 Copy Statement Layout x Commands Edi Modes Other Help Abandon From Statement Layout ID BALA aj To Statement Layout ID Company 06 12 2000 Terminal T000 vR 1 Enter the ID of the statement layout you want to copy 2 Enter an ID for the new copy of the layout The system recognizes the difference between uppercase and lowercase so if you use all uppercase or a mixture of uppercase and lowercase letters keep track of which case you used If you enter the ID of a layout that already exists a warning appears If you override the warning by pressing Enter and then PgDn the existing layout is replaced by the new copy Do not enter the ID of a layout you want to keep If the ID you enter is the same as the ID of the layout you are copying an error message appears General Ledger User s Manual 8 19 Statement Layout Statement
272. y References statements The standard financial statements such as the balance sheet the income statement and the cash flow statement you produce at the end of each accounting period which detail the company s financial performance You can also produce the Ratio Analysis and other reports such as sales reports table A grid that holds records and is visible See also file transaction A credit or debit made to an account Each journal entry consists of at least one debit and one credit transaction trial balance A report that shows the balance of each account in the general ledger The total credits must equal the total debits variance The difference between two balances for the same account for example between the balance of this year and last year C 6 General Ledger User s Manual Symbols WKS files 5 15 A Abandon function key 1 29 1 44 pull down menu command 1 29 verification button 1 28 About OSAS pull down menu command 1 32 Access Code function key 1 20 1 42 tool button 1 22 access code entering in graphical menus 1 22 entering in text menus 1 42 Access Codes parameter 1 15 access codes company specific 3 23 setting up 3 7 3 23 storing 3 24 account balances 3 14 beginning 3 14 in Statement Contents 8 28 in Statement Layout 8 11 class 3 13 7 13 code 3 13 information storage 1 6 numbers changing B 6 changing during conversion 2 6 fill characters 3 11 format 3 11 General Ledger User s
273. your version of General Ledger consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your value added reseller General Ledger User s Manual 2 5 Conversion Installation and Conversion Converting from Versions 4 6x and Earlier The account numbers may have to change to be brought into compliance with the account mask During conversion the system makes a suggestion for the new account number which you can accept or edit The GLCGxxx file is created to record these changes and other applications will access this file to change their own account numbers Account types from versions 4 11 through 4 6x are converted as follows Balance sheet accounts have an account type of 080 other e Income statement accounts have an account type of 530 other e account types have an account type of 999 not defined These account types require manual adjustments in the Account Types function If you are converting from version 4 10 or lower each general ledger account will have 999 not defined as the account type for all converted accounts After conversion print a detailed chart of accounts Use the Account Types function page 7 13 to make the necessary changes To use the Cash Flow Contents function you must make adjustments to the account
274. ys Ctrl G 1 43 Ctrl F 1 45 Ctrl G 1 45 Ctrl J 1 29 Ctrl O 1 45 Ctrl V 1 45 Ctrl Z 1 30 1 36 Del 1 36 1 46 Down Arrow 1 29 End 1 36 1 46 Esc 1 42 1 44 F1 1 32 1 44 F10 1 30 1 47 F2 1 29 1 35 1 44 F3 1 29 1 44 F4 1 44 F5 1 29 1 44 F6 1 29 1 44 F7 1 29 1 44 F8 1 44 F9 1 46 graphical menus 1 20 Home 1 36 1 46 General Ledger User s Manual Ins 1 36 1 46 Left 1 36 1 46 PgDn 1 29 1 45 PgUp 1 29 1 43 1 45 Right 1 36 1 46 Shift F1 1 32 1 44 Shift F10 1 36 1 47 Shift F2 1 44 Shift F3 1 34 1 48 Shift F4 1 34 1 48 Shift F5 1 34 1 49 Shift F6 1 34 1 49 Shift F7 1 34 1 49 Shift F8 1 34 1 49 Shift F9 1 30 1 36 1 47 Tab 1 43 1 45 Up Arrow 1 29 1 45 G General Ledger before converting 2 5 before you install 2 3 converting to version 6 1 2 7 installation 2 3 installing new version before converting 2 5 setup considerations 2 5 system requirements 2 3 General Ledger interfaces 1 5 3 16 GL Accounts correcting 7 20 deleting 7 17 function 1 6 6 10 6 12 6 22 7 15 7 35 B 5 in GLMAxxx file 1 6 protecting with access codes 3 23 GL Activity Report 3 21 7 35 B 2 function 1 9 3 15 4 3 4 21 B 2 printing after clearing and closing steps 6 14 before posting 4 35 uses for 4 21 using for month end maintenance 6 19 GL and Transaction Inquiry function 4 27 GL Journal balances 4 19 function 1 9 3 15 3 21 3 22 4 3 4 9 4 31 7 35 General Ledger User s Manu

General Ledger - White Ware, Inc

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