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MultiSite Suite: General Ledger User`s Manual

1. MultiSite Suite General Ledger User s Manual version 2 2 97 MultiSite Suite General Ledger Module Copyright amp Trademarks Copyright Notice and Trademarks 2003 by Brent Lawrence LLC All rights reserved Reprinted and edited by MultiSite Systems LLC with permission from Brent Lawrence LLC Microsoft Windows Excel and Outlook are registered trademarks of Microsoft Corporation All other product names and services used throughout this document are trademarks or registered trademarks of their respective companies The product names and services that appear in this document are used in editorial fashion only and for the benefit of such companies No such use or the use of any trade name is intended to convey endorsement or other affiliation with this document MultiSite Systems LLC version 2 2 97 i MultiSite Suite General Ledger Module Table of Contents Overview of General Ledger Table of Contents Logging Into General Ledger 3 Navigating in General Ledger 5 Label Bar Slider Bar Sections 5 Toolbar Buttons 6 Menu Commands 6 Click level Sorting 7 Status Bar 8 Selecting Specific Records 8 Navigating in Records 9 Navigation Workflow 9 Logging Out of General Ledger 9 Viewing amp Printing Account Information Views 9 Filtering Records for Customized Viewing 11 Printing Records 12 Viewing amp Printing Account Summari
2. If you select Filter Posted Batch Date Range from the View menu in the main screen menu bar posted batches are filtered according to a specific date range in order to shorten the list of records returned and avoid lengthy data retrieval times You can change this date range in the Filter Posted Batches section of the Preferences window Ifthe batches that appear are not from the company division you want you can change the division by selecting an alternate one from the Default GL Template drop down list in the Preferences window For more information see Setting User Preferences 5 To view or change details in any posted or unposted batch double click on any cell in the corresponding batch row A batch detail panel appears in the main screen If you are viewing unposted batches the detail panel looks like this a Batch Data GL TEMPLATE Corporate BEE Eile Edit Help a l 2 2l e a Site HARRIS BROWN MANAGEMENT Batch ID 45867 BatchType J ite al g all Save Batch pa ZjNew Batch Calendar Period sa FiscalPeriod b ReferenceNumber Oo i 23 Copy Batch Description Misc Recas C 0Utti lt i C OC E Reverse Bat Moray steg unti Acct Description Debi Cedi x Ree gt 399 4420 _ Misc Reclass u Close Batch 92 Import Batch all Past Batch RecuringBatch poste I PostedD ate PostedBy Foras 150 55 150 55 version 2 2 97 24 Mult
3. Clicking the New Batch icon in the Actions slider bar The instructions below explain how to add a batch by clicking the New Batch icon in the Actions slider bar If you use one of the two other methods simply follow the steps below starting from step 3 gt To add a new batch to GL do the following 1 MultiSite Systems LLC If the Actions label bar isn t already open click on it to display the available actions In the Actions slider bar click the New Batch folder icon A panel appears inside the main screen with a batch header at the top and detail lines underneath The icons in the Actions slider bar change to icons that pertain to adding batches version 2 2 97 27 MultiSite Suite General Ledger Module Adding Batches MultiSite Systems LLC Ea ADDING New Batch Header GL TEMPLATE Multi Family File Edit Help N a e BatchT ype Site ees ARLEE STEDMAN Batch ID Mi Save Batch x Cancel Batch Calendar Period fos2003 FiscalPeriod ReferenceNumber 92 Import Batch Description Test Batch BO General Ledger Detail Transactions m m _Acct Description tit a a a E 3 A e e e Iaea Posed m PostedDate Posed frorals oo In the Batch Type drop down list select one of the following JE lets you add journal entry line items for one site CJ lets you add a common journal entry which enables you to enter line items for several sites in one batch or to import a file from Exce
4. 21368 NEW AcctT ype jasur AcctSubT ype Curent Lisbiities AcctSubType2 Accounts Payable Other AcctSubTyped Po Description ACC INTEREST PAYABLE CAPITAL IMPRIVEM CloseDut fie BudgetAcct rm AltAcctNumber1 AltDescriptiont mo i Account has been copied to 2136B NEW You will want to edit this AltDescription2 Ly number AltAcctNumber3 AltDescription3 Comments BalanceSheetSubT ype Accrued Expenses After you press OK The new account number has been saved with the designation XXX X NEW account number The form is in the Edit mode and there ate only two buttons at the bottom of the screen Update and Cancel After you remove the NEW from the end of the new account number you can press UPDATE and the new account number will update and save Note The form is expecting you to verify and possibly change other information as needed IMPORTANT you remove the NEW from the end of the account number before you Save Update the new account number Examples of common changes made after Copy Account are Description and CloseOut If you chose an account that very closely matches the new account number purpose you may not need to change anything else version 2 2 97 46 MultiSite Suite General Ledger Module Bulk Editing of General Ledger Accounts Tip You can also add new accounts while you are viewing accounts in Chart of Accounts view For
5. 5 LIHC 1D 515 LIHC Select the sites you want to include by clicking anywhere in the rows that contain the corresponding site names Hold down the Shift key while doing this to select contiguous rows of sites hold down the Ctrl key to select non contiguous rows Click OK at the bottom of the window The system displays the report in the Reports window To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section below To close the Reports window click the x on the toolbar or in the upper right corner of the window You return to the Select Sites window Click the x in the upper right corner of the Select Sites window You return to the GL Report Menu window Click the Close button in the GL Report Menu window You return to the main screen version 2 2 97 61 MultiSite Suite General Ledger Module Generating amp Printing Reports Navigating in Printing Exporting and E mailing Reports Use the toolbar buttons and labels shown below to navigate among the report pages print the report export the report to a computer file and or send the report as an e mail attachment to a specified e mail recipient MultiSite Systems LLC 1 of 2 gt ri s allel fioo x Total49 100 49 of 49 Explanations of each button and label in sequential order from l
6. e g 123 Account Number e g 6450 Description e g Record Maintenance Labor Amount e g 645 75 Account Description 6540 Maintenance labor 1100 Maintenance labor 6540 Maintenance labor 1100 Maintenance labor 6540 Maintenance labor 1100 Maintenance labor 6540 Maintenance labor 1100 Maintenance labor 1 1 2 2 3 3 4 4 headings as shown in the example above Amount 100 00 100 00 800 00 800 00 400 00 400 00 550 00 550 00 Notes Row 1 in the Excel worksheet ust contain the specified column 2 Enter two or more rows of data Enter debits as positive amounts and credits as negative amounts MultiSite Systems LLC version 2 2 97 32 MultiSite Suite General Ledger Module MultiSite Systems LLC 3 Adding Batches by Importing Excel Files Notes Sum the Amount column to make sure that it equals 0 Debits and credits must offset each other You can only enter line items for sites that use the same GL template Entries for sites with different GL templates should be entered into separate Excel files and imported as separate batches In the worksheet tab at the bottom of the spreadsheet change the Excel default label so that it reads Text instead of Sheet Format the Amount column by doing the following a Select the entire Column D b From the Format menu in the Excel menu bar choose Cells c In the Format Cells window select the Number tab d In the Cat
7. 00 40 097 59 0 00 40 097 59 2130 ACCRUED INTEREST MORTGAGE 0 00 o 00 0 00 18 641 25 000 18 641 25 2135 ACCRUED INT OTHER 0 00 0 00 0 00 7 790 28 0 00 7 790 28 2150 ACCRUED PROPERTY TAXES 0 00 0 00 0 00 28 727 87 000 28 727 87 Comments for 1100 CASH REGULAR 4 To view comments that have been entered for an account click on any cell in the same tow as the corresponding account number If comments have been entered for that account number they appear in the Comments text box at the bottom of the window If no comment has been entered the text box appears blank E Tip The account number that you click on is displayed above the Comments text box You can use this feature to make sure that you are focusing on the proper account MultiSite Systems LLC version 2 2 97 15 MultiSite Suite General Ledger Module Viewing amp Printing Account Summaries with Variances amp Comments 5 gt To MultiSite Systems LLC To print the Trial Balance report in the window click the print button on the toolbar Note Trial Balance view printouts do not include comments To close the Trial Balance window click the exit button You return to the main screen add a comment do the following Display the Trial Balance view by following the instructions above Click on any cell in the same row as the account number for which you want to add a comment E Tip The account number that you click on is displayed above
8. 97 55 MultiSite Suite General Ledger Module Year End Procedures 2 Use the Creating Tenant Batches in General Ledger procedure in this manual to create a batch for each site for each period that has unposted Tenant transactions Note If a user working in the Tenant module inadvertently creates Tenant transactions for a period prior to the one for which you are creating the current batch the system will automatically place the prior transactions in separate GL batches a different batch for each period E Tip To view the details in the batch created from the Tenant module print the Tenant Roll Up to GL report and compare it to the Tenant Summary report For instructions see Generating gt Printing Reports 3 Post the batch that you just created from the Tenants module For instructions see Posting Batches 4 Print the financial statements that are pertinent to your company e g the Trial Balance Operating Statement Cash Flow report For instructions see Generating Printing Reports Year End Procedures The following year end procedures must be done for every property when the numbers for the closing year are finalized and before any January batches journal entries are entered into the system for the new year gt At the end of each year do the following 1 In user preferences change the default period to 13 e g 132003 for period 13 of the year 2003 For instructions see Serting User Preferences 2
9. Enter any year end batches For instructions see Adding Batches or Adding Batches by Importing Excel Files E Tip Typically these would be batches resulting from audit adjustments in period 13 of the prior year 3 Use the Calc YTD action to update the ending balance for all year to date activity For instructions see Updating the Ending Balance for Year to Date Activity Then complete step 4 immediately 4 Use the Roll the Year action to take the ending balance from period 13 of the prior year and copy close them to the beginning balances MultiSite Systems LLC version 2 2 97 56 MultiSite Suite General Ledger Module Generating amp Printing Reports period 0 of the following year For instructions see Rolling Ending Balances to the Next Year Then complete step 5 immediately All P amp L accounts are rolled up and closed into the equity account that was set up in the account template All assets and liabilities will simply roll over and become the beginning balance of the new year E Tip The Roll the Year action can be done at any time and it can be done more than once However it must always be immediately preceded by recalculating the year to date activity for the prior year step 3 above and it must always be immediately followed by recalculating the new year step 5 below 5 Use the Calc YTD action to update the ending balance for all year to date activity for the new year For instructions see Upda
10. Ma Inquiry Trial Balance MASTER ACCOUNT TEMPLATE Aeren Desci U e Se STe et amp Chart of Accounts fi00 CASH REGULAR ASSET Cash Cash 1100 ae mM Er Cash Cash Other u2 cashTaxe ns ESCROW lasset Cash SES CE Cash Accounts CSS TCS eS RER To view details of a specific account double click any cell in the same row as the corresponding account number version 2 2 97 20 MultiSite Suite General Ledger Module MultiSite Systems LLC Viewing Adding amp Updating Accounts in Master Templates The account details appear in a window containing text boxes as shown ig All Accounts for GLTemplate Multi Family GLTemplate MutiFamiy Active Acct jy k24cctNumber ps AcctT ype fequty AcctSubType Equity AcctSubType2 feuy AcctSubType3 Pos Description RET LOSS PRIOR GENERAL PART CloseDut fis BudgetAcct a AltAcctNumber AltDescription1 AltAcctNumber2 AltD escription2 O O AltAcctNumber3 zz AltDescription3 oe Comments DOO O BalanceSheetSubType Partnership Owner E quit SubType CashFlow Other Expenditures HUD_AccourtNumber P HUD Description Po RD Account Number DO RD Description OO RD Budget Line Os mo a Dore en Cove Centon 14 4 Record 166 below The selected record number is displayed at the bottom of the window You can remain in the window and navigate to other accounts by doing the following To navigat
11. Report gt To generate the Cash Flow report do the following 1 If the Reports label bar isn t already open click on it to display the two Reports icons 2 Inthe Reports slider bar click the Cash Flow icon amp Other Reports Cash Flow The Cash Flow window appears The current default period appears in the Enter Period text box ia Cash Flow olx Enter Period like 082002 Close Select Site s gt gt 3 If you are generating a report for a different period enter it in the Enter Period text box Otherwise accept the default period 4 Click the Select Site s button The Select Sites window appears MultiSite Systems LLC version 2 2 97 60 MultiSite Suite General Ledger Module MultiSite Systems LLC 10 Generating amp Printing Reports i Select One or More Sites to Include in your Report Select One or More Sites code Stet Ste Nene t Apamon Namo State Property Manager Eropetp Ture ABC INVESTMENT COMPA ALDERSGATE ALEXANDER APEX ARDEN RIVER GLEN AURORA BATTLEBORO BISHOPYILLE BRITISH WOODS NY PENN COURT ALDERSGATE RIDGEWAY WAKE ACRES RIVER GLEN MALLARD DREW HILLS IVY TERRACE BRITISH WOODS NC E TE Dallape Mike Lucas Mike Lucas Kelly Hammer Becky Stevens Candace Heath Kelly Hammer Brandon Liles Candace Heath AD 5 JEE 5 5 Sec8 HUD 202 RD 515 HOME AD 5 RAD 5 5 LIHC 5
12. Tenant module A status bar is displayed as the system completes these processes When the system is finished a message box appears that reads Roll Ups Complete Click the Close button in the message box You return to the GL Transactions Roll Up window Click the Close button in the GL Transactions Roll Up window You return to the main screen a Tips After the system creates the batch you can view it in GL by clicking the Batch folder icon in the Views slider bar see Viewing Batches To view or print the details in the batch run the report called Tenant Roll Up to GL see Generating Printing Reports 9 Post the batch for instructions see Posting Batches Month End Procedures The following procedures should be done at the end of each month for each property before batches journal entries are entered into the system for the following month gt At the end of each month do the following MultiSite Systems LLC 1 In the Tenants module generate the Tenant Summary report and verify that Gross Rent Potential GRP is in balance i e make sure that the actual amounts charged are equal to the budgeted amounts and that Cash is correct Tip The detail records used to generate the Tenant Summary report are the same records as those used to create tenant batches If the Tenant Summary report is correct the batch of tenant records that gets posted in GL will also be correct version 2 2
13. Trial Balance Pick Sites x ia 4 1of2 gt amp 2 a roo z Total 49 100 49 of 49 A amp THOMES A amp T HOMES Trial Balance Fiscal Period Units Acct 5 25 Site PM Current Month Year To Date 269 Calendar PD 052003 Description Assets 1100 CASH REGULAR 2 522 95 2 522 95 1120 CASH REGULAR 62 15 3 056 10 1122 CASH TAX amp INS ESCROW 0 00 6 781 67 1191 TENANT SECURITY DEPOSIT 1 350 00 9 600 00 1240 PREPAID INSURANCE 390 39 1 171 18 1320 CASH RESERVE 0 00 1 910 60 1321 CASH RESERVE ADDITIONS 0 47 3 000 47 1322 CASH RESERVE WITHDRAWALS 0 00 1 032 07 Liab ilities 2110 AJP TRADE 0 00 1 110 97 2150 ACCRUED PROPERTY TAXES 820 00 4 100 00 2191 TENANT SEC DEP FUNDED 1 350 00 9 600 00 E OWNERS PARTNER EQUITY 6 247 88 A 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section below 8 To close the Reports window click the x button on the toolbar or in the upper right corner of the window You return to the GL Report Menu window 9 Click the Close Reports icon in the Preview slider bar of the GL Report Menu window You return to the main screen MultiSite Systems LLC version 2 2 97 59 MultiSite Suite General Ledger Module Generating amp Printing Reports Generating the Cash Flow
14. View Tools Help aati Ba Inquiry Ga Trial Balance A amp T HOMES amp Operating State ABC INVESTMENT CON MEER ia Chart of Accounts ALBEMARLE ffm Batch ALDERSGATE ALDERSGATE II ALEXANDER ALLENDALE APEX ARC STANLY ARDEN RIVER GLEN ARLEE STEDMAN ASHLYN PARK AURORA BAKERSVILLE BATTLEBORO BISCOE BISHOPVILLE BOYD STEDMAN HOMI BRAGG STREET BRITISH WOODS BROOKWOOD ROXBO BUCKHANNON BURKE X gt Inquiry Multi Family Inquiry E Tip You can change the list of sites that appears by selecting a different Default Division from the Preferences window see Setting User Preferences MultiSite Systems LLC version 2 2 97 12 MultiSite Suite General Ledger Module MultiSite Systems LLC 3 Viewing amp Printing Account Summaries In the list of sites click on the site containing the account s you want to display The corresponding accounts are displayed in the main viewing panel as shown below General Ledger Module Division Multi Family Current Period 042003 Edt View Tools Help EC vw Ma Inquiry 7 atin on 4 G amp Trial Balance EDEN Inquiry Multi Fami me Cbeaing ote Acct Desc Activity Budget YTD Bud FP Cal ff Chart of Accounts GIBSONVILLE f p 1100 CASH REGULAR 0 00 0 00 0 00 4 042 M Batch JONESVILLE KERNERSVILL f 1122 CASH TAX amp INS ESCROW 2 885 33 0 00 0 00 4 042 KING W C K KINGSWOOD f 1135 ACCTSRE
15. a configuration file that determines which GL icons and features appear in your own customized version of the GL screen and which ones do not Sometimes this file gets corrupted When that happens the Rebuild Layout Files feature restores the system defaults so that your GL screens and windows will work properly again You should not rebuild layout files on your own However if you are experiencing technical difficulty a customer support technician may ask you to use this feature If that happens then simply choose Rebuild Layout Files from the Tools menu version 2 2 97 68
16. for each company division e g Multi Family Corporate etc It also lets you add a new account and change information in an existing account ce Tip You can also add new accounts by using the New Account action For instructions see Adding New Accounts gt To view add or modify accounts in a master chart of accounts template do the following 1 MultiSite Systems LLC If the Views label bar isn t already open click on it to display the various viewing options In the Views slider bar click the Chart of Accounts folder icon A window appears enabling you to select a master template to view From the drop down list in the center of the window select the template that includes the master list of accounts you want to display shown below version 2 2 97 19 MultiSite Suite General Ledger Module Viewing Adding amp Updating Accounts in Master Templates MultiSite Systems LLC ig Choose Master GL Template ioj x The Current GL Template is Multi Family You can change the Current GL Template by Selecting another Master GL Template below Multi Family vv Master GL Template Commercial Corporate Dummy Multi Family Cancel 4 Click OK You return to the main screen which refreshes and displays the master list of accounts as shown below E Ledger Module Division Multi Family Current Period 052003 File Edit view Tools Help E 2 pmaama an
17. instructions see Viewing Adding amp Updating Accounts in Master Templates Bulk Editing of General Ledger Accounts There are four 4 methods to update field data in the chart of accounts in bulk This greatly reduces the time to update account descriptions when compared to manually editing each account Of course with great power comes great responsibility It is easy to make sweeping changes but if the changes are incorrect it can cause great heartache We recommend that before using any of the bulk editing tools you print out the complete chart of account using the Account Template report or ask MultiSite to give you a report with more detail The fi RD COA four 4 methods are accessible in the group sidebar fa HUD COA Actions see the icon snapshot ff One COA a Two COA Each of the four bulk tools have the same concept A good example of a data field you might want to update in bulk is the Budget indicator 1 The form will open up with six 6 columns from the chart of accounts that cannot be edited in this form And the last column can be edited Or 2 columns if you chose a template with two edit columns See partial screenshot below General Ledger Template Multi Family Pick one account to edit Sa BudgetAcct X Chart of Accounts AcctT ype AcctSubT ype Description Ts Budget Budget Acct ASSET Cash PETTY CASH 1115 ASSET Cash Development CASH mia eig 1120 ASSET Cash Cat
18. it and post it see Copying Batches Or you can reverse an existing batch see Reversing Batches MultiSite Systems LLC version 2 2 97 36 MultiSite Suite General Ledger Module Posting Batches Posting Batches MultiSite Systems LLC If you add a batch or import a batch from an Excel file and you do not post it right away or if you create a batch from transactions in the Tenant module you can post the batch to GL afterwards by using the instructions below To post a batch to GL do the following 1 If the Views label bar isn t already open click on it to display the available viewing options In the Views slider bar click the Batch folder icon A message box appears asking you if you want to add a batch In the message box click No A list of batches appears in the panel of the main window If the label above the list of batches does of read Unposted Batches Le if it reads Posted Batches switch your view to Unposted Batches by choosing Unposted Batches from the View menu in the main screen menu bar Double click on any cell in the row that corresponds to the batch that you want to post A panel containing batch details appears in the main screen and the Actions slider bar opens displaying the icons that pertain to batch activity version 2 2 97 37 MultiSite Suite General Ledger Module Posting Batches MultiSite Systems LLC 10 11 a Batch Data GL TEMPLATE Corporate
19. or pressing the Tab key on your keyboard On some panels and windows you can also press the Enter key on your keyboard You can move from one tow in a grid to another by clicking with your mouse or pressing the up or down arrow keys on your keyboard You can also resize columns in grids by placing your cursor between two column headers and dragging your mouse pointer to the left or right To save the new column size so that the system displays it whenever you re open the grid click anywhere inside the grid after resizing it Navigation Workflow Typically after you log into GL you click the label bar of the section you want to use first Views Actions or Reports Then you click the icon in the corresponding slider bar and continue working in the panels that appear in the main screen or in popup windows that appear Specific instructions for each procedure are included in this manual Logging Out of General Ledger To log out of General Ledger simply click the exit button on the main screen toolbar You return to the remote server Desktop To log out of the remote server click the Start button on the Windows Taskbar and choose Log off Your Username Viewing amp Printing Account Information Views When you first log into GL the Views section opens by default and the Inquiry view is automatically selected as shown below MultiSite Systems LLC version 2 2 97 9 MultiSite Suite General Ledger Module Viewing amp Pri
20. the corresponding cells and enter values E Tip If a budgeted amount is the same for each month it might be easier to spread the amount evenly To do that select cell in the Spread Amt column in the same row as the corresponding account number Acct and enter the annual amount When you click anywhere outside the cell the annual amount is spread evenly to each period in the record 7 Ifyou changed any numbers in the record click the Recalc Totals button at the top of the window to recalculate the budget accordingly Then click the Save button at the bottom of the window 8 To print the budget click the print button in the toolbar 9 To close the window click the exit button You return to the main screen Importing Budgets You can import a budget from a csv file into GL by following the steps below gt To import a budget do the following 1 If the Actions label bar isn t already open click on it to display the available actions 2 Inthe Actions slider bar click the Import Budget folder icon The Import Budget window appears as shown below MultiSite Systems LLC version 2 2 97 44 MultiSite Suite General Ledger Module Adding New Accounts S2 Import Budget to GL Bel Es Budget to Import PRESS START BUTTON TO BEGIN Importing Account Number Click the Start button at the bottom of the window A window appears In the window navigate to the csv file you want to import select the file
21. to create and manage journal entries and related accounting details in one integrated computerized system It also enables you to view account summary and detail information generate financial reports and exchange accounting details with the Cash Management and Tenant modules of the MultiSite Suite The General Ledger module has the following features General Features Microsoft Outlook user interface design for simplicity and consistency with other MultiSite modules Compatibility with Microsoft Office 97 2000 and XP Filters that provide custom views so that users can see only the information they need to perform their own jobs lt Property managers and field personnel can view records but not add or modify batches journal entries Office staff can enter and modify batches and budgets as well as view records lt Views can be filtered so that property managers can see only those records pertaining to their own sites 13 year periods are provided for each year period 13 can be used for year end accrual entries Accounting periods remain open they are never closed lt You can post to any period past or future lt To ensure accuracy the system prompts you when you post entries to previous or future periods Security levels limit access to sensitive information as needed Unlimited history of activity can be retained Automatic real time or Batch posting of information from the Ten
22. which you want to display accounts from the Site drop down list at the top of the window The window refreshes and displays information for the selected site as shown below ig Trial Balance ASHLYN PARK ASHLYN PARK 296 David Phipps Current Period 052003 BJ site ASHLYN park x Month YTD Acct Description Actual Budget Var Actual Budget Var 1100 CASH REGULAR 3 319 64 r 9 64 3 319 64 0 00 3 319 64 1106 PETTY CASH 0 00 004 0 00 375 00 0 00 375 00 1120 CASH REGULAR 154 44 000 154 44 4 327 72 000 432772 1122 CASH TAX amp INS ESCROW 0 00 0 00 0 00 21 770 83 0 00 21 770 63 1130 ACCTS RECEIVABLE TENANTS 0 00 0 00 0 00 939 00 0 00 839 00 1135 ACCTS RECEIVABLE GOVT 0 00 0 00 000 16 959 00 0 00 16 959 00 1140 ACCTS RECEIVABLE OTHER 0 00 0 00 0 00 3 500 00 ooo 3 500 00 1191 TENANT SECURITY DEPOSIT o0 000 0 00 10 199 58 000 10 199 58 1240 PREPAID INSURANCE 0 00 000 0 00 5 823 53 0 00 5 82353 1320 CASH RESERVE 0 00 o 00 o oo 1 889 23 ooo 1 889 23 1321 CASH RESERVE ADDITIONS 241 0 00 211 6 564 97 0 00 6 56497 1410 LAND 0 00 000 0 00 133 200 00 0 00 133 200 00 1415 LAND IMPROVEMENTS 0 00 0 00 0 00 92 682 00 0 00 92 682 00 1420 BUILDING 000 o oo 000 2 261 692 00 0 00 2 261 692 00 1440 BUILDING PERSONAL PROPERTY 0 00 0 00 0 00 127 727 93 0 00 127 727 93 1810 LOAN COSTS 0 00 0 00 0 00 60 487 75 0 00 60 467 75 2110 AP TRADE 0 00 0 00 0 00 4 820 42 0 00 4 820 42 2115 AP OTHER 0 00 0 00 0
23. 0 Total Equitie 0 00 0 oo 0 00 0 00 0 00 0 00 0 0 Exit Cash Flow 0 00 Ready The site name that appears at top of the window in the Site drop down list in the window is the last site that was selected from Inquiry view see Viewing gt Printing Account Summaries 3 If you want to view add or edit a budget for a different site select an alternate site from the Site drop down list 4 Inthe Fiscal Year text box enter the fiscal year for which you want to view or edit the site s budget 5 Click the Get Budget button at the top of the window to display the budget records for the selected site and specified fiscal year The budget data appears in the window If no current budget exists for the fiscal year the amounts in the line items will all be 0 Note If you changed the site in step 3 a message box appears asking if you if you re sure that you want to change sites before saving any data on the current screen If this message box appears and you don t need to save any information on the current screen click Yes If you entered data that you ve not yet saved click No click the Save button at the bottom of the window select the site you want from the Site drop down list again and click the Get Budget button again MultiSite Systems LLC version 2 2 97 43 MultiSite Suite General Ledger Module Importing Budgets 6 If you want to add or modify any data select
24. 25 490 00 333 78 Expense MAINTENANCE 6537 MAINTENANCE GROUNDS 54 82 25 00 29 82 54 82 125 00 7018 6541 MAINTENANCE SUPPLIES 322 91 208 00 114 91 1 220 97 1 040 00 180 97 6542 REPAIRS 700 00 623 00 77 00 2 387 50 3 115 00 727 50 6544 CARPET EXPENSE 0 00 167 00 167 00 0 00 835 00 835 00 wi san EE pies Bea ete ee Ane Ia a Comments for 5020 VACANCY COLLECTION LOSS 4 To view comments that have been entered for an account click on any cell in the same tow as the corresponding account number MultiSite Systems LLC version 2 2 97 17 MultiSite Suite General Ledger Module Viewing amp Printing Accounts in Operating Statement Format gt To MultiSite Systems LLC If comments have been entered for that account number they appear in the Comments text box at the bottom of the window If no comment has been entered the text box appears blank i Tip The account number that you click on is displayed above the Comments text box at the bottom of the window You can use this feature to make sure that you are focusing on the proper account To print the Operating Statement click the print button on the toolbar A message box appears asking you if you want to print the comments along with the other account information If you want to include comments in the printout click Yes If not click No To close the Operating Statement window click the exit button You return to the main screen add a comment do
25. CEIVABLE GOVT 0 00 0 00 0 00 4 042 MAYODAN NEWLAND _ 1240 PREPAIDINSURANCE 0 00 0 00 0 00 042 REIDSVILLE pada 1321 _ CASH RESERVE 2 583 33 0 00 0 00 042 WEST JEFFER 1410 Lann ooo 000 0 00 0 00 042 a TC 0 00 0 00 042 as VV TI 0 00 0 00 042 TO 0 00 0 00 042 a TO 0 00 0 00 042 m __ 3100_ OWNERS PARTNER 000 0 00 0 00 Reports 4 AL TInewsiru Muli Familo FiK To print the grid information right click choose print all rows To view current period activity details for a single record in the list double click the cell in the Activity column in the same row as the corresponding account number Acct Tip To make sure that you select the correct cell you can click on the account number first to put your focus on the appropriate record For more information see Selecting Specific Records in the Navigating in General Ledger section Activity details for the record are displayed in a window as shown below version 2 2 97 13 MultiSite Suite General Ledger Module i Account Detail Posted GL Transactions only ALBEMARLE CREEKRIDGE 1 Garry Roupe File View General Ledger Detail for Acct 6820 MORTGAGE LOAN INTEREST ___Amount Description Source Vendor Invoicett_ InvAmt Dateiny Date Check GL A NA 12 2 05 12 2003 i 1 0 00 05 12 2003 To print the current period activity details choose Print from the File To c
26. accounts as posted in the Tenant module This feature was added to GL because many companies prefer to balance their own accounts on a monthly basis Therefore tenant account information is not exported from the Tenant module to the GL module automatically and the information must be updated in GL manually so that the GL records are correct Note If the MultiSite Tenant module is being used this action should be performed at least once each month to keep the records in GL accurate If preferred it can be done more than once each month gt To create a tenant batch in General Ledger do the following 1 If the Actions label bar isn t already open click on it to display the available actions 2 Inthe Actions slider bar click the Roll Up Transactions folder icon The Tenant Transactions Roll Up window appears ij Tenant Transactions Roll Up oix Eile Period to Roll Up IV Roll all sites together Close Select Site s gt gt Ready 4 MultiSite Systems LLC version 2 2 97 53 MultiSite Suite General Ledger Module MultiSite Systems LLC 3 Manual Updating the Ending Balance for Year to Date Activity In the Period to Roll Up text box accept the default period or change it to the period for which you want to create a batch of tenant account records Click the Select Site s button The Select Sites window appears Please select one or more sites to roll up Tenant Transactions Selec
27. ady been added to GL This prevents duplication when adding batches to the system gt To view a batch do the following MultiSite Systems LLC 1 If the Views label bar isn t already open click on it to display the various viewing options In the Views slider bar click the Batch folder icon A message box appears asking you if you want to add a batch Do one of the following If you want to view batches before adding one to the system click No A list of batches appears in the main screen as shown below version 2 2 97 22 MultiSite Suite General Ledger Module Viewing Batches If you are sure you want to add a batch right away click Yes The system automatically moves your focus to the Actions slider bar for instructions on how to proceed see Adding Batches El General Ledger Module Division Multi Family Current Period 052003 File Edit View Tools Help a D pgoaana om amp Inquiry Trial Balance oie Ret ste _ Descipion Be Chat of Account an fe39 TrestBach smf 5 00 Bi Batch Ban MR amiy fe 4 The system default is set up to display all unposted batches in your division If you want to view posted batches instead choose Posted Batches from the View menu To switch back to unposted batches choose Unposted Batches from the View menu MultiSite Systems LLC version 2 2 97 23 MultiSite Suite General Ledger Module Viewing Batches MultiSite Systems LLC E Tips
28. and click Open The system begins importing the selected csv file The account numbers in the file flash in the Importing Account Number text box as the import progresses Tip At any time you can abort the import process by clicking the Stop button at the bottom of the Import Budget window When the import is finished a Done message appears at the bottom of the window Click the Close button to exit the Import Budget window You return to the main screen Adding New Accounts MultiSite Systems LLC The recommended method to add new accounts is to use the Copy Account feature so all the subtypes and other data fields will be filled in to correctly position on financial reports The Copy Account feature works like this Locate and double click on an existing account that closely resembles the new account The double click action opens up the Account form in Edit Mode The account you clicked on will be displayed in the form version 2 2 97 45 MultiSite Suite General Ledger Module Adding New Accounts MultiSite Systems LLC Click the Copy Account button Pop Up ENTER ACCOUNT NUMBER box Type in the NEW account number and press OK ACCOUNT COPIED notification pops up and tells you the account has been copied to XX XXX NEW press OK See screenshot notification below w All Accounts for GLTemplate Multi Family GLTemplate Muti Famiy ActiveAcct jy k2AcctNumber
29. ant to reverse for instructions see Viewing Batches Double click on any cell in the row that contains the batch you want to reverse Click the Reverse Batch icon in the Actions slider bar The Reversing a Batch panel appears in the main screen window Ea REVERSING a Batch File Edit Help al 2 J CE BatchiD BatchT ype JE v Site HARRIS BROWN MANAGEMENT M Save Batch a x Cancel Batch Calendar Period fi FiscalPeriod 0 ReferenceNumber B Post Batch Description Preclass Supplies iu Close Batch _ Steg unti Acct ey saa 4430 Reclass Supplies 06711 20_PostedBy io motas 15 00 15 00 If you want to make any changes or additions to the batch details you can do so at this point Click the Save icon in the slider bar Click the Close Batch icon to return to the list of batches In the View menu of the main menu bar be sure that Unposted Batches is selected If it is not choose it from the menu The unposted batches are displayed in a panel of the main screen version 2 2 97 41 MultiSite Suite General Ledger Module Viewing Adding amp Updating Budgets 10 11 12 13 Find the reversed batch you created and double click on any cell in the corresponding row The batch detail window appears If you want to make any changes or additions to the batch details you can do so at this point then click the Save Batch icon Click the Post Batch icon in A
30. ants module of the MultiSite Suite to the General Ledger module version 2 2 97 1 MultiSite Suite General Ledger Module Overview of General Ledger MultiSite Systems LLC Account Maintenance Features An unlimited number of chart account templates company divisions can be used An unlimited number of accounts can be added per template Alternate account numbers and descriptions can be used for external reporting for example reports can be generated using the HUD Standard Chart of Accounts without affect internal reporting Batch Entry Features Detailed batches journal entries can be prepared in Microsoft Excel and then imported into GL and posted thus saving data entry time Imported Excel files remain attached to the corresponding GL batches for future reference Standard batches can be defined ahead of time and posted as needed Entries can be copied and used for subsequent accounting periods Entries can be posted in one period and reversed in another The data entry screen includes fields for UnitID Data Retrieval amp Viewing Features On screen display of account records in either Trial Balance or Operating Statement formats Detail line items are easily displayed by double clicking lines of more general information such as monthly account totals Variances can be explained by adding free form comments to any account for a given year version 2 2 97 2 MultiSite Suite General Ledger Modu
31. atch that is very similar to one that has already been saved to the system is to copy the batch change the values save it and post it gt To copy a batch and use it to create a new batch do the following MultiSite Systems LLC 1 Display a list of posted or unposted batches that contains the batch you want to copy for instructions see zewing Batches Double click on any cell in the row that contains the batch you want to copy Click the Copy Batch icon in the Actions slider bar The Copying New Batch panel appears in the main screen window a COPYING New Batch BEE File Edit Help Baen D BatchT ype i Site HARRIS BROWN MANSGEMENT atch ID BM Save Batch Bad x Cancel Batch Calendar Period f FiscalPeriod fo ReferenceNumber BF Post Batch Description Recless Supplies BO O O Wt Close Batch Posted j PostedDate f06 11 20 PostedBy ini mots 15 00 15 00 If you want to make any changes or additions to the batch details you can do so at this point Click the Save icon in the slider bar Click the Close Batch icon to return to the list of batches version 2 2 97 39 MultiSite Suite General Ledger Module Reversing Batches 10 11 12 13 In the View menu of the main menu bar be sure that Unposted Batches is selected If it is not choose it from the menu The unposted batches are displayed in a panel of the main screen Find the copy of the batch you created and double c
32. count Information Actions General Ledger Module Division Multi Family Current Period 052003 File Edit Yiew Tools Help Is 2 DiciginiGia on 2 Action icons MultiSite Systems LLC Actions Actions Gm New Batch Mm Budgets Ba Import Budget New Account Ba Rall the Year Ba Calc YTD Roll Up Tenant Multi Family MASTER ACCOUNT TEMPLATE Description Type SubType Description 1100 CASH REGULAR 1106 PETTY CASH A Bie CASH NON PROJECT m Dini CASH ESCROW DEPOSITS isi 1120 CASH REGULAR 1122 CASH TAX amp INS ESCROW 1124 CASH T amp EXPENDITURES 1126 CASH SUPERVISED ESCROWED 1135 ACCTS RECEIABLE GOVT 1140 ACCTS RECEIVABLE OTHER 1160 ACCRUED RECEIVABLE ASSET ASSET ASSET ASSET ASSET ASSET ASSET ASSET ASSET ASSET ASSET Cash Cash Petty Cash Non Cash Other Cash Cash T amp l Cash T amp l Cash Accounts Accounts Accounts 1100 1106 1115 1117 1120 1122 1122 1126 1135 1140 1160 New Account Multi Family Note Until you click an icon in the Actions slider bar the other parts of the main screen remain in their previous view In the picture above the last icon clicked was the Inquiry icon in the Views slider bar therefore sites are listed in the center of the screen and the main panel displays the Inquiry list Actions enable you to manage the account infor
33. ctions slider bar to post the batch to GL A message box appears asking you if you want to post the batch Check the calendar period that is displayed in the message box If it is correct click Yes in the message box If it is not correct change the calendar period to the one in which you want to post the batch A message box appears indicating that the batch was posted successfully to the current calendar period Click OK to close the message box A message box appears asking if you want to print the contents of the batch If you want to print a copy of the batch you just posted click Yes If not click No Whether you print the batch or not you automatically return to the main screen Viewing Adding amp Updating Budgets The Budgets action enables you to view add or edit the budget for an individual site for any specified fiscal year gt To view add or update budgets for a site do the following MultiSite Systems LLC 1 If the Actions label bar isn t already open click on it to display the available actions In the Actions slider bar click the Budgets folder icon The Budgets window appears version 2 2 97 42 MultiSite Suite General Ledger Module Viewing Adding amp Updating Budgets BEES ij Budgets File Help a alj Site Name Fiscal Year 2003 Get Budget Acct Acct Description Spread Amt 2 0003 3 2003 5 2003 772008 Recalt Totals Total Liabilitie ji 0 0
34. e the default calendar period Tip In almost all cases you will accept the default calendar period After you enter a valid site number and accept or change the calendar period the system automatically enters the fiscal period in the batch header 6 If you want to add a reference number to the batch header enter it in the Reference Number text box Otherwise leave it blank and skip to step 7 7 Inthe Description text box enter a description for the batch you are adding 8 Ignore the text box to the right of the F button and skip to step 9 E Tip The F button and text box enable you to import a batch from Excel rather than adding one manually For more information see Adding Batches by Importing Excel Files 9 Begin entering information in the detail line items under General Ledger Detail Transactions In the Site cell of the detail lines do one of the following If you selected JE in step 3 the site number appears in the Site cell automatically Skip to the next step If you selected CJ in step 3 select a site number for the current line item from the drop down list in the cell MultiSite Systems LLC version 2 2 97 29 MultiSite Suite General Ledger Module Adding Batches 10 11 12 13 14 15 MultiSite Systems LLC 16 17 18 Note You can only enter line items for sites that use the same GL template for more information see Viewing Adding Updating Accounts in Master Tem
35. e to the first record in the master list click the first record button n J To navigate to the previous record in the master list click the previous button 4 j To navigate to the next record in the master list click the next button E To navigate to the last record in the master list click the last record button CID To add a new account click the Add button enter information in the text boxes and click the Update button version 2 2 97 21 MultiSite Suite General Ledger Module Viewing Batches 8 Viewing Batches To modify information in an account navigate to it using the instructions above and click the Edit button to make the text boxes available for data entry Then change the information that you need to modify in the corresponding text boxes and click the Update button Note The Delete button will not let you delete an account that has transactions You can mark InActive accounts if you do not want to use an account in the future To close the detail window click the Close button at the bottom of the window You return to the main screen Batch view enables you to view unposted or posted batches journal entries for your company division and division template Multi Family for most users While viewing batches you can also display and modify the details of any batch in the list E Tip Batch view is also useful for determining whether or not a batch has alre
36. each account along with the other account information gt To display a summary of accounts that include variances and comments in operating statement format do the following 1 If the Views label bar isn t already open click on it to display the various viewing options 2 Inthe Views slider bar click the Operating Statement folder icon The Operating Statement window appears 3 Select the site for which you want to display accounts from the Site drop down list at the top of the window The window refreshes and displays information for the selected site as shown below Operating Statement BAKERSYILLE RIVER TRAIL 7 Becky Stevens Current Period 052003 Ed al Site BAKERSVILLE z Month YID a Acct Description Actual Budget Var Actual Budget Var Revenue RENTAL INCOME 5000 GROSS RENT POTENTIAL a 8 00 5 318 00 0 00 26 590 00 26 590 00 5020 oe Loss 0 00 239 00 239 00 0 00 1 195 00 1 195 00 5120 RENTAL INCOME 2 403 00 0 00 2 403 00 12 340 79 0 00 12 340 79 5121 RENTAL ASST 2 689 72 0 00 2 689 72 13 766 60 0 00 13 766 60 5190 OVER BASICIEXCESS INCOME 30 00 0 00 30 00 150 00 0 00 150 00 5293 UTILITY SUBSIDY 104 00 0 00 104 00 244 00 0 00 244 00 OTHER INCOME 5410 INTEREST INCOME OPER 6 05 1700 1195 2578 85 00 59 22 5440 INTEREST RESERVE ACCT 16 61 0 00 16 61 74 61 0 00 74 61 5920 SERVICE FEES 10 00 2 00 8 00 10 00 10 00 0 00 4 990 38 5 098 00 107 62 25 823 78
37. ed For more information see Year End Procedures In the MultiSite Suite periods and years are never officially closed per se Entries can be made to previous periods and previous years If an entry needs to be made to a previous year e g for an audit related adjustment it should be posted to the previous period then the previous year should be recalculated see Updating the Ending Balance for Year to Date Activit Then the previous year should be rolled again and the new year should be recalculated again gt To transfer ending balances from one fiscal year to the beginning MultiSite Systems LLC balance of the next fiscal year do the following 1 If the Actions label bar isn t already open click on it to display the available actions 2 Inthe Actions slider bar click the Roll the Year folder icon The Roll Year window appears version 2 2 97 48 MultiSite Suite General Ledger Module MultiSite Systems LLC HJ Roll Year Enter Fiscal Year End Enter the Year to Close Out 2003 2004 Enter the New Year Quit Roll Year CalcYTD caps NUM 06 03 2003 11 20AM Bl x I Sitet Acct il Rolling Ending Balances to the Next Year 4 Do one of the following If you want to roll just one site select the Roll One Site check box then enter the site number you are rolling in the Site text box that appears You do not need to select a Fiscal Year End wh
38. eft to right ate as follows The red x closes the window The first left arrow goes to the 1 page in the report The second left arrow goes to the previous page in the report The 1 of 2 indicates the page number that is currently displayed page 1 followed by the total number of pages 2 pages The first right arrow goes to the next page in the report The last right arrow goes to the last page in the report The square stops the viewer from searching for a particular page You can use this button if you click the 1st page button or last page button and it is taking too long for the viewer to find the page due to the length of the report The reports window displays whatever page the system is retrieving at the moment you click this stop button The print button prints the report The print and wrench button opens the Printer Setup window to select printer options such as Landscape orientation for reports that are too wide to print in Portrait orientation The envelope button is the export button It opens a standard export window that enables you to export the report to a file or to send it as an e mail attachment to an e mail address that you specify The 100 drop down list enables you to select different sizes in which to view the current page creating the effect of zooming in and out The number next to Total indicates the total number of records that are in the report versi
39. egory list select Accounting e Inthe Decimal Places box make sure the value is 2 decimal places Save the Excel file giving it any name you want Tip You can have many other worksheets in the same workbook xls file provided that the worksheet that you are importing into MultiSite GL is labeled Text as described above If you want to use the Excel file that you just saved as a master file in order to import other batches into GL do the following a In the File menu choose Save As and save the file as a separate xls file with a different name b Modify the Excel file so that the values reflect those in the other batch that you want to import c Save the file You can import the modified renamed file into GL at any time Tip For standard monthly journal entries you can create 12 separate Excel files in this way one for each month at the beginning of the year and import them as needed version 2 2 97 33 MultiSite Suite General Ledger Module MultiSite Systems LLC 7 8 9 10 11 12 Adding Batches by Importing Excel Files Note It is advisable to create one or more master files from an Excel file before you import the file into GL because when you import it GL adds a line at the bottom of the Excel file that prevents it from being imported again Close the Excel file and exit Excel Log into GL for instructions see Logging Into General Ledger Click the Actions label bar to displa
40. elx File Edit Help al l 2 2l el BatchType JE z Ste fogg HARRIS BROWN MANAGEMENT Batch ID 45887 M Save Batch 2 New Batch Calendar Period 052003 FiscalPeriod 5 ReferenceNumber Bere Description Misc Fleclass FI Eil Reverse Bat A ER Site Unito Description x Cancel Batch a u Close Batch ted Import Batch BF Post Batch Posted PastedDate PostedBy notas 150 55 150 55 Click the Post Batch icon in Actions slider bar to post the batch to GL A message box appears asking you if you want to post the batch Check the calendar period that is displayed in the message box If it is correct click Yes in the message box If it is not correct change the calendar period to the one in which you want to post the batch A message box appears indicating that the batch was posted successfully to the current calendar period Click OK to close the message box A message box appears asking if you want to print the contents of the batch If you want to print a copy of the batch you just posted click Yes If not click No Whether you print the batch or not you automatically return to the main screen Click the Close Batch icon to return to the list of batches that you displayed in steps 2 and 3 If you want to post other batches in the list repeat steps 5 10 version 2 2 97 38 MultiSite Suite General Ledger Module Copying Batches Copying Batches A quick and easy way to add a b
41. en rolling just one site If you want to roll all sites keep the Roll One Site check box empty and select the year end from the Fiscal Year End drop down list Every site that has the selected fiscal year end appears in the Site and Account list box on the right side of the window If you want to change the year that you are closing out enter that year in the Enter the Year to Close Out text box The new year i e the following year window Click the Roll the Year button One of the following happens automatically appears in the Ifyou are rolling all sites the system automatically selects each site number in the Site list box one at a time and displays the corresponding account numbers in the Account list box as the system rolls them over version 2 2 97 49 MultiSite Suite General Ledger Module Manual Updating the Ending Balance for Year to Date Activity If you are rolling just one site the system automatically displays the account numbers for the site you entered in step 3 in the Account list box as the system rolls them over When all accounts are all rolled over a finished rolling the year message appears If you want to recalculate the year to date activity for each site for the new year at this point click the Calc YTD button When the recalculation is complete a Finished Calculated YTD message appears in the Roll the Year window Click the Quit button to close the Ro
42. ent master chart of accounts for each template or master list for each company division e g Multi Family Corporate etc It also enables you to add new accounts and edit existing accounts Batch view displays all unposted or posted batches journal entries for the currently selected division Multi Family for most users version 2 2 97 10 MultiSite Suite General Ledger Module Viewing amp Printing Account Information Views Filtering Records for Customized Viewing MultiSite Systems LLC You can filter the records that the system displays when you view and manage accounts In this way you can shorten the amount of time that you spend waiting for the system to retrieve unneeded records and you can scroll through records more efficiently To filter views you use the filtering commands on the View menu in the main screen menu bar The procedures for each type of filter are as follows Property Manager Filter PM To filter records according to the property manager that is in charge of the accounts you want to view choose Filter PM from the View menu Posted vs Unposted Batches When viewing batches see sewing Batches the system retrieves unposted batches by default If you want to view posted batches instead choose Posted Batches from the View menu To switch back to unposted batches choose Unposted Batches from the View menu Posted Batch Date Range Over time a large number of posted batches are added to
43. er bar and start over again from step 2 Otherwise go to the next step to save your work version 2 2 97 30 MultiSite Suite General Ledger Module Adding Batches 19 20 21 MultiSite Systems LLC 22 23 24 25 26 Tip The Delete Batch icon on the slider bar is for batches that have already been saved The Cancel Batch icon is for batches that have not yet been saved Click the Save Batch icon in the Actions slider bar The system displays a message indicating that the batch is saved Click OK to close the message box Note If the batch you entered is out of balance i e debits and credits are equal for each site the system displays a warning about it If that happens edit the information in the batch so that it is in balance and save the batch again After you save the batch you can remove it by clicking the Delete Batch icon in the Actions slider bar Note You cannot delete a batch that has been posted see the steps for posting a batch below At this point in the process you would typically post the batch that you just added and saved To post it follow the remaining steps below If you want to post the batch later click the Close Batch icon in the slider bar to return to the main Actions slider bar To post the batch click the Post Batch icon in the Actions slider bar A message box appears asking you if you want to post the batch Check the calendar period that is displayed in the me
44. es 12 Viewing amp Printing Account Summaries with Variances amp Comments 14 Viewing amp Printing Accounts in Operating Statement Format 17 Viewing Adding amp Updating Accounts in Master Templates 19 Viewing Batches 22 Managing Account Information Actions 25 Adding Batches 27 Adding Batches by Importing Excel Files 32 Posting Batches 37 Copying Batches 39 Reversing Batches 40 Viewing Adding amp Updating Budgets 42 Importing Budgets 44 Adding New Accounts 45 MultiSite Systems LLC version 2 2 97 MultiSite Suite General Ledger Module Bulk Editing of General Ledger Accounts Table of Contents 47 Rolling Ending Balances to the Next Year 48 Manual Updating the Ending Balance for Year to Date Activity 50 Month End Procedures 55 Year End Procedures 56 Generating amp Printing Reports 57 Generating Regular Reports Reports Other Than Cash Flow Generating the Cash Flow Report 57 60 62 Navigating in Printing Exporting and E mailing Reports Setting User Preferences 63 Setting Reminders 66 Displaying the Windows Notepad amp Calculator 68 Rebuilding Layout Files 68 MultiSite Systems LLC version 2 2 97 iii MultiSite Suite General Ledger Module Overview of General Ledger Overview of General Ledger MultiSite Systems LLC The General Ledger module GL of the MultiSite Suite program provides an easy efficient way
45. export in GL gt To set user preferences do the following 1 MultiSite Systems LLC In the main screen do one of the following Click the User Preferences button in the toolbar From the Tools menu choose Preferences version 2 2 97 63 MultiSite Suite General Ledger Module Setting User Preferences 2 3 MultiSite Systems LLC The Preferences window appears and the General tab is displayed shown below ig PREFERENCES BEES Close General Company Info TBA Session Current Period 052003 GL System Current Period 052003 Default Report Location JwARepts GLN Default Document Location Anti intl _rootissaldataSletterss S Default Division Multi Family z filters Inquiry Screen Default GL Template Multi Family z filters Batches Default Property Manager JANITASUMNER gt Filter Posted Batches Dynamic Date Range N A X Filter for Batch Dates beginning or 0142003 Filter for Batch Dates endifna fi 2 31 2003 Default Office GBO Save Settings Undo Close If you want to change the current period in which you want to view and manage account data enter the period in the Session Current Period text box Note When you change the default current period the new default value only appears during the current session When you exit GL the default current period automatically resets to the actual current period The actual current period is set by the sy
46. file Do one of the following Inthe Actions slider bar click the Import Batch icon Click the F button in the batch header A file selection window is displayed Navigate to the directory containing the Excel file you saved Click on the file name then click Open The system imports the data from the spreadsheet When it is finished it displays a message asking if you want to save the batch that it just imported Click Yes in the message box The system adds a line at the bottom of the Excel file that displays your user name and date on which the file was imported This prevents the file from inadvertently being imported a second time Note Before saving the file the system checks it for valid site numbers valid account numbers and to see if the batch is in balance i e debits and credits are equal for each site If any of these are not correct the system displays a warning about it If that happens click the Cancel Batch icon in the Actions slider bar Then open the spreadsheet in Excel edit the information so that it is in balance and all the site and account numbers are correct Then repeat the instructions above starting from step 5 If the system indicates that your site numbers are invalid and you know that they are correct you probably need to change the company division template in which you are working This is done in the GL Preferences version 2 2 97 35 MultiSite Suite General Ledger Module Add
47. h Dperational OPERATING CASH KK 1122 ASSET Cash each Operational OPERATING 1125 ASSET Cah Cac Operational _ CASH INVESTMENTS qaa q4 2 Edit all the cells you wish to update in the far right column 3 When you are done press the Save button at the bottom of the screen MultiSite Systems LLC version 2 2 97 47 MultiSite Suite General Ledger Module Rolling Ending Balances to the Next Year Rolling Ending Balances to the Next Year The Roll the Year action enables you to transfer ending balances from one fiscal year to the beginning balance of the next fiscal year In the GL system there are 14 available periods for each account in every year periods 0 through 13 Period 0 e g 002003 for the year 2003 receives values from the previous year end periods 01 12 coincide with the 12 calendar months in the year and period 13 e g 132003 for the year 2003 is where you add audit adjustments year end closing numbers and so forth In this way the system always maintains an accurate period 12 The Roll the Year action takes all the asset and liability accounts from period 13 in a year and rolls them into period 0 of the following year It also takes all the revenue and expense accounts closes them out and puts them in a specified account typically owner s equity in period 0 of the following year Notes The Roll the Year action should be done at least once each year after all entries are post
48. iSite Suite General Ledger Module Managing Account Information Actions If you are viewing posted batches the detail panel looks like this a Batch Data GL TEMPLATE Corporate BEES File Edit Help a 4 2l BatchType Site ggg HARRIS BROWN MANAGEMENT Batch ID 45587 BS Copy Batch P Reverse Bat Calendar Period 052003 FiscalPeriod p ReferenceNumber u Close Batch Description Reclass AOL to HPC Piedmont Village lf General Ledger Detail Transactions ies oa Aen osm _ __ aa aaa Bl ss 1460 Reclass ADL to HFC 2330 som 995 1460 Reclass AOL to HPC Piedmont eA 23 90 0 00 Sni g 0 00 aeo Re r 999 J aeo Reclass ADL to Posted fF PostedDate 05 02 20 PostedBy fob moras 95 60 95 60 6 If you want to display the previous or next batch in the main list of batches without closing the detail window use the up and down arrow buttons in the batch detail window toolbar 7 To print the batch details for the selected batch click the Print button in the toolbar 8 To return to the main list of batches click the Close Batch icon in the slider bar of the detail window You return to the main screen Managing Account Information Actions When you click the Actions label bar on the main screen of the GL module the following icons appear in the Actions slider bar MultiSite Systems LLC version 2 2 97 25 MultiSite Suite General Ledger Module Managing Ac
49. iews BOC am amp Inquiry Trial Balance Ponte OEE amin EDEN nquiry Multi Far Operaing State a Feon oee EO ia Chart of Accounts GIBSONVILLE CASH REGULAR 0 00 0 00 fr Batch JONESVILLE column headers MAYODAN NEWLAND REIDSVILLE SPARTA SURRY WEST JEFFER Inquiry Multi Family ELKIN Status Bar The status bar at the bottom of the GL screen always tells you where you are in the program Status information often appears at the top of grids of records as well For example in the picture above the type of view Inquiry Multi Family is displayed in the status bar as well the name of the selected site Elkin The same information is displayed above the record grid as well Selecting Specific Records Many of the records in GL as well as in other MultiSite modules display records in a grid either in the main screen panel or in a popup window To put your focus on a specific record or row click anywhere in the row A small black triangle appears in the selection bar to the left of the record indicating which record is selected as shown below General Ledger Detail for Acct 6820 MORTGAl ae a Vendor selection bar Interest MultiSite Systems LLC version 2 2 97 8 MultiSite Suite General Ledger Module Logging Out of General Ledger Navigating in Records You can move your focus from one text box or cell in a record to another by clicking with your mouse
50. ing Batches by Importing Excel Files window For instructions see Setting User Preferences 18 After you save the batch you can remove it by clicking the Delete Batch icon in the Actions slider bar Note You cannot delete a batch that has been posted see the steps for posting a batch below 19 At this point in the process you would typically post the batch To post it follow the remaining steps below If you want to post the batch later click the Close Batch icon in the slider bar to return to the main Actions slider bar 20 To post the batch click the Post Batch icon in the Actions slider bar A message box appears asking you if you want to post the batch 21 Check the calendar period that is displayed in the message box If it is correct click Yes in the message box If it is not correct change the calendar period to the one in which you want to post the batch A message box appears indicating that the batch was posted successfully to the current calendar period 22 Click OK to close the message box A message box appeats asking if you want to print the contents of the batch 23 If you want to print a copy of the batch you just posted click Yes If not click No Whether you print the batch or not you automatically return to the main Actions slider bar c Tip A quick way to add a batch that is very similar to one that has already been imported and saved is to copy the batch in GL change the values save
51. k the Close button to close the Preferences window You return to the main screen Setting Reminders You can set reminders for yourself in the General Ledger system The system displays the reminders when you log into the system so that you won t forget important tasks For example if you set a reminder for every Thursday the system displays the reminder every Thursday as soon as you log into GL Note In order for the system to display reminders the Show Reminders command on the Tools menu must be selected gt To set reminders do the following 1 From the Tools menu of the main screen choose Show Reminders The Reminders window appears im Reminders ofi x File Filter date Subiect Dismiss Clear n Close Add Reminder 2 Click the Add Reminder button The Add Reminder window appears MultiSite Systems LLC version 2 2 97 66 MultiSite Suite General Ledger Module Setting Reminders MultiSite Systems LLC 10 11 12 ia Add Reminder ol x Add a Reminder Reminder Frequency Beginning Date jsa 3 2003 x Ending Date 06 13 2003 Subject Description Every Weekend In the Beginning Date text box select or enter the date on which you want the reminder to start In the Ending Date text box select or enter the date on which you want the reminder to end In the Subject text box enter the subject of the reminder In the Description text box enter a detai
52. l for more information on importing Excel files see Adding Batches by Importing Excel Files Do one of the following Ifyou selected JE enter the site number in the Site text box in the batch header a Tip If you do not know the site number double click in the Site text box to open the Search for a Site window In the text box at the top of the search window enter the first few letters of the site you want or scroll down to find it Then double click on the site you want The search window closes and the system places the corresponding site number in the Site text box of the batch header When you move the cursor outside the Site text box the system validates the site number you entered If the number you entered is valid the name of the site appears on the right side of the Site text box If it is not valid a Site Number not found message appears version 2 2 97 28 MultiSite Suite General Ledger Module Adding Batches enter the number again until the system displays the correct site name E Tip If you entered a valid site number and the system displays the Site Number not found message then you probably need to change the company division template in which you are working For instructions see Setting User Preferences Ifyou selected CJ you do not enter a site number in the batch header skip to step 5 5 Skip over the Batch ID text box In the Calendar Period text box accept or chang
53. le Logging Into General Ledger Reporting Features Fast easy generation of reports that can be viewed printed exported to Excel or sent as an e mail attachment from one simple window The standard reports that come with the GL module include the following Trial Balance General Ledger for all or selected accounts Balance Sheet Income Statement lt Actual vs Budget lt Actual vs Prior Year lt 12 Month Operating Statement Actual vs Budget Cash Flow Budget Budgeting Features Budgets can be entered individually or imported from Excel Features that MultiSite GL Does Not Have Cannot do simultaneous cash and accrual account on the same site Limited to one segment for each General Ledger account cannot use sub accounts Consolidation reporting is not currently supported Logging Into General Ledger gt To log into the General Ledger module do the following 1 MultiSite Systems LLC On your regular Windows Desktop double click the MultiSite shortcut ot your Remote Desktop icon version 2 2 97 3 MultiSite Suite General Ledger Module Logging Into General Ledger MultiSite Systems LLC td Multisite The system connects to a remote server via the Internet A login window appears User Name rob Current Period 1052003 Cancel If it is not already displayed enter your user name in the User Name text box Keep the default Curren
54. led description of the reminder In the Reminder Frequency list select the frequency with which you want to be reminded Click the Save button A message box appears indicating that the reminder has been saved in the system Click OK in the message box To exit the window click the x button in the top right corner or the Close button in the bottom part of the window You return to the Reminders window To add another reminder repeat steps 2 10 To exit the Reminders window click the x button in the top right corner or the Close button in the bottom part of the window You return to the main screen version 2 2 97 67 MultiSite Suite General Ledger Module Displaying the Windows Notepad amp Calculator i Tip After you add reminders they appear in a list in the Reminders window according to the frequency that you set in step 7 You can dismiss a reminder by clicking inside the corresponding check box in the Dismiss column You can also dismiss all related reminders by clicking inside the corresponding check box in the Clear All column If you use these features to dismiss reminders they do not appear in the Reminders window when you log into the system Displaying the Windows Notepad amp Calculator If you want to open the Windows Notepad or Calculator to use while you are working in GL choose Notepad or Calculator from the Tools menu Rebuilding Layout Files MultiSite Systems LLC Your system contains
55. lick on any cell in the corresponding row The batch detail window appears If you want to make any changes or additions to the batch details you can do so at this point then click the Save Batch icon Click the Post Batch icon in Actions slider bar to post the batch to GL A message box appears asking you if you want to post the batch Check the calendar period that is displayed in the message box If it is correct click Yes in the message box If it is not correct change the calendar period to the one in which you want to post the batch A message box appears indicating that the batch was posted successfully to the current calendar period Click OK to close the message box A message box appears asking if you want to print the contents of the batch If you want to print a copy of the batch you just posted click Yes If not click No Whether you print the batch or not you automatically return to the main screen Reversing Batches You can open any batch that has been saved in the system and create a new batch that switches reverses the debits and credits in the line items The instructions are as follows MultiSite Systems LLC version 2 2 97 40 MultiSite Suite General Ledger Module Reversing Batches gt To create a new batch that reverses the debits and credits of an MultiSite Systems LLC existing batch do the following Display a list of posted or unposted batches that contains the batch you w
56. ll the Year window You return to the main screen Tip You can use the Roll the Year action as often as you want to without causing any repercussions to the data in the system It is better to do this too often than not often enough Manual Updating the Ending Balance for Year to Date Activity MultiSite Systems LLC The Calc YTD action enables you to manually call for a recalculation the ending balance for year to date activity for all periods at once When you post a journal entry to a particular period month the system automatically updates all activity including the year to date activity for that period and updates the ending balance for the year to date activity for the remaining periods The Calc YTD action also updates the year to date fields in each period based on previous monthly amounts You can do this for one site or for all sites simultaneously Notes This procedure should happen automatically If your balances do not seem to be rolled forward then this procedure should correct the balances In the MultiSite suite periods and years are never officially closed per se Entries can be made to previous periods and previous years If an entry needs to be made to a previous year e g for an audit related version 2 2 97 50 MultiSite Suite General Ledger Module Manual Updating the Ending Balance for Year to Date Activity adjustment it should be posted to the previous period then the previous yea
57. lose the detail window click the x in the upper right corner of the window ot choose Exit from the window s File menu You return to the main screen Viewing amp Printing Account Summaries with Variances amp Comments To view year to date details for a single record in the list double click the cell in the YTD Activity column in the same row as the corresponding account number Acct Year to date details for the record are displayed in a window To print the year to date details choose Print from the File menu KI 6 menu 7 8 9 10 To close the detail window click the x in the upper right corner of the window ot choose Exit from the window s File menu You return to the main screen Viewing amp Printing Account Summaries with Variances amp Comments Trial Balance view enables you to view and print summary information and variances of all GL accounts for the current period It also lets you add and view comments about the cause of variances MultiSite Systems LLC version 2 2 97 14 MultiSite Suite General Ledger Module Viewing amp Printing Account Summaries with Variances amp Comments gt To display a summary of accounts that includes variances and comments do the following 1 If the Views label bar isn t already open click on it to display the various viewing options 2 Inthe Views slider bar click the Trial Balance folder icon The Trial Balance window appears 3 Select the site for
58. mation in GL Each yellow folder icon corresponds to a different action that you can select to add modify import or export data Descriptions of each action are as follows New Batch enables you to add a batch journal entry to GL or to import one from an Excel spreadsheet Budgets enables you to manually add view or modify the budget for an individual site for a specified fiscal year Import Budget enables you to import a budget from a csv file into GL New Account enables you to add a new account to GL Roll the Year enables you to transfer ending balances from one fiscal year to the beginning balance of the next fiscal year Calc YTD enables you To Whom It May Concern recalculate the ending balance for year to date activity for all periods at once version 2 2 97 26 MultiSite Suite General Ledger Module Adding Batches Adding Batches Roll Up Tenant Transactions enables users in the corporate office to copy unposted account activities for selected sites and periods from the Tenant module and group them into one large batch of tenant records in GL You can add a batch journal entry to GL in one of 3 different ways Clicking the Batch icon in the Views slider bar and answering Yes in the do you want to add a new batch message box Moving your cursor to the empty row at the bottom of a list of batches and answering Yes in the do you want to add a new batch message box
59. nting Account Information Views EJ General Ledger Division Multi Family Current Period 052003 File Edit View Tools Help al 2 DiGi amn 2 Views a Inquiry Ga Trial Balance A amp T HOMES Inquiry Multi Family E aacinvestent cor Jace bese f awo YTD Achy Buse ff Chart of Accounts ALBEMARLE amp Batch ALDERSGATE ALDERSGATE Il ALEXANDER ALLENDALE APEX ARC STANLY ARDEN RIVER GLEN ARLEE STEDMAN ASHLYN PARK AURORA BAKERSVILLE BATTLEBORO BISCOE BISHOPVILLE BOYD STEDMAN HOMI BRAGG STREET BRITISH WOODS BROOKWOOD ROXBOI BUCKHANNON BURKE X gt Inquiry Multi Family Inquiry Views enable you to display and print account information in various combinations and formats Each yellow folder icon corresponds to a different type of view Descriptions of each are as follows MultiSite Systems LLC Inquiry displays a summary view of every GL account for the current period Trial Balance displays the same information as Inquiry view but it includes account variances and enables you to enter and view comments Operating Statement view is very similar to Trial Balance view but it is displayed in operating statement format grouping accounts by revenues expenses and balance sheet accounts Any comments that you add to accounts in Trial Balance view appear in Operating Statement view too and vice versa Chart of Accounts view displays the curr
60. on 2 2 97 62 MultiSite Suite General Ledger Module Setting User Preferences The percentage that appears next to the Total Records indicator is the percentage of records in the report that have been processed by the system 49 of 49 label indicates the number of records in the report that have been processed by the system as well as the total number of records in the report Setting User Preferences The user preferences feature enables you to set the default values that the system uses to filter records that you retrieve from the GL database You can set any of the following defaults The current period in which you view and manage records throughout GL The company division for which sites appear when you view account summaries see Viewing Printing Account Summaries The company division template for which you view batches see Viewing Batches When you filter records by property manager or office it lets you specify which manager or office will be used to filter the records When you filter posted batches it lets you set the date range of the posted batches that the system retrieves For more information about filtering records see Fi tering Records for Customized Viewing in the Viewing Printing Account Information Views section The user preferences feature also enables you to set the default location on your computer system where the system stores reports and documents that you
61. ormation You would see the same screen if you clicked the Inquiry folder under Views for more information see Viewing Printing Account Summaries Label Bar Slider Bar Sections GL is made up of 3 sections one for each type of activity Views for displaying various types of account information Actions for managing account information adding updating deleting exporting and so forth MultiSite Systems LLC version 2 2 97 5 MultiSite Suite General Ledger Module Navigating in General Ledger Toolbar Buttons Reports for generating printing exporting and or sending reports To navigate to one of these three areas click on the corresponding label bar The label bar slides to the top revealing the slider bar area underneath You click the different icons in the slider bars to display different views of accounts Views perform different account management tasks Actions or generate different types of reports Reports Note When you first click on a label bar the other parts of the main screen remain in their previous view until you click an icon inside the newly opened slider bar An explanation of each toolbar button is as follows Exit closes the GL program and returns you to the remote server Desktop You can also click the Microsoft x button at the top right corner of the scteen ot choose Exit from the File menu User Preferences opens the user preferences window enabling you to customize
62. plates Entries for sites with different GL templates should be entered as separate batches If a Unit ID is applicable enter it in the Unit cell In the Acct cell enter an account number or select one from the drop down list the drop down list appears when you select the Acct cell Select the Description cell The description that you entered in the Description text box of the batch header appears automatically If you want to keep the batch header description skip to the next step If you want to change it enter a new one in its place Tip While your cursor is inside the Description cell you can press F2 on your keyboard to move the cursor to the end of the description This is helpful if you want to append some text at the end of the description If the line item you are adding is a debit enter a positive amount in the Debit cell Otherwise skip over the Debit cell and go to the next step If the line item you are adding is a credit enter a positive amount in the Credit cell Note Do not enter any negative numbers when adding batches to the system If it isn t already selected select the Credit cell then press the Tab or Enter key to go to the next blank line in the line items Repeat steps 9 16 until all the line items you want to add to the batch are entered At this point if you want to remove the batch you just entered and start over again you can click the Cancel Batch icon on the Actions slid
63. r You return to the main screen E Tip You can use the Calc YTD action as of causing any repercussions to the data in the this too often than not often enough Adding New Accounts GLTemplate Multi Family x k24cctNumber I AcctType AcctSubT ype AcctSubType2 AcctSubType3 Description CloseDut BudgetAcct B AltAcctNumber1 AltDescription AltAcctNumber2 Po AltDescription2 O AltAcctNumber3 LO o AltDescription3 Ce Comments Update Cancel 4 dd record gt gt I From the GL Template drop down list select the GL Template company division associated with the account that you are adding Complete the information in each of the blank text boxes If the account is a Budget Account select the BudgetAcct check box If you want to add comments enter them in the Comments text box version 2 2 97 52 MultiSite Suite General Ledger Module Manual Updating the Ending Balance for Year to Date Activity 14 Click the Update button The account is added to the system You return to the main screen 15 Rolling Ending Balances to the Next Year and the new year should be recalculated again gt Creating Tenant Batches in General Ledger The Roll Up Tenant Transactions action enables users in the corporate office to copy accounts for selected sites from the Tenant module into the GL module create a large batch of those accounts in GL post the batch to GL and mark the
64. r should be recalculated Then the previous year should be rolled again gt MultiSite Systems LLC To recalculate the ending balance for year to date activity for all periods in a fiscal year do the following If the Actions label bar isn t already open click on it to display the available actions In the Actions slider bar click the Calc YTD folder icon The Recalculate YTD window appears ug ReCalculate YTD AccountDetail Mel x Site No i FF AllSites Fiscal Year Calc YTD Acct No Do one of the following o Ifyou want to recalculate year to date activity for one site enter the site number in the Site No text box o Ifyou want to recalculate year to date activity for all sites click the All sites check box A list of all sites appears in a list box on the right side of the window In the Fiscal Year text box enter the fiscal year for which you want to recalculate the ending balance for year to date activity Click the Calc YTD button The account numbers for the selected site s flash in the Account No text box as the system updates their year to date version 2 2 97 51 MultiSite Suite General Ledger Module MultiSite Systems LLC 10 11 12 13 Manual Updating the Ending Balance for Year to Date Activity activity When this process is finished a Done message appears at the bottom of the Recalculate YTD window To close the window click the x in the top right corne
65. ssage box If it is correct click Yes in the message box If it is not correct change the calendar period to the one in which you want to post the batch A message box appears indicating that the batch was posted successfully to the current calendar period Click OK to close the message box A message box appears asking if you want to print the contents of the batch If you want to print a copy of the batch you just posted click Yes If not click No version 2 2 97 31 MultiSite Suite General Ledger Module Adding Batches by Importing Excel Files Whether you print the batch or not you automatically return to the main Actions slider bar E Tip A quick way to add a batch that is very similar to one that has already been saved is to copy the batch change the values save it and post it see Copying Batches Or you can reverse an existing batch see Reversing Batches Adding Batches by Importing Excel Files Some users prefer to create a long batch journal entry in Microsoft Excel and then import the line items into GL rather than entering line items into GL manually MultiSite GL enables you to do that provided that you adhere to a few simple formatting rules while working in Excel gt To create a batch in an Excel spreadsheet and import it into GL do the following 1 Create a worksheet in Excel with the following four columns in the following order as shown in the graphic below Site Number
66. stem administrator at the beginning of each period If you want to change the location where the system saves and stores exported reports double click inside the Default Report Location text box Then in the browse window that appears select the alternate location in the file directory If you want to change the location where the system saves and stores exported documents double click inside the Default Document Location text box Then in the browse window that appears select the alternate location in the file directory Note Currently there are no documents that are generated in GL The version 2 2 97 64 MultiSite Suite General Ledger Module Setting User Preferences MultiSite Systems LLC Default Document Location preference is for future reference If you want to change the company division for which you view account summaries select the division from the Default Division drop down list The list of sites that appears when you select the Inquiry icon from the Views slider bar will be filtered accordingly If you want to change the company division template for which you view batches select the template from the Default GL Template drop down list The list of batches that appears when you select the Batch icon from the Views slider bar will be filtered accordingly Tip If you add batches to GL and the system won t accept them indicating that the site numbers are wrong and you know that you have entered the si
67. t One or More Sites amp T HOMES ALBEMARLE ALDERSGATE II ALLENDALE ARC STANLY ARLEE STEDMAN AURORA T HOMES CREEKRIDGE DALE THE POPLIN COURT NC Gary Roupe Mike Lucas Brandon Liles Gary Roupe NZA e Heath penne S ns Conventional AD 515 HUD 202 RD 5155 RD 515 Conventional RD 515LIHC BATTLEBORO Kelly Hammer RD 515 BISHOPVILLE Brandon Liles RD 515 LIHC Select the sites you want to include by clicking anywhere in the rows that contain the corresponding site names Hold down the Shift key while doing this to select contiguous rows of sites hold down the Ctrl key to select non contiguous rows Click OK at the bottom of the window The system does all of the following Copies from the Tenant module all unposted tenant charges and receipts rental assistance charges and receipts security deposit receipts and other activities for the sites you selected and the period you specified and groups them together into one large batch in GL Copies from the Tenant module all unposted account activities for the sites you selected and all the periods prior to the one you specified and groups them together into separate batches in GL a different batch for each period of unposted activities version 2 2 97 54 MultiSite Suite General Ledger Module Month End Procedures Marks the accounts that were included in the batch or batches as posted in the
68. t Period the current global period for general ledger activity Note Only users with special administrative rights to the GL module can change the date in the Current Period text box of this window Click OK The default main screen for GL appears as shown in the next section Navigating in General Ledger version 2 2 97 4 MultiSite Suite General Ledger Module Navigating in General Ledger Navigating in General Ledger The modules in MultiSite Suite are designed to look like Microsoft Outlook for simplicity and familiarity When you first log into GL the following screen automatically appears User Preferences button buttons that open other MultiSite modules Online Help button Exit button ES General Ledger Division Multi Family Current Period 052003 e x bS File Edt Yiew Tools Help 2 DimigipiGlo Bip e i Inquiry Gi Trial Balance x A amp T HOMES Inquiry Multi Family r Operaia ataa ABC INVESTMENT CO Ge Chart of Accounts ALBEMARLE ALDERSGATE J ALDERSGATE II ALEXANDER ALLENDALE APEX ARC STANLY ARDEN RIVER GLEN ARLEE STEDMAN ASHLYN PARK AURORA BAKERSVILLE BATTLEBORO BISCOE BISHOPVILLE BOYD STEDMAN HOMI BRAGG STREET BRITISH WOODS BROOKWOOD ROXBOI BUCKHANNON X gt YTD Activity Budget Column E eae fae headers BURKE Ini This default screen is already set up to search for and display account summary inf
69. te numbers correctly you probably need to change the company division template in which you are working If you are filtering records by property manager and you want to switch to a different property manager s accounts select the manager from the Default Property Manager drop down list The accounts that appear when you choose Filter PM from the View menu will be filtered accordingly If you are filtering records by office and you want to switch to accounts from a different office select the office from the Default Office drop down list The accounts that appear when you choose Filter Office from the View menu will be filtered accordingly To change the date range in which the system filters posted batches enter the starting date in the Filter for Batch Dates Beginning text box then enter the ending date in the Filter for Batch Dates Ending text box Tip Both text boxes are located in the Filter Posted Batches group box in the lower right corner of the General tab of the Preferences window The batches that appear when you select the Batch icon in the Views slider bar will be filtered accordingly version 2 2 97 65 MultiSite Suite General Ledger Module Setting Reminders 10 Click the Save Settings button 11 If you want to enter other preferences click on the other tabs in the Preferences window and change the default settings in those tabs Be sure to click the Save Settings button after working in each tab 12 Clic
70. tem administrator about adding the report to your assigned list i gl Report Menu OF x Eile Available Reports Preview Report Name o oA h _ Settlement Account Summary A N A E All h __ Settlement 1100 GLTrans By Batch __ Trial Balance All Sites __ Trial Balance By PM Close Reports Trial Balance Commercial by PM __ Trial Balances Out Of Balance Report Description Trial Balance for all Sites for selected period for selected sites E Z Scroll down the list of reports until you find the one you want to view Then click on the report name to select it Tip An arrow appears in the selection bar next to the report that you selected A description of the report is displayed in the Report Description box at the bottom of the window Do one of the following Click the All icon in the Preview slider bar on the right side of the GL Report Menu window version 2 2 97 58 MultiSite Suite General Ledger Module Generating amp Printing Reports Double click on the report name If report parameters are associated with the selected report a report parameters window appears Each parameter window contains different options depending on which report you selected in step 3 5 Select and or enter the parameter values by which you want to filter the selected the report 6 Click OK The selected report appears in the Reports window as shown below gl
71. the Comments text box at the bottom of the window You can use this feature to make sure that you have selected the proper account When you click a cell the Comments text box becomes available for editing Press the Enter key on your keyboard to move the cursor to the Comments text box Enter your comment in the text box at the bottom of the window Click anywhere outside the Comments box to save the comment you entered The comment you added remains with the account for the entire year You can change it at any time by repeating the instructions above You can view the comment in Trial Balance view by following the viewing instructions above You can also view or change it in Operating Statement view for more information see Viewing Printing Accounts in Operating Statement Format To close the Trial Balance window click the exit button You return to the main screen version 2 2 97 16 MultiSite Suite General Ledger Module Viewing amp Printing Accounts in Operating Statement Format Viewing amp Printing Accounts in Operating Statement Format Like Trial Balance view Operating Statement view enables you to view and print summary information and variances for all GL accounts for the current period and it lets you view and add comments However it is displayed in operating statement format grouping accounts by revenues expenses and balance sheet accounts Unlike Trial Balance view you can print the comments for
72. the GL database Therefore if you choose Posted Batches from the View menu the number of records that the system retrieves might take a long time to display Also it might be difficult to find the batch you want in a long list To display and view posted batches more efficiently choose Filter Posted Batch Date Range from the View menu To change the date range specify a different one in the Preferences window for instructions see Se ting User Preferences Office Filter Office To filter records according to the office that is responsible for the accounts you want to view choose Filter Office from the View menu version 2 2 97 11 MultiSite Suite General Ledger Module Viewing amp Printing Account Summaries Printing Records Most of the views in the MultiSite Suite can be printed If a record can be printed a print button appears on the toolbar or you can use a Print command on the File menu Viewing amp Printing Account Summaries Inquiry view enables you to view and print summary information of all GL accounts for the current period gt To display a summary view of accounts do the following 1 If the Views label bar isn t already open click on it to display the various viewing options 2 Inthe Views slider bar click the Inquiry folder icon A list of the sites is displayed in the center of the screen as shown below EJ General Ledger Division Multi Family Current Period 052003 File Edit
73. the following Display the Operating Statement view by following the instructions above Click on any cell in the same row as the account number for which you want to add a comment i Tip The account number that you selected is displayed above the Comments text box at the bottom of the window You can use this feature to make sure that you have clicked on the proper account When you click a cell the Comments text box becomes available for editing Press the Enter key on your keyboard to move the cursor to the Comments text box Enter your comment in the text box at the bottom of the window Click anywhere outside the Comments box to save the comment you entered version 2 2 97 18 MultiSite Suite General Ledger Module Viewing Adding amp Updating Accounts in Master Templates The comment you added remains with the account for the entire year You can change it at any time by repeating the instructions above You can view the comment in Operating Statement view by following the viewing instructions above You can also view or change it in Trial Balance view for more information see Wzewing Printing Account Summaries with Variances Comments To close the Operating Statement window click the exit button You return to the main screen Viewing Adding amp Updating Accounts in Master Templates Chart of Accounts view enables you to view the current master chart of accounts for each template or master list
74. the records that you view and manage in GL for more information see Setting User Preferences You can also access user preferences by choosing Preferences from the Tools menu Module buttons in the center of the toolbar open the other modules in the MultiSite Suite Online Help opens the online help for the program Menu Commands MultiSite Systems LLC An explanation of each command on the menu bar is as follows File menu enables you to change the setup of your default printer options Printer Setup You can also use it to exit the General Ledger module Exit version 2 2 97 6 MultiSite Suite General Ledger Module Navigating in General Ledger Click level Sorting MultiSite Systems LLC Edit menu enables you to add a new batch New Batch This is the same as using the New Batch icon in the Actions slider bar see Adding Batches The Edit menu also enables you to add a new account This is the same as using the Chart of Accounts icon the Views slider bar to add a new account see zewing Adding Updating Accounts in Master Templates View menu contains various filtering commands that enable you to filter records that that you view in the system thus shortening the amount of time that you spend waiting for the system to retrieve unneeded records For a specific explanation of each View menu command see the subsection Fi tering Records for Customized Viewing in the topic Viewing Printing Acco
75. ting the Ending Balance for Year to Date Activity 6 Change the default period in user preferences to 01 of the new year to enter batches for January For instructions see Setting User Preferences Generating amp Printing Reports There ate two icons on the Reports slider bar that you use to generate reports one that displays a list of reports to select Other Reports and one that generates the Cash Flow report Cash Flow A separate icon is necessary for the Cash Flow report because the system must perform some additional processing to retrieve that report After you generate a report it is displayed in the Reports window where you can view the report print it export it to a file or send it as an e mail attachment Instructions for each of these procedures follow Generating Regular Reports Reports Other Than Cash Flow gt To generate any report other than the Cash Flow report do the following 1 If the Reports label bar isn t already open click on it to display the two Reports icons MultiSite Systems LLC version 2 2 97 57 MultiSite Suite General Ledger Module Generating amp Printing Reports MultiSite Systems LLC amp Other Reports S Cash Flow 2 Inthe Reports slider bar click the Other Reports icon The GL Report Menu window appears as shown below It displays the reports that are assigned to you Note If a report that you expect to see does not appear speak to your supervisor or sys
76. unt Information Views Tools menu enables you to do the following Set user preferences such as the default current accounting period or the parameters for some of the record retrieval filters see Se ting User Preferences lt Rebuild your system layout files when you ate experiencing technical trouble see Rebuilding Layout Files Note This is something that customer support may ask you to do if 8 PP y ask y you are experiencing system difficulties it is not advisable to choose this option on your own lt The Show Reminders command lets you set and display reminders to notify you of specific tasks to be done see Setting Reminders lt Display the Windows Notepad or Calculator see Displaying the Windows Notepad Calculator Help menu displays the online Help and the version number of GL GL supports click level sorting This means that if you click on any of the column headers in a grid of records all the records will sort according to that column header The records sort in ascending order For example if you click the Activity column header in the Inquiry screen below the records will sort according to Activity with the smallest amount at the top and the largest at the bottom version 2 2 97 7 MultiSite Suite General Ledger Module Navigating in General Ledger EI General Ledger Module Division Multi Family Current Period 042003 File Edit View Tools Help a h V
77. y the available actions In the Actions slider bar click the New Batch folder icon A panel appears inside the main screen with a batch header at the top and detail lines underneath The icons in the Actions slider bar change to icons that pertain to adding batches a ADDING New Batch Header GL TEMPLATE Multi Family BEE Eile Edit Help IN Batch ID BatchT ype v Site a ARLEE STEDMAN MB Save Batch 265 x Cancel Batch Calendar Period 062003 FiscalPeriod ReferenceNumber o o 92 Import Batch Description Test Batch E p a eS er a S oo Posted j PostedDate J PostedBy TOTALS In the Batch Type drop down list of the batch header select CJ common journal entry Skip over the Batch ID text box In the Calendar Period text box accept or change the default calendar period Tip In almost all cases you will accept the default calendar period version 2 2 97 34 MultiSite Suite General Ledger Module 13 14 15 16 17 MultiSite Systems LLC Adding Batches by Importing Excel Files If you want to add a reference number to the batch header enter it in the Reference Number text box Otherwise skip to the next step In the Description text box enter a description for the batch you are importing Note This Description field is the description for the batch header Each detail line item will automatically contain the descriptions that you entered in the Excel

MultiSite Suite: General Ledger User`s Manual

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