CONTINUING PROPERTY RECORDS - ENTRY

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1 CONTINUING PROPERTY RECORDS - ENTRY (CPE - Figure 20) MENU DESCRIPTION This menu accesses all Entry functions for Continuing Property Records (CP). If this field is negative, it indicates a loss due to retirement.). This includes Real Time Transactions. These functions may have a direct effect on the CP files and should be read carefully before executing. To access the functions, type the appropriate characters of the function name in the second field of the Selection window and press Go. This screen may vary in appearance depending on the Operator settings. The screen above will display if the Operator has full security to all Entry functions. Continuing Property Records Reference Manual (1.008) 5-1

2 CONTINUING PROPERTY RECORDS - ENTRY The Entry functions are used to enter current information in the database. The Entry - Real Time Transactions (CPER) will update the CP and General Ledger files immediately, whereas Entry - Transfer Group History (CPETG) and Entry - Record Unit Standard Cost (CPESC) update only CP files. The Entry functions for Real Time Transactions and Standard Costs are posting type functions, where the first line is used for entry and the bottom lines are for display only. In a Real Time Transaction function a Set number is assigned to each transaction and is used to redisplay the record if necessary. Refer to the Transaction Set Number explanation that follows. Only one Real Time Transaction function per Operator can be processed at a time. If an Operator needs to start another Entry function (in CP or another module), the current Journal must be closed before the new Journal can be opened. Refer to Company And Open Journal Status (CPERS) for further details regarding opened journals. Once a Real Time Transaction session is complete, a Report - Monthly Activity (CPRA) should be printed to verify the information was entered correctly. PREREQUISITES Be sure all module interfaces are set up correctly, and all Operators understand how posting periods function. If using divisionalized accounting, be sure all Operators understand how to use the division number properly. If it is necessary to practice, use Company This company number has been set up as a training company. Postings made to Company will not affect balances in any other company. ACTIVITIES Not all activities (add, change, delete) are allowed in the Continuing Property Records - Entry (CPE) functions. In all Entry functions file updating takes place immediately. Once a Real Time Transaction or Transfer Group History transaction has been accepted, the Operator is NOT allowed to recall the record to change or delete it. In Standard Cost entry the Operator is only permitted to call up an existing Record Unit to change the Standard Cost. Refer to the Operator Quick Reference Guide for procedures. 5-2 (1.008) Continuing Property Records Reference Manual

3 TRANSACTION SET NUMBER As transactions are added in Real Time Transaction Entry, a Set number is automatically assigned. This number is the key to identifying the transaction when using the Set Inquiry and Recall capabilities. They are explained as follows. Set Inquiry CONTINUING PROPERTY RECORDS - ENTRY As transactions are accepted in the Entry functions, the information is displayed below the entry line. Because of limited screen size, only a certain number of transactions can be displayed. If Set Inquiry is available on the transaction entry screen, the <F9> function key will be displayed. For example, if in Entry - Real Time Transactions (CPER), pressing <F9> will display a window similar to the one shown below. This window allows you to view additional transactions which may not presently be displayed on the screen. The transaction records are displayed in Set number sequence. The Operator can use the Up/Down Arrow and Prev/Next Page keys to scroll through the window. You are also allowed to begin the display with a specific Set number by entering the Set number and pressing Go. Once you have finished viewing the information, you can press the Cancel key to return to the transaction entry screen. Or, if you want to redisplay a specific transaction on the entry line, position the cursor on the desired record and press the Go key. You are not allowed to change or delete the record in Real Time entry, but you can use the record to reverse a previous entry or add a similar record. Continuing Property Records Reference Manual (1.008) 5-3

CONTINUING PROPERTY RECORDS - ENTRY Recall Transaction The Recall feature is available on all transaction entry screens with the use of the <F10> function key.

4 CONTINUING PROPERTY RECORDS - ENTRY Recall Transaction The Recall feature is available on all transaction entry screens with the use of the <F10> function key. For example, if in Entry - Real Time Transactions (CPER), pressing <F10> will display a window similar to the one shown below. This window allows you to enter an existing Set number in order to recall (redisplay) the transaction on the entry line. The Set number field will initially default to the last transaction entered, but the Operator is allowed to change the default. When entering Real Time Transactions, you are not allowed to change or delete the record. The feature can be helpful in Real Time entry, if you are entering a series of similar transactions or need to reverse a previous transaction due to an error in entry. 5-4 (1.008) Continuing Property Records Reference Manual

5 ENTRY - REAL TIME TRANSACTION COMPANY AND OPEN JOURNAL STATUS (CPERS - Figure 21) FUNCTION DESCRIPTION This function is automatically displayed when the Real Time Transactions option is selected from the Continuing Property Records - Entry (CPE) menu. The function is used to open a journal, and allow Real Time Transaction Entry. When entry is completed, it is also used to close the journal. The first two lines of this screen contain the Company information which are display only fields. These fields indicate the following. Logged on Company Number and Company Name Logged on Operator Initials, current Date and Time Current Function Name and logged on Path Continuing Property Records Reference Manual (1.008) 5-5

6 ENTRY - REAL TIME TRANSACTION COMPANY AND OPEN JOURNAL STATUS The remainder of the screen contains the Open Journal Status information and the proof Totals. After the proof Total fields are entered, you are NOT allowed to redisplay the Open Journal Status to change them. At any time while entering transactions, proof totals can be verified by pressing the Status key to display the Company And Open Journal Status (CPERS) screen. Once all transactions have been entered, you must close the journal. Press the Status key to display the Open Journal Status information. If the journal is in balance, the cursor will be positioned in the Close field. Enter <Y> to close the journal and end the session. If the journal is not in balance, you must return to transaction entry to make the necessary corrections and balance the journal. FIELD DESCRIPTIONS Activity: [L] (2 characters) This field is not used in Continuing Property Records. Journal #: (8 digits) The Journal number is automatically assigned when you initially display the Journal Status screen. All transactions entered in the session, will be tracked under this number. The Journal number will allow you to track the transactions to their corresponding General Ledger history transactions. The current function name is also automatically displayed next to the Journal number. If you press the Cancel key from the Journal Status screen without entering any transactions, the journal is considered empty and will be deleted. This frees the Journal number to be used again ONLY if another journal has not been opened in the time span you opened and closed your journal. If another journal has not been opened, the one you just closed (if empty) will be deleted, and the Journal number will be reused when the next journal is opened. If another journal was opened before you closed your empty journal, your Journal number will not be used again. 5-6 (1.008) Continuing Property Records Reference Manual

7 ENTRY - REAL TIME TRANSACTION COMPANY AND OPEN JOURNAL STATUS Period: (6 digits) This field identifies the current processing Period (4 digit year, 2 digit month). The value entered will reference the established valid period parameters as set up in General Ledger Administrator - Options (GLAO). This module will allow the entry of transactions to be posted to previous or future accounting periods. Transactions to be posted to previous periods will adjust account balances and quantities, thus impacting the journals printed and financial statements. These reports will need to be rerun. Transactions entered for posting in a future period will be stored until that future period is the appropriate current period. The type of processing year (Cal = Calendar or Fisc = Fiscal) is automatically displayed next to the Period. This field is displayed from General Ledger Administrator - Options (GLAO). Post Date: (8 digits) The Post Date will default to the system date. This field can be overridden but should correspond to the Period field. It must be between the years 1950 and Close: (Yes/No) The Close field will initially default to No. Each time a journal is opened, you must manually close it before another can be opened. Press the Status key to display the Journal Status screen and enter <Y> in the Close field. To close a journal, the Debits and Credits must be equal. If they are not equal, your journal is out of balance, and the problem must be corrected before it can be closed. Assigned: (8 digits/6 digits) These fields identify the system Date and Time. They are display only fields. Proof Debits: Proof Credits: (9 digits/2 decimals/-) (9 digits/2 decimals/-) Not used in the CP module. Continuing Property Records Reference Manual (1.008) 5-7

8 ENTRY - REAL TIME TRANSACTION COMPANY AND OPEN JOURNAL STATUS Postings: (5 digits) This field indicates the total number of transactions posted in this journal session. It is a display only field. As each transaction is posted, this number is increased. Debits: Credits: Proof: (9 digits/2 decimals/-) (9 digits/2 decimals/-) (9 digits/2 decimals/-) These are display only fields. They indicate the total Debit and Credit amounts posted to General Ledger. The Proof field indicates the difference between the Debits and Credits. These amounts are calculated as transactions are entered in this journal session. If Proof Debit and Credit amounts are entered, use them to compare to these amount fields and determine the accuracy of the session. You are not allowed to close this journal unless the Proof field displays zero. PROOF TOTALS The bottom portion of the Company And Open Journal Status (CPER) screen displays the Proof Total fields after the Activity field is entered. Proof Quantity Total: Proof Amount Total: (10 digits/-) (9 digits/2 decimals/-) These fields are not required. They are used for Operator verification to determine if all transactions were entered correctly. Once the Proof Totals fields are entered, you are NOT allowed to redisplay the Open Journal Status to change them. Computed: (10 digits OR 9 digits/2 decimals/-) One Computed field is displayed for each Proof Total field. This field indicates the total Quantity or Amount calculated as entries are made in this journal. This is a display only field. 5-8 (1.008) Continuing Property Records Reference Manual

9 ENTRY - REAL TIME TRANSACTION COMPANY AND OPEN JOURNAL STATUS Difference: (10 digits OR 9 digits/2 decimals/-) One Difference field is displayed for each Proof Total field. This field indicates the difference between the Proof Total and Computed fields. The field is calculated as transactions are entered in this journal. This is a display only field. After a journal session is finished, if there are differences between your Proof Totals and the actual Computed totals, all transactions should be reviewed for accuracy. No edits are performed on the proof total fields. You are still allowed to close a journal whether or not differences are displayed for these proof totals. Continuing Property Records Reference Manual (1.008) 5-9

10 ENTRY - REAL TIME TRANSACTIONS (CPER - Figure 22) FUNCTION DESCRIPTION This function is used to enter Record Unit additions or retirements. This transaction information is entered when Record Units are added or retired from plant. The Notes feature is available on the Record Unit field, and notes can be entered or viewed for the particular Record Unit at any time while in this function. Normal additions or retirements of Record Units from plant are done when work orders are closed by the Work Order Report - Generation of CPR Transactions (WORMP) function. Only transactions not covered by the above procedure or corrections must be entered from this procedure (1.008) Continuing Property Records Reference Manual

11 ENTRY - REAL TIME TRANSACTIONS FIELD DESCRIPTIONS Rec Unit [L] (10 characters) Enter the Record Unit identification for this transaction. This is a required field. Once Return is pressed, the record unit description will be displayed. The Record Unit must already be set up in Setup - Record Unit (CPSR). The Notes feature is available on the Record Unit field. Type (1 character) Enter the type of transaction. This is a required field. Enter one of the following transaction codes. A R = Addition = Retirement After the first transaction code is entered, this field will default to the previous code entered. The Operator is allowed to change the default transaction. Quantity (9 digits/-) Enter the number of Record Units that were added or retired from plant. When reducing the number of Records Units, the balance Quantity for the period in which the transactions are taking place cannot fall below zero. If the balance Amount is reduced to zero, the balance Quantity must be reduced to zero. Amount (9 digits/2 decimals/-) Enter the value of Record Units that were added or retired from plant. This is a required field. This field will default to Quantity * Standard Cost if the transaction type is A (addition), or Quantity * Average Cost if the transaction type is R (retirement). When reducing the Amount for the Record Units, the balance Amount for the period in which the transactions are taking place cannot fall below zero. If the balance Quantity is reduced to zero, the balance Amount must be reduced to zero. Continuing Property Records Reference Manual (1.008) 5-11

12 ENTRY - REAL TIME TRANSACTIONS G/L Acct # [L] (18 digits/3 delimiters) Enter the General Ledger Transaction Account Number for the Record Unit added or retired from plant. This is a required field if the Type is A (Addition) or the Type is R (Retirement) and the amount retired is greater than the accumulated depreciation, or the amount exceeds the retired amount and the Loss Due To Retirement G/L Account Number on Setup - G/L Account (CPSA) is not populated. The Account Number must be entered according to the specifications set up in General Ledger Administrator - Options (GLAO). It also must already be set up in General Ledger Setup - Account (GLSA). After the first General Ledger Account Number is entered, this field will default to the previous number entered. The Operator is allowed to change the default Account Number. EXAMPLE 1 Accounting activity if transaction type = A (Addition), quantity = 5 and amount = $ General Ledger Posting Debit Credit Record Unit G/L Acct # 5, Transaction G/L Acct # 5, CP Posting Add Qty Add Amount Record Unit Group History 5 5, EXAMPLE 2 Accounting activity if transaction type = R (Retirement), quantity = 5 and amount = $5, with the Record Unit Accumulated Depreciation = $6, General Ledger Posting Debit Credit Record Unit G/L Acct # 5, CPSA Accumulated Depr G/L Acct # 5, CP Posting Retire Qty Retire Amt Record Unit Group History 5 5, Record Unit Accumulated Depreciation = $1, (1.008) Continuing Property Records Reference Manual

13 ENTRY - REAL TIME TRANSACTIONS EXAMPLE 3 Accounting activity if transaction type = R (Retirement), quantity = 5 and amount = $5, with the Record Unit Accumulated Depreciation = $4, General Ledger Posting Debit Credit Record Unit G/L Acct # 5, CPSA Accumulated Depr G/L Acct # 4, CPSA Loss Due To Retire G/L Acct # 1, CP Posting Retire Qty Retire Amt Record Unit Group History 5 5, Record Unit Accumulated Depreciation =.00. EXAMPLE 4 Accounting activity if transaction type = R (Retirement), quantity = 5 and amount = $5, with the Record Unit Accumulated Depreciation = $6, The balance quantity and balance amount for the Record Unit will be zero after the transaction is accepted. General Ledger Posting Debit Credit Record Unit G/L Acct # 5, CPSA Accumulated Depr G/L Acct # 6, CPSA Loss Due To Retire G/L Acct # 1, CP Posting Retire Qty Retire Amt Record Unit Group History 5 5, Record Unit Accumulated Depreciation =.00. Record Unit Retired Date = Post Date. Group [L] (4 characters) Enter the Group to be assigned to the Record Unit. For the first transaction the default group entered in Administrator - Options (CPAO) is displayed. After the first Group is entered, this field will default to the previous group entered. The Operator is allowed to change the default Group. Continuing Property Records Reference Manual (1.008) 5-13

14 ENTRY - REAL TIME TRANSACTIONS Work Ord [L] (8 digits) Enter the Work Order number for the added or retired Record Unit. After the first Work Order number is entered, this field will default to the previous number entered. The Operator is allowed to change the default Work Order number. Reference [L] (30 characters) If specific references have been set up in System Administrator Setup - Tables (SAST), a period (.) or pound sign (#) must precede the reference number entered in the first five positions of the field. Once Return is pressed, the actual description will appear in the field and the reference number will disappear. Manual references can be entered by entering a description in the Reference field. Use this field to further explain any necessary inforamtion associated with this transaction. The first 24 characters of the Reference field will be used in the General Ledger Transaction Reference field. After the first Reference is entered, this field will default to the previous entry. The Operator is allowed to change the default Reference. Set #: (5 digits) This is a display only field. It indicates a unique sequential number automatically assigned to each transaction entry in this activity (1.008) Continuing Property Records Reference Manual

15 ENTRY - REAL TIME TRANSACTIONS FUNCTION KEYS Refer to TRANSACTION SET NUMBER under CPR - Entry (CPE) for details on the F9 and F10 functions. - Set Inquiry Press <F9> to display the Set Inquiry screen. This window allows you to view additional set numbers for this activity. - Recall Press <F10> to display the Recall Transaction screen. This window allows you to enter an existing set number for this activity in order to recall it to the entry line. Continuing Property Records Reference Manual (1.008) 5-15

16 ENTRY - RECORD UNIT STANDARD COST (CPESC - Figure 23) FUNCTION DESCRIPTION This function is used to change the Standard Cost for specific Record Units. The Operator can enter the Year at the top of the screen and the specific Record Unit number in the entry line and press Go to display Record Unit Description and Standard Cost. The amount entered on the screen will replace the Standard Cost for the Record Unit. The Notes feature is available on the Record Unit field, and notes can be entered or viewed for the particular Record Unit at any time while in this function. This is a posting screen where the first line is for entry and the subsequent lines displayed below are for display only, and the Operator is NOT allowed to modify them. The transactions are displayed with the latest one being displayed first (1.008) Continuing Property Records Reference Manual

17 ENTRY - RECORD UNIT STANDARD COST FIELD DESCRIPTIONS Year: (4 digits) Enter the accounting fiscal Year. This is a required field. Rec Unit [L] (10 characters) Enter the unique Record Unit identifier in this field. This is required field. Once Return is pressed, the Record Unit Description will be displayed. The Notes feature is available on the Record Unit field. Standard Cost (9 digits/2 decimals) Enter the new Standard Cost to replace the existing value for the Record Unit. Continuing Property Records Reference Manual (1.008) 5-17

18 ENTRY - TRANSFER GROUP HISTORY (CPETG - Figure 24) FUNCTION DESCRIPTION This function is used to Transfer Group History quantities and amounts from one group to another. This function should be used before establishing history on Work Order Report - Generation of CPR Transactions (WORMP) or Entry - Real Time Transactions (CPER) functions to ensure that appropriate balances are available in the correct groups. The amounts entered will be posted to the fiscal month corresponding to the period entered on the screen. The Notes feature is available on the Record Unit field, and notes can be entered or viewed for the particular Record Unit at any time while in this function. History transactions will also be created showing the quantities and amounts transferred from one group to another. The transactions can be viewed with Inquiry - Transactions (CPIT) or Report - Monthly Activity (CPRA) (1.008) Continuing Property Records Reference Manual

19 ENTRY - TRANSFER GROUP HISTORY FIELD DESCRIPTIONS Period (6 digits) This field identifies the calendar Period (4 digit year, 2 digit month) for which the transfer is to be made. This is a required field. The Period must correspond with the current processing year. Rec Unit [L] (10 characters) Enter the Record Unit identification for this transaction. This is a required field. The Record Unit must already be set up in Setup - Record Unit (CPSR). The Notes feature is available on the Record Unit field Grp From [L] (4 characters) The field contains the Group to transfer funds from. This is a required field. The Group Code must already be set up in Administrator - Group (CPAG). Grp To [L] (4 characters) This field contains the Group to transfer funds to. This is a required field. The Group Code must already be set up in Administrator - Group (CPAG). IN FROM GROUP Added Qty Added Amt Retired Qty Retired Amt Balance Qty Balance Amt (9 digits) (9 digits/2 decimals) (9 digits) (9 digits/2 decimals) (9 digits) (9 digits/2 decimals) These are display only fields. Displayed below the From column label are the Added, Retired and Balance Quantity and Amount values which are available for transfer. Continuing Property Records Reference Manual (1.008) 5-19

20 ENTRY - TRANSFER GROUP HISTORY AMT TO TRANSFER The following fields are enterable fields. They cannot be greater than the corresponding In From Group quantities or amounts. Added Qty (9 digits) Enter the Added Quantity to be transferred from the From Group to the To Group. Added Amt (9 digits/2 decimals) Enter the Added Amount to be transferred from the From Group to the To Group. The default calculation is: added quantity times the standard cost of the record unit. Retired Qty (9 digits) Enter the Retired Quantity to be transferred from the From Group to the To Group. This field is required if the Retired Amount is greater than zero. Retired Amt (9 digits/2 decimals) Enter the Retired Amount to be transferred. This field is required if the Retired Quantity is greater than zero. The default calculation is: average cost of record unit in plant times the retired quantity. Balance Qty (9 digits) This field displays the current Balance Quantity. Balance Amt (9 digits/2 decimals) This field displays the current Balance Amount (1.008) Continuing Property Records Reference Manual

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Tabs3, PracticeMaster, and the pinwheel symbol ( trademarks of Software Technology, Inc. Portions copyright Microsoft Corporation Tabs3 General Ledger Software Reseller/User Tutorial Version 16.1 for November 2011 Sample Data Copyright 1983-2013 Software Technology, Inc. 1621 Cushman Drive Lincoln, NE 68512 (402) 423-1440 http://www.tabs3.com