General Ledger Subsystems Reference Manual. Version 11.0 Revision Date 5/1/04

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Roland Reeves
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1 Reference Manual Version 11.0 Revision Date 5/1/04

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice.

3 GENERAL LEDGER MAINTENANCE SUBSYSTEM 1 GLCTRLMTN This program holds a default company and division, file homes for various general ledger files and allows the operator to create empty files at installation time. 2 GLMASTMTN This program is used to build the company master file information, division information and the valid general ledger chart of accounts. 3 GLMASTLST This program lists the contents of the general ledger master files. 4 GLTITLEMT This program is used to build title descriptions that are associated with the general ledger account numbers. 5 GLACCTLST This program lists the account descriptions that were built in the GLTITLEMT program. 6 GLOPENWRK This program creates empty general ledger work files. 7 GLBUDMTN This program maintains the budget amounts for financial analyzer reporting and comparison purposes. Prophet 21, Inc. 3

4 GENERAL LEDGER ENTRY SUBSYSTEM 1 GLENTRY This program allows the operator to make accounting entries. GLENTRY is a twelve line entry screen for posting debits and credits to record accounting activity. 2 GLENTREG3 This program lists the entries made GLENTREG4 through the Entry or Posting programs. This program can be executed by company and operator code if needed. 3 SD-GLBACKUP Once the update program has completed, files have been changed. The General Ledger files should be backed up. This is executed from the operator prompt. Please refer to the section of this document book for further explanation. 4 GLUPDATE This program updates the entry work file into the permanent General Ledger files. Prophet 21, Inc. 4

5 GENERAL LEDGER MONTH END SUBSYSTEM 1 GLTRIALBA This program generates a trial balance, displaying totals by account number and subsidiary for the current month and year-to-date periods. 2 GLTRIAL2 This program generates a trial balance, listing all divisions in the corporate structure displaying totals by account number and subsidiary for current month and year-to-date periods. 3 GLJOURNAL This program lists accounting entries by Journal Type for the month being closed. This program is optional. 4 SD-GLBACKUP Back up the general ledger files before running GLMONEND with the 'UPDATE' option. 5 GLMONEND2 This program lists detail postings for all divisions. There is no 'UPDATE' option. 6 GLMONEND This program lists the activity for each account for the month chosen along with beginning and ending balances. This program also has an 'UPDATE' option to close the monthly activity. 7 GLSTDENT If standard entries are being utilized, this program will transfer the next month's entries from the standard work file to the regular General Ledger work files. Prophet 21, Inc. 5

6 GENERAL LEDGER MONTH END SUBSYSTEM - CONTINUED 8 GLAUDWKST This is an optional program that is similar to the trial balance listing. It also offers a place on the report for an auditor to enter an adjusting amount in worksheet form. 9 SD-GLBACKUP Once the Update program has completed, the files have been changed. The General Ledger files should be backed up. This should be done from an operator prompt. It is a good idea to save this backup until after the next accounting period is closed. If anything major happens to the data files during the next period, and the best way to correct the problem would be to start the period over, this may be accomplished if this backup has been kept. Please refer to the section of this document book for further explanation. Prophet 21, Inc. 6

7 GENERAL LEDGER YEAR END SUBSYSTEM 1 GLINQPR This program prints a summary of total activity for General Ledger account numbers by type by month for the 12 months of the current fiscal year and 3 months of the future year. This report also includes last year, quantity and budget amounts for the same year. 2 GLINQPR12 This program prints a summary of total activity for General Ledger account numbers by type by month for the current 12 months of the fiscal year. 3 SD-GLBACKUP Back up the general ledger files before running GLYEAREND to close the year. 4 GLHISTLST This program prints an activity listing by company, division and account number for selected accounts or all account numbers for a specified range of dates in the current fiscal year. 5 GLHSTLST2 This optional program is similar to the GLHISTLST program in format and options. In addition, this program can specify a dollar range for audit purposes. 6 GLHSTLSTC This optional program is similar to the GLHISTLST program in format and options. It prints an activity listing by company, and account number for a date range. 7 GLYEAREND This program closes the fiscal year, computing the difference between revenue and expenses and posting that amount to the retained earnings account and incrementing the fiscal year in the company master file. Prophet 21, Inc. 7

8 GENERAL LEDGER YEAR END SUBSYSTEM - CONTINUED 8 GLTRIALBA This program generates a trial balance, displaying totals by account number and subsidiary for the current month and year-to-date periods. It is used here to check that the year-to-date totals have been computed correctly for the new fiscal year. 9 GLFYRCHG This program is a specialized program to be used in the situation where the corporate fiscal year is changing. It would be used in place of the GLYEAREND program. 10 SD-GLBACKUP Once the Year End program has completed, the files have been changed. The General Ledger files should be backed up. This should be done from an operator prompt. It is a good idea to save this backup until the next accounting period has been closed. Prophet 21, Inc. 8

9 GENERAL LEDGER MISCELLANEOUS PROGRAMS 1 GLDTLLST This program is used to list entries that are still in the GL-DETAIL file. Postings are listed for a company/division based on a date range. 2 GLTYPELST List general ledger detail by journal type. 3 GLREFLST This program is used to list postings that are in the GL-DETAIL file by reference code. A company and division option is provided. 4 GLBALSHT This program is used to print a standard type balance sheet. Subtotals are given by groups of accounts along with totals for asset and liability balance sheet account numbers. 5 GLDTLDEL7 Delete records from the GL-DETAIL file before GLMONEND 'Update' option. Normally, this program is used only to correct bad file information in a trouble shooting situation. 6 GLDELEFYR Conditional delete of records from the permanent files. This program is used to delete empty records from the GL-FYR and GL-FYRLQB files. This program will only delete records that have not had any postings in the last two years. Prophet 21, Inc. 9

10 GENERAL LEDGER MISCELLANEOUS PROGRAMS - CONTINUED 7 GLDELFYR1 Unconditional delete of records from the permanent files. This program deletes records from the GL-FYR and GL-FYRLQB files. Based on an entered company and division, all records in these files are deleted regardless of any current information that might exist. 8 GLDELPEND Delete 'Pending' entries from general ledger files which were interfaced from other modules for the purpose of producing temporary mid-month financial statements. Prophet 21, Inc. 10

11 GENERAL LEDGER STANDARD ENTRY SUBSYSTEM 1 GLPOSTSE This program is used to enter and maintain standard General Ledger entries that are to be recurring every month with the same General Ledger numbers and amounts. 2 GLSTDREG This program lists the entries contained GLSTDREG4 in the standard entry work file. 3 GLSTDENT This program transfers the standard entries from the standard work file to the regular entry work file. This is run on a monthly basis with the appropriate accounting date. Prophet 21, Inc. 11

12 FINANCIAL ANALYZER SUBSYSTEM The Financial Analyzer Subsystem is used to generate financial reports based on account balances from the General Ledger Module. The format, length, order and substance of these reports are controlled entirely by the user through the creation and maintenance of sequence files. REPORT BUILDING GLSEQMTN - This program creates and maintains sequence files that generate the financial statements. 2 GLSEQLIST - This program lists the sequence files created in the GLSEQMTN program. 3 GLSEQVER - This program compares the chart of accounts for a particular company against the accounts numbers in a chosen sequence file and generates a report listing the differences found. 4 GLSEQWSHT - This program prints a worksheet used to compose a sequence file that will generate a financial report. Prophet 21, Inc. 12

13 FINANCIAL ANALYZER SUBSYSTEM - CONTINUED REPORT PROCESSING GLFAMAINT - This program creates a report linking file that will run financial statements for groups of companies and/or report layouts. 2 GLFAEDIT - This program prints the contents of the report linking file that was maintained in the GLFAMAINT program. 3 GLFALIST - These programs generate the financial GLFACURYR reports based on the sequence file and the company/division combination(s) in the report link file built through the GLFAMAINT program. 4 GLREPORTR - This program will generate one financial report based on the requested sequence file and company/division combination needed for this report. Typically, this program is used for testing the accuracy of the sequence file being composed. Prophet 21, Inc. 13

14 BACKUP PROCEDURES In the course of running the General Ledger programs, the instructions direct you to BACKUP. The end of day routine will backup all of your data files, but there will be occasions where you will want to backup just the General Ledger files, usually just before an update is about to occur. Take care to mark these backups in a backup log recording the date, time, information and who did the backup. If there is a problem with the update (GLUPDATE, GLMONEND or GLYEAREND), this backup would allow the update to be re-run without having a problem with your data. From the operator system prompt sign, usually a dollar ($) sign, type: SD-GLBACKUP Press <RETURN> The following displays will now begin: "This routine will backup all General Ledger data" "On your system. It will require at least 1 tape" "If additional tapes are required you will be prompted" "To insert each tape when it is time." "What type of tape drive do you have?" "Enter 0 for 1/2" reel tape" "Enter 1 for 1/4" cartridge tape (QIC)" "Please enter a 0 or a 1" Respond with the proper answer and press <RETURN>. "Make sure the tape for backing up is in the tape drive" If there is a tape drive - "The write enable ring is in place" If there is a QIC drive - "And the write protect switch is pointed away from safe." "Press return when you are prepared to continue." After <RETURN> is pressed: "Backup of data files now beginning" The files that are being backed up will be displayed on the screen as they are written to the tape. If the files are not displayed, then the backup is not progressing as designed. After the final message, re-execute the backup routine. If it fails a second time, contact Prophet 21. "Backup of data files is now complete." "Please place all backup tapes in a safe place." Prophet 21, Inc. 14

GLYEAREND Reference Manual. Version 10.0 Revision Date 5/1/04

GLYEAREND Reference Manual. Version 10.0 Revision Date 5/1/04 Reference Manual Version 10.0 Revision Date 5/1/04 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet