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

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1 Reference Manual Version 10.0 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 G L Y E A R E N D PURPOSE: This program is part of the Year End Subsystem. It is used to close out the current General Ledger fiscal year for a selected company. A COMPANY'S FISCAL YEAR CAN ONLY BE CLOSED ONCE!! Once this program is run, no reports or changes can be done for the fiscal year being closed. When a company is closed, all divisions for the company are closed. All General Ledger entries for the company, for the year must be completed and have gone through all Subsystem Updates. All financial and optional reports should be run prior to executing this program. Before any updating occurs, the program will check the GL-DETAIL file to verify that all postings for the company have been updated. If postings exist, no updating will occur. All revenue and expense accounts will be totaled to determine profit or loss (retained earnings). Depending on the flag set in the GLMASTMTN program, the profit or loss will be posted to each division's retained earnings account number or combined and posted into one division's retained earnings account. The program will update the GL-FYR file. All monthly summary totals for each account number will be written to the GL-FYRLQB file as last year's balances. Then all revenue and expense accounts in the GL-FYR file will be zeroed out for the current year. The balance sheet account numbers will have their year end balance written to the starting year balance, and all other totals zeroed out. The "fiscal year date" field will be increased by one to set it for the next year. The GL-SUMMARY file is updated with only records for account numbers that have balances or have postings made during the new year. If this program does not complete successfully (i.e., program failure or system failure), backups must be restored and the Year End Subsystem rerun. Once this fiscal year end update is complete, a GLTRIALBA should be run for the first month of the new fiscal year to verify that all accounts have been updated properly. FILES USED: GL-CONTROL GL-DETAIL GL-CLGLNOS GL-FYR GL-SUMMARY GL-FYRLQB GL-CLMAST GL-CLDIV GL-CURRENCY Prophet 21, Inc. 3

4 GENERAL LEDGER YEAR END - CONTINUED STEPS TO ACCESS PROGRAM THROUGH STANDARD MENU ) Enter option 8 from the Prophet 21 Prism Main Menu to access the General Ledger Master Menu. 2) Enter option 4 from the General Ledger Master Menu to access the General Ledger Year End Menu. 3) Enter option 7 from the General Ledger Year End Menu for Year End Close (). AFFECTED GENERAL LEDGER DATA FILES SHOULD BE BACKED UP PRIOR TO EXECUTING THIS PROGRAM TO AVOID ANY DATA LOSS!!! Prophet 21, Inc. 4

5 GENERAL LEDGER YEAR END - CONTINUED RUN TIME QUESTIONS All responses to the first 5 questions will be validated. If the entry is not valid, an error message will display and the program will end, no updating will occur. DO YOU NEED HARD COPIES OF G.L. GRID FOR ANY DIVISION(S) Y/N This question is a reminder that all reports should have been run prior to the execution of this program. Specifically, the program in question is the GLINQPR12 program, whose print pattern is similar to a grid. Enter 'Y' to end this program, no updating will occur. Enter 'N' to continue. ENTER 3 CHARACTER COMPANY FOR YEARLY UPDATE, SPACES FOR EOJ Enter the three character company code to be updated. Enter <spaces> to end the program, no updating will occur. ENTER LAST MONTH OF FISCAL YR IN FORM MO/YR Enter in the format 'MM/YY' (month/year) the fiscal year end date of the company to be updated. This date can be viewed via the GLMASTMTN program. ENTER RETAINED EARNINGS ACCT IN FORM 999/XXX Enter in the format '999/ ' or '999/XXX', the retained earnings account number of the company being updated. Be sure to always enter the slash. RETAINED EARNINGS ACCT# - 999/SSS - OK??? Y/N The entry from the previous question will be redisplayed. Enter 'Y' if the retained earnings account number displayed is correct. The program will check the GL-DETAIL file for postings. If any are found, an error message will be displayed indicating records exist. The program will end, no updating will occur. Enter 'N' if the account number is incorrect. Prophet 21, Inc. 5

6 GENERAL LEDGER YEAR END - CONTINUED ENTER U TO UPDATE CCC FOR FISCAL YEAR ENDING MM/YY, ELSE STOP RUN The entries from previous questions will be redisplayed. Enter 'any character except U' to end the program, no updating will occur. Enter 'U' if the displayed information is correct and to begin the year end update process for the company information displayed. As the update occurs, the following will display: ** UPDATING CCCDDD FOR YEAR. ** UPDATING CCCDDD COMPLETE. ** FISCAL YEAR BEING INCREMENTED!!! ** FILES CLOSED - UPDATE COMPLETE. Prophet 21, Inc. 6