General Ledger 3000 Reference Manual Prophet 21 FASPAC 4.2

Transcription

1 General Ledger 3000 Reference Manual Prophet 21 FASPAC 4.2

2 Table of Contents INTRODUCTION 7 Getting Started 7 Account Numbers 8 AR and AR Transactions 8 Profit Centers and Financial Entities 9 Financial Statements 9 Year-End Procedure 9 Printing 10 Miscellaneous Information 10 Terms 10 ACCOUNTING PERIOD MAINTENANCE (GLP/1) 12 Entry/Inquiry Screen 13 CHART OF ACCOUNTS MAINTENANCE (GLP/2) 15 Main Screen 15 Add Accounts Screen 15 Add Accounts Screen Two 19 Change/Inquire Accounts Screen 22 Delete Accounts Screen 23 Print Accounts Screen 24 Copy Accounts Screen 25 DISTRIBUTION CODE FILE MAINTENANCE (GLP/3) 26 Main Screen 26 Add Codes Screen 27 Change/Inquire Codes Screen 28 Delete Codes Screen 31 Print-Out Codes Screen 32 FINANCIAL ENTITY MAINTENANCE (GLP/4) 33 Main Screen 33 Add Financial Entities Screen 34 Change/Inquire Financial Entities Screen 35

3 Delete Financial Entities Screen 36 Print-Out Financial Entities Screen 37 GENERAL JOURNAL TRX PROCESSING (GLP/5) 38 Running Balance 38 Current Period 38 Add Transactions 38 Change/Inquire and Delete Modes 39 General Journal Transaction Edit List 39 Posting Transactions to the General Ledger Trx File 39 Main Screen 39 Add Transactions Screen 40 Change/Inquire Transactions Screen 43 Delete Transactions Screen 45 Print Transaction Edit List Screen 47 Post Transactions Screen 48 RECURRING JOURNAL TRX PROCESSING (GLP/6) 50 Running Balance 50 Current Period 50 Counter Balancing and Automatic Distribution 50 Add Transactions 50 Recurring Journal Transaction Edit List 51 Posting Transactions to the General Ledger Trx 51 File 51 Main Screen 51 Add Transactions Screen 52 Change/Inquire Transactions Screen 55 Delete Transactions Screen 56 Print Transaction Edit List Screen 57 Post Transactions Screen 58 PRINT TRIAL BALANCE (GLP/7) 59 Entry/Inquiry Screen 60

4 PRINT GENERAL LEDGER WORKSHEET (GLP/8) 63 Entry/Inquiry Screen 63 GENERAL LEDGER ACCOUNT INQUIRY (GLP/9) 65 Entry/Inquiry Screen 65 PRINT SOURCE CROSS REFERENCE (GLP/10) 67 Entry/Inquiry Screen 68 FINANCIAL STATEMENT TEXT MAINTENANCE (GLP/11) 70 Main Screen 70 Add Texts Screen 71 Change/Inquire Texts Screen 72 Delete Texts Screen 73 Print Out Texts Screen 74 FINANCIAL STATEMENT LAYOUT MAINTENANCE (GLP/12) 75 Valid Function Codes 76 Options 78 Main Screen 79 Add New Layouts Screen 80 Change/Inquire Layouts Screen 82 Delete Layouts Screen 84 Resequence Layouts Screen 85 Copy Layouts Screen 86 Generate SAF Layouts Screen 87 Print Layout Edit List Screen 90 Print Sample Statements Screen 91 SELECT AND PRINT FINANCIAL STATEMENTS (GLP/13) 92 Statement Specification Maintenance 92 Print Financial Statements 93 Main Screen 94 Add Statement Specifications Screen 95 Change/Inquire Statement Specifications Screen 99 Delete Statement Specifications Screen 101 Clear Statement Selections Screen 102 Generalized Statement Selection Screen 103 Print Out Statement Specifications Screen 105 Print Financial Statements Screen 106 INTERFACE FROM OTHER PACKAGES (GLP/14) 107 Entry/Inquiry Screen 107

5 PRINT SPOOLED REPORTS (GLP/15) 109 Main Screen 109 Reports Destination Screen 111 Queued Printer Screen 112 Non-Queued Printer Screen 113 COMPRESS GENERAL LEDGER TRX FILE (GLP/2ND SCREEN/1) 114 Entry/Inquiry Screen 114 MULTI-COMPANY INTERFACE (GLP/2 ND SCREEN/2) 116 Entry/Inquiry Screen 116 YEAR-END PROCEDURE (GLP/2 ND SCREEN/3) 118 Entry/Inquiry Screen 119 GENERAL LEDGER TRANSACTION INQUIRY (GL/TRQ) 120 Entry/Inquiry Screen 120

6 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 by entering a support case. 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. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 5/26/04 Prophet 21 Faspac Version 4.2 The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

7 INTRODUCTION The GL3000 module is a double entry General Ledger system that accommodates all steps of a basic accounting cycle, including producing financial statements. You access the GL3000 module from the FASPAC main menu by entering GLP, the general ledger password, and the company number. The GL3000 module provides flexibility in tracking and reporting on various divisions, departments, etc. within the same company through the use of Profit Centers and Financial Entities. Use of the GL3000 module can be started at any time; the general ledger does not have to be current with the rest of the FASPAC system. To begin using the GL3000 module, your fiscal year Accounting Periods and the Current Period must be recorded and your Chart of Accounts must be created. Your opening balances can then be entered through the General Journal TRX Processing programs. The Accounts Receivable and Accounts Payable activity can be interfaced into the GL3000 module. The Accounts to be used are determined by set up in FASPAC. The GL3000 module is a flexible general ledger system that allows prior period and future period transactions to be entered without affecting the Current Period. All transactions (including activity interfaced from the AR and AP modules) are held in the General Journal Transaction file for processing and then are posted to the General Ledger Transaction file. Options available when processing transactions include counter-balancing and automatic distribution. There are some terms you should be familiar with when working in the GL3000 module. See the end of this Introduction for a list of terms and their definitions. GETTING STARTED The first time a user accesses GLP from a given terminal, the question HOW DO YOU IDENTIFY YOUR TERMINAL TYPE? will be displayed. The default value Generic will be offered. Accept Generic. The question is only asked once on each terminal. Based on information provided by you, the system files needed to use the GL3000 module have already been set up. One of these files is the Company Master file that includes your company name and address, and the printers to be used to print general ledger reports. These files also provide path names for the Accounts Payable and Accounts Receivable activity to interface with the GL3000 module. Before entering opening balances, entering manual journal entries, or posting Accounts Payable and Accounts Receivable activity, you must:

8 Enter the Accounting Periods of your fiscal year through the Accounting Period Maintenance program. Optionally, you can define the Current Period through the Accounting Period Maintenance program. Enter your account numbers through the Chart of Accounts Maintenance programs. Define your Profit Centers through the Chart of Accounts Maintenance programs (optional). Once your Accounting Periods and Chart of Accounts have been entered, enter your opening balances through the General Journal TRX Processing programs. A Trial Balance should be printed for review. ACCOUNT NUMBERS The account number format definition is stored in the Company Master file that was set up based on the information you supplied. Once activity has been posted to the general ledger, this format cannot be changed. Note: Check the format definition through the Chart of Accounts Maintenance program by adding one account number. If the format definition is not correct, do not enter your chart of accounts; contact the FASPAC Customer Support Center. An account number can have up to five digits as the main account number and up to four digits as the sub-account number. Sub-account numbers are useful for keeping track of different Profit Centers (locations or warehouses.) Whenever an account number is required, you are prompted to enter the number in the format defined in the Company Master file. Often when an account number is required, you can access the Account Number Inquiry Window by pressing F7. If the window is available, the following message is displayed in the lower left corner of your screen: F7 = SEARCH FOR ACCOUNT NO AR AND AR TRANSACTIONS Accounts Payable and Accounts Receivable activity is posted to the general ledger through the Interface From Other Packages and General Journal TRX Processing programs. You may want to define and print financial statements AFTER entering opening balances and BEFORE posting any Accounts Payable and Accounts Receivable activity. You can then compare the statements generated through the GL3000 module to the statements generated through your old general ledger and check them for accuracy.

9 PROFIT CENTERS AND FINANCIAL ENTITIES A Profit Center is defined through the Chart of Accounts Maintenance programs. Defining a Profit Center allows verification when it is specified in other programs. See the Chart of Accounts Maintenance section for detailed information. A Financial Entity is a set of Profit Centers and is defined through the Financial Entity Maintenance programs. A Financial Entity can be specified for financial statements or when printing a Chart of Accounts, a Trial Balance, or a Worksheet. A Financial Entity contains all GL account numbers for the Profit Centers. See Financial Entity Maintenance for more details. FINANCIAL STATEMENTS All financial statements are user defined through the Financial Text Maintenance, Financial Statement Layout Maintenance, and the Select and Print Financial Statements programs. There are two basic formats for the financial statements: the Profit & Loss format and Balance Sheet format. Texts are special instructions or explanatory data that appear on financial statements and are set up through the Financial Statement Text Maintenance programs. Texts are included in financial statements through the use of the TEXT Function code in the Financial Statement Layout Maintenance programs. A statement Layout is created through the Financial Statement Layout Maintenance programs. The Statement Layout defines the type of statement and the information included (such as title accounts, GL account numbers, total levels, and Texts) The appearance of a financial statement is determined through the Select and Print Financial Statements programs. A Statement Specification is created based on a Statement Layout and the options selected. One Statement Layout can be used to generate several financial statements. For example, create a P & L Layout that includes all account numbers. Use the Layout to generate financial statements for individual Profit Centers or Financial Entities by creating Statement Specification based on the layout and selecting the appropriate options. Financial statements are printed through the Select and Print Financial Statements programs. Statements can be printed individually or in groups based on Profit Center or Financial Entity. YEAR-END PROCEDURE Each fiscal year is closed through the Year-End Procedure program. Before running this program, all year-end financial statements and reports should be printed. After running the Year-End Procedure program, a one-sided manual journal entry must be made to close the net income (loss) account to the retained earnings account. See the Year-End Procedure section for detailed information.

10 PRINTING Any time a report is to be printed, the Print program is accessed and one or both of the Print Screens are displayed. The default selections that are displayed in the fields are based on the printer information set up in the Company Master file. MISCELLANEOUS INFORMATION To access the second screen of the GLP menu, use the up arrow key at the PLEASE SELECT field. Most programs can be exited from the first field by using CMD. If you need to exit a program after the first field, use the abort function (press Esc and then press Return) to acknowledge the message NOT PROCESSED. These keystrokes will move the cursor to the first field, where you can exit by pressing CMD. All dates are entered in the standard month, day, and year format (MMDDYY or MMDDYYYY). If the month is less than two digits, you do not have to enter the zero; this exception applies to the month only. When a yes or no answer is required, the responses that mean yes are Y, 1, or +. The responses for no are N, 2, or -. The Add, Change/Inquire, and Delete screens for each area of functionality are generally the same. An asterisk is displayed on the Change/Inquire and Delete screens to distinguish them from the Add screen. TERMS Accounting period A month, quarter, or four week period. A fiscal year can contain up to 13 Accounting Periods. Compression Consolidating a group of transactions for an account, with the same date or within the same Accounting Period, into a single transaction for the date or the period. Current period One or a combination of Accounting Periods. A transaction dated outside of the Current Period generates a warning message. Financial entity A group of two or more Profit Centers; used to track and report on various divisions, departments, etc. within the main company. Posting The action of transferring transactions from the General Journal Transaction file to the General Ledger Transaction file. Profit center A portion of the main company for which separate records are maintained, such as a warehouse or a cost center.

11 Source A six-character field that identifies where a transaction originated. Spool An acronym made up of the first letters of these words: Save Printer Output Off-Line. A report that is spooled is written to a disk file for later printing rather than being printed immediately. When you spool your documents to the printer, they are stored in order and print only after the previous document has been printed. If you do not spool your documents to the printer, they may print out intermingled with each other. Sub-account number The second part of the account number, used to designate the Profit Center.

12 ACCOUNTING PERIOD MAINTENANCE (GLP/1) The Accounting Period Maintenance program is used to enter and define the periods that make up your fiscal year and the current period. A fiscal year contains up to 13 Accounting Periods. The start date of the first period must be the exact start date of the current fiscal year, and the end date of the last period entered must be the exact end date of the current fiscal year. There cannot be an overlap of periods, and the periods must be entered consecutively: the start date of a period must be the date immediately following the end date of the preceding period. If you have less than 13 periods in your fiscal year, simply leave the last fields blank. If entries are made in the fields for periods beyond the end of the fiscal year, several of the General Ledger programs cannot work properly. The current period is referenced and displayed during transaction processing (both General Journal and Recurring Journal). If you are trying to process a transaction dated outside the current period, a warning message will appear on the General Journal Edit List and Register. Recurring Journal Trx Processing program requires that the current period be a standard accounting period as defined in this file for posting to occur. The current period is also used as the default period when a range of dates is accepted in reports. When the year-end procedure is run, all periods in this file are automatically advanced one year. Do not manually advance the accounting periods. After selecting #1 from the General Ledger menu, the following screen will appear if the accounting periods have not been previously set up. If the accounting periods have been set up, the existing periods will be displayed and the question DO YOU WISH TO RE-ENTER PERIODS? will be displayed. Enter N if you want to look at or change only selected periods. Enter Y to clear the existing Accounting Periods so that they can all be re-entered.

13 ENTRY/INQUIRY SCREEN Field: Period 1-13 Enter a date in the START and END fields for each accounting period. Each date must be entered in the standard MMDDYY or MMDDYYYY format. You do not need to enter the leading zero if the first part of the date is less than 10. If you have finished entering the accounting periods and the cursor is in the START field, press CMD to move the cursor to the CURRENT field. Note: Make sure that no two periods overlap and that the start date of each period is the date immediately after the end date of the previous period. If there are only 12 periods in your fiscal year, do not enter anything in the 13th period. Current-14 Enter the dates of the current period in the standard MMDDYY or MMDDYYYY format. The current period may be composed of one period s starting date and another period s ending date. For example, given a year with 12 monthly periods, to get Financial Statements for the first quarter, enter 1/1/XX for the current period s starting date and 3/31/XX for the ending date. Item Number to Change Enter the line number of the field you want to add, change or delete. To accept the periods as displayed, press Skip. The cursor returns to the General Ledger Main Menu.

14 Error Messages End Date not Later Than Start Date The date you entered as the end date of the Accounting Period is the same as or prior to the date you entered as the start date. Press Return and re-enter the end date. Invalid Date The date you entered is not an acceptable date. Press Return and re-enter the date. Start Date not Later Than Previous End Date The date you entered as the start date of the Accounting Period is the same as or prior to the date you entered as the end date of the previous Accounting Period. Press Return and re-enter the start date.

15 CHART OF ACCOUNTS MAINTENANCE (GLP/2) Use these programs to add, display, edit, print, copy, and delete GL account numbers, and define Profit Centers. MAIN SCREEN Field: Please Select Enter 1, 2, 3, 4, or 5 to display the appropriate screen. See the following pages for detailed explanations of each screen. ADD ACCOUNTS SCREEN

16 The format for GL account numbers is defined through the Company File Maintenance program (GLU). The format can be defined as up to five digits as the main account number and up to four digits as the sub-account number (xxxxx.xxxx). The sub-account number is useful for keeping track of different profit centers (locations or warehouses). Once GL activity has been processed, do not change the account number format. General Ledger and Profit Center definitions are entered through the Add Accounts program. Profit Center definitions are recorded by entering zeros as the main account number, and then entering the sub-account number and description. Profit Center definitions are not postable accounts. Defining a Profit Center allows verification when it is specified in other programs. When a Profit Center is specified, its description is displayed to the right of the number. A Profit Center definition is also accessed when using the LEF Function code in the Financial Statement Layout programs. For detailed information, see the Financial Layout section. If you define your Profit Centers with the first one digit being the highest level of Financial Entity (say Division), then define the next digit as the next level (say department), then you can very easily specify divisions with one range. For example, if you had three divisions, they could be assigned the highest digit of 1, 2, and 3. Then the first division would be all Profit Centers from 1000 to If you then had departments within the divisions that were the next two digits, then department 15 within the first division would be Profit Centers 1150 to Field: Account No. The account number consists of two fields, one for the main account number and one for the sub-account number. You are prompted for the correct number of digits based on the format entered in the Company Master file (GLU). You must press Return after entering the main account number and then again after entering the sub-account number. We recommend that the Chart of Accounts initially be set up with spaces between accounts, so that accounts can be added as needed in the future. For example: balance sheet accounts may be entered as accounts through Assets may be through and initially set up as 10010, 10020, etc., increasing by increments of 10. If you are entering a Profit Center, enter zeros as the main account number. We recommend that you define Profit Centers if your accounting system supports Profit Centers. If you do not want to distinguish between accounts by Profit Center, we recommend that the sub-account number not be used. To do this, set the number of digits in Level 2 of the account number to 0, using the Company Maintenance File program (GLU). This will simplify your Chart of Accounts. Error Message: Account Already On File You have entered an account number that is already in the Chart of Accounts Master file. Press Return to acknowledge the message. Begin again or exit this program.

17 Description Counter Bal Acct Auto Dist Code Enter the description of the account and press Return. The description prints on all reports. This field is optional and can be left blank. If you choose to enter a Counter Balance Account number, it must be entered in the standard account number format. Validation of the counter-balancing accounts does not occur at this time. After the full Chart of Accounts has been entered, you should verify that each Counter Balance Account referenced has been properly defined. This field is optional and can be left blank. No validation of the Auto-Distribution code occurs at this time. The Auto- Distribution code does not need to be on file for it to be entered here. Any number from zero through 9999 is allowed. The validity of an Auto- Distribution code can be determined manually from a printout of the Auto- Distribution code file. After initially entering the Chart of Accounts, obtain a Chart of Accounts printout to ensure that all Distribution Codes have been added through Distribution Code File Maintenance. T/B Subtotal Level This field is optional and can be left blank. The trial balance subtotal level allows you to insert your own subtotals anywhere on the trial balance. Up to nine levels of subtotaling are allowed. (These subtotals are in addition to the subtotals generated automatically by the trial balance program each time the main account number changes.) The entry of zero signifies no additional subtotals. Fin Statement Type B Balance Sheet P P & L The Financial Statement Type defines the account as a Balance Sheet or P & L type account. Asset, liability, and equity accounts should be identified as balance Sheet accounts. Revenue and expense accounts should be identified as P & L accounts. An entry is required for all postable accounts. It is vitally important that the Financial Statement Type be properly assigned. Subsequent applications rely upon this information being correct. SAF Type C Cash A Current assets (excluding cash) N Non-cash charges against income (for example, accumulated depreciation, allowance for bad debts) L Current liabilities F Funds flow accounts (basically equity accounts, non-current assets, and non-current liabilities) If you want to automatically generate the Sources and Applications of Funds Statement, you must assign an SAF Type to each Balance Sheet account.

18 Paren Control Mode C Credit D Debit The Parenthesis Control code specifies whether the account is typically a debit or credit account. On Financial Statements, non-typical balances are enclosed in parentheses to set the balance off from the other balances shown on the statement. An entry of D or C is required for each postable account depending upon whether the account is typically debit or typically credit. Usually, debit accounts are all expense and asset accounts. Typically credit accounts are all revenue, liability, and equity accounts. Certain accounts may be coded with a Parenthesis Control code opposite from the account s typical balance so that the account s balance would appear within parentheses under normal circumstances. For example: contra-asset accounts such as accumulated depreciation would appear in the assets section of the Balance Sheet highlighted by parentheses. Compression Code N No compression for this account s transactions. D Date compression all transactions for the account are to be consolidated into a single transaction for each day. P Period compression all transactions for the account are to be consolidated into a single transaction for each period. S Date compression within source the identity of the source is to be retained while still consolidating transactions by date. X Period compression within source the identity of the source is to be retained while still consolidating transactions by period. The Compression code is required for all accounts. When the compression program is run, transactions for a given account will be consolidated into a single transaction for each day or each period or will not be consolidated at all, depending on the entry for the Compression code. Item Number to Change Enter the line number of the field to edit or delete. To accept the entries as displayed, leave this field blank and press Skip. The second screen (Budgets and Comparatives Entry) is displayed next. The exception is an account with a main account number of all zeros which cannot have budgetary or prior-year comparative figures.

19 ADD ACCOUNTS SCREEN TWO Field: Account Error Message: Account Already On File You have entered an account number that is already in the Chart of Accounts Master file. Press Return to acknowledge the message. Begin again or exit this program.

20 Budgets Period-1 to Period-13 Each budget entry is a nine-digit numeric field (up to 999,999,999), with no decimal places and an optional minus sign. A budget is the targeted or anticipated net change to a given account during a given period. For example, sales of a specific product line may be targeted at $10,000 for each period for the fiscal year. The budget amounts for this account would appear as follows: PERIOD-1 10,000 PERIOD-2 10,000 PERIOD-3 10,000 PERIOD-4 10,000 Similarly, the anticipated telephone expense for a particular phone line might be set at $5,000 per period. The correct budget entry that is required to record this information would be $5,000 debit for each period for the appropriate account. Budgets can also be allocated for Balance Sheet accounts. Thus, if Accounts Receivable is budgeted for a $5,000 increase during each of the first two periods of the fiscal year, the budget amount for the first and second periods would each be a $5,000 debit. If a decrease of $1,000 per month is budgeted thereafter, the budget amount for each subsequent period would be a $1,000 credit. Since a balance sheet always shows amounts as of the end of a period, when budget figures are shown on a balance sheet, they will include the actual ending balance for the accounts for the previous fiscal year. When entering budgets, you can press F1 to use the previously entered budget amount as the default. You can terminate the entry of budgets by pressing CMD while the cursor is in a blank BUDGET field. Error Message: Entered Number is Too Large The budget amount entered is too large. Press Return to acknowledge the message. Enter a number equal to or less than Note: No decimal places are allowed when entering budget amounts.

21 Comparatives Prior YR Beg Bal End Bal SYR Prd-1 End Bal LSYR Prd-13 The prior-year comparative amount is the previous year s year to date activity for a given account, as of the end of the particular accounting period. Note: You can enter two decimal places and an optional minus sign. For example, sales of a particular product were $5,000 during each period of the previous fiscal year. Since P & L accounts are closed out at the end of each fiscal year there is a prior year beginning balance of zero. The comparative amounts for this account would appear as follows: PRIOR YR BEG BAL.00 END BAL LSYR PRD-1 5, END BAL LSYR PRD-2 10, END BAL LSYR PRD-3 15, END BAL LSYR PRD-4 20, Balance Sheet accounts are treated in much the same way although the prior year beginning balance would not necessarily be zero. For instance, a cash account had a beginning balance of $15,000 last year and increased by $1,000 during each period of the year. The comparative amounts for this account would appear as follows: PRIOR YR BEG BAL 15, END BAL LSYR PRD-1 16, END BAL LSYR PRD-2 17, END BAL LSYR PRD-3 18, END BAL LSYR PRD-4 19, There is no default entry for comparatives. You can terminate the entry of comparatives by pressing CMD while the cursor is in a blank COMPARATIVE field. At the end of the first fiscal year, you will run the Year-End Procedure program. This application will automatically update your comparative figures. Comparatives need only be entered once, when the package is being set up. Error Message: Entered number is Too Large The comparative amount entered is too large. Press Return to acknowledge the message. Enter a number equal to or less than

22 CHANGE/INQUIRE ACCOUNTS SCREEN Field: Account Enter the account number to display. Press F7 to display the list of valid GL account numbers. After the list is displayed, press Return to display more numbers, and F1 to re-display the list of numbers from the beginning. When you locate the GL account number, enter the corresponding line number. Press CMD to exit without choosing an account number. The account information is displayed and the cursor moves to the following field. Error Message: Account Not On File You have entered an account number entered that is not in the Chart of Accounts Master file. Press Return to acknowledge the message. Begin again or exit this program. Item Number to Change? Enter the line number of the field to edit. After you have finished, press Skip to return the cursor to the Account field. At this point, enter another account number or press CMD to return to the Chart of Accounts Maintenance menu.

23 DELETE ACCOUNTS SCREEN Field: Account Enter the account number to display. Press F7 to display the list of valid GL account numbers. After the list is displayed, press Return to display the next screen of account numbers, and F1 to re-display the list of numbers from the beginning. When you locate the GL account number, enter the corresponding line number. The account information is displayed and the cursor moves to the following field. Error Message: Account Not On File You have entered an account number entered that is not in the Chart of Accounts Master file. Press Return to acknowledge the message. Begin again or exit this program. Ok to Delete Account? Account Deleted Press Return Y Delete the displayed account from the Chart of Accounts file. N Return the cursor to the ACCOUNT field without deleting the displayed account. This field is displayed only if you entered Y in the OK TO DELETE ACCOUNT field. It confirms that the account was deleted from the Chart of Accounts file. Press Return to acknowledge the message and return the cursor to the ACCOUNT field.

24 PRINT ACCOUNTS SCREEN Field: Starting Account Enter a GL account number in the standard format. The account number does not need to be a valid account in the Chart of Accounts file. It serves only to define the beginning of the range for the printout. Pressing F1 selects all accounts and the ENDING ACCOUNT field is skipped. Ending Account The account number entered in the STARTING ACCOUNT field is displayed. Press Return to accept this number, or enter a different number using the same format. Show Budgets and Comparatives? Y Print budgets and comparatives N Do not print budgets and comparatives. Financial Entity Enter the financial entity you want to see represented on the list of accounts. The Entity file is checked to make sure that this entity has previously been entered and defined. Press Return if you do not want to show accounts belonging only to a single entity. Profit Center Enter the profit center (sub-account number) you want to see represented on the List of Accounts or press F1 to select all profit centers. Entry of a single profit center or a single financial entity is mutually exclusive. If you entered a non-blank financial entity above, the PROFIT CENTER field will be skipped.

25 Show Inactive Accounts Only? Y The Chart of Accounts List will show only those accounts that have no transactions in the General Ledger Transaction file (the main year-to-date file). N All specified accounts will be listed. Item Number to Change Please Select Report Destination Enter the line number of the field entry to change. To accept the entries as displayed, leave this field blank and press Return or Skip. Enter 1, 2, 3, 4, or Print On Queued Printer 2. Print On Non-Queued Printer 3. Spool Report 4. Display On Terminal 5. Print On Local Printer COPY ACCOUNTS SCREEN Field: Starting Account Enter an account number in the standard format. Pressing F1 selects all accounts and the ENDING ACCOUNT field is skipped. Ending Account The account number entered in the STARTING ACCOUNT field is displayed. Press Return to accept this number or enter another account number in the standard format. Do You Wish to Copy to All Packages? You must accept Y to copy accounts to all packages. If any other entry is made, your terminal may be temporarily hung.

26 DISTRIBUTION CODE FILE MAINTENANCE (GLP/3) Use this program to add, edit, delete, and print Distribution codes. The basic purpose of a Distribution code is to save you time when entering General Journal transactions. If a type of transaction is always split between several GL accounts by fixed percentages, using an Automatic Distribution code will allow you to make just a single entry for the transaction (the debit side or credit side). The General Journal Trx Processing program will automatically split the transaction among the accounts associated with the Distribution code (according to the specified percentages). GL account numbers must be set up before creating Distribution codes. A distribution code is added to a GL account number through the Chart of Accounts Maintenance Change/Inquiry program. MAIN SCREEN Field: Please Select Enter 1, 2, 3, or 4 to display the appropriate screen. See the following pages for detailed explanations of each screen.

27 ADD CODES SCREEN Field: Code The identifier for the distribution code that is referenced by other programs. Error Messages: Code Already on file. Press Return Code Not on file. Press Return Number required - press return The code entered in the Add program is already on file. Press Return and either enter a new code or exit. The code entered is not on file. Press Return and begin again. Only numeric characters can be entered Press Return and begin again. Number Enter a valid GL account number in the standard account number format. A maximum of 12 distribution accounts is allowed for any one code. To display the list of accounts that are on file, press F7. After the list is displayed, press Return to display more numbers, or F1 to display the list beginning with an account number you specify. To select one of the displayed accounts, enter the corresponding line number. Error Messages: Account Not on file. Press Return Number required - press return The GL account number is not on file. Press Return and enter an account number that is on file. Only numeric characters can be entered Press Return and begin again.

28 Dist% Enter the percentage (xxx.xx) to be distributed to this account. Positive and negative distribution percentages are allowed, but the percentages must add up to 100%. The percent remaining to be distributed is displayed at the bottom of the screen. You will not be able to exit until the entire 100% is distributed. Error Message: Percent Too Large. Press Return The percentage amount entered brings the total to more than 100. Press Return and enter a smaller percentage amount. Any Change? Y change the distribution percent. N Accept the distribution percent and return the cursor to the NUMBER field. Then enter another GL number, or if the distribution is 100%, press CMD to return the cursor to the CODE field. Then press CMD again to exit the screen. CHANGE/INQUIRE CODES SCREEN

29 Field: Code Enter the Distribution code to view or edit. The GL account numbers and the specified percentages are displayed. Error Messages: Number required - press return Code Not on file. Press Return Code Already on file. Press Return Only numeric characters can be entered Press Return and begin again. The code entered is not on file. Press Return and begin again. The code entered in the Add program is already on file. Press Return and either enter a new code or exit. Number Enter the GL number to add or change. Accounts can be added or deleted, and the distribution amount can be changed. The number must be entered in the standard account number format. A maximum of 12 distribution accounts is allowed for any one code. To display the list of accounts that are on file, press F7. After the list is displayed, press Return to display the following screen or F1 to display the list beginning with an account number you specify. Error Messages: Account Not on file. Press Return Number required - press return The GL account number is not on file. Press Return and enter an account number that is on file. Only numeric characters can be entered Press Return and begin again. Distribution Not On File Do You Wish to Add It? This question is displayed only if you entered an account number that is not on file for this Distribution code. Y = Add this account to the displayed Distribution code. N = Return to the NUMBER field without adding the account number to the Distribution code. Any Change? This field is displayed only if you entered an account number that is currently on file for this Distribution code. Y = Change the distribution percent of the GL Account. N = Return to the NUMBER field without changing the distribution percent of the GL Account.

30 Dist% Enter the percentage (xxx.xx) to be distributed to this account. Positive and negative distribution percentages are allowed, but the percentages must add up to 100%. The percent remaining to be distributed is displayed at the bottom of the screen. You cannot exit until the entire 100% is distributed. To delete the distribution percent of an account, enter 0. Error Message: Percent Too Large. Press Return The percentage amount entered brings the total to more than 100. Press Return and enter a smaller percentage amount. Any Change? Y Change the distribution percent entered. N Accept the distribution percent and return the cursor to the NUMBER field. Then enter another GL number, or press CMD to return the cursor to the CODE field and press CMD again to exit the screen.

31 DELETE CODES SCREEN Field: Code Enter the Distribution code to delete. The GL numbers and distribution percents are displayed. Error Messages: Number required - press return Code Not on file. Press Return Code Already on file. Press Return Only numeric characters can be entered Press Return and begin again. The code entered is not on file. Press Return and begin again. The code entered in the Add program is already on file. Press Return and either enter a new code or exit. Ok to Delete Code? Y Delete the displayed Distribution code from the file. N Return the cursor to the CODE field without deleting the Distribution code from the file. The message CODE DELETED PRESS RETURN is displayed at the bottom of the screen, confirming that the code was deleted. Press Return to acknowledge this message and return the cursor to the CODE field.

32 PRINT-OUT CODES SCREEN Field: Starting Code Ending Code Enter the Distribution code with which to begin printing. To print all codes, leave this field blank and press Return. Enter the Distribution code with which to stop printing. Note: This field is not displayed if printing all codes. Any Change? Y Return the cursor to the STARTING CODE field. N Accept the displayed entries and display the following field. PLEASE SELECT REPORT DESTINATION Enter 1, 2, 3, 4, or Print On Queued Printer 2. Print On Non-Queued Printer 3. Spool Report 4. Display On Terminal 5. Print On Local Printer

33 FINANCIAL ENTITY MAINTENANCE (GLP/4) Use these programs to add, edit, and delete Financial Entities. A Financial Entity is a set of Profit Centers, and contains all GL account numbers for the Profit Centers. You can enter up to 36 ranges of Profit Centers in defining any one Financial Entity. A range may consist of only a single profit center. You can specify this Financial Entity when printing financial statements, a Chart of Accounts, a Trial Balance, or a General Ledger Worksheet. Only the GL account numbers for the Profit Centers in the Financial Entity are reported. One Profit Center can be part of several Financial Entities. You can use Financial Entities to break out your financial statements into several different levels (such as department, division, corporate) or to split your company s financial picture into different pieces (such as West Coast/East Coast and consumer/wholesale in the P & L Statement). Each unique portion of the company at the smallest level must be tracked by a Profit Center. Then Financial Entities can be used to group any combination of these Profit Centers. MAIN SCREEN Field: Please Select Enter 1, 2, 3, or 4 to display the appropriate screen. See the following pages for detailed field explanations.

34 ADD FINANCIAL ENTITIES SCREEN Field: Entity ID The code by which the entity will be recognized by other General Ledger programs. We recommend that the Entity ID not be a purely numeric number, so as to avoid confusing an entity with a single Profit Center. There is no need to create an entity that contains only one profit center, since every program that allows you to enter a Financial Entity also allows you to enter a single Profit Center. Desc Profit Center Ranges 3-38 Enter the description of the Entity. This description prints on financial statements if the entity is selected. Enter the start and end of the range. You can enter up to 36 different ranges. You are prompted with the correct number of digits based on the format defined in the Company Master file. The starting profit Center of a range may be zero, but the ending profit center of the range cannot be. Profit Center ranges may overlap, though there is nothing to be gained in doing this. The end of a Profit Center range cannot be a number lower than the beginning of the range. The ranges do not have to be entered in ascending order, although it is suggested, so that definition is easier to understand at a glance. When you have finished entering ranges, leave the field blank and press CMD. Item Number to Change? Enter the line number of the field entry you want to change. To accept the Profit Center ranges as displayed, leave this field blank and press Skip. The cursor returns to the ENTITY ID field. At this point enter another Entity ID or press CMD to return to the Financial Entity Maintenance main menu.

35 CHANGE/INQUIRE FINANCIAL ENTITIES SCREEN Field: Entity ID Enter the Entity ID to display or edit. The appropriate information is displayed and the cursor moves to the following field. Item Number to Change? You can change the description of the Entity ID and the Profit Center ranges. After each change is made, the cursor returns to this field. If you have finished making changes, leave this field blank and press Skip. The cursor returns to the Entity ID, at which point you can enter another Entity ID or press CMD to return to the Financial Entity Maintenance main menu.

36 DELETE FINANCIAL ENTITIES SCREEN Field: Entity ID Enter the Entity ID to delete. The appropriate information is displayed and the cursor moves to the following field. Ok to Delete Entity? Y Delete the displayed Entity ID and return the cursor to the ENTITY ID field. N Return the cursor to the Entity ID without deleting the displayed Entity ID. In the ENTITY ID field, press Skip to return to the Financial Entity Maintenance main menu.

37 PRINT-OUT FINANCIAL ENTITIES SCREEN Field: Starting Entity Enter the Entity ID with which to begin printing. To print All Entities, leave this field blank and press Return. Ending Entity Enter the Entity ID with which to stop printing. Note: This field is not displayed if printing All Entities. Any Change? Y Return the cursor to the STARTING ENTITY field, so that changes can be made to the displayed entries. N Accept the entries and display the print screen. Error Messages Entity Already on File Press Return You have entered an Entity ID that is already on file. Press Return. Then exit the program or enter a new Entity ID.

38 GENERAL JOURNAL TRX PROCESSING (GLP/5) Use these programs to process manual (as opposed to automatic or recurring) journal entries to the general ledger. Much of your Accounts Receivable and Accounts Payable activity is automatically entered into the general ledger by means of the Interface From Other Packages program (GLP/14). Recurring entries may also be entered semi-automatically each period by means of the Recurring Journal Trx Processing program (GLP/6). This program is used for all other, non-automatic entries. RUNNING BALANCE Two running balances are displayed in the General Journal Trx Processing program. The main menu displays the company running balance, which is a grand total for all transactions entered for all terminals in the company. This provides a quick package-wide check for being in balance. The Add, Change/Inquire, and Delete screens are displayed a running balance for transactions added at the current terminal. As a terminal adds transactions, the running balance shows the total of added transactions. CURRENT PERIOD The current period is displayed continuously at the top of the screen as a reminder, but posting outside of the current period is allowed. If a transaction is entered with a date outside the current period, a warning message will appear on the Edit List and Register. ADD TRANSACTIONS Manual journal entries are entered through the Add Transactions program. When entering a manual journal entry, you are given the option to counter balance and automatically distribute if the account number has been flagged through the Chart of Accounts Maintenance programs to allow these options. If either of these options is selected, a message prints on the Edit List. A Source code and Reference information can be entered for each transaction.

39 CHANGE/INQUIRE AND DELETE MODES The Change/Inquire and Delete modes allow you to look through all transactions for a particular account number and date to find the appropriate transaction. The first transaction for that account number and date will appear. Then if you enter N at the RIGHT TRX? question, the next transaction with that account number/date will appear. If you have an Edit List, you can find a specific transaction by entering its time as it appears on the Edit List in TRX TME. GENERAL JOURNAL TRANSACTION EDIT LIST The General Journal Transaction Edit List provides two options for sequencing: by account number order and by entry order. If you select to print in account number order, the transactions print in order by account number and date, with subtotals printed by account. If you print orders in entry sequence, you can select only those orders entered by a specific user. POSTING TRANSACTIONS TO THE GENERAL LEDGER TRX FILE After transactions have been determined to be correct, they are posted to the general ledger through the Post Transactions To The General Ledger Trx File program. Transactions can be posted immediately or a time can be specified for processing to begin. A Register lists the transactions that were posted to the General Ledger file. MAIN SCREEN Field: Please Select Enter 1, 2, 3, 4, or 5 to display the appropriate screen. See the following pages for detailed field explanations.

40 ADD TRANSACTIONS SCREEN Field: Account # You are prompted to enter the number in the format defined in the Company Master file. You must press Return after entering the main account number and then again after entering the sub-account number. Press F7 to display the list of valid GL account numbers. After the list is displayed, press Return to display the next screen or F1 to display the list beginning with a number you specify. When you locate the GL account number, enter the corresponding line number and press Return. Error Messages: Account Not On File The account number entered is not in the Chart of Accounts Master file. Press Return and begin again. Change Not Allowed The GL account number entered cannot be changed. Press Return to acknowledge this message.

41 TRX Date Enter a transaction date in the standard MMDDYY or MMDDYYYY format or press Return to accept the default date (the date the last transaction was entered). Note: If you are entering a transaction with a date outside the current period, a warning message will be displayed. Error Message: Date Not in Current Period The date you entered falls outside the Current Period. Press Return to acknowledge the message. If you want to change the date entered, select field 2 when the cursor is at the ITEM NUMBER TO CHANGE field. Amount Debit Credit Enter a debit amount in the first field, or leave it blank and press Skip to move the cursor to the CREDIT field. To add a transaction to counter-balance your previous transaction, press F1 while the cursor is in the DEBIT field. The amount will default to the reverse of the running balance for that terminal. Error Messages: Entered Number Is Too Large The dollar amount entered is too large. Press Return and the cursor moves back to the AMOUNT field. Enter an amount up to Debit and Credit Amounts Both Zero - Is this OK? Zero dollar amounts were entered for both the debit and credit amount. Enter Y and press Return. Source Enter the source of the transaction. For example, you would enter AR if the transaction is a result of collection of a receivable. To enter an automatic accrual reversal, enter ACCRUE Reference Up to 30 alphanumeric