GENERAL LEDGER. MaddenCo Inc. Revised March Copyright 2017 by MaddenCo, Inc All rights reserved.

Transcription

1 GENERAL LEDGER MaddenCo Inc. Revised March 2017 Copyright 2017 by MaddenCo, Inc All rights reserved.

2 Please understand that MaddenCo has expended substantial sums in developing and maintaining its software, systems and related materials, and as a result, it has and will continue to have substantial proprietary interest and valuable trade secrets therein. Also understand that MaddenCo's software, systems, related materials and the "ideas" represented by software, as well as the physical materials, are valuable trade secrets and are strictly confidential material, and important, and that its confidentiality gravely affects the successful conduct of the business of MaddenCo. 2 of 107

3 Table of Contents Introduction... 5 Maintenance Menu... 6 Control File... 6 Access... 7 General Ledger Account Maintenance Report Format Maintenance G/L Report Format Groups Creating Balance Sheets & Income Statements Standard JE Maintenance Input & Update Menu Work with Outstanding Journal Entries Update Posting to G/L Inter Company General Ledger Postings Create File for Journal Upload Create Journal from PC File Work with Budgets Upload File Post Uploaded Budgets Inquiry Menu Store Select G/L Balance Inquiry Audit Inquiry by Reference Number Trial Balance Inquiry Report Menu Report Printing Financial Reports Comparative Balance Sheet Year, to YR, YR, YR Comparative Balance Sheet Period to PR, PR, PR Formal Balance Sheet Income Statement, Year and Period Income Statement, Year to Year Income Statement, Period to Period Quarterly Income Statement Formal Income Statement Column Income Statement One Year Balance Only One Year Budget Only Budget Variance Income Statement Budget Variance by Period Comparative Budget Income Statement Income Stmt Year to Year & Period Other Reports G/L Audit Report G/L Chart of Accounts List Trial Balance Report G/L Audit/Trial Balance Report G/L Audit by Date Range System Control Menu G/L Audit Purge G/L Balance Purge G/L Budget Purge G/L EOY Duplicate Chart of Accounts of 107

4 Duplicate Budgets Year to Year Duplicate Budget Division to Division Other G/L Options Copy Division Number to Company Number Set Company Number Year/Period Fix G /L Number Change Menu G/L Number Change Maintenance G/L Number Change List G/L Number Change Delete a Division Miscellaneous G/L Functions G/L Matrix List of 107

5 Introduction In this document you will learn about inquiries to review G/L postings. You will also get helpful tips on how to set up and maintain your control file, accounts and reports. Below are displays of General Ledger Menu and Work panels. From the General Ledger Start Menu you can select options for Maintenance, Input & Update, Inquiry, Reports and the System Control menu. 5 of 107

6 Maintenance Menu Control File Each application, General Ledger, Accounts Payable and the Tire System, has its own control file. The control file is where information is kept indicating how you want the system to run for your company. For example, there is a control record telling the Tire Dealer System whether or not you will be using the Purchase Order part of the system. There is a control record in the General Ledger System asking whether or not accounts with no activity should be printed on an audit report. And there is a control record in the Accounts Payable System asking if you are using centralized stores. We also keep descriptive information unique to your company in this file. 6 of 107

7 Access The ACCESS control record governs the ability to do many functions within General Ledger. Use the Edit option to change the data contained in the control record. The ACCESS control record can be modified to limit or extend a user s ability to perform various General Ledger functions. 7 of 107

8 The Copy option allows an existing control record and data to be copied. The user key or workstation key must be modified to create a unique record. This can be done by changing the record name, or by retaining the original name and adding a User or Workstation id. On this screen, you can modify the data for the new control record or retain the settings found on the original control record. 8 of 107

9 Display option presents a view only version of the edit screen. Formatted entry screens only display data values but not the format headings. The User id of the person who last changed the control record along with the date and time it was changed are displayed. Delete option removes the selected control record from the list. Index Prompt displays a selection list of control records. You will need to page down or up to find the specific information. Many of the control records will be discussed throughout this document. Use your web based search, usually F3 and enter a description to search. 9 of 107

10 General Ledger Account Maintenance The G/L accounts and division (or store) for posting throughout the Tire Dealer System, Accounts Payable and NAB must exist in this file. Additional accounts can be added for uploading into G/L that are not used within our software. This allows Financial Statements to be provided within our software. Delete can be used when an account has had no postings. You are unable to delete an account that has postings or has been used for input. 10 of 107

11 Edit allows changes to some of the characteristics of an existing account. On this screen, we are editing account 100. From this window, you can change the information displayed about account 100. Description - This field contains the name of the account as you will see it on printed reports. This field cannot be blank unless this is a subtotal account (see account type below). Subtotal accounts are used for financial statement report formatting. A subtotal account with no description will use the description and sign of the prior account when printing financial statements. Short Name - This field contains an abbreviated form of the account name above to be used when there is not enough room to use the full name on a printout. Debit or Credit - This field indicates whether this account is to be considered a debit or credit account. This will determine whether this account will print with a negative (or CR) sign on financial reports. Generally, Assets are debits, Liabilities are credits, Equity accounts are credits, Income accounts are credits and Expense accounts are debits. Account signs, DB or CR, can be changed at any time, even if an account contains a balance. Account Type - This field contains the type of account. Valid types are: ASST (asset accounts like A/R, Inventory, Cash in Bank), LIBL (liability accounts like: Accounts Payable, Notes Payable), EQTY (equity accounts like: Paid in Capital, Retained Earnings), INCM (income accounts like Sales, Other Income), EXPS (expense accounts like Rent, Utilities), UNIT (units production information accounts), SUB1 SUB9 (financial report subtotals) or HEAD (financial report headings). Only account types ASST, LIBL, EQTY, INCM, EXPS and UNIT can receive postings. Balances for ASST, LIBL and EQTY types (balance sheet accounts) will be carried forward at end of year. Account types SUB1 thru SUB9 and HEAD are for reporting proposes only. 11 of 107

12 Company Number - Every account can be associated with a company. Usually all accounts in the same division will be in the same company. (There is an option on the Other Options Menu, from the System Maintenance Menu, to set the company number to the division number for all accounts.) You will be able to run reports by Company. If control record BALBYCO is set to Y, Journal Entries must balance by company. (Of course, Journal Entries must balance in total no matter how BALBYCO is set.) Allow Input Of - During Journal Entry, A/P invoice input, etc., you have the option of inputting a customer, employee, job or PO/Receiver. Valid options are: N or blank = can NOT be input Y = can be input (or not) M = MUST be input E = an Employee number or customer number must be input J = a Job number or customer number must be input P = a PO/Receiver or customer number must be input Account is Active? - When an account is set to inactive - N, the account will be listed on reports but the account will not have amounts posted to it. Display Balance option shows the Starting Balance, Net Change and Ending balance in each period with posting for the entered account number. From this screen, Display Audit option allows us to see details of this balance. 12 of 107

13 This screen displays transactions for a particular year/period. A message indicating the list is empty will be display if there are no audit records in the selected year/period. From this screen you can display the detail of an entry or display the detailed reference. Display Audit Detail shows the full description, posting source, and system date. If a Customer, Employee, Job, or PO/Receiver is associated with this transaction, that information will also be displayed. 13 of 107

14 Display Memo function allows you to create, view or edit a memo for this entry. If a memo is already associated with this entry an M will be displayed in the upper right corner of Display Audit Detail window. Display by Reference # option shows all the G/L accounts and their postings that are associated with the same G/L Reference Number. This display shows any posting, no matter the G/L Accounts, Company, and Year/Period. Any audit detail with the selected Reference Number will display. 14 of 107

15 The Reference Detail function allows you to display more detail about the source of this transaction. You can Select on any of the options to display more detail. Each option listed will contain a different view of G/L postings and offer different options of detailed information. The above view information is displayed when selecting Tire G/L Detail by Document. Here you can use the Display option to display posting information. Use the Display Doc option to see details about the invoice. 15 of 107

16 Returning to the Work with G/L accounts screen: Work with Budgets You can enter a Start at Year/Period on this screen. Edit option allows you to change existing Budget information. Delete option removes a Budget entry for the selected Year/Period. Add Budgets function allows you to create a new Budget item. 16 of 107

17 In our example, you could add new Budget amounts for additional periods for account 100. Use the Exit function to return to the same Budget window to add or insert another item. The refreshed Budget list shows your changes and additions. All records in the list will show their most current values. You may want to do this, even if you have not added or changed anything, to see information changed or added by another user. 17 of 107

18 Report Format Maintenance Work with G/L Report Files allows you to add change and/or delete G/L Report Format records. These records are used to format financial statements. You can copy one report format, or part of it, into another. You can re-sequence a report format, and you can generate a listing of a report format. Enter the Store or Region Number or default to all stores. For this report, we will be using store of 107

19 From this screen, you have options Edit, Delete, Re-sequence and Print a report format that already exists. Available Options/Functions: Edit allows the report to be changed. Delete removes a report from the list. You will be prompted to confirm if the entry has detail lines. ReSequence - allows lines to be renumbered and is covered in more detail below. The Print function will print the report format, not the actual type of report. We will be using the Add Report Format function. 19 of 107

20 Each Report Format has a Name and Description. Neither can be blank. The Name and Description should have meaning to you. For example, a format for an income statement for store #1 could be called 123, but IS1 would be much more descriptive. Also note that the Report Format Name cannot exist at another location. A Store/Region number may be assigned on this screen to allow only G/L accounts in the entered Store/Region to be used in the report being created. Add Report Lines function displays the screen where account information is entered to be included in your report. 20 of 107

21 The Sequence Number determines where this line will print on the report. The Spacing after field indicates how many lines to advance AFTER this account has been printed. (If this line is printed see Control Code below.) Valid values are: 1 thru 9 to indicate advancing 1 thru 9 lines or P to indicate advancing a page. The Spacing before field indicates how many lines to advance BEFORE this account is printed. (If this line is printed see Control Code below.) Valid values are: 0 thru 9 to indicate advancing 0 thru 9 lines or P to indicate advancing a page Blank indicates advancing 0 lines. The Control Code dictates how the account is handled during the report generation. Values include: S - Suppress the printing of this line. Totals and subtotals will still be accumulated even though this line does not print. T Add to Base indicates these accounts are to be used in calculating percentages on other entries. This line will not print on the report nor be added into subtotals. Z Zero Base causes the Base Total amount to be set to zero. This will usually be done when you are about to start a new section of the report for a different division. This line will not print on the report. This does not affect subtotal amounts, only the Base Total. Blank Print causes the line to print. An N in this field will be the same as a blank. The N is allowed for previous release compatibility. 21 of 107

22 The G/L Number field contains the number of the ledger account you want to include. You may prompt on this field. The G/L Number field thru contains a range of the ledger accounts you want to include. Any account number within the input range will be included. The Spacing and Control Code will be the same for all accounts in the range. You may prompt on these fields, also. For example, if you want to print all accounts in the series for all divisions and all departments you would input G/L Number thru & Div 001 thru 999 & Dept 000 thru 999. If you want to print all accounts in the series for only division 10 and all departments you would input G/L Number thru & Div 10 thru 10 & Dept 000 thru 999. Using the range feature instead of inputting each account can be very useful. By using ranges if a new account is added within a range, it is automatically included on any report. 22 of 107

23 If you know of an existing report format that contains similar accounts you want for your new report, instead of entering individual accounts or ranges you can use the Copy function to include lines from the other report in the new format. Enter the report name in the Copy report format field. You can use the Prompt function to find the format name. Indicate the from sequence number thru numbers to copy. You are also asked where to insert these lines. Enter the target sequence number. If you know the sequence numbers you want to copy, just key them in. More than likely, you won t have those handy so use the Prompt function to find the numbers in the report format you are copying. 23 of 107

24 Use Option S to indicate the first line in the range you wish to copy. Enter an E beside the last line in the range and press Enter. The copied lines will be sequenced from 5 million. To re-sequence the report format, use the Resequence function. 24 of 107

25 Enter the Sequence Number you wish to start with and the amount to Increment each line sequence. This function allows you to renumber the lines in a report file. This might be necessary if you have added accounts with no gap between Sequence Numbers and now need to insert another where there is no space. Now the sequence numbers begin with 1 and are incremented by 10. Re-sequencing can also be accomplished via Resequence option in Work with Report Format Files. 25 of 107

26 You may want to re-sequence a format if you are going to add a large number of accounts and there are not enough sequence numbers between existing format lines. You can re-sequence after you copy another format into an existing format. You can still use the Add report lines, function if needed. Copying an existing report format saved us a lot of keying but now we have another problem- the Division number of the accounts in our copied format is not the one we are creating our report for. Change Division allows you to change the division number of all records in one division in this format to a different division. Enter the Change division to identify records to be modified. Enter the to division number the records should contain after the change. Any record matching the Change Division number, either in the single G/L number or a range, will have its division number changed to the new division number. This function is useful, when you create report formats for new stores or divisions. Just create a new format, copy an existing format into it and then change the division number. 26 of 107

27 If you have added a new store and want to create a consolidated report format, the Change Division to a Range function can make short work of the maintenance. Create a copy of an existing format for the current store. Edit that format and use function to change the single division to a range of divisions. Enter the Change division number of the existing report format and the division number thru division number of the new. Each record containing a single G/L number in the selected division number has its G/L number and department moved to the input division range. Keep in mind that subtotals may still need to be added to format the report to your liking. 27 of 107

28 G/L Report Format Groups There is a function within G/L where Report Formats can be grouped together. This allows any of the financial reports to be run only once and generate multiple reports. To set this up, take the Report Format Group Maint option from the G/L Maintenance menu. 28 of 107

29 To add a new group, take the function to Add. Input the Group Name and Description. After this, you will be allowed to select which report formats to associate to this group. Once again, you will need to use the Add function to select the report formats. 29 of 107

30 These are the reports from Report Format Maintenance of G/L. If you do not know the report name, use the Prompt function to select your reports. Select all the reports you want to include in your group. You can either input them one at a time or using the Prompt function you can select multiple formats at the same time. 30 of 107

31 Exit this screen to see your reports. 31 of 107

32 When running any of the Financial Statement reports, if you are wanting to run for a group, take the Select Group function. Select the group you wish to run the report for. When you are finished entering all of the selection criteria for the report you are running, a copy of the report will be generated using each of the report formats assigned to the group using the same selection values. 32 of 107

33 Creating Balance Sheets & Income Statements The following are steps you should take to begin creating the report files used in printing your Balance Sheet and Income Statements. Start this process after you have established your General Ledger chart of accounts. Creating an Income Statement 1. Refer to your chart of accounts and make a list of all income and expense accounts for your first store (we will assume it is store number 001). The list might look like this: Account Number Description RETAIL SALES COMMERCIAL SALES SALARY EXPENSE LABOR EXPENSE SUPPLIES 2. Number these accounts in increments of 10, i.e. 10, 20, 30 etc. Each will be a Sequence number to order the accounts in the sequence they should appear on the income statement. Seq # Account # Description RETAIL SALES COMMERCIAL SALES SALARY EXPENSE LABOR EXPENSE SUPPLIES 3. On the Maintenance Menu in the General Ledger System, take the Report Format Maintenance option. Use the Add Report Format function to create a report format named 001. Enter a description for the report. 4. Enter each Sequence number and its corresponding account number into this report format. Don t worry about keying a value into the spacing and suppress fields at this time. Just leave the spacing as 1 and the suppress field as N. 5. Enter all of the income and expense accounts and verify that all of your accounts were entered and are in the proper order. 6. Copy this report file into another file, which we will call BAX. This will ultimately become the report file for your balance sheet. 7. To do this, take the Add Report Format option. Name the Report File BAX. Take the Exit function on the sequence number screen. Use the Copy Another Report function. Answer the fields on the screen as follows: Copy report format 001 from sequence number 10 thru Into report format BAX at sequence number 10. You now have two report files, 001 and BAX, each containing the income and expense accounts for store Now, we ll go back to our report file 001. Determine what headings and subtotals need to be included in order to complete the income statement. 33 of 107

34 Seq # Account # Description < store name (head) < (head) RETAIL SALES COMMERCIAL SALES < TOTAL REVENUE (sub) SALARY EXPENSE LABOR EXPENSE < PAYROLL EXPENSE (sub) SUPPLIES < TOTAL EXPENSES (sub) < NET PROFIT (sub) 9. Determine what level the subtotals need to be, i.e. SUB2, SUB3, SUB4, etc. and assign account numbers to each. The level of a subtotal determines the account balances that are added into it. When a subtotal is encountered in a report file during the printing of an income statement or balance sheet, a total is calculated of all account balances prior to the subtotal - up to a previous subtotal of an equal or higher level. SUB1 is the lowest subtotal level and SUB9 is the highest. NOTE: SUB1 is reserved for consolidated report files. Seq # Account # Description < store name (HEAD) < (HEAD) RETAIL SALES COMMERCIAL SALES < TOTAL REVENUE (SUB3) SALARY EXPENSE LABOR EXPENSE < PAYROLL EXPENSE (SUB2) SUPPLIES < TOTAL EXPENSES (SUB3) < NET PROFIT (SUB4) In our example, we will make Total Revenue a level 3 subtotal. This will include the balances from the Retail Sales and Commercial Sales accounts. We will make Payroll Expense a level 2 subtotal. This will include the balances of the Salary Expense and Labor Expense accounts. Notice that the balances of the accounts up to the previous subtotal (SUB3 - a higher subtotal level) are accumulated. We will make Total Expenses a level 3. It will include the amount in the Payroll Expense subtotal and the balance of the Supplies account. Notice that the amount in the Total Revenue subtotal is not included because Total Revenue is a SUB3 - the same level as Total Expenses. We will make Net Profit a level 4. It will include the amounts in the Total Revenue and Total Expenses subtotals. (SUB3's). 10. Next, set up an account number for each heading and subtotal. 34 of 107

35 Account # Description Type < store name (HEAD) < (HEAD) < (HEAD) < TOTAL REVENUE (SUB3) < PAYROLL EXPENSE (SUB2) < TOTAL EXPENSES (SUB3) < NET PROFIT (SUB4) 11. Enter each of these accounts in the chart of accounts with the specified account types (HEAD, SUB2, SUB3 and SUB4) using the G/L Account Maintenance option; you may also enter both a long and a short account name and whether this is a debit or credit account. 12. Next: 1) Assign the appropriate sequence numbers to these accounts so they will fit into the income statement format. 2) Decide the spacing (the lines to advance) you want after each heading, account and subtotal are printed. 3) Decide which accounts you want to suppress from printing on the report (for example you may want to print only the subtotal and not the accounts that are added into it). Seq# Account # Description < store name (HEAD) < (HEAD) > 2 blank lines RETAIL SALES COMMERCIAL SALES > 1 blank line < TOTAL REVENUE (SUB3) > 2 blank lines SALARY EXPENSE <----- suppressed LABOR EXPENSE <----- suppressed < PAYROLL EXPENSE (SUB2) > 1 blank line SUPPLIES > 1 blank line < TOTAL EXPENSES (SUB3) > 2 blank lines < NET PROFIT (SUB4) 13. Enter these new accounts into your report file 001 with the appropriate spacing and suppress values. Change the other account records in the report file to reflect the appropriate spacing and suppress values. Print the report file to verify the data entered. In our example, we would do the following to add the new accounts: We would first enter the new sequence number and account number for our first heading. We will enter a 1 in spacing to indicate that the report prints the heading and then advances to the next line. We will enter an N in suppress to indicate that the heading is NOT to be suppressed. 35 of 107

36 We would then enter the key and account number for our next heading line with a 3 in spacing (for 2 blank lines after the heading) and an N in suppress. We would then enter the key and account number for Payroll Expense with a 2 in spacing and an N in suppress. We would then enter the key and account number for Total Expenses with a 3 in spacing and an N in suppress. We would then enter the key and account number for Net Profit with a 1' in spacing and an N in suppress. In our example we would then do the following to change the spacing and suppress values on the other accounts: We would enter the key for the Commercial Sales account and change its spacing to a 2 (for one blank line). We would then enter the key for the Salary Expense account and change its suppress to a Y (indicating that we do not want to print this account on the report - we will print only the subtotal for Payroll Expense). We would then enter the key for the Labor Expense account and change its suppress to a Y, also. We would then enter the key for the Supplies account and change its spacing to a Now you are ready to run your first income statement. Go to the Financial Reports Menu and see option - Formal Income Statement. 15. Examine the printed Income Statement format and amounts. Make any necessary corrections in the report file of 107

37 Our example would look like this: STORE NAME BALANCE PCT OF BASE SOFTWARE SALES RETAIL SALES TOTAL REVENUE PAYROLL EXPENSE SUPPLIES TOTAL EXPENSES NET PROFIT Notice that the PCT OF BASE column is all zeros. Our next step in creating our income statement report file is to determine accounts whose balances are to be accumulated and used as the base amount. In our example we will accumulate the sales account balances as our base. By doing this, the PCT OF BASE column will then indicate what percent of total sales each item on the report represents. 17. After you have decided which accounts will make up your base you will need to assign sequence numbers to these accounts. These accounts must be placed in the report file so that they are before the headings you have specified. In our example we would sequence these accounts as follows: Sequence Account # Description RETAIL SALES COMMERCIAL SALES Notice that the keys will place these accounts before our first heading -which had a key of Now you will need to enter these keys and account numbers into your report file through Report Format Maintenance. Note: To designate these accounts as accounts to be accumulated as the base, enter a T in the Suppress field. Enter a 1 in the Spacing field. 19. Now you are ready to reprint your Income Statement. Go to the Financial Report Menu from the Reports Menu and take option --Formal Income Statement. 20. Examine the Income Statement PCT OF BASE amounts. Make any necessary corrections in the report file. 37 of 107

38 Our example would look like this: STORE NAME BALANCE PCT OF BASE SOFTWARE SALES RETAIL SALES TOTAL REVENUE PAYROLL EXPENSE SUPPLIES TOTAL EXPENSES NET PROFIT Once this report file is in the desired format, you are then ready to duplicate this report file and create report files for each of your other stores. 38 of 107

39 Standard JE Maintenance Standard Journal entries are typically recurring entries, for example, depreciation. Depreciation is usually posted monthly. Instead of keying the Journal Entry manually every month, you can set up a Standard Journal Entry to be copied into a transaction. For recurring entries, this could save quite a bit of time. After Standard Journal Entries are copied into a JE, they can be edited along with other entries in the journal. Standard journal entries do not have to be in balance, although we recommend they are in balance. However, if an out of balance standard journal entry is copied into a journal entry, it will not post until it is in balance. A Standard JE could be created with no dollar amounts to be used as a shell to make monthly Journal Entries. You will need Store Access to all stores in order to enter Standard Journal Entries. This is covered in detail in the System Menu document. Use the Edit to modify the Standard Journal Entry amount to reflect the new amounts and copy in the correct numbers every month. An entry may need change over time, for example, as you purchase new assets, your monthly depreciation amount will change. You could change the amount in the entry after you have copied it into a journal entry something you d need to do every month or use the edit option and change the standard journal entry. Delete removes a Standard Journal Entry from the list. Print produces a listing of the selected Standard Journal Entry. Use the Add function to create a new entry. 39 of 107

40 Standard journal entries must be given a name and a description, neither of which can be blank. A description to be posted with each journal line can be input. This is optional. If an individual journal line description is blank, then the heading description will be used. Key the standard G/L entries. You can use the Prompt function to find a ledger account. 40 of 107

41 Use the Edit option to change the entry or Delete to remove a line. A memo can be added to a Standard Journal Entry using Memo function; however, this memo is only associated with the Standard Journal Entry. It will not be copied into a journal entry created with the SJE. 41 of 107

42 Input & Update Menu Work with Outstanding Journal Entries Journal Entries are typically created using this function. Access to all stores will not be required to input General Ledger journal entries if G/L control record JEALLREQ is set to N. Each journal detail line will be validated to ensure the user does have access to the store/division entered. The User id of the person that created or last changed a journal entry is displayed on the screen. During the Update, all Journal Entries with a Ready status will be updated to the General Ledger System. A Journal Entry can be placed to On Hold by using the Hold option. A held entry will not post. A journal entry can automatically be set to On Hold status when creating or editing the entry if control key JEONHOLD is set to the value Y. This prevents the update of the entry until it is released. To restrict which users can release an On Hold entry, set control key JEALWRLS by user and answer with N. As you exit from a Journal Entry, it is checked to see if it is in balance (debits equal credits.) If it is not, its status will be set to Out of Balance and it will not be posted. (If control record BALBYCO is set to Y, the entry must be in balance by company as well as in total.) You will have to take some action before an out of balance journal entry will post...most likely go back and balance it; but, if its late you can go home and balance it tomorrow...it will still be there. A status of In Use is also possible. This means someone is editing this Journal Entry, or they were when the power went out. There is an option to reset any Outstanding Journal Entry to a status of Ready when an abnormal termination is experienced. You must have Special Authority set to Y in your ACCESS control record to use this option. The reset should not be used when other users are actually in the entry. The Reset option will set ANY Journal Entry to a status of READY, including an out of balance entry. You will want to assign Special Authority to users that understand the outcome of using the option. 42 of 107

43 An entire Journal Entry can be deleted by selecting the Delete option. If there are detail records, debits and credits, associated with the journal, you will be warned. At times it may be necessary to Edit an existing Journal Entry that has not been updated. There are several features that are available to prevent a user from editing all journal entries. These features are discussed on the next several pages. If G/L control record JEACSWSO is set to Y, you can only edit existing Journal Entries that were created by the Workstation ID you are using. If set to H, you can only view Journal Entries that were created by the Workstation ID you are using. If G/L control record JEACSUSO is set to Y, you can only access existing Journal Entries that were created by the User ID you are using. If set to H, you can only view Journal Entries that were created by the User ID you are using. 43 of 107

44 Each Journal Entry is assigned a Reference Number. Reference Numbers can be assigned manually or they can be assigned by the system using the Get next reference number function. (The next available Reference Number is contained in control record NXTJEREF. This control record can be system wide or by user or by workstation.) Each journal must be assigned a year and period. Control records YRPRLO & YRPRHI can be used to determine which periods are available. These control records can be system wide or by user or workstation. Thus it is possible to close periods to all but selected users. 44 of 107

45 Individual Journal Entry lines can be added using the Add function. Detail lines can be changed using the Edit option and can be removed using the Delete option. If a Description is input for an individual journal line, then that description will be posted. If one is not input, then the journal's heading description will be posted. Set control record JEDSCRPT to Y to repeat the Description entered on the detail line. Once the description is entered, it will repeat on each additional detail line that you add. The Include Standard Journal Entry function allows you to copy Standard Journal Entries into this entry. You will be prompted to select the entry to copy. Memo function is used to add a memo to be included with this entry. If a memo is input it will be posted to the Audit File, then be available via the Audit Inquiry for each line in the entry. 45 of 107

46 Any journal posted can automatically be reversed in a specified year/period. The Reversing year/period must also be available to receive postings. The reversal will be posted into the reversing year/period at the same time the journal is posted. The Reverse a Posted Entry function allows you to create a mirror image of a previously updated Journal Entry. You will create a journal entry as usual, entering the Year/Period in which the original entry was posted. Enter the correct year/period in the Reversing Year/Period. Continue to the Input JE Line screen. 46 of 107

47 The Reverse a posted entry function takes us to a screen where we can identify the Reference number of the Journal Entry we wish to reverse. Input the original Reference number and continue. The details of the original Journal Entry are displayed. Take the Exit function. You are asked to confirm you want to Reverse this Posted reference number. 47 of 107

48 Answer Y to create a mirror image of the original Journal Entry to post into the original Year/Period. The reversal of the original Journal Entry is displayed. Exit to complete this entry. A corrected copy of the original Journal Entry will be created to post into the Reversing Year/Period. 48 of 107

49 Update After all of the entries have been input, you make take the Update Journal Entries option from the Input & Update Menu to post the entries. Each system, Accounts Payable and Tire Dealer creates a file to be posted to the General Ledger system. Whether posted manually from a menu option or from the daily update procedure, the General Ledger Update will process for all systems. Since entries are being created in other systems, it is possible to receive an invalid account entry (invalid meaning the account number, division and department does not exist). If an invalid entry is found, it is noted on the register and the invalid account number will be changed to a special NOT FOUND account. If the NOT FOUND account does not exist it will be created. The NOT FOUND account is numbered for each division and department. Do not create or use an account numbered for any other purpose. The Not Found account will be created with a description of Not Found, as an asset account (debit) posting, company number 999. As soon as an invalid account appears on a register, you should 1) correct the system that generated the entry or add the G/L account and 2) reverse the NOT FOUND entry to the proper account. The beginning of the description for any invalid entry will be modified to include the invalid account number. Control record UPDATING will be set to Y at the beginning of any G/L update. It will be set to N at the end of the update. While this control record is set to Y, you will not be allowed to start another G/L update. If you try to, you will receive a message stating the update is running, along with the user running the update, the workstation ID, and the system date and time the update started. If in fact the update is not running, then it did not complete normally and you should take appropriate action or call Technical Support for help. If it is running, you should wait until the current update completes before starting another. The nightly Tire Dealer System Update can post any outstanding Journal Entries automatically. If there are Journal Entries created by a particular source that you do not want to post, you can set the following control records: Posting to G/L A/R and Sales If control record AUPDTAR is set to N, the Account Receivable / Sales (i.e. Tire Dealer System) journal will not post during the nightly update. If control record AUPDTJE is set to N, then Journal Entries will not post during the nightly update. If control record AUPDTAP is set to N, the Account Payable journal will not post during the nightly update. Inter Company General Ledger Postings If control record AUICBLYN is set to Y, entries are created to balance inter company G/L postings between stores. Control record AUICBLAC contains the G/L account to use to balance the inter company posting. This is useful when you want to make sure the same dollar cost value is used for both locations. 49 of 107

50 If GLCGZxyy (where x is the customer class and yy is a product class), is set to Y, the General Ledger cost posting for a sale of this product class to this customer class will not be made. 50 of 107

51 Create File for Journal Upload If you are manually entering journal entries from another system, you can upload these journal entries automatically. By putting these entries into an Excel spreadsheet, you will have the capability to upload these entries to the iseries and have them automatically appear in the Work with Outstanding Journal Entries option. From there, you can review, edit and print these entries just as if you had keyed them in. Before you can upload your Excel spreadsheet you must first create a file on the iseries to upload the journal entries into. (See the Download/Upload Software Manual for the Excel format). By taking the Create File For Journal Upload option, you will have the capability to do this. You must have your ACCESS record set to Y for Create Journal from PC File in the G/L system in order to run this option. You must also have control records G/LC/SYN and DWNLODPC set to Y in order for this screen to appear. In this example, we are creating file JEUPLOAD and giving it a description. It is strongly recommended that you only create one file to upload your journal entries into. This will eliminate files building up on your system that will never be used again. After you have pressed Enter, this file will be created on your system and will appear on the Work with Download Files screen. The file is now available to receive an uploaded Excel file. 51 of 107

52 Create Journal from PC File Once you have uploaded your Excel spreadsheet, you will be ready to run the Create the Journal Entries from PC File option. Your ACCESS record must be set to Y for Create Journal from PC File in the G/L system in order to access this option. Notice it is similar to the screen presented when taking the option to enter journal entries. The only difference is that we have an additional field for entering the File Name. In this example, an Excel spreadsheet with Payroll postings was uploaded to the iseries. With this option, a journal entry will be created with a reference number of 1011 and will be created from file JEUPLOAD. Once this option has been run, you will be able to access this journal in the Work with Journal Entries option. 52 of 107

53 Take note if the Status of the uploaded Journal Entry is - Acct Error. This indicates that one of the entries has an invalid G/L account number. Since these Journal Entries were brought up from the PC, the account number validation is performed when the journal Entry is created. All account numbers must be valid before this journal can have a status of Ready. The entry must also be in balance before it can be posted. 53 of 107

54 Work with Budgets Upload File If you are currently creating your Budgets in Excel, you can bypass tedious keypunching by uploading your Budgets to the iseries and having them automatically post (See the Download/Upload Software Manual). Once you have uploaded the Budgets to the iseries, you can review your file by taking the Work with Budgets Upload File on the G/L Input and Update Menu. You have options Add, Delete, Edit and Print for the Budgets you have uploaded, before you post them to the Budget master file. Post Uploaded Budgets Once you have reviewed your data and feel confident this is what you would like to post, take the Post Uploaded Budgets option. This screen defaults to Y. Your job will be submitted to batch and will begin processing. If for some reason you discover that the information is incorrect and you need to redo this option, you can resend your Budgets up to the iseries and post them again. This process will write over the previous amounts posted. However, it will not delete, or zero out, any Budget entry that is not uploaded the second time. 54 of 107

55 Inquiry Menu The G/L Inquiry Menu is shown on this screen. You may select Balance Inquiry, Audit Inquiry or Trial Balance Inquiry. These options are discussed in detail on the next pages. Store Select This Standard Store work panel is presented and enables you to enter a Store Number to be used with an application. The store is validated against the System Store file to ensure the store is currently active. The User id and Workstation id are also checked for access to this store. If your User id is assigned to only one store in Store Access Maintenance, the work panel to enter the Store Number is not presented. 55 of 107

56 G/L Balance Inquiry If you entered a store number on the standard store input screen, it is entered in the division of the G/L account and the division is then protected. If you enter store 000 (you must have 000 store access) you can enter any division. Enter the G/L Account number you wish to view. The List function allows valid selections. The current Year is displayed and may be changed. The Starting Balance, Net Change and Ending Balance are displayed. 56 of 107

57 Display audit option allows you to see the entries that were posted to this account during the selected Year/Period. A Start At Date entry will set the list to begin with that date. Within the audit inquiry, Display detail shows posting information. Details include the system where the journal was created and the User id of the person making the entry. 57 of 107

58 Display by reference number shows the account numbers and amounts posted. This is the same inquiry as the Audit Reference by Number Inquiry shown below. 58 of 107

59 Audit Inquiry by Reference Number You will need to enter the Reference Number. Sometimes these are referenced in the Error Log and Daily Update reports have reference numbers for G/L postings. This screen displays the detailed journal entries for a specific Reference Number and can go across multiple G/L accounts, companies and year/periods. 59 of 107

60 Display detail option shows information about the reference number: who created the journal entry, when it was created and from which system. Display Memo function allows you to display or enter a memo associated with this entry. The Print function prints a listing of all posting entries for the Reference number. The Ref Detail function allows you to view details in the associated history files. 60 of 107

61 A list is displayed of the different files posted from this G/L entry. Invoice History, A/R detail, Tire G/L Detail by Document, Product History, A/P checks (Paid invoices), A/P Voided Invoices and A/P Voided Checks inquiries are available. For the Tire Dealer System, General Ledger detail by document line number will be kept if Tire System control record POSTGLDT is set to Y. This data will be retained for the number of days entered in Tire System control record KEEPGLDT. G/L detail by invoice or invoice line number can be viewed from G/L Balance Inquiry, G/L Inquiry by Reference Number, from Invoice History Inquiry and Invoice Line Inquiry. You must have G/L Detail ACCESS in the Tire Dealer Control file to view these details. If Product History is selected, you will be taken to the Product History Inquiry by G/L Reference and can review further details from there. 61 of 107

62 If A/R Detail is selected, the A/R Inquiry by G/L Reference Number is displayed. Notice the first dozen characters of the customer name have been added to the inquiry. Tire G/L Detail by Document displays each G/L posting. 62 of 107

63 The Show Only fields G/L Number and Document Number allow you to limit the information displayed to specific G/L accounts or documents. You might use the Document number field to view G/L postings for a single invoice, or perhaps display all the invoice transactions that posted to a single G/L account. This feature is especially useful when reconciling G/L postings errors. Notice the Line number column. This display breaks down the G/L postings for each line of a transaction. Line 0 represents the asset entries depending on how the ticket was tendered. For the remaining lines, usually more than one G/L posting entry per line will exist. For example, for an invoice line where a tire was sold, one would expect to see a credit to a sales account, a debit to a cost of sales account and a credit to an inventory account. FET entries would also be listed if you post FET to a separate account. Cost variance entries could be found if the cost was overridden either manually or by a contract, and you post cost variances to G/L (CSTVARGL = Y.) Information is currently available for both Invoices and Receivers. The Display option shows more posting information about the transaction line we ve selected: The Display Document shows this invoice in Invoice History. When viewing an invoice in history, this inquiry is a function and allows the same view of the G/L Reference by line item shown above. Print function prints a listing of the line posting break down. 63 of 107

64 Trial Balance Inquiry The Show only Division Number defaults to the Store Number entered on the store entry work panel. You may display the accounts for all stores as long as access to these stores is allowed. Additional Show Only selections include Department, Type of account, Company and Year/Period. Answer the Show YTD total through Period with Y to see year to date account balances through the input Year/Period. Answer this field with N or leave blank and only the input Year/Period balances are displayed. 64 of 107

65 From the G/L by Year Period screen, you can view the G/L Detail Postings using option Display audit. From the G/L Detail Postings you can view all entries making up that journal. 65 of 107

66 From the postings that make up the journal, you can use Reference Detail Function to see the histories of the transactions. For example. From the Trial Balance Inquiry 66 of 107

67 To the G/L Balance by Year/Period To the Detail Journal 67 of 107

68 To all entries making up the journal To all the possible transaction histories 68 of 107

69 To the invoices that created the journal To an invoice 69 of 107

70 To a particular line item, which shows the user, date and time it was created. From a trial balance inquiry to the invoice line that created a journal entry can t drill down much more than that! 70 of 107

71 Report Menu Report Printing The General Ledger and Accounts Payable Printer Control Record formats have been modified for those of you with a network laser printer attached to your system. The formats ask if you want to print on both sides of the page. If the field is answered Y, the report will be set to print duplex. This may not be effective for laser printers attached via a PC and is only effective if the printer is capable of printing duplex. This feature was already available in the Tire Dealer System. If you need assistance on network printers, call for Technical Support. Financial When running a financial report, you will be prompted to enter a format name. Formats are maintained in Report Format Maintenance on the Maintenance Menu. Once a report format is created, it can be selected for use in several reports. The report selected should match the type of report being printed such as Balance Sheet or Income Statement. The Find Report format name function is available to select an existing format and will display a pop-up window for your selection. 71 of 107

72 Reports Most all General Ledger Reports can be ed via the Data Exchange Module. Since Data Exchange is part of the Tire Dealer System, its control file is used to see if a user has access. Control key EMREPORT must be set to Y. Control key EMFR contains the subject and EMSB contains the subject. The year period column headings are derived from control record YP999988, where 9999 is the year and 88 is the period. This record contains the 14-character description to print for this year/period. For example Year/Period would be SEPT 2009, if you are on a calendar year. If this control record is not found, the column heading is the year period input from the selection screen. If control record GLNUMSYN is answered Y, the General Ledger account numbers will print on this report. If control record GLPRTSEQ is answered Y, a sequence number will print beside each line on the far left side of the report. The sequence number will typically be used as a reference when a number of people are reviewing the same reports together. Control record NAMESORL contains the value LONG or SHORT indicating whether to use the long or short account name on financial reports. If answered SHORT, the abbreviated or SHORT name is used in conjunction with the account number if there is not enough space for the long name and number. If answered LONG, the full account name is printed, and the account number is omitted if there is not enough space for both. This control record is not used if GLNUMSYN is answered N. If control record GPRTZERO is answered Y, G/L accounts with a zero value are printed. If control record GLPCTSYN is answered Y, percentages are calculated and will print on this report when control record PRT8X11 is not answered Y. The percent value will print with two decimal places. This report uses the 1411 printer control record as a default value. If control record PRT8X11 is answered Y, the report will print in an 8 x 11 format. 72 of 107

73 Comparative Balance Sheet Year, to YR, YR, YR A comparative balance sheet prints for four selected years with the first balance year used as a base for comparison. Enter Year 1 as the base to be used in the comparison. Enter the remaining years in the fields for Year 2, Year 3 and Year 4. Enter your current year to date period in the Period entry field. 73 of 107

74 Comparative Balance Sheet Period to PR, PR, PR The comparative balance sheet prints four selected periods in the same year, with the first period used as a base for comparison. You must also enter the 4-digit year. Enter Period 1 as the base to be used in the comparison. Enter the remaining periods in the fields for Period 2, Period 3 and Period 4. Enter the Year for the periods entered. 74 of 107

75 Formal Balance Sheet The Formal Balance Sheet prints showing a starting balance, net change and balance to date through a selected period. If control record PRTSYSHD is answered Y, the "System Heading" or Report message will print on the Formal Balance Sheet. Enter the Year/Period for this report. 75 of 107

76 Income Statement, Year and Period Income Statement Year and Period prints a year to date and period income statement for a selected Year/Period. Enter the Year/Period for this report. 76 of 107

77 Income Statement, Year to Year This Income Statement prints for a selected ending Period using two different Years. This report prints all account balances of the ending period and the years selected. Enter the Year/Period for this report. 77 of 107

78 Income Statement, Period to Period This Income Statement prints for two selected periods in the same year. This report prints all account balances of the ending period and the year selected. Enter the Period 1 as the beginning period and Period 2 as the ending period used in selecting the accounts for the Income Statement. Enter the Year of the selected periods. 78 of 107

79 Quarterly Income Statement This Income Statement prints for three periods of a selected year and prints the totals of these periods. All account balances of the ending period and the year selected are printed. Enter Period 1 as the first period, Period 2 as the second, and Period 3 as the third period used in selecting the accounts for the Income Statement. Enter the Year of the selected periods. 79 of 107

80 Formal Income Statement The Formal Income Statement prints for all stores for the selected Year Period. This report prints all account balances for the year period entered on the selection screen. When this report is printed for all stores, a total store profit/loss is printed at the bottom of the report. This report uses the PRTSYSHD control record. Enter the Year/Period for which you are running the report. 80 of 107

81 6 Column Income Statement The 6 Column Income Statement prints with comparisons by Year/Period. This report is useful for comparing various year/period data. The first front-end screen prompts you for the Report File Name. You can also enter the Headings and select the Year/Period for this report on the front-end screen. The data on the report is controlled by the report format selected and the year period entered as heading selections. You should select a report format for an Income Statement. By answering control record G/LC/SYN with a Y, an additional screen is displayed asking if you would like to create a file for client server use. If you answer with a Y, you will be prompted to enter a file name and description. Your file will be created as the report is generating. This file may be down loaded to a PC through the Down Load Menu option if you have the appropriate software. If control record GLNUMSYN is answered Y, the General Ledger account numbers will print on financial statements. If control record GPRTZERO is answered Y, G/L accounts with a zero value are printed. This report uses the 1411 printer control record as a default value. 81 of 107

82 One Year Balance Only The Balance Only report lists the balance amounts for a given year. If you use only 12 consecutive periods the 13 th column prints a total of the 12 prior columns. If control record ISBONLYA is set to Y, instead of a total, the 13 th column will be the average of the prior 12 columns, excluding non-zero columns. Further, you will be prompted for a Period. If the period is not zero, instead of the 12, or 13, periods of the year, the report will list the period input, and the prior 11 or 12 periods. One Year Budget Only This report lists the budget amounts for a given year. If you use only 12 consecutive periods the 13 th column prints a total of the 12 prior columns. If control record ISBONLYA is set to Y, then instead of a total, the 13 th column will be the average of the prior 12 columns, excluding zero columns. Additionally, you will be prompted for a Period. If you enter a value, instead of listing budgets for the 12 or 13 periods of the year entered, the report will list the budget for the period input, along with the previous 11 or 12 periods. This allows the report to span a year end. Finally, the new One Year Balance Only report is now available. This report follows the same selections as the Budget Only report. 82 of 107

83 Budget Variance Income Statement The Budget Variance Income Statement prints with columns for: Selected period of selected year, Budget for selected period, Variance between actual period and budget for period, Year-to-date Actual for selected year, Year-to-date Budget of selected year, Variance between actual YTD and budget YTD. Because of the amount of information contained on this report the G/L account, Short names are used. Each column prints ($) Dollars and (%). 83 of 107

84 Budget Variance by Period This report prints based on the report file selected with columns for: Actual account amount for the selected period, Budget for selected period, Variance between actual period and budget for period. For the Variance columns the dollar difference is determined by subtracting the amount for the current period from the budget amount. A negative credit balance account is carried as a positive number. An over budget amount will show as positive variance and an under budget amount will show as negative variance. Also, the Variance percentage column is calculated by dividing the Actual amount by the Budget amount thereby showing how closely you met your goals or budgets. Exceeding the budget will show the percentage as greater than 100%. An amount of indicates that you exceeded your goal by 10 percent. And falling short of the budget will show a percentage less than 100%. An amount of indicates that you met 80% of your goal. This report prints using the printer control record 8X11 but the characters per inch should be set to compressed print. 84 of 107

85 Comparative Budget Income Statement This report prints based on the report file selected with columns for: Selected period of selected year, Selected period of PRIOR year, Year-to-date of selected year, Year-to-date of PRIOR year and Budgeted amounts for selected period and selected year to date. This report uses the 1411 printer control record. 85 of 107

86 Income Stmt Year to Year & Period This is a new report that prints an income statement showing the current period, current YTD, Period a year ago and YTD a year ago. 86 of 107

87 Other Reports G/L Audit Report The G/L Audit Report produces a detailed listing of all posting entries for a selected Year and Period. You may print this report for all stores, one store or a region of stores. The G/L accounts to print on this report are selected by G/L account, department and company. To run this report by a region, the division numbers need to be set up in the region control record RGIONR99 (where 99 is a region number.) You may chain regions together by entering another region number in the last entry in place of a division number. This will cause the program to look for that region number and include the divisions in that region, as well. If you do not want a division number to print on the report, it should not be included in the region control record. 87 of 107

88 If you would like to sort the detail lines within each GL account and Year/Period by date, set the value of control key AUDITSRT to a value of Y. You will be presented with a screen that will ask you if you would like to sort by date if this control key is set to Y. If you would like to not print the date posted on each line, set the value of control key AUDITDTP to a value of N. If you would like to see accounts that have a balance on the G/L Audit Report even if the account doesn t have any activity set the value of new control key AUDITACT to a value of Y. If you do not want to see the accounts that have no balance and no activity make sure control key AUDITPR0 is not set to a value of Y. If you are posting Accounts Payable Invoice Detail to General Ledger (APPSTDTL = Y) and would like to see the Invoice date on the G/L Audit report for AP Invoice transactions, set the value of control key GLAPDTCR to a value of Y. The invoice date will print in place of the date the audit record was created. You must add GLAPDTCR to both the A/P control file and the G/L control file. This change will only be effective for G/L transactions created after control key GLAPDTCR is added. If you would like to have subtotals by Year/period within each account, set the value of control key AUDITSUT to a value of Y. G/L Chart of Accounts List This report produces a detailed listing of the Chart of Accounts. You may print this report for all stores, one store or a region of stores. Select G/L accounts to print on this report by G/L Account, Department and Company. 88 of 107

89 Trial Balance Report This report prints a list of G/L accounts and their balance to date for the year period selected. You may print this report for all stores, one store or a region of stores. The selection for G/L accounts to print on this report is by G/L Account, Department and Company. The division is protected when you enter it on the front end work panel. If control record TBPRINT0 is answered Y, G/L accounts with a zero balance will print on the report. If control record PRINTDC0 is answered Y, only a debit or credit amount per G/L account will print. The total for each debit and credit account type is printed at the bottom of the report. This report uses the 1411 printer control record. 89 of 107

90 G/L Audit/Trial Balance Report This is a report of G/L accounts with the beginning balance, the total debits, the total credits and the ending balance posted to the account number. You may print this report for all stores, one store or a region of stores. The selection for G/L accounts to print on this report is by G/L Account, Department and Company. Enter the beginning and ending period and the year to print on the report. If control record AUDITPR0 is answered Y, all accounts will print on the report. If this control record is answered N, only G/L accounts with activity will print on the G/L Audit Report. If the debit and credit balance do not match, an error is listed on the report for this G/L account. This report uses the printer control record of 107

91 G/L Audit by Date Range This report is located on the Other Reports Menu This report prints a report of G/L accounts for a selected Date Range. You may print this report for all stores, one store or a region of stores. The report prints the starting and ending balances for the account, calculating the balances based on the date range. The year period, the date created, the date posted, the reference number and description, the source or system code for the entry and the total debit or credit amount are printed on the report. All G/L accounts debit and credit amounts are printed at the bottom of the report. This report uses the printer control record of 107

92 System Control Menu G/L Audit Purge Detail postings to the General Ledger system are kept in the Audit file. As much as we would like to keep this information on-line forever, eventually you will probably need to remove past years data. When that time comes, you will need to perform this function. The Audit Purge will delete all Audit records up to and including a given Year/Period, including any memos associated with a purged Audit record. It can be run for one company or all companies. G/L Balance Purge The Balance Purge will delete all Balance records up to and including a given Year/Period. It can be run for one company or all companies. Unlike Audit records, Balance records do not take up much space. It is, therefore feasible that you might never run the Balance Purge. G/L Budget Purge The Budget Purge will delete all Budget records up to and including a given Year/Period. It can be run for one company or all companies. Like Balance records, Budget records do not take up much space. It is feasible that you may never run the Budget Purge. 92 of 107

93 G/L EOY General Ledger End of Year is a function you perform at least once a year, probably more than once. It can be run by company or for all companies. End of Year merely brings the ending account balances of balance sheet accounts - Asset, Liability, and Equity accounts - forward to the starting balance of the next year. Prior to running the end of year, income (or loss) should be posted to retained earnings. Accounting theory says you should make an entry for each and every Income Statement account, Income and Expense accounts, to set its balance to zero. The net of all these entries (hopefully a debit because it was profit) should be posted as a credit (if you made a profit) to retained earnings. Great theory, but that's a lot of entries, and it makes it hard to run comparative income statements. Instead of setting all income and expense accounts to zero, post year to date profit (or loss) to an income account called Year to Date Profit. Then post the offsetting entry to retained earnings. This has the same effect as above, but with a single entry it still retains income and expense balances for comparative purposes. Since the end of year merely brings balances forward, you can run it over and over with no ill effects, as long as retained earnings have been posted (otherwise you would start the new year out of balance). So at the end of year, make the closing entries and run the End of Year option. One, two, three, six, eight months later your outside auditors tell you did it all wrong and these are the adjustments you need to make. No Problem. Make the adjustments and RUN END OF YEAR AGAIN. Just remember, if the adjustments affect profit, you will need to adjust retained earnings, also. Bet about now you're glad you input that big memo with your last retained earnings entry. 93 of 107

94 Duplicate Chart of Accounts This function will allow you to copy all ledger accounts from one division to create a new division or department. This function will copy all accounting type of accounts (income statement and balance sheets accounts). Optionally, you may choose to copy heading, subtotal, and unit type accounts, as well. If an account already exists in the 'copy to' division or department, no change will occur to that account if the Overlay Existing Account is blank or answered with N. If the Overlay Existing Account is answered Y the descriptions (long and short), account type, debit/credit status and allow input fields information in the existing accounts will be updated with the information from the 'copy from' accounts. This feature could be used to correct errors such as an error in account descriptions or account type. The Duplicate chart of accounts function will usually be run when you have acquired a new location. Typically, subtotals and headings will not be duplicated. However, this function could also be used to add accounts to divisions or departments. If, for example, you decided to add a new set of accounts to all locations. You could add the accounts to just one location and then run the duplication function for each division. 94 of 107

95 Duplicate Budgets Year to Year This option will help you get started with creating Budgets for the next year by copying Budgets from one year to another. You can specify the from and to Years. Standard G/L selects are available. If a Budget record already exists, for a period, no change will occur. Specify the G/L accounts to use. Also see the Duplicate Budgets Division to Division option. 95 of 107

96 Duplicate Budget Division to Division This option will help you get started with creating Budgets for a new division. Its function is similar to the duplicate Budgets year to year. You would typically use this function if the Budget for all divisions is the same or similar. Create the Budget for one division and then duplicate it for other division. You may use the Duplicate Year to Year function to get you started on the first division Budgets. This function will copy budgets from one division to another. You specify the from and to Divisions and the Year. Standard G/L selects are available. If a Budget record already exists for a period, no change will occur. 96 of 107

97 Other G/L Options Copy Division Number to Company Number The Copy Division Number to Company Number option allows you to quickly and easily copy an account s Division number to the Company number field for the selected records. A Find G/L Accounts function is available for valid selections. The prompt will show only accounts for a company or department. Note: After entering the G/L account numbers, department and company number if applicable, this program runs immediately. If you have questions on this option please call Technical Support for assistance prior to executing. 97 of 107

98 Set Company Number The Set Company Number option allows you to enter a Company number on this screen and have it set for all of the selected G/L accounts and departments. If no accounts or departments are selected, this option places the company number in all existing accounts and departments. If you have questions on this option please call Technical Support for assistance prior to executing. 98 of 107

99 Year/Period Fix Enter the G/L account, Department and Company number, if applicable. There is a prompt for account selections. The Year/Period Fix program will ask for from and to Year/Periods. The G/L Audit file will be read for the from year/period. Each occurrence of the from year/period will be subtracted from G/L balances and added to the to year/period balances. The from year/period will be changed to the to year/period in the Audit file as well. Note: All entries for the year/period entered will be changed. Therefore, this program is not an appropriate option if correct and incorrect postings are co-mingled in the same year/period. If both correct and incorrect entries are posted to the same year/period you may try using the Reverse a Previously Posted Entry function in Journal Entry input. A System control record of &YrPrFix will be added for each year/period changed. As with all System control records, it cannot be changed or deleted. In fact, you will not even be able to see it without Special Authority. There is no other audit trail for this function. Control record UPDATING will be set to YES, at the beginning of any G/L update. It will be set to NO at the end of the update. During the update, or rather while this control record is set to YES, you will not be allowed to start another G/L update nor do any input. If you try, you will receive a message stating the update is running, along with the user running the update, the workstation ID, and the system date and time the update started. If in fact the update is not running, then it did not complete normally and you should take appropriate action. (Call for help.) If it is running, you should wait until the current update completes before starting another. Note: This option runs immediately. If you have questions on this option please call Technical Support for assistance prior to executing. 99 of 107

100 G /L Number Change Menu The G/L number change is used to change any G/L account numbers that are perhaps in the wrong sequence or account type. G/L Number Change Maintenance The Standard Store entry screen is presented. This is the initial entry screen for G/L Number Change maintenance. On this screen you may select the Store number to be used. A pop-up window appears, asking if you wish to copy changes to all divisions. The screen defaults to Y for all divisions or you can enter an N and maintenance is done only for the store entered on the store entry screen. 100 of 107

101 This screen is the Work with G/L Number Change. Here you have the option to Edit or Delete any entries previously made prior to updating them. The Add Number function displays a pop-up window that allows you to enter the Old G/L Number, Old G/L Division (you may enter in this field if no store number was entered on the initial screen) and Old G/L Department. Fields are displayed to enter the New G/L Number, Division and Department numbers. 101 of 107

102 Print Report of the changes that have been executed. The report is also a separate item on the G/L Number Change Menu. G/L Number Change List The report has all of the Old G/L Account numbers in one column and all of the New G/L Account numbers in the other. Maddenco strongly recommends you print this list and check for errors prior to updating. 102 of 107

103 G/L Number Change G/L Number Change Menu is the actual update of the selected G/L accounts. When selecting this option you are presented with a screen that features a pop-up window in which you are told that the G/L Number Change program will run in batch from the job queue immediately. This screen defaults with a Y to continue. This option will go through all files and will change the old account number to the new. 103 of 107

104 Delete a Division This option allows you to delete all balance, budget, audit and master records for a division. The store must be set to INACTIVE in the Store Maintenance File. Please note that this option executes immediately in batch. If executed in error you will need to restore the information. 104 of 107

105 Miscellaneous G/L Functions G/L Matrix List Now let s take a look at another G/L function that is very important. The G/L Matrix List is found in the Tire Dealer System. From the Tire System Starting menu, select More Options Menu, then Other Options Menu, and finally choose the G/L Posting Matrix List. This report was designed to be a quick reference when you want to add a new product class or check how classes are posting to General Ledger. The report can be used when you are first installing our system to check the G/L accounts for product classes. Enter a store or 000 for all stores. The entry is validated for existence in the System Store File. In addition, the user must be assigned to the store or store(s) in the Store Access File. The report Message is a free form comment line that appears at the top of any screen that follows and at the top of each page of the report as part of the header information. The message may be left blank or you may enter the sort and selection options as reference for future use. Report Date is the date the report is run. Enter the date you want to appear in the report headings. The system date appears on the screen as the default value. If a date is to be used in the calculations of the report, this is the date that will be used. The Printer screen is presented if control record RPTPRCP is answered Y. You may enter a Printer id or have the report spool to the default printer based on the 1411 control record set up for the user or workstation. The default printer assigned to the user, workstation or store is highlighted above the printer entry Print on Printer. You may also select how many Copies of the report to print. To place the report on Hold, answer that question with Y. The G/L matrix list can also be ed. 105 of 107