estelplan estel/gl Release 4.0a

Transcription

1 estel/gl Release 4.0a February 15,

2 Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: info@invera.com Phone: (514) Fax: (514) Invera Corp Luther Lane, #425 Dallas, TX U.S.A. Invera Inc St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

3 Table of Contents 1. INTRODUCTION... 1 OVERVIEW... 1 GENERAL REFERENCE INFORMATION... 2 FEATURES... 3 Budget Control... 4 Audit and Security... 4 REPORTS... 5 REFERENCE FILES REQUIRED JOURNAL ENTRY PROCESSING... 7 OVERVIEW... 7 JOURNAL ENTRY POSTING PROCEDURES... 8 Overview... 8 Recommended Input Control Procedures... 8 JOURNAL ENTRY POSTING Normal and Reversing Journal Entries Standard and Accrual Journal Entries Journal Entry Posting Header Screen Title GENERAL LEDGER DISTRIBUTION GL Posting Detail Distribution Description Debit/Credit Defaults Debit/Credit Amount Exchange Conversion Calculator Deleting a GL Distribution Line GL Proof STANDARD/ACCRUAL JOURNAL ENTRIES Standard/Accrual Journal Entry List Update Standard and Accrual Journal Entries SELECTION ENTRIES BUDGETS BUDGET ENTRY Account Budget Entry Screen Current Year Budget Entering a Percentage Change Entering an Annual Budget Entering a Specific Period Budget Amount COPYING BUDGETS BUDGET LISTING Budget (For 12 Periods) Budget (For 13 Periods) INQUIRY AND ANALYSIS FUNCTIONS OVERVIEW... 43

4 Table of Contents Page ii GENERAL LEDGER INQUIRY FUNCTIONS Journal Entry Inquiry Account History Transaction Window Distribution Description Window Journal Entry Look-Up Account Balance Inquiry Account History Inquiry Account History Transaction Window Distribution Description Window Description Journal Entry Inquiry Selections Window GL TRIAL BALANCE Title Detail Information Sorting Profit/Loss GENERAL LEDGER DETAIL REPORT General Ledger Detail General Ledger Detail for a Specific Source Journal GENERAL LEDGER SUMMARY REPORT General Ledger Summary for a Specific Source Journal ACCOUNT ACTIVITY HISTORY Account Activity History (for 13 Periods) COST CENTER HISTORY GL Cost Center History Report GENERAL LEDGER HISTORY REPORT OPTIONS Entry Description Exchange Rate Report Totals Title PERIODIC PROCEDURES OVERVIEW Temporary Close (Optional) Permanent Close (Mandatory) File Handling GL Company Info Account Balance User Month End Closing Procedures Year End Closing Processing User Year End Closing Procedures GL ACCOUNT PURGE UTILITY Overview Timing Conditions for Deletion Action Session Log GENERAL LEDGER INTERFACE OVERVIEW Chart of Accounts Customer Options Branch Control Logic Branch Identification by Transaction Inventory Receipts... 80

5 Table of Contents Page iii Inventory Reconciliation Purging Invoices and Credit Notes Inventory Adjustments Inventory Processing estelpro/esteltoll Production Inter-Branch Transfers Accounts Receivable Cash Receipts Late Charge Invoicing estel/ap Voucher Entry estel/ap Checks estel/ap Cash Check Reversals estel/gl Normal Journal Entries estel/gl Standard Journal Entries estel/gl Reversing Journal Entries estel/gl Year-End Closing Entries Examples of Branch Transactions Inventory Transactions Invoice Transactions GENERAL LEDGER INTERFACE FILES Reference File GL Account Validations Transaction Entry GL Account Validations Inventory Control General Ledger Accounts Inventory Adjustment Reasons General Ledger Update Logic Transaction Definition GENERAL LEDGER TRANSACTIONS Transaction Office Receipts GL History Information GL Acct Distribution (excluding non-steel purchases) Transaction Inventory Processing GL History Information GL Acct Distribution Transaction estelpro Job Update GL History Information GL Acct Distribution Transaction Inventory Adjustment GL History Information GL Acct Distribution Transaction Purchase Cost Adjustments GL History Information GL Acct Distribution Distribution with Inventory Cost Reconciliation Transaction On-Line Cost Reconciliation GL History Information GL Acct Distribution Transaction Automatic Cost Reconciliation GL Acct Distribution General Ledger Transaction Invoice Update GL Acct Distribution General Ledger Transactions Cash Receipts Update GL Acct Distribution General Ledger Transaction Cash Disbursements Update GL Acct Distribution General Ledger Transaction Voucher Entry

6 Table of Contents Page iv GL Acct Distribution (excluding non-steel purchases) GL Acct Distribution Non-Steel Purchases General Ledger Transaction Journal Entry Posting GL Acct Distribution General Ledger Transaction Inter-Branch Immediate Transfers GL Acct Distribution Transaction Physical Inventory Update GL History Information GL Acct Distribution Transaction Inventory Write-Up/Down Adjustments GL History Information GL Acct Distribution General Ledger Transaction GL History Compression GL Acct Distribution APPENDIX A INITIALIZE GENERAL LEDGER APPLICATION Possible Error Messages APPENDIX B INITIAL LOADING OF GENERAL LEDGER OPENING BALANCES Prerequisites for Initial General Ledger Loading Entering Initial General Ledger Journal Entry Accounts Payable Control Account Accounts Receivable Control Account Inventory Control Account APPENDIX C USER MENU OPTIONS Index

7 1. INTRODUCTION OVERVIEW estel/gl is an information system designed for computerizing the General Ledger operations portion of your accounting function. The system encompasses all the functions required to create journal entries, post them into the General Ledger and produce various accounting-related reports based on the financial transactions of your company. estel/gl was designed with the functional requirements of an accounting department in mind. Hence, the features are tailored to individual needs such as budgeting analysis, journal entry posting, and so on. The design of estel/gl allows for a great measure of flexibility in adapting to the needs of various financial reporting methods. The product is designed for on-line interactive operation from workstations. The system has the ability to accommodate simultaneous processing of a variety of application functions from several workstations. The system also accommodates batch processing as well as hard copy report generation. System features are designed to minimize or eliminate redundant processing of data. Because of the integration of internal databases, the system has the ability to verify and validate the data entry operation interactively. This manual has been prepared in order to provide an overall view of the major features in the General Ledger system as well as to give detailed explanations of the individual functions and their use. The manual describes in detail precisely what the General Ledger system s capabilities are and how it may be used for maximum effectiveness. No prior background in computer-related procedures is assumed, however, you should possess some familiarity with basic accounting concepts in order to effectively utilize this manual. Wherever possible the explanations and examples have been written with a minimum of computer jargon so that all office personnel can refer to the manual in order to obtain guidance or information about the different functions they are required to use. The estel/gl module is a powerful but easy to use system for recording the financial transactions of a company in an organized fashion. The module can be used as a stand-alone product or can be integrated with the following modules: estel/ap

8 1. Introduction Page 2 GENERAL REFERENCE INFORMATION The overall application is supported by extensive reference files that control the operation and determine some of the functional characteristics of a specific accounting department. These reference files are set up at the time of estel/gl installation taking into account the needs of the specific installation. Using this reference file methodology, customization of the programs is avoided, while enhancing flexibility of long-term application maintenance. Some of the reference files cover the following information: Account Class Basic GL Account Fiscal Calendar

9 1. Introduction Page 3 FEATURES The estel/gl module provides flexible processing capability while maintaining certain key controls as well. You may create journal entries manually, or alternatively, may record GL Distributions from other accounting modules using a special General Ledger Interface file. An effective audit trail is produced by using detailed input registers. With the budget maintenance and reporting facilities provided, tight management controls can be implemented for any type of account. In addition to the standard journals and reports which are provided (e.g., General Journal, Trial Balance, etc.), the system possesses a GL Extraction facility which can be used to down-load GL Transactions and balance information to a Personal Computer to produce special one-time reports and/or standard financial statements. Other features include: A GL Account structure that can accept a maximum of eight alphanumeric characters, enabling you to effectively define accounts at the cost/responsibility center level if required. Optional Branch account designations. Optional Cost Center account designations. System prevention against deletion of GL Account information unless the balance is nil and no related account activity exists. Automatic prevention of posting to specific accounts that are designated as being inactive. Ability to automatically handle the Year end closing accounting entry process. Automatic interfacing with AR, AP and Inventory modules. Built-in fiscal calendar allowing 12 or 13 periods for the fiscal year within the estel/gl module. Retention of standard journal entries. Retention of accrual journal entries. Processing of reversing journal entries. Detailed history of all transactions written to the General Ledger.

10 1. Introduction Page 4 Budget Control Processing of the company budget is based on a period unit, with options for the following budget allocations: an equal dollar amount each period. a varying percentage each period. a specific amount per period. A related management report is available which provides details concerning amounts budgeted for the current and subsequent years. Audit and Security estel/gl provides the means for producing an effective audit trail, involving the following: the system provides for automatic assignment of consecutive numbering for journal entries. regarding journal entries, a General Journal is produced which contains full details concerning each entry recorded. the system automatically prevents unbalanced accounting entries from being made. estel/gl also provides considerable flexibility concerning accounting periods. Multiple fiscal periods can be processed for entry transactions, as long as they have been properly pre-defined in the system.

11 1. Introduction Page 5 REPORTS estel/gl produces a General Journal in standard accounting format with provision for a daily/monthly option. In addition to the standard source journal that is provided, various reports are made available to management for analysis purposes: Budget Listing. GL Trial Balance with opening account balances, period debits and credits, net changes, and ending balances. Detailed General Ledger Report showing account history.

12 1. Introduction Page 6 REFERENCE FILES REQUIRED The General Ledger function described in this manual requires that certain Reference files be set up. The information is used to control and process transactions. The Reference files must be set up in the following order: 1. Country 2. Branch 3. Account Class 4. Cost Center Type 5. Cost Center 6. Basic GL Accounts 7. General Company Information 8. Fiscal Calendar 9. GL Company Information The above basic reference files are used in estel/gl. You may already have these files set up. However, you should review the use and contents of each for its application in estel/gl functions. Refer to the Reference manual for information on how to set up these files. To maintain the estel/gl Reference files use the standard Add/Change/Delete/Rename/ Alter procedure. For details, refer to the User s Guide. Once the system setup phase has been completed, you may proceed to the initial installation of balances.

13 2. JOURNAL ENTRY PROCESSING OVERVIEW The journal entry processing function provides the ability to record financial transaction information via the GL Posting cycle. Most companies perform the posting function to the General Ledger on a monthly basis, although posting can be done more frequently if desired. This chapter covers the functions of processing entries that record financial transactions. Each function is covered in a separate section of this chapter for ease of reference. Journal Voucher Form Journal Entry Posting General Journal General Ledger History GL Trial Balance General Ledger Report General Ledger Information flowchart

14 2. Journal Entry Processing Page 8 JOURNAL ENTRY POSTING PROCEDURES Overview The Journal Entry posting function provides for the following types of Journal Entries: Normal, Reversing, Standard and Accrual. Normal and Reversing entries are posted immediately to the Account Balances and General Ledger History files. Standard and Accrual entries are stored in a Standard Journal Entry Header file and are updated once a month in each Accounting Period specified for the entry. A Session number is assigned for control of each posting session. A Session can include one or many Journal Entries. The Session ID number is used to trace the Journal Entries by the Branch and User entering the transaction for audit control. As Journal Entries are posted into estel/gl, the system verifies the entries in the following way: 1. Determines if the Basic GL Account requires a Branch number and/or a Cost Center number and, if so, requests entry of a valid Branch or Cost Center. 2. That the General Ledger Account number is not left blank. 3. That the Accounting Period is not 0, that it exists in the Fiscal Calendar, that it is an open period, and that it is not more than the final period of the next fiscal year. 4. Verifies that Debit and Credit amounts are in balance, that there are no negative amounts and that Debit and Credit amounts (for Normal or Reversing entries) are not both Ensures that a valid Journal Entry number is available. The Journal Entry is updated and given a Journal Entry number only if it passes all of the above verifications. If it does not, you are given the opportunity to correct the error or to cancel the transaction. Recommended Input Control Procedures Since the Journal Entry Posting updates the General Ledger on-line, tight controls over what is posted into the General Ledger must be maintained. The most common method of verifying Journal Entries is to use a Journal Entry Voucher form (see the following sample). The originator of the entry must indicate the nature of the entry, the Journal Entry Type, the Activity Date, Accounting Period, the General Ledger Account numbers being affected and the Debit and Credit distributions and then initial the form. This then serves as a valid input form and a means of tracing the entries back to the source of the entry.

15 2. Journal Entry Processing Page 9 Often, the General Ledger posting is done on a monthly basis. Many of the entries are also repetitive. Therefore, a good means of retaining control over the entries posted is to separate Standard and Accrual entries from Normal and Reversing entries. This will highlight any entries that are not normally initiated by the originator and help ensure that no entries are missed or duplicated. The Journal Entry Voucher form should be initiated for approval by an authorized individual. The Posting of Journal Entries must be restricted in order to retain control over posting going into estel/gl.

16 2. Journal Entry Processing Page 10 Page of Journal Entry Voucher Form Session Number: Accounting Period: Journal Entry Number: Activity Date: Entry Type: Description: General Ledger Account Distribution Ln Account Cd. Branch Cost Center Debit Credit Voucher Initiated by: Voucher Approved by: Voucher Posting by: Date: Date: Date:

17 2. Journal Entry Processing Page 11 The Journal Entry Posting function is used to input each Journal Entry transaction. If the entry passes the internal verification, it will be updated to the General Ledger. The individual entering the Journal Entry should indicate the Session number and the Journal Entry Reference number on the Journal Entry Voucher form, and initial and date the form as entered. NOTE: For Standard and Accrual Entries the number assigned at the time of entry is not a Journal Entry number, it is a Standard/Accrual Entry Reference number. You use this number to call up the entry to modify or delete it. Each month when the Standard or Accrual Entry is updated it is assigned a unique Journal Entry number. This ensures that all Journal Entries have a unique number within the system. The Journal Entry Voucher form for Normal and Reversing Entries is filed by Journal Entry Reference number. The vouchers for Standard and Accrual Entries should be filed separately by Standard/Accrual Entry Reference number so they can be retrieved for modification when required. Different Types of Journal Entries cannot be input in the same Session, in order to facilitate the matching of the session detail to the appropriate input forms. If the Journal Entry was posted incorrectly and needs to be corrected you must prepare another Journal Entry Voucher form for the adjusting Journal Entries. The session detail serves as backup to the adjusting entry. If the validation phase of the original entry encountered an error, the transaction update is aborted with an appropriate error message on the screen. You must then review the error and print the screen for reference and determine the cause of the problem and take the necessary corrective action. (See General Ledger Posting for details.) At the end of an Accounting Period the General Journal or General Ledger Report can be printed to obtain a list of all Journal Entries (or entries from any other source) posted during the period. This report is used to trace transactions in the General Ledger back to the source accounting applications and documentation.

18 2. Journal Entry Processing Page 12 JOURNAL ENTRY POSTING Normal and Reversing Journal Entries The Journal Entry Posting function within estel/gl updates the GL files on-line as these entries are made. This eliminates the redundancy of having a separate Journal Entry Update step and permits the immediate assignment of the Journal Entry number as the posting is being done. Standard and Accrual Journal Entries Note that Standard and Accrual Journal Entries are also maintained via the Posting function. These entries are kept in a separate Standard/Accrual Journal Entry Header file, so that they can be called up by the Journal Entry Posting function to be added, changed or deleted as required. Open transactions for subsequent months can be referenced with an Edit Reference number and do not have a Journal Entry number assigned until they are actually updated in a period (see section on Update Standard and Accrual Journal Entries). Journal Entry Posting Session Information Login Date Time cathyd 05/25/04 9:54 Session Branch.. PHI Session I.D Jrnl Entry Type. N Acctng Per Normal Journal Entry Pop-up window Field Name Default Validation Description Session Branch Session I.D. SECUR User Branch System Assignment Branch Journal Entry Type N N, S, R, A Options are: Provides subsequent tracing of transactions by Session, Login ID or Branch. N S Normal A Normal Journal Entry is an Entry to be posted once only for a single specified period. This is the most frequently used Journal Entry Type and is used as the default during Journal Entry Processing. Example: Re-allocating entries. Standard Standard Journal Entries are repetitive type transactions which occur once per accounting period. These are posted regularly, for a pre-determined range of periods. In order to avoid missing or duplicating an Entry, a Standard Journal Entry can be prepared for a range of accounting periods specified within the current fiscal year.

19 2. Journal Entry Processing Page 13 Field Name Default Validation Description Accounting Period R A Example: Depreciation calculations. Reversing A Reversing Journal Entry is an Entry to be posted in both Normal and Reverse form during two contiguous periods. Example: Estimated year-end accruals. Accrual An Accrual Journal Entry is an Entry to be posted regularly, once each period, for a predetermined range of periods specified within the current fiscal year. Each Entry results in a transaction posted in both Normal and Reverse form during two contiguous periods. This Journal Entry Type combines the features of both Standard and Reversing Journal Entries. Example: Repetitive payroll accruals. The Journal Entry Type cannot be modified once the Session Information window is completed. If the Journal Entry Type is N or R, an Accounting Period entry is required. If it is S or A, no period is required here as it is recorded subsequently as part of the entry transaction itself. This defaults to the Current GL Period. It can be overridden. If you change the Accounting Period in the middle of an entry or posting session, the Session ID is changed automatically. Ssn Id 23 Journal Entry - Normal Ref No JE- 24 Acctng Per From 0405 To 0405 Act Dt 05/25/04 Desc CORRECTIONS TO JE00020 MAY 2004 Last Per -- G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit 8300 PHI OFFICE SUPPLIES 8300 CHI OFFICE SUPPLIES Acc Brh Cst Ctr Total Desc Normal Journal Entry screen

20 2. Journal Entry Processing Page 14 Journal Entry Posting Session Information Login Date Time cathyd 05/25/04 10:28 Session Branch.. PHI Session I.D Jrnl Entry Type. R Acctng Per Reversing Journal Entry Pop-up window Ssn Id 24 Journal Entry - Reversal Ref No JE- 25 Acctng Per From 0405 To 0105 Act Dt 05/25/04 Desc ACCRUED PAYROLL FOR WEEK OF May 25 th,2004 Last Per -- G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit 6110 PHI 2, SALARIES 6110 CHI 1, SALARIES 6110 MTL 1, SALARIES , ACCRUED WAGES PAYABLE Acc Brh Cst Ctr 1-Desc Total 4, , Reversing Journal Entry screen Journal Entry Posting Session Information Login Date Time cathyd 05/25/04 10:10 Session Branch.. CHI Session I.D... 2 Jrnl Entry Type. S Acctng Per... Standard Journal Entry Pop-up window

21 2. Journal Entry Processing Page 15 Ssn Id 2 Journal Entry - Standard Ref No SE- 6 Acctng Per From 0401 To 0412 Act Dt Desc Depreciation of Delivery Trucks - PHI Last Per G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit 7630 PHI 2, DEPN - AUTO & TRUCK , ACCUM DEPN - AUTOS & TRUCKS Total 2, , Acc Brh Cst Ctr 1-Desc Standard Journal Entry screen Journal Entry Posting Session Information Login Date Time cathyd 05/25/04 10:10 Session Branch.. CHI Session I.D Jrnl Entry Type. A Acctng Per... Accrual Journal Entry Pop-up window

22 2. Journal Entry Processing Page 16 Ssn Id 64 Journal Entry - Accrual Ref No AE- 4 Acctng Per From 0401 To 0412 Act Dt Desc MONTHLY PAYROLL ACCRUAL Last Per G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit 6110 PHI 4, SALARIES 6120 PHI SALARIES , ACCRUED WAGES PAYABLE Total 5, , Acc Brh Cst Ctr 1-Desc Accrual Journal Entry screen Journal Entry Posting Header Screen The following format is used whenever a Journal Entry is being recorded via Journal Entry Posting. Ssn Id 23 Journal Entry - Normal Ref No JE- Acctng Per From 0405 To 0405 Act Dt 05/25/04 Desc CORRECTIONS TO JE00020 May 2004 Last Per 1-Repeat Hdr Journal Entry Posting Header screen

23 2. Journal Entry Processing Page 17 Action Bar Repeat Header Action A Repeat Header feature is provided in Journal Entry Posting so that when multiple entries are done for certain transactions, such as end of period adjustments, the Activity Date and Description information are defaulted from the previous Journal Entry rather than having to re-enter them for each entry. Example: A worksheet page has 20 Journal Entries to be done. The accountant may write them all up on one sheet with the heading End of Period Adjustments, but has separate Account Number/Debit/Credit distributions to do. Title The first line displays one of the following, depending on your Journal Entry Type: Normal Standard Reversal Accrual Field Name Default Validation Description Acctng Per From: To: Act Dt Reference Prefix Ref No For Normal/Reversing Journal Entries, this defaults from the Session Information. It cannot be changed. For Standard/Accrual Journal Entries, enter the range of periods that the Standard/Accrual Journal Entry is to be posted against. For Normal/Reversing Journal Entries, enter the Activity Date. This defaults to the System Date. The field can be overridden. For Standard/Accrual Journal Entries, the Activity Date is assigned by the system automatically during the Standard Journal Update function. For Normal/Reversing Journal Entries, the Prefix is JE. For Standard Journal Entries, an Edit Prefix of SE (Standard Entry Reference) is assigned. Note that corresponding JE Prefixes are assigned during the Standard Journal Update function. For Accrual Journal Entries, an Edit Prefix of AE (Accrual Entry Reference) is assigned. Note that corresponding JE Prefixes are assigned during the Standard Journal Update function. The Reference Prefix cannot be overridden. For Normal/Reversing Journal Entries, the Reference Number is only assigned subsequent to committing the transaction. For Standard/Accrual Journal Entries, this represents an Edit Reference number. A Standard/Accrual Journal Entry can be controlled by either having a new Edit number assigned, or by entering an existing Edit number and modifying the Standard/Accrual Journal Entry. Note that the ability to do the latter is only provided for accounting periods that have not yet been updated against the Standard/Accrual Journal Entry.

24 2. Journal Entry Processing Page 18 Field Name Default Validation Description Desc Last Per For each new Standard/Accrual Journal Entry, an Edit Reference number is automatically assigned immediately. Create a new Standard/Accrual Journal Entry by pressing <Enter>. Enter the descriptive remarks for your Journal Entry. Only applicable to Standard/Accrual Journal Entries. This indicates the last Accounting Period that has been updated via the Standard/Accrual Journal Update function. It cannot be changed. This field is displayed for reference only.

25 2. Journal Entry Processing Page 19 GENERAL LEDGER DISTRIBUTION GL Posting Detail The following standard format is used whenever a GL screen distribution is made in any application (such as Accounts Receivable Cash Receipts, estel/ap Voucher Entry, estel/ap Cash Disbursements, estel/gl Journal Entry Posting, etc.). This format is used in all functions that require screen entry of GL Debit/Credit Posting distributions. Ssn Id 23 Journal Entry - Normal Ref No JE- 24 Acctng Per From 0405 To 0405 Act Dt 05/25/04 Desc CORRECTIONS TO JE00020 May 2004 Last Per -- G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit 8300 PHI OFFICE SUPPLIES 8300 CHI OFFICE SUPPLIES Total General Ledger Distribution screen If Branch Required is Y-Yes for an account, then whenever you enter a GL Distribution in estel/ap, Accounts Receivable or estel/gl, you must distribute the amount entered by Branch. If Cost Center Type is not applicable for an account, then no Cost Center is required. If it is not blank then all GL Distributions made in estel/ap, Accounts Receivable and estel/gl Journal Entry Posting request an entry of the Cost Center and distribute the amount. Distribution Description provides an optional facility on the GL Distribution screen to enter a fixed length description against an individual distribution line. Note that this is available as a standard function available to all GL Posting functions. You can access the Distribution Description window, via the Desc action bar option, from any of the following fields:

26 2. Journal Entry Processing Page 20 Basic Account Code Debit Credit For existing GL Distributions, you can access the Distribution Description window by selecting the action bar option while pointing to a specific distribution line. The action bar option is available only with the following functions: estel/gl Journal Entry Posting estel/ap Voucher Entry estel/ap Cash Disbursements Entry Accounts Receivable Cash Receipts Entry Note that any automatically system-controlled GL Distribution lines generated within a given transaction are not accessible, and therefore cannot carry a description. Ssn Id 24 Journal Entry Normal Ref No JE- Acctng Per From 0405 To 0405 Act Dt 05/25/04 Desc Last Per -- G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit Acc Brh Cst Ctr 1-Desc Total General Ledger Distribution screen When the action bar option Desc is selected, a pop-up window is displayed with the following information:

27 2. Journal Entry Processing Page 21 Distribution Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Distribution Description window The Distribution Description is manually entered for each distribution line individually, where required. The following function is valid within the Distribution Description window: <Insert> Defaults the previously entered description into the window. Debit/Credit Defaults The column default for each Journal Entry line is controlled by the Normal Debit/Credit code in the Basic GL Account information. You can switch between Debit and Credit columns. You may enter both a Debit and a Credit amount on the same Journal Entry line. There is no default amount for Journal Entry lines. Debit/Credit Amount The ability to enter a zero amount in both the Debit and Credit amount fields is supported with the following Journal Entry Types: Standard Accrual This provides for the creation of journal entry templates so that only figures would need to be entered at the appropriate time as required. Exchange Conversion Calculator provides an optional facility on the GL Distribution screen to enter a foreign currency amount and have the system convert it to the Base Currency for distribution to the GL Debit or Credit using the Exchange Rate of the transaction. Note that this is available as a standard function to the GL Posting functions listed below. You can call up the Exchange Conversion Calculator by accessing the Ex Calc action bar option from either the Debit or Credit column. The action bar option is available only with the following functions:

28 2. Journal Entry Processing Page 22 estel/ap Voucher Entry estel/ap Cash Disbursements Entry Accounts Receivable Cash Receipts Entry When the action bar option Ex Calc is accessed, a pop-up window is displayed with the following information: Amt... Exchange Conversion Calculator Ex Rate Total Converted Exchange Conversion Calculator window Field Name Default Validation Description Ex Rate Amt Total The exchange rate is displayed for reference only, based on the transaction exchange rate. The Exchange Conversion Calculator provides for a fixed tape of 15 amounts to be added together. To add an amount to the tape, key in the amount and press <Enter>. Totals are provided for foreign and converted base currency equivalents. Totals are automatically re-calculated based on Amounts entered. Total is the sum of the Amounts. Converted Total = Total x Ex Rate. The following functions are valid within the Exchange Conversion Calculator window: Function Key <Enter> <F4> <F1> Function Adds amount on the line. Moves down one line. Cancels entire calculation. Returns to GL Distribution screen. Returns Converted Total to GL Distribution screen.

29 2. Journal Entry Processing Page 23 Ssn Id 24 Journal Entry - Normal Ref No JE- Acctng Per From 0405 To 0405 Act Dt 05/25/04 Desc Last Per -- G/L Distribution -- Proof Acc/Desc Brh Cst Ctr Debit Credit TRAVEL EXPENSES/PHILADELPHIA/LARRY SMITH Acct 6170 Brh PHI Cst Ctr LS Total Journal Entry Posting screen Deleting a GL Distribution Line The standard <F6> function key is provided to delete an individual GL Distribution line. GL Proof The GL Proof is defined as follows: GL Proof = (GL Debits) - (GL Credits) You can only commit a transaction if the GL Proof is zero, otherwise the transaction is considered to be incomplete.

30 2. Journal Entry Processing Page 24 STANDARD/ACCRUAL JOURNAL ENTRIES Standard/Accrual Journal Entry List This report provides a detailed listing of all Standard/Accrual Entries on file. The report is based on information contained in the Standard/Accrual Journal Entry Header file. The report is used as a reference to assist in determining the current status of each Standard/Accrual Entry still open in the system. For a detailed trace of transactions already updated in estel/gl, please see the General Ledger History Report. There are no selection options available for this report. The Entry Total calculation represents the total debits and the total credits of the individual entries. The Grand Total represents the total debits and total credits on the report.

31 2. Journal Entry Processing Page 25 RUN: 06Jun04 16:27 METAL COMPANY glrsje PAGE: 1 Standard Journal Entries Brh Ssn ID Typ Entry No Fr Per To Per Last Per Posted Entry Description Login ID Ln Bsc G/L Acct Brh Cst Ctr Account Description Acct Class Debit Credit PHI 59 AE 1 95/01 95/02 99/99 Acc bob BANK - CHASE MANHATTAN CA BANK - CHASE MANHATTAN CA Entry Total PHI 58 SE 1 95/01 95/02 99/99 Standard 02/28/00 bob BANK - CHASE MANHATTAN CA BANK - CHASE MANHATTAN CA Entry Total Report Total *** End of Report *** Standard/Accrual Journal Entry List

32 2. Journal Entry Processing Page 26 Update Standard and Accrual Journal Entries A Standard/Accrual Journal Entry Update function is used to post the entries to the GL Account Balance and GL History information once per month, and controls the update and keeps a history of the entries. Standard Journal Entry Update Utility Program: GLUSJU 1. Selection Entry No One-Time/Permanent.. [O] 3. Accounting Period Branch... [Y] PHI 5. Session I.D... [N] From: To: 6. Reference Prefix... [N] 7. Reference No... [ ] From: To: Item No : 1-Alter 2-Copy Standard Journal Entry Update MFX Example: 0612 entry the reserving Journal Entry is posted into 0701

33 3. SELECTION ENTRIES The following report and form printing selections are provided for functions in the estel/gl system. Not all selections are available in all reports. The following describes the selection fields. Account Class... [_] XXXX Allows you to select a specific Account Class. Options are: N Y - (Default.) No selection - Select a specific class. If Y-Yes, you must enter a specific Account Class. Accounting Period... [_] From: To: Select the range of accounting periods that are required. The starting accounting period must be either in the current or immediately preceding fiscal year. The ending accounting period must be equal or greater than the starting accounting period. These periods must be defined in the Fiscal Calendar. Options are: N Y - (Default.) For ALL. - to select one. Account Totals Level... [_] (For future implementation) Account Type... [_] X Allows you to select a specific Account Type. Options are: N Y - (Default.) No selection. - Select a specific Account Type only. If Y, you must enter a specific Account Type.

34 3. Selection Entries Page 28 Account Sequence... [_] Allows you to sequence GL Accounts on a report by one of three primary methods: 1-by Account number, 2-by Account Class then Account number, or 3-by Account Type then Account number. Other sequencing criteria such as Accounting Period or Cost Center Type and Number may come before or after, depending on the specific report. Options are: A C T - (Default.) By Account number - By Account Class then Account number - By Account Type then Account number Activity Date... [_] From: To: Select the range of activity dates that are required. The ending activity date must be equal or greater than the starting activity date. Options are: N Y - (Default.) For ALL. - to select a specific activity date or a range of dates. Basic G/L Acct... [_] From: To: Allows you to select the Basic GL Account range for which the report is required. Options are: N Y - (Default.) For All Accounts. - To select a range. Branch... [_] XXX This allows you to enter a valid branch. Your default is your login branch. It can be changed if you have access to other branches. Options are: N Y - For ALL Branches. - (Default.) To select a Branch. Note that the Branch selection option must be N-No to access the Region selection option available in the GL Trial Balance and GL Detail reports.

35 3. Selection Entries Page 29 Cost Center Type... [_] Cost Center... [_] From: To: The Cost Center Type (One or All) and Cost Centers for which the report is required. The default is all Cost Center Types and all Cost Centers. You cannot select a range of Cost Centers if you do not select a Cost Center Type. Options are: N Y - (Default.) For ALL. - To select one. One-Time/Permanent... [_] Allows you to save the report selections so that it can be run again at End of Day, End of Month or as required. Options are: O P - (Default.) One-Time. - Permanent. Print Cost Centers... [_] Allows you to print or suppress the individual Cost Centers for a Basic GL Account. Options are: N Y - Do no print Cost Center Detail. - (Default.) Print Cost Center Detail. By default, all accounts that have an account balance/history record containing a Cost Center will be printed on the report. If the selection is set to N-No, then any account that has a Cost Center is totaled by Basic Account and Branch and then printed rather than being printed individually on the report. Example: Basic Account 5100 is a Travel Expense account. This is designated as a Branch and Cost Center required account. The Cost Center is the Salesperson. If the Print Cost Centers selection is Y-Yes, the accounts for Montreal are printed below: 5100 MTL 101 Travel John Smith 1, MTL 102 Travel Larry Stevens MTL 103 Carol Little Travel Expenses 2, If Print Cost Centers is N-No, then each account is totaled and only the Account Total

36 3. Selection Entries Page 30 account 5100 is printed Travel Expenses 2, Print Zero Ending Balances [_] Specify: N Y - do not print accounts with zero balance. - print accounts with zero balance. Note that this refers to accounts with 0 Closing Balances. Reference No... [_] From: To: Used to select a range of Reference numbers. Options are: N Y - (Default.) ALL. - to select a range. Reference Prefix... [_] XX Allows you to select a specific Reference Prefix. Options are: N Y - (Default.) For ALL. - to select one. Reference Prefix... [_] For this selection function, the Reference Prefix can be one of the following: SE (Standard Entry Reference) AE (Accrual Entry Reference) The Reference Prefix defaults to all valid selections for the update.

37 3. Selection Entries Page 31 Region... [_] Used to run the report for a given Region that can combine several Branches. To access the option, the Branch selection option must be N-No. Options are: N Y - (Default.) The report is created for a specific Branch or all Branches. - Enter a valid Region. The report is created for the Branches belonging to the selected Region. Report Type... [_] This option allows you to select a Detail or Summary format. or D for a Detail, S for a Summary Session I.D.... [_] From: To: Used to select those transactions that were entered in a specific session. Options are: N Y - (Default.) ALL session. - to select a Session I.D. range. Sort by Brh or Acct... [_] This determines if data for a report is sorted by Branch by Account Number, or by Account Number by Branch. This selection is secondary to the sequence selected by the option Account Sequence. Options are: A B - for Account. - (Default.) For Branch amounts. Source Journal... [_] XXX Allows you to select a specific Source Journal. Options are: N Y - (Default.) ALL. - to select one.

38 3. Selection Entries Page 32 Summary... [_] This selection will print the report by basic GL Account number. If a Corporate report is selected and Y-Yes is entered in the entry, the report will show the basic GL Accounts for each branch and cost center consolidated by basic GL Account number. If a Branch report is selected and Y-Yes is entered in the entry, the report will show the basic GL Accounts for each branch basic GL Account number (consolidating only the cost centers). The default is N-No. Sub-Account Number... [_] Allows the selective printing of GL transaction information for a particular Vendor or Customer Account number. Options are: N Y NOTE: - (Default.) Transactions are selected regardless of the Sub-Account number. - Allows you to enter a specific Sub-Account number. Only those transactions matching the entered Sub-Account number are selected. The Sub-Account number is not validated. It can be either a Vendor or a Customer number, depending on other transaction selections provided. Transaction Amount... [_] From: To: To select transactions within a designated range. Options are: N Y - (Default.) ALL. - to enter a range. Year... [_] The selections include the year of the budget report. C N - (Default.) Current year. - Next year.

39 4. BUDGETS BUDGET ENTRY estel/gl provides a facility to enter budget amounts for any valid combination of Basic Account Code, Branch and/or Cost Center. The Budget information is stored in the General Ledger Account Balance File so that the budgeted figures can be extracted with the Account Balances and the actual to budget figures compared on a PC financial analysis. Account Budget Entry Screen There are 2 major options that may be used: 1. Current Year Budget: Budget amounts for any valid combination of Basic Account Code, Branch and/or Cost Center can be entered. If there is no account with this combination already in existence, it is created as long as the Basic Account code has Branch Required and a Cost Center Type setup. This option is used to update the current year budget. 2. Next Year Budget: This function is identical to the processing of the current year budget, except that the budget figures are identified as Next Year Budget in the system. The screens are identical except for the display at the top left-hand corner of the screen indicating Next Year ( Current Year is displayed if option 1 is selected).

40 4. Budgets Page 34 Current Year G/L Budget G/L Acc Brh Cst Ctr Acctng Per Bud on File Pres Rev 1-Cur Yr 2-Nxt Yr Account Budget Entry selection screen NOTE: If you are entering an amount that is different than the normal balance of the account (as per the chart of accounts) you must enter a negative sign (-) next to the amount budgeted for the account. For example, enter in the cash account to budget an amount in this account different to the normal balance set up in the chart of accounts (in this case the normal balance for cash is a debit). Current Year Budget The budget maintenance screen is displayed, and you enter the GL Account number to process. The Basic Account Code must already exist in the Chart of Accounts. When the GL Account number is entered, the current budget information for the account is displayed. The Budget on File is the budget currently on record. The Present Revision is the budget that will be on record after all changes are made. All changes to amounts are initially displayed in this column for reference validation. The budget on record is not actually changed until <F12> is pressed. A budgeted amount may be recorded for a GL Account using the following methods: An annual dollar amount budgeted for a GL Account can be specified, and the function will disperse an equal amount to each accounting period. If the number of periods does not divide equally into the annual amount, the remainder is added on to the final accounting period. A unique dollar amount can be entered for each individual accounting period.

41 4. Budgets Page 35 Entering a Percentage Change To adjust the budget amount for a single period, arrow up () or down () to the required period, press <Enter>, press the down arrow () and enter the percentage of change. Press <F1> to accept the change. To adjust the budget for a period entered and all of the following periods, enter <F8> 1, press the down arrow () and enter the percentage. Press <F1> to accept the change. A percentage decrease from a previous amount recorded can also be specified. This is done by placing a negative sign in front of the percentage change amount. Current Year G/L Budget G/L Acc 6180 Brh PHI Cst Ctr AUTOMOBILE LEASE & MAINT/ PHILADELPHIA BRANCH Acctng Per Bud on File Pres Rev 04/01 3, , /02 3, , /03 3, , /04 2, , /05 2, , /06 1, , /07 1, , /08 1, , /09 2, , /10 2, , /11 2, , /12 2, , Total 24, , Rng Of Per 2-Tot Even 3-Wkly Bas 4-Qrtly Bas 0-Update Account Budget Entry completed screen Entering an Annual Budget To enter a budget amount that will be dispersed automatically among the periods, enter <F8> to get to the action bar options, and then select 2. Enter the budget amount that you want distributed among the periods. If you wish to enter a budget amount for a range of periods, arrow down () to the period that you wish to start to budget. Press <F8> 1, and enter the budget amount. The budget will be recorded automatically among the periods in the range. To enter a budget amount based on the number of weeks contained in an accounting period, enter <F8> 3, and then the amount. The calculation is weighted based on the weeks in the period.

42 4. Budgets Page 36 To enter a budget amount on a quarterly basis, enter <F8> 4, and the budget amount for each quarter. Quarters are defined in the Fiscal Calendar. In each of the above cases press <F1> to accept the budget amounts. Entering a Specific Period Budget Amount Arrow up () or down () to that period, press <Enter>, enter the budget amount and <F1> to accept. To change a budgeted amount, arrow up () or down () to the period you wish to change, press <Enter>, enter the new budgeted amount and <F1> to accept.

43 4. Budgets Page 37 COPYING BUDGETS This function allows you to copy various amounts which have been previously recorded in the system and copy to the Current Year Budget (CYB) or the Next Year Budget (NYB) information. NOTE: You cannot copy into the CYA or LYA information. The selection entry include selections by Basic GL Account number, Branch, Cost Center Type and Cost Center common throughout the GL system. The Copy From selections determine the source of the figures to be copied. The available selections are: Current Year Budget (CYB) Current Year Actual (CYA) Last Year Actual (LYA) The copy to figures use the following destinations: Current Year Budget Next Year Budget A range of period numbers can also be selected. The default is all periods. The ending period must be greater than or equal to the starting period ( From must be less than or equal To ). You cannot select a range of Cost Centers without selecting a Cost Center type. You can view and maintain the results of the Copy Budget function by using GL Budget Maintenance. As with all update programs a log is generated. If the Copy function is not executed successfully, it is reflected in the log.

44 4. Budgets Page 38 G/L Budget Copy Utility Program: GLUBDU 1. Selection Entry No One-Time/Permanent.. [O] 3. Basic G/L Acct... [N] From: To: 4. Branch... [Y] PHI 5. Cost Center Type... [N] Cost Center... [N] From: To: 6. Copy From... CYA Copy To... CYB 7. Period Number... [N] From: To: Item No : 1-Alter 2-Copy GL Budget Copy Selection Entry screen Regarding the Period Number selection, you can only copy to the following destinations: the Current Year Budget or Next Year Budget. Example: If you select Copy From CYA and Copy To NYB for periods 01 to 06, the following will happen: The CYA figures for periods 01 through 06 will be copied into NYB for periods 01 through 06.