GENERAL LEDGER USER'S GUIDE

Transcription

1 GENERAL LEDGER USER'S GUIDE This document is non-technical and explains the operation of the General Ledger programs. It is intended for both accounting staff and operators.

2 COPYRIGHT 2017 AgTrax Copyright by AgTrax 1632 E. 23 rd Ave PO Box 2044 Hutchinson, KS The software described in this document is furnished under contract for use only on a single computer system and may be copied only with the inclusion of the above copyright notice. The software is furnished under a license and may be used or copied only in accordance with the terms of such license agreement. The information in this document is subject to change without notice and should not be construed as a commitment by AgTrax. AgTrax assumes no responsibility for any errors that may appear in this document. Title to the software shall at all times remain with AgTrax, regardless of any modifications made by the users. Software cannot be used on any other computer system without a License Agreement and payment of royalty.

3 General Ledger Introduction Page - i TABLE OF CONTENTS INTRODUCTION GENERAL LEDGER OVERVIEW... iii USER'S GUIDE U S E R ' S G U I D E... 1 GENERAL LEDGER MENU... 2 FILE MAINTENANCE 11. ID CENTER MASTER ACCOUNT MASTER ACCOUNT SUB-TYPE MASTER MASS ACCOUNT LOADING BUDGET MASTER MAINTENANCE MASS BUDGET MASTER LOADING ALLOCATION MASTER DAILY ACTIVITY 21. TRANSACTION ENTRY ALLOCATION GENERATION BATCH REPORT MERGE BATCHES REPORTING 31. CONTROL TOTALS TRIAL BALANCE GENERAL LEDGER REPORT FINANCIAL REPORT MENU MASTER FILE REPORT MENU ID CENTER G/L ACCOUNT MASTER REPORT G/L ACCOUNT SUB-TYPE REPORT ALLOCATION MASTER REPORT GROSS MARGIN MENU SEQUENCE SET-UP HEADER RECORD SET-UP GROSS MARGIN INVENTORY ENTRY MARGIN REPORT AND UPDATE TRANSACTION REPORT MONTHLY / GENERAL 41. G/L TRANSACTION INQUIRY G/L POST BATCHES G/L ACTUAL/BUDGET BALANCE INQUIRY... 89

4 General Ledger Introduction Page - ii UTILITIES UTILITIES MENU UT-2. GENERAL LEDGER OPTIONS UT-4. MASS ACCOUNT FLAG MAINTENANCE UT-5. BATCH CONTROL MAINTENANCE UT-6. RESET BUSY BATCHES UT-7. FINANCIAL FORMAT MAINTENANCE UT-8. MASS CUTOFF DATE CHANGE UT-9. YEAR-END PROCESSING UT-10. YEAR END BACKUP / RESTORE UT-11. SUMMARY MAINTENANCE UT-12. MASS ACCOUNT DELETION APPENDICIES APPENDIX I SAMPLE ORGANIZATION APPENDIX II SUB-TOTALS ON SCHEDULES APPENDIX III INVENTORY ACCOUNTS APPENDIX IV BUDGETS APPENDIX V MASS COPY PROCEDURES APPENDIX VI TRANSACTION PROCESSING & POSTING APPENDIX VII ALLOCATIONS APPENDIX VIII ID CENTER SECURITY APPENDIX IX STANDARD CONVENTIONS MENU HOPPING DATE PROMPTS REPORT DELIVERY APPENDIX X STEPS TO CREATE AND RUN FINANCIAL STATEMENTS APPENDIX XI SAMPLE REPORTS GL 32 TRIAL BALANCE GL 33 GENERAL LEDGER GL 35-2 ACCOUNT GL 35-3 ACCOUNT SUB-TYPE GL 36-7 MARGIN REPORT APPENDIX XII PERIOD END PROCESSES APPENDIX XIII TRAXREPORT

5 General Ledger Introduction Page - iii GENERAL LEDGER OVERVIEW The General Ledger module offers users the financial analysis and flexibility normally available only on larger mainframe computers. It is powerful, yet easy-to-use. The G/L is based on a number of inter-related Master files, date sensitive transaction files, and an ID CENTER file, which is used to support the multi-company/subsidiary/departmental concepts. Master files comprising the chart-of-accounts store Current and Prior Years financial and budgeting information as well as a number of flags and codes that allow flexible financial reporting. Transaction files retain all posting information and are used to define the structure of the account number (e.g. company, profit center, department) for a particular organization. There are no rigid account numbering schemes, predefined roll-up methods, fixed fiscal periods or set approaches to cost allocation. The G/L provides the means for handling each organization's unique requirements. The user simply defines their unique information needs - needs that may vary for each subsidiary or company within the organization. The system allows the organization to consolidate selected companies and divisions, so that intermediate statements can be generated, as well as allowing consolidation of all member companies and divisions for final statements. As a general rule, different companies are placed into different datasets. Since all financial information is immediately available, the user may print prior period financial statements at any time. When an exclamation mark, (!), appears at the end of an option or field, the <HOME> key is available and will display a window of valid options. You can key in the sequence number associated with the item with you wish to use. Example screen below indicated the ACCOUNT NUMBER, FINANCIAL SUB-TYPE, REPORT SUB-TYPE and POPULATE WINDOW all have the look-up capabilities by depress the <HOME> key or when the field gets focus and window will appear on your screen. An example of this, as shown below on the right side, is when the <HOME> key was depressed when the cursor was in the ACCOUNT NUMBER field. The phrase, get focus, means when the cursor goes into a field. General Ledger Master A C C O U N T M A S T E R ACCOUNT NUMBER...! SNACK/POP SALES INCOME DESCRIPTION...: TYPE...: FINANCIAL SUB-TYPE...! REPORT SUB-TYPE...! STOP-POST?...: TRACK QUANTITIES?...: ALTERNATE SEQUENCE...: SUMMARIZE REPORT BY DAY?.: SUMMARIZE BATCH BY DAY?..: SUMMARIZE POST BY DAY?...: POPULATE WINDOW...!

6 General Ledger Introduction Page - iv GENERAL LEDGER DATA FILES The General Ledger makes use of various Master files or data files. These include: ID Center Master Account Master Account Sub-Type Master Allocation Master Budget/Model Balances Prior Years Budget Balances (optional by ID Center) Prior Years Balances Transaction Batches Transaction Files ID Center Master File The ID CENTER MASTER allows the General Ledger to support a multi-company/multi-branch organization. Each company (or branch or division) is assigned its own ID CENTER number - information is stored on this separate ID Center file. Refer to Appendix I, SAMPLE ORGANIZATION for an illustration of various ID Centers within a company. Complete financial reporting is available for each ID Center. For each ID Center, the following information is stored: Name and Address Cutoff Date (used to close an accounting period from accepting further transactions) Retained Earnings Account for year-end processing Account Master File The ACCOUNT MASTER file contains only transactional based accounts from which the daily activity and financial reporting is generated. Transaction File Following the execution of program GL42 POST MASTER-BATCH all posted transactions are moved from the Master-Batch (Transaction Batch # 0) to this file where they may be used to produce the General Ledger transactions. Each transaction record contains the following information: Account Number Journal Source Date Transaction Description Reference Amount Quantity

7 General Ledger Introduction Page - v Budget Balances This file contains one record for each Account Master defined in the system. Balances File Period balances are stored on a monthly basis to allow the system to quickly calculate balances and/or financial information. Each Balances record contains the following information: Account Number Period Balances (up to 13 periods per fiscal year) Transaction Batch Files Up to 99 transaction-batches may be defined. Each batch contains transactions that have been entered (or generated, using Allocations) but not posted. Each transaction record contains the following information: Account Number Journal Source Date Transaction Description Reference Amount Quantity

8 General Ledger Introduction Page - vi Allocation Master File This file contains the information necessary to automatically generate certain types of transactions. These transaction types include Fixed Amount, Fixed Percentage, or Variable Percentage. (Refer to Appendix VII, ALLOCATIONS). For each Allocation Definition the following information is stored: Allocation Sequence Number Transaction Type Transaction Description Reference Allocate-To Account Number Contra Account Number Allocation Type ("A" = Fixed Amount, "P" = Fixed Percentage, "V" = Variable Percentage) Base Account Number (if applicable) Amount (if applicable) Fixed Amount of Percentage (if applicable) Divide Account Number (if applicable) Divide-By Account Number (if applicable)

9 General Ledger Introduction Page - vii RECOMMENDED START-UP PROCEDURES Getting Started The following procedures should be followed to initially set up the General Ledger (G/L): It is essential that the existing G/L be in balance prior to converting to this G/L. A trial balance and financial statements must be generated on the old system to be used later for balancing with the new system. It is suggested that the trial balance and the statements be printed immediately after a period-end to ensure a valid comparison between the old and new G/L. Defining the Data Files Define G/L Options Use program GLUT-2 G/L OPTIONS to choose General Ledger options that best suit your needs. ID Center Definition ID Centers are used to identify each level of reporting. The ID CENTER number prefixes the 8- DIGIT ACCOUNT NUMBER to identify each account as belonging to a unique Chart of Accounts. An ID Center must be defined for each level of reporting desired. Refer to Appendix I, SAMPLE ORGANIZATION, which describes how to number each ID Center to match the required organizational structure. Before entering data into the system, plan the ID numbering on paper. Read over the meaning of each ID CENTER parameter described in the manual under program GL11. ID CENTER MASTER - designs your own chart-of-accounts, and determines what parameters apply to each account (Asset, Liability, Equity, Income, Expense). Account Master Definition ACCOUNT MASTERS are normally numbered in a sequence according to the order they appear on Financial Statements or based on the users familiarity with account numbers from a prior general ledger system. Each Account Master is defined by a set of parameters, which include: Account Number Sub-Account Number Description Type (Income, Expense, etc.) Financial Sub-Type (User defined segmentation used for financial reporting) Report Sub-Type (User defined segmentation used for General Ledger and Trial Balance reporting) Stop-Post Flag (Used to stop ability to post in future) Track Quantities (Tells subsidiary systems whether to send quantities to GL) Alternate Sequence (Used to sequence accounts in a manner independent of the account number sequence) Summarize Report By Day (Combine like G/L codes on General Ledger Report) Summarize Batch By Day (Combine like G/L codes on batch update Report) Summarize Post By Day (Combined like G/L codes into one transactions when posting

10 General Ledger Introduction Page - viii into the database) Populate Window (Used to populate changes for an account at one time to many different ID Centers for the same account) Refer to Appendix I, SAMPLE ORGANIZATION, for suggestions on account numbering and an explanation of all account parameters. Before entering data into the system, plan your account numbering system on paper. Review the explanation of the various Account flags in program GL12 ACCOUNT MASTER, and determine which apply to each of your accounts. Loading the Data Files Enter the first ID Center into program GL11 ID CENTER MASTER. Use program GL35-1 ID CENTER LISTING to print out those centers that you have loaded - review the print-out for errors. Enter the chart-of-accounts for the first ID Center using program GL12 ACCOUNT MASTER. Use program GL35-2 ACCOUNT LISTING to print out Account Masters that have been loaded - review the print-out for any errors in parameter settings. Enter the Account Masters and their relationships for each of the remaining ID Centers. Refer to Appendix V, MASS COPY PROCEDURES, for detailed instructions on setting up Account Masters for multiple ID Centers. Set up Financial Statements using options GLUT-7 FINANCIAL FORMAT MAINTENANCE and GL34 FINANCIAL REPORTS. To set up a financial format that could be used by all profit centers or selected profit centers is done with the GLUT-7 FINANCIAL FORMAT MAINTENANCE. To create/run the reports you must us option GL34 FINANCIAL REPORTS. You can have several formats on this screen and you have the option to save different parameter setting to ease the running of the financial formats. See Appendix X for a more detail procedure to setting up financial statements. Print all Financial Statements to ensure that each has the correct format. Three methods are recommended for loading the files with start-up balances. The amount of information to be captured from the "old" system determines the procedure to use. Method A: Current and Prior Year Balances Set up the ID Centers with last year's fiscal and period dates. Run program GLUT-9 YEAR-END PROCESSING to create the last year balances, zero the current year balances (except for the balance forward for accounts which have been defined as balance forward accounts) and roll ID Center accounting period dates to the current year dates. You may now post the current year balances for all posting accounts by posting actual transactions or a summary for each period for an Account Master using programs: GL21 TRANSACTION ENTRY GL26 MERGE BATCHES GL42 POST MASTER-BATCH Refer to Appendix VI, TRANSACTION PROCESSING AND POSTING. Method B: Current Year Balances Only Set up all ID Centers with the current year fiscal and period dates. Use the "CHANGE G/L ACCOUNT BALANCES" program, as described in Method A,

11 General Ledger Introduction Page - ix to enter the balance forward balance for all posting accounts that require this balance. Current year period balances may be entered by posting actual transactions using the posting programs indicated in Method A. Method C: Single Starting Balance in the Current Period Set up all ID Centers with the current year fiscal and period dates. Determine the opening balance for each posting account from the trial balance of the old system. Post this operating balance to the new system using the posting programs indicated in Method A. After the data files have been loaded, you must print a trial balance and financial statements to ensure that the new system is in balance with the old system. Define Operator and Program Security Your system manager will set up the required security for the General Ledger, using the GUARDIAN security module. Daily Procedures Refer to Appendix VI, TRANSACTION PROCESSING AND POSTING for the methods of entering and reporting the amounts to be posted to the Account Masters. Timesaving features allow recurring and allocation transactions to be automatically generated. All G/L reports (including various Financial Statements) can be printed to hard copy or displayed on-screen by selecting Device #5. Budget balances can be entered at any time through program GL15 BUDGET MASTER MAINTENANCE. Refer to Appendix IV, BUDGETS for a detailed explanation of the Budgeting process and the method of loading the forecasted balances. Period-End Procedures Typically, the period-end procedures include: 1. Generate Allocation transactions defined for posting at period-end 2. Merge all batches to the Master-Batch (Batch #0) 3. Post the Master-Batch to the General Ledger 4. Print a Trial Balance 5. Print General Ledger report for that period 6. Print required Financial Statements, as well as any budgets To close the accounting period, enter the ID Center cut-off date using program GL11 ID CENTER MASTER. This prevents entry of transactions dated prior to the cut-off date. To change the cutoff date for a range of ID Centers, use program GLUT-8 MASS `CUT-OFF DATE' CHANGE. Year-End Procedures All Year-end Processing is performed by program GLUT-9 YEAR-END PROCESSING. The functions performed for all ID Centers where YEAR-END PROCESSING OK = Y are as follows:

12 General Ledger Introduction Page - x 1. For all balance-forward accounts, the current year YTD Balances are rolled into Balance Forward (Assets, Liabilities, and Equities) for the first month of the next fiscal period. 2. The "NET INCOME" account YTD balance is posted to the "RETAINED EARNINGS" balance-forward balance(if account numbers were entered in the ID Center Master). 3. New periods balance files are issued for the new period. 4. Accounting Period Dates are rolled forward one year. 5. The YEAR END PROCESSING OK flag is re-set to "N" for those ID Centers participating in year-end procedures.. For further information on year-end processing, refer to the program GLUT-9 YEAR-END PROCESSING.

13 General Ledger User's Guide Page - 1 U S E R ' S G U I D E Written with the operator in mind, this section of the User's Guide contains detailed instructions for each General Ledger program. When displayed on-screen, the General Ledger system appears as a menu. Various programs are listed on this main menu. Each General Ledger program is identified by a program number. To access a program, enter the number of the desired program. When the operator exits a program, the system displays the main General Ledger menu. For Standard Conventions (common keystrokes, prompts, printer use, cursor movement, etc.) used in every program refer to Appendix IX, STANDARD CONVENTIONS. For an explanation of the menu-hopping feature used throughout the General Ledger system, refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping.

14 General Ledger User's Guide Page - 2 GENERAL LEDGER MENU INSTRUCTIONS This menu is used by the operator to select the desired General Ledger program. CHOICE Enter an option number as shown on the screen. Upon exiting a given General Ledger program, the system will return to this main menu. Enter "E" to return to the main AgTrax menu.

15 General Ledger File Maintenance Page ID CENTER MASTER INSTRUCTIONS This program is used to Add, Delete, Inquire or Change ID Center Masters and their parameters. Be sure that you are in the proper mode (Add, Change, Delete, etc.) to insure you are allowed to accomplish your tasks. You should review the hierarchical structure of your company and its divisions, branches, etc before entering any ID Centers (refer to Appendix I, SAMPLE ORGANIZATION). When adding new ID Centers, it is important that information is entered into all data fields on-screen. A feature is available which enables the user to COPY the information contained in one ID Center to be copied into other ID Centers. An ID Center cannot be deleted if an 8-DIGIT ACCOUNT NUMBER exists for that ID center number. FUNCTION (A/C/D/I/E)? Enter one of the following: A - ADD an ID CENTER MASTER record. C - CHANGE an ID CENTER MASTER record. D - DELETE an ID CENTER MASTER record. I - INQUIRE an ID CENTER MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". ID CENTER Enter a ID CENTER number. Only the left-most significant digits need be entered as the number is

16 General Ledger File Maintenance Page - 4 automatically right-filled with zeroes; that is, if you type 11 and press <ENTER>, the ID Center number would appear as The <HOME> key is available for this field. To view any existing ID Centers, press <ENTER>. The first ID Center will appear on-screen. To view the next ID Center, press <ENTER> again. To exit the program, position the cursor at the Function prompt and type "E". DESCRIPTION Enter the NAME of the ID Center. The system allows up to thirty-five characters. ADDRESS Enter the ADDRESS for this ID Center. The screen allows for three lines of text, with 30 characters per line. CUTOFF DATE Enter the transaction CUTOFF DATE for this ID Center; or press <ENTER> for the default no cut-off date. Transactions cannot be posted prior to this cut-off date. This cut-off field provides a means to close an Accounting Period (or periods) and prevent further transaction postings. After an accounting period is closed, enter the date of the first day of the new period. This cut-off date can be changed for a range of different ID Centers in one step, using program GLUT-8 MASS CUTOFF DATE CHANGE. RETAINED EARNINGS Enter the G/L MASTER number of the RETAINED EARNINGS account, to be used for automatic year-end income closing. When year-end processing programs are run, the system takes the NET INCOME $ value (net of Income and Expense) and transfers that value into this RETAINED EARNINGS account. Any Account number entered must be of a type other than Income or Expense.

17 General Ledger File Maintenance Page ACCOUNT MASTER INSTRUCTIONS This program is used to Add, Delete, Inquire or Change Account Masters and their parameters. Be sure that you are in the proper mode (Add, Change, Delete, etc.) to insure you are allowed to accomplish your tasks. The Account Master screen can display its account balances for the past two years with associated Quantities (if any). These balances can be displayed by hitting the <END> key (End key on most keyboards). You may lookup an account number by simply hitting the <HOME> key to display active accounts. FUNCTION (A/C/D/I/E)? Enter one of the following: A - ADD an ACCOUNT MASTER record. C - CHANGE an ACCOUNT MASTER record. D - DELETE an ACCOUNT MASTER record. I - INQUIRE on an ACCOUNT MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". ACCOUNT NUMBER Enter the ID Center number in the first left half part of the field or lookup the account number by hitting the <HOME> key. ** Note -only the left-most significant digits of an ID Center need to be entered, the system will right-filled

18 General Ledger File Maintenance Page - 6 with zeros (by typing 11 and <ENTER>, the system will display ). Enter an 8-DIGIT ACCOUNT NUMBER in the right half part of that field (The 8-DIGIT ACCOUNT NUMBER will consist of two parts - therefore to load # , you might have to enter 1234 and <ENTER>, then 5678 and <ENTER>. Only the left-most significant digits of each part need be entered, as each part is right-filled with zeroes). Upon entry of an 8-DIGIT ACCOUNT NUMBER, one of two things will happen; 1. The account already exists. Any account balances and parameters are displayed. 2. The account does not exist. A line (made of cursor squares) appears on-screen, awaiting the entry of a description for that Account Master (such as ACCTS RECEIVABLE). NOTE The following search feature is present in any program where an account lookup is available. The <HOME> key is available for this field. Operators may shorten their search in one of two ways. 1. Enter the ID Center number portion of the General Ledger account prior to touching <HOME>. The search window will start with GL accounts defined in that ID Center. 2. After touching <HOME> type up to 10 characters at the prompt for SEQUENCE #. The search window will display all GL account masters with a match for the characters entered. If you are in inquire mode and have filled in the field label ACCOUNT NUMBER, an option is available to look at the month totals by pressing the <SEL>ect key. This is equivalent of doing GL43 ACTUAL/BUDGET BALANCE INQUIRY using the default values. While in Add mode, the ID Center number is retained after the account has been added. You can change the ID CENTER number any time before added another GL Master. DESCRIPTION This field does not have a visible header. If blank, it appears as a series of blocks to the right of the ID Center / Account Master number. Enter an ACCOUNT DESCRIPTION (35 characters maximum). TYPE Enter a single character to indicate the TYPE of this account. Choose from the following: A - ASSET L - LIABILITY E - EQUITY I - INCOME X - EXPENSE Or depress <ENTER> for default "A" (assets). Liability, Equity and Income account balances normally are printed on Financial Reports with the sign reversed. You must flag these transactions to reserve the sign when setting up financial report forms using GLUT 7 FINANCIAL FORMAT MAINTENANCE when in SEQUENCE mode, since these accounts normally contain credit balances. Note the following is not a mandatory field for the Account Master. FINANCIAL SUB-TYPE

19 General Ledger File Maintenance Page - 7 REPORT SUB-TYPE If a sub-type is selected, it must first be established by GL13, ACCOUNT SUB-TYPE MASTER. This will create a totaling line for the appropriate reports for all like SUB TYPEs for each account types. The Financial sub types will be used on Gross Margin Statements, Income Statements, Balance Sheets and G/L summary. The Report Sub Types will be used on Trial Balance and General Ledger reports. This will have an effect on what order the accounts are printed. The <HOME> key is available for these fields. STOP POST This field is set to STOP POST = N at the time of creating the Account Master. Enter "Y" to prevent any further transaction posting to this posting account; or depress <ENTER> for default "N". This would be to prevent postings to Posting Account A, since you were planning to replace it with postings to Posting Account B. TRACK QUANTITIES When this flag is set to NO, quantities post in other modules will still be posted to the general ledger database but the quantities will not be printed on reports nor displayed to the screen. When the flag is set to YES, quantity fields with in the general ledger module will be accessible, printed on reports and displayed to the screen. Turning this flag on, to YES, you might see quantities appearing on the screen and on reports even though you have not entered any quantities yet. Please reread the first line sentence for an explanation why this can happen. This field is set NO at the time of creating the Account Master. ALTERNATE SEQUENCE This will allow you to place an eight-digit value on an account master to be used for Financial Statements. SUMMARIZE REPORT BY DAY This field is set YES at the time of creating the Account Master. Left at YES, any entries to this account will be condensed to one line item in GL259G/L Batch Report). When set to NO the GL33 GENERAL LEDGER REPORT or GL25 G/L BATCH REPORT will print each document number that was posted, provided the following two prompts are set to NO. SUMMARIZE BATCH BY DAY This field is set YES at the time of creating the Account Master. If this option is set to NO and the SUMMARIZE POST BY DAY option is set to NO the GL25 BATCH REPORT will print each document number that was posted to this account and allow you to drill down on transactions on the terminal. If this flag is set to YES it will combine all transaction with like, G/L Accounts, transaction date, transaction type, and the internal posting time and date stamp. The internal posting time and date stamp gets applied when an update is done in a module. This flag is used anytime a subsidiary update is run, i.e. order entry, commodity accounting,

20 General Ledger File Maintenance Page - 8 SUMMARIZE POST BY DAY This field is set YES at the time of creating the Account Master. With this option set to NO, detail records, tickets, journal numbers etc., are posted to the General Ledger database; this could cause extensive disk space usage. It is not recommended to have this option set to NO on your automatic posting accounts, i.e. Accounts Receivable, Cash account masters. Set this option to NO only on accounts you wish to track documents that are posted to an account master. With this option set to YES, it will summarize postings made to the general ledger database. This flag is used only on GL42 POST BATCHES program and will combine all transaction by G/L Accounts, transaction date, transaction type, and the internal posting time and date stamp. The internal posting time and date stamp gets applied when an update is done in a module. NOTE: In order to have a drill down affect all the way to ticket level in GL41 TRANSACTION INQUIRY, both SUMMARIZE BATCH BY DAY and SUMMARIZE POST BY DAY flags must be set to NO. POPULATE WINDOW The above screen appears when the cursor is in this field when the Function is in ADD or CHANGE mode. This screen allows the operator to change all selected ID CENTERS to match how the current screen is set.

21 General Ledger File Maintenance Page - 9 ACCOUNT BALANCE DISPLAY

22 General Ledger File Maintenance Page ACCOUNT SUB-TYPE MASTER INSTRUCTIONS This program is to add, change, delete, and inquire on account sub types. An account sub type may be attached to an Account Master by GL12 ACCOUNT MASTER. This will allow account masters to be grouped together for financial statement, general ledger and trial balances. FUNCTION (A/C/D/I/E)? Enter one of the following: A - ADD an ACCOUNT SUB TYPE MASTER record. C - CHANGE an ACCOUNT SUB TYPE MASTER record. D - DELETE an ACCOUNT SUB TYPE MASTER record. I - INQUIRE on an ACCOUNT SUB TYPE MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". ACCOUNT TYPE Enter a single character to indicate the TYPE of this account. Choose from the following: A = ASSET L = LIABILITY E = EQUITY I = INCOME X = EXPENSE Or depress <ENTER> for default "A" (assets).

23 General Ledger File Maintenance Page - 11 ACCOUNT SUB TYPE This field does not have a visible header. Enter a code to represent a grouping of account numbers (3 characters maximum) by account types. This will create a totaling line for the account numbers on reports. If you key in a value between 0 to 99 then the program will right justify your number. If zero is used the, it is displayed as blanks. The <HOME> key is available for this field. DESCRIPTION This field does not have a visible header. Enter a DESCRIPTION (29 characters maximum). PRINT ORDER This field does not have a visible header. Enter a numeric value equal to or less then 999. When requesting reports by SUB TYPE, the SUB TYPEs will be sorted by this value.

24 General Ledger File Maintenance Page MASS ACCOUNT LOADING INSTRUCTIONS This program allows the user to perform a COPY of the Account Masters and related records (individually or a range) from one ID Center to another. When copying a group of Account Masters from one ID Center to another, account parameters are copied. Account balances are not copied. This mass-copy feature encourages the setting up of a standard Chart of Accounts, which may be copied to new ID Centers whenever required. This feature is useful for companies, which have a number of similar divisions or departments. Benefits of using a standard Chart of Accounts include: a) Much less operator input time. b) A standard account numbering scheme for the entire organization. Refer to Appendix V, MASS COPY PROCEDURES. OK TO COPY?. FUNCTION (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N". SOURCE ID CENTER Enter the ID Center, which contains the Account Masters to be copied.

25 General Ledger File Maintenance Page - 13 The <HOME> key is available for this field. Depress <UP ARROW> to return to the FUNCTION prompt. DESTINATION ID CENTER Enter the ID Center, which is to contain the copied Account Masters and related records. This ID Center must be created in GL11 ID CENTER MASTER. The <HOME> key is available for this field. FROM ACCOUNT NO TO Enter the 8-DIGIT ACCOUNT NUMBER range to be deleted or copied or depress <ENTER> for default "ALL". INCLUDE STOP-POST ACCOUNTS If an Account Master in the SOURCE ID CENTER is flagged not to allow posting and yet you wish to copy it across to the new DESTINATION ID CENTER change this flag setting to YES. Normally this setting should be set to NO.

26 General Ledger File Maintenance Page BUDGET MASTER MAINTENANCE INSTRUCTIONS This program allows the user to maintain budget values. Several thoughts for using this program: 1) Where budget figures are manually loaded, the COS amount can be calculated and updated at the same time. In situations where several sales accounts are tied to the same Gross Margin Header record with one COS account, choose one of the sales accounts and enter total budget figures for the group to that single account. 2) If budget figures already exist on the sales accounts, use GL15 to only calculate the COS amounts. 3) This could be used in conjunction with GL16. Use GL16 to mass maintain budget amounts based upon a prior periods actual or budget. Then use GL15 either to calculate all COS budget amounts or maintain exceptions. 4) These same guidelines hold true for mass maintenance of Cost of Sales. This feature allows the operator to calculate Cost of Sales for a single sales account all ID Centers where the sales account exists. NOTE: Be sure to key credit balance accounts with a negative sign before or after the value you wish to have for this account. NOTE: Do not use the same COS account for several sales accounts if a budget is to be entered for each of those sales accounts. The System replaces any amounts on the COS account each time this program is run. Between each entry the System will retain the sales and cost of sales General Ledger numbers. Where an operator is keying multiple budget numbers for accounts in the same ID Center, they touch <ENTER> through as much of the account number as desired only changing the portion needed to access the next account to be maintained.

27 General Ledger File Maintenance Page - 15 SCREEN OK (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N". BUDGET YEAR Key in the 4-digit year of the last month for the fiscal year you want to work with ACCOUNT NUMBER Key in the account number you wish to work with. The <HOME> key is available for this field. CALCULATE COST OF SALES To have the System calculate a Cost Of Sales budget dollar amount answer YES. Otherwise, accept the program default of NO. When entering budget amounts for Other Operating Income accounts the operator will probably want to leave this prompt defaulted to NO. NOTE The following two prompts are by-passed when this prompt is set to NO or MASS. COST OF SALES ACCOUNT Key a General Ledger account number to record the COS budget amounts for the previously entered ACCOUNT NUMBER. As a suggestion use the Inventory Change Account that would be associated with the Sales account(s) on a Gross Margin header record. The <HOME> key is available for this field. MARGIN PERCENTAGE Enter the anticipated margin to be made for this commodity. A margin of fifteen percent would be entered as The following screen will appear after the GL15 BUDGET MASTER MAINTENANCE initial screen has received Y for YES on the SCREEN OK prompt or after answering initial screen prompts. If you press the <INS>ert key while the cursor is in the first period, the amount in the first period will be divided by 12 and this value will be placed in the each of the twelve periods for both the amount and quantity. When you key an E on the SCREEN OK option it will return you to the main General Ledger menu screen. When you key a Y on the SCREEN OK option it will return you to ACCOUNT NUMBER.

28 General Ledger File Maintenance Page - 16 The following Budget Mass Maintenance window will display when MASS is selected at CALCULATE COST OF SALES. COS ACCOUNT NUMBER Enter the last eight digits of the Cost of Sale number. In most cases this will probably be the purchase account. MARGIN PERCENTAGE Key a margin percentage that is anticipated for this sales item.

29 General Ledger File Maintenance Page - 17 SCREEN OKAY Choose one of the following responses. Y = YES Accept window settings and return to main screen N = NO Maintain COS ACCOUNT NUMBER or MARGIN PERCENT. E = END Exit the window with no action taken. S = SEQ Enter the sequence number of a line to toggle the CALCULATE column. <END> All sequences may be toggled at one time by touching the <END> key. NOTE Dollar amounts in the SALES or COS columns may not be maintained at this time.

30 General Ledger File Maintenance Page MASS BUDGET MASTER LOADING INSTRUCTIONS This program gives users a quick method to load budget information based upon a prior year s actual or budget amounts; provided the new budget is to be changed by a set percentage or dollar amount. SCREEN OK?(Y/N/E/S/D) Enter one of the following: Y - YES, the screen is correct and continue processing N - NO, the screen is incorrect and modification to the parameters is permitted E - END the program and return to the previous menu S -SAVE the parameters and you need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D - DELETE will delete the parameter setting shown in the upper right hand corner of the screen. page - <PAGE UP> or <PAGE DOWN> key through the different saved parameters XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N". The <HOME> key is available for this field to display the different parameter settings. SOURCE BALANCES

31 General Ledger File Maintenance Page - 19 Key A to use an Actual fiscal year data to create a budget from or B use a previous Budget as the bases. SOURCE PERIOD FROM TO Key in two digit month and four-digit year in which you wish to use as the date period to create a new budget records for the Destination Year. DESTINATION YEAR What four-digit fiscal year do you wish to create a budget for? If a budget record already exists, this program will replace the existing budget record. CHANGE AMOUNT? Key Y for Yes to change budget Amount or N not to change budget amount. AMOUNT CHANGE TYPE Enter one of the following: P - PERCENT A - AMOUNT CHANGE BY? Enter the percentage or amount by which the destination balances are to be increased or decreased. Normally budgets are not created for balance sheet items. Balance sheet items are Assets, Liabilities, and Equity. Ending Inventory, some times referred to as Inventory, is an Asset item and thus, is not normally a budget item. Budget values are normally done on Sale and Expense items, Income Statement related items. Other Income and Services are considered as Sales. Ending Inventories and Changes In Inventory accounts are also not normally budgeted. If you are using the percentage method to calculate new budget values, the percentage value you key in will be a net change value. If you key in 25%, then the calculation will be 125% of the amount you are referring to, i.e. the referred value is $1000 the new posted amount will be $1250. You may also use a negative value, i.e. 10% will calculate to 90% of the reference value. The same thought is when you key 0%, it displays as BLANK when you exit this field, but it will bring 100% of your reference value to budget. To zero out a budget value key a 100%. When using the AMOUNT CHANGE TYPE of A, AMOUNT, be sure to sign the amount you are keying in this filed with the correct sign. I.E. to increase accounts that are sales key a negative value because sale accounts normally have a credit balance. See the table below for assistances Account Type Normal balance How to increase value BUDGET Sales, Other Income, Services Credit Key a negative value YES Expenses Debit Key a positive value YES Assets Debit Key a positive value NO Liabilities Credit Key a negative value NO

32 General Ledger File Maintenance Page - 20 Equity, Ownership Credit Key a negative value NO Inventory Change Accounts NO Purchases Debit Key a positive value YES Be careful of contra accounts, they carry the opposite values then the normal accounts do, some examples of contra accounts are listed below. You normally would not budget to these accounts. Account Name Account Classification Normal balance Reserves for Bad Debts Asset Credit Accumulated Depreciation Asset Credit CHANGE QUANTITY? Key Y for Yes to change budget Amount or N not to change budget amount. QUANTITY CHANGE TYPE Enter one of the following: P - PERCENT A - AMOUNT CHANGE BY? Enter the percentage or amount by which the destination balances are to be increased or decreased. A decrease is entered as a negative. If you are using the percentage method to calculate new budget values, the percentage value you key in will be a net change value. If you key in 25%, then the calculation will be 125% of the amount you are referring to, i.e. the referred value is $1000 the new posted amount will be $1250. To zero out a budget value key a 100%. ID CENTERS This window appears when the cursor is in the ID CENTER field. You can select the ID Center(s) that you wish to include on this calculation.

33 General Ledger File Maintenance Page - 21 SCREEN OK (Y/N/R/S/I/A) Enter one of the following: Y -YES the information on the screen is correct and continues processing. N -NO the screen information is incorrect and needs modified. R -RANGE enter a value for Beginning of File range to End of File range. S -SELECT enter a values for ID Centers you want included on the report. I -SINGLE enter a value for an ID Center you want included on the report. A -ALL this option will include all ID Centers on the report. Or depress <ENTER> for default "Y" which is for all ID Centers.

34 General Ledger File Maintenance Page - 22 ACCOUNTS This window appears when the cursor is in the ACCOUNTS field. You can select the account(s) that you wish to include on this calculation. SCREEN OK (Y/N/R/S/I/A) Enter one of the following: Y -YES the information on the screen is correct and continues processing. N -NO the screen information is incorrect and needs modified. R -RANGE enter a value for Beginning of File range to End of File range. S -SELECT enter a values for G/L Accounts you want included on the report. I -SINGLE enter a value for an G/L Account you want included on the report. A -ALL this option will include all G/L Accounts on the report. Or depress <ENTER> for default "Y" which is for all G/L Accounts.

35 General Ledger File Maintenance Page ALLOCATION MASTER INSTRUCTIONS This program allows the user to perform routine maintenance operations on Allocation Masters, which are used to generate transactions. These Transaction Types are: a) Fixed Amount Allocations (for transactions which occur on a periodic/regular basis) b) Fixed-Percent Allocations (used to re-allocate the balances already contained in accounts) c) Variable-Percent Allocations (used to re-allocate the balances already contained in accounts) Each Allocation Master is assigned an Allocation Number for identification and contains the information necessary to perform the calculations and transaction generation (including the offsetting entries). The numbers should be assigned in sequences according to when the allocations are to be generated (for example, monthly and quarterly). Refer to Appendix VII, ALLOCATIONS for examples of the many uses of allocations. Program GL23 ALLOCATION GENERATION allows the user to generate a group of transactions by entering a range of allocation numbers. The Account balances at the time of generation are used for the calculations of Percent Allocations. The balance may be the sum of a user-specified range of period balances. NOTE: When using Type V, Variable Percent Allocation, the mathematical operation is the Divide Account amount divided by By Account amount then multiple the Base Account amount. This value is then posted to the Allocate to account number and the offsetting posting to the Contra account Number. When using Type P, Fixed Percent Allocation, the mathematical operation is the Base Account amount multiplied by Amount/Percentage percentage. This value is then posted to the Allocate to account number and the offsetting posting to the Contra account Number. When using Type A, Fixed Amount Allocation, the Amount/Percent value is posted to the Allocate to account number and the offsetting posting to the Contra account Number. Remember sign the Amount/Percent amount as needed to be post to the Allocate to account number.

36 General Ledger File Maintenance Page - 24 FUNCTION (A/C/D/I/E)? Enter one of the following: A - ADD an ACCOUNT MASTER record. C - CHANGE an ACCOUNT MASTER record. D - DELETE an ACCOUNT MASTER record. I - INQUIRE on an ACCOUNT MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". ALLOCATION NO. Enter an eight-digit number, which uniquely identifies this Allocation Master. Use a range of sequence numbers for transactions, which are to be generated together. The <HOME> key is available for this option. **NOTE:The following three fields will be entered into the transactions generated from this Allocation definition using program GL23 ALLOCATION GENERATION. TRANSACTION TYPE Key one of the following valid codes. If you press <ENTER> A for Accrual will default. A ACCRUAL(which will be reversed in the next period if within the same fiscal year.) G G/L ENTRY(no reversing entry.) Default value is A for Accrual. REFERENCE(2) You may enter a REFERENCE of up to twenty-five characters for each field. ALLOCATE-TO NO. Enter the G/L Master of the posting account, which is to contain the generated transaction. The <HOME> key is available for this field. CONTRA NO. Enter the G/L Master of the posting account, which is to contain the generated reversing entry transaction. The <HOME> key is available for this field. TYPE (A/P/V)? Enter one of the following: A - Fixed Amount Allocation P - Fixed Percent Allocation V - Variable Percent Allocation Default value is P for Fixed Percent Allocation. or depress <ENTER> for default "A".

37 General Ledger File Maintenance Page - 25 AMOUNT/PERCENT When TYPE is an A, Fixed Amount Allocation, enter the amount with the sign as it is to appear in the Allocate-To Account. When TYPE is a P, Fixed Percent Allocation, enter the percentage you wish to post to the Allocate-To Account. BASE ACCOUNT NO. (TYPE) Enter one of the following: S- Summary R Regular This field is not active when Type option is set to A for Amount. Default value is S for Summary. BASE ACCOUNT NO. (ACCCOUNT) This field is not active when Type option is set to A for Amount. The <HOME> key is available for this field. DIVIDE ACCOUNT (TYPE) Enter one of the following: S- Summary R Regular This field is active when Type option is set to V for Variable Percent Allocation. Default value is S for Summary. DIVIDE ACCOUNT (ACCCOUNT) This field is active when Type option is set to V for Variable Percent Allocation. The <HOME> key is available for this field. BY ACCOUNT (TYPE) Enter one of the following: S- Summary R Regular This field is active when Type option is set to V for Variable Percent Allocation. Default value is S for Summary. BY ACCOUNT (ACCCOUNT) This field is active when Type option is set to V for Variable Percent Allocation. The <HOME> key is available for this field.

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39 General Ledger Daily Activity Page TRANSACTION ENTRY INSTRUCTIONS This program allows the user to add, search for, change and delete G/L Transactions for a Journal Source in a Transaction-Batch, Transactions may be entered into any authorized Batch, numbered Normally, batch number 3 is used by our customer. Valid batch numbers are enabled by the user via program GLUT-5 BATCH CONTROL MAINTENANCE. The search feature allows transactions for a specific account number to be examined, changed and deleted. The Debit, Credit and Net Totals for the Batch Journal Source are displayed on the screen and updated following the acceptance of each financial transaction. Reverse accruals may be automatically generated by using the Journal Source code "ACC". Accrual-Reversal amounts and quantities are not included in the Journal Source Total. Exit from the program is permitted only if the Journal Source is in balance. Extensive validation prevents entry of incorrect data. All additions, changes and deletions are reported on the Transaction Journal for the Batch, which may be printed following the normal exit from this program. The only restriction you have in entering batches is that you cannot back date an entry more than one fiscal year back. This means you can enter G/L entries in your new fiscal year without having done a yearend process on your last fiscal year, and you can make entries to your last fiscal year after you have done a year-end. A flag setting in GLUT-2, G/L 21 DEFAULT DISPLAY ORDER, controls the order in which the transactions are placed to the screen and printed on the report. NOTE: NOTE: NOTE: If using ACC type of transaction dated the last month of your fiscal year a reversing entry will be made in the 1 st month of your next fiscal year. Records that are imported into the System via 3 rd Party Interface programs may have the Reference 1 and Reference 2 fields maintained. The program does not ask for a printer device when exiting the program. Use the Batch Report to get a listing of entries. NOTE: In cell based if a batch is out of balance and you need to get out of the batch you can up arrow to the batch number prompt and change it to a batch that either has nothing in it or is in balance; then it will let you out. In TraxView on out of balance batch you can close the entire transaction entry window and click ok on the message and it will close and not leave the batch busy. BATCH NO.

40 General Ledger Daily Activity Page - 28 Enter a Transaction-Batch number of up to two digits into which transactions are to be stored. Refer to Appendix IX, STANDARD CONVENTIONS - Batch Number Entry for a detailed explanation of entry procedures and possible error messages. E - END the program The <HOME> key is available for this field.

41 General Ledger Daily Activity Page TRANSACTION ENTRY (Screen 2) INSTRUCTIONS Up to seventeen transactions are displayed on one screen. When adding or changing transactions, the transaction are place back to the screen by Type, G/L number, Date order. In the upper right hand portion of the screen, total debits and total credits are displayed. At the bottom of the screen it displays the difference between the debits and credits or what the total entries are out of balance. This balance, difference between debits and credits, must be zero to exit this program. It also displays net quantities. This balance, quantities, needs not to be zero to exit this program. Enter one of the following: <ENTER> - CHANGE transactions <DEL> - DELETE transactions <INSERT> - ADD new transactions <S> - SEARCH for text or an amount <HOME> - Repeat search <SELECT> - Rotate the screen display SEARCH FOR The cursor moves to the Search prompt. Enter a text string you wish to search for. Once you press the <ENTER>, it will start the search and continue to display the search string text. The system will load all entries into memory stopping at the last page. Touch <F3> to return to page 1. Press the <HOME> key to locate the first match of the search. Press <HOME> a second time to locate the next match, etc.

42 General Ledger Daily Activity Page - 30 NOTE: The G/L Batch Maintenance window appears when option of Change, Delete or Insert is selected. In DELETE mode OK TO DELETE? (Y/N/E): Enter Y to delete this line item transaction. Enter E to return to the previous window without deleting this line item transaction. Entering a N keeps the current window displayed. In CHANGE or INSERT mode TYPE Enter a TYPE. A = ACC for Accrual Entry G = GLR fro General Ledger Enter a special automatic Reverse Accrual Journal Source code "A" to automatically generate a reversing entry dated the first day of the following fiscal period. Two transactions, the accrual transaction and the reverse accrual transaction are generated as the result of this posting. The Accrual-Reversal amount is not included in the Journal Source Total. TYPE-SUBTYPE This prompt is maintained by the system and is for display only. ACCOUNT NUMBER Enter a G/L Master or depress <ENTER> for default of the previously entered ACCOUNT NUMBER. The <HOME> key is available for this field. TRANSACTION DATE

43 General Ledger Daily Activity Page - 31 Enter a valid date, six or eight digits in length. The system will default to the system date when in Insert mode for the first transaction. For subsequent entries, the DATE will default to the DATE of the previous transaction. The transaction date determines the period to which the transaction amount will be posted. A date prior to the ID Center Transaction Cutoff Date is disallowed. Entry of transactions dated in the forthcoming fiscal year is allowed. REFERENCE 1 REFERENCE 2 Enter a DESCRIPTION of up to twenty-five characters or depress <ENTER> for default of the previously entered description. TRANSACTION AMOUNT Enter a transaction AMOUNT of up to twelve digits including two decimal places and a negative sign if required. The AMOUNT is formatted and redisplayed in the proper dollar format. For whole dollar amounts, the decimal point and zeros need not be entered. NOTE All credit entries must be keyed with a negative sign. TRANSACTION QUANTITY Enter a transaction QUANTITY of up to fourteen digits including four decimal places and a negative sign if required. The QUANTITY is formatted and redisplayed in the proper dollar format. For whole quantities, the decimal point and zeros need not be entered. NOTE The sign of a quantity transaction (positive or negative) follows the sign of the dollar amount. Should a situation arise where these two need to be different, enter the dollar amount on one line and the quantity on a separate line. If the dollar amount is zero, you may key a negative before or after the quantity to post a negative, credit, quantity OK TO ADD?...(Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and continues processing. N - NO the screen information is incorrect and needs modified. E - END the program Or depress <ENTER> for default "END" initially or N if screen has need touched.

44 General Ledger Daily Activity Page ALLOCATION GENERATION INSTRUCTIONS This program enables the user to generate Allocation transactions using the Allocation Masters which were defined in the maintenance program GL17. ALLOCATION MASTER. The user may selectively generate a group of transactions based on a range of Allocation numbers. The transactions are placed into a Transaction-Batch, with a transaction date as specified by the user. The user may enter the Base Period Date range, which is used to determine the account balances for the Percent Allocation calculations. For Variable Percent Allocations, the dates define the "Divide Account" and "Divide-By Account" fiscal period balances which are added together prior to calculating the percentage. All generated Allocation transactions are printed on the Transaction Journal following the completion of this program. The balances used for calculations are as of the time of this generation. ID Center Security is in effect for all defined ID Centers. A transaction will not be generated unless the operator has been authorized for all ID Centers including the account numbers used for calculations. NOTES: If Allocation B is dependent on the result of Allocation A, then Allocation A must be generated and posted prior to generating Allocation B. When the allocation is ran for the last month of the fiscal year and any allocation that is ACC based, the reversing entry is not created for the 1 st day of the next month due to it being in a new fiscal year. Please make a GLR entry using option 21 in your new fiscal year to record any transactions you wish to carry over into your in new fiscal year. SCREEN OK?(Y/N/E/S/D) Enter one of the following: Y - YES, the screen is correct and continue processing N - NO, the screen is incorrect and modification to the parameters is permitted

45 General Ledger Daily Activity Page - 33 E - END the program and return to the previous menu S -SAVE the parameters and you need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D - DELETE will delete the parameter setting shown in the upper right hand corner of the screen. page - <PAGE UP> or <PAGE DOWN> key through the different saved parameters XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N". The <HOME> key is available for this field to display the different parameter settings. BATCH NO. Enter the Transaction-Batch number of up to two digits into which the transactions are to be stored. NOTE: Refer to Appendix IX, STANDARD CONVENTIONS - Batch Number Entry for an explanation of entry procedures and possible error messages. ALLOCATION NO. FROM ALLOCATION NO. THRU Enter an eight digit ALLOCATION NO. (as two four digit integers) or depress <ENTER> for default " ". TRANSACTION DATE Enter a valid TRANSACTION DATE, six or an eight digit date, in the FROM and TO fields; else depress <ENTER> for default of "ALL". Transactions whose dates fall outside of this DATE range will not be posted. The TRANSACTION DATE determines the accounting period to which the transaction amount will be posted. Normally this date will be the calendar month for which financial statements are being prepared. BASE DATE FROM BASE DATE THRU Enter the date as per the selected format or depress <ENTER> for default. The data range determines the range of period balances, which will be summed together prior to any calculations. The BASE DATE THRU will usually be the month-end date for which financial statements are being prepared.

46 General Ledger Daily Activity Page BATCH REPORT INSTRUCTIONS This program prints either all transactions in a Transaction-Batch or selected transactions in a Journal Source and date range, in the sequence they were entered into the Batch. Journal Source and Batch Debit, Credit and Quantity totals are printed. Account Numbers that do not exist on the Account Master file are flagged as INVALID ACCOUNTS. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. BATCH Enter a Transaction-Batch number of up to two digits.

47 General Ledger Daily Activity Page - 35 The <HOME> key is available for this field to display the different parameter settings. PASSWORD Where a Batch number has been Password protected the operator must successfully enter the password before the program will proceed. Batch numbers that are not Password protected the program by-passes the prompt. DATE RANGE Enter a six, MMDDYY, or eight, MMDDYYYY, digit date or depress <ENTER> for default. SUMMARIZE BY DAY? Consolidate data and the report of like ACCOUNT NUMBERS? by day. Enter one of the following options. Y YES, this is the default setting N NO M Masters, use the setting in GL12 ACCOUNT MASTER for each ACCOUNT NUMBER SUB-TOTAL BY DAY? Do you want the report generated by this program to create a subtotal for each accounting date? Enter one of the following options. Y YES N NO, this is the default setting Listed below is a same copy of the report created by this program. REPORT: GL250U G/L AUDIT FOR BATCH 3 PAGE: 1 TIME.: 15:35 09/25/2003 YOUR FIRM NAME DATE FROM: Beginning of File DATE TO: End of File TYP G/L NUMBER DATE REFERENCE 1 REFERENCE 2 DEBITS CREDITS QUANTITY ACC /12/ ACC /12/ GLR /25/ GLR /25/ ACC /27/2003 1, ACC /27/2003 1, *** GRAND TOTALS *** 1, , QUANTITY GENERAL LEDGER GRAND TOTAL RECAP TEST SALES TEST FOR ZERO BALANCE , TEST FOR REFERENCE COLUM TEST SALES , PROPANE SALES G/L GRAND TOTAL RECAP....00

48 General Ledger Daily Activity Page MERGE BATCHES INSTRUCTIONS The main function of this program is to move all G/L Transactions from a Transaction-Batch to the Master- Batch (Batch 0); however, it may be used to move any batch into any other batch A warning message appears if the Transaction Journal has not been printed for a Batch. The journal should be printed since following the successful completion of this merge, the Source Batch will be empty and the Destination Batch will have been augmented. The following conditions cause the termination of the merge and the Destination and all Source Batches to remain as they were prior to running this program: i. "E" to END is entered at either the DESTINATION BATCH or ANOTHER SOURCE BATCH prompt. ii. the Menu-Hop feature was used. iii. any Batch is out of balance. iv. any Batch contains a transaction with an account number of zeros (i.e. an invalid account number was generated). SCREEN OK (Y/N/E) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

49 General Ledger Daily Activity Page - 37 D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. DESTINATION BATCH Enter the DESTINATION BATCH NO. up to two digits to which the transactions are to be moved. The <HOME> key is available for this prompt to display the different defined batch numbers and their status. PASSWORD If the selected Batch Number is password protected the operator must successfully enter the password before they will be allowed to continue. SOURCE BATCH When this line gets focus, enter the batch number where the transactions are presently located. A lookup window is available to review all defined batch numbers and those containing transactions. Where a batch number may be in use by another operator it will be denoted as Busy with the Terminal session number of the operator who has it in use. PASSWORD If the selected Batch Number is password protected the operator must successfully enter the password before they will be allowed to continue. NOTE As soon as a batch number is selected for use as either a DESTINATION or SOURCE, it is locked until the merge is completed. No other operator may access that batch until the merge is done.

50 General Ledger Daily Activity Page - 38 REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

51 General Ledger Reporting Page CONTROL TOTALS INSTRUCTIONS This program is used to print a posting account summary by period for all (or a range of) ID Centers. The report can be generated on a fiscal year by keying a BALANC EFORWARD DATE. The report generates a grand total for all the ID Centers within the selected range. The report is used to ensure that the General Ledger system is in balance at any given time. If a period or an ID Center is not in balance, the Out of Balance amount will be displayed beside the Debit and Credit totals. It is recommended that this program be run after programs GL42 POST BATCHES. This program should also be used immediately after power failures or any hardware malfunctions that may have affected the General Ledger files. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

52 General Ledger Reporting Page - 40 ID CENTER... Enter ID CENTER number(s) in the standard selection window. depress <ENTER> for the default setting of ALL ID Centers. Limiting the ID Center numbers will more than likely cause a value to appear in the balance column. BALANCE FORWARD DATE The default value is your last fiscal year end date. If a month-end day other than a fiscal year end date is used, it will cause the balance forward line to be out of balance. The system will use the next twelve months past the BALANCE FORWARD DATE to recap on the report. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive or a CSV file. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. A sample of the report appears below

53 General Ledger Reporting Page TRIAL BALANCE INSTRUCTIONS This program is used to print a Trial Balance Report as of the end of any accounting period for all (or a range of) ID Centers. The user can report on any date range within the current fiscal year within the General Ledger database, as well as selecting financial accounts and quantities. The operator can also choose to include ID Center totals and accounts with zero balances. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

54 General Ledger Reporting Page - 42 ID CENTERS The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. ACCOUNTS The report may be generated for a specific General Ledger Account, range of Accounts or select Account. To ignore Account as a selection criterion touch <ENTER> for all records matching other criteria. DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. SORT ORDER The window below appears when this line gets focus. SORT 1 SORT 2 Select one of the options I = ID Center, with this option ID Centers are sorted together A = Account Number, all Account Numbers are sorted together. T = Account Type/Sub Type, All Account Types and Report Sub Types are sorted together. SUB TOTAL BY The first SUB TOTAL BY line will create a subtotal after the last transaction for the given sort type.

55 General Ledger Reporting Page - 43 The second SUB TOTAL BY is used only when the SORT Line has a T, ACCOUNT TYPE/SUB- TYPE, option selected. Select one of the options Y YES, sub total after each sort type. N NO, don t sub total after each sort type. CONSOLIDATE BY This option is only available when the Sort option is set to A, ACCOUNT NUMBER. This option will combine all ACCOUNT NUMBERS that are identical and create one figure per ACCOUNT NUMBER on the report. INCLUDE STOP POST Touch <ENTER> to accept the program default of YES to include any account(s) they may be flagged as STOP POST having a balance. Otherwise answer NO to exclude those accounts from the report. PRINT ZERO BALANCES Choice one of the following Y YES, to print accounts with zero balances N NO, do not print accounts with zero balances. This is the default setting PRINT QUANTITIES Choice one of the following Y YES, print quantities on the report. This is the default setting. N NO, do not print quantities on the report DOUBLE SPACE REPORT You my only double space the report if the option to print Quantities is set to NO. Choice one of the following Y YES, to print report leaving a blank line between accounts N NO, single space the report when printing the report. This is the default setting.

56 General Ledger Reporting Page GENERAL LEDGER REPORT INSTRUCTIONS This program prints a General Ledger Report for all (or a range of) ID Centers and Account numbers within a selected Date range. In addition, program options may be selected to include Period Totals, as well the exclusion of accounts with zero balances. A summary is printed for the selected range indicating the number of transactions printed, the transaction and account totals. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

57 General Ledger Reporting Page - 45 ID CENTERS The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. ACCOUNTS The report may be generated for a specific General Ledger Account, range of Accounts or select Account. To ignore Account as a selection criterion touch <ENTER> for all records matching other criteria. DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. SORT ORDER The window below appears when this line gets focus. SORT 1 SORT 2 Select one of the options I = ID Center, with this option ID Centers are sorted together A = Account Number, all Account Numbers are sorted together. T = Account Type/Sub Type, All Account Types and Report Sub Types are sorted together. SUB TOTAL BY The first SUB TOTAL BY line will create a subtotal after the last transaction for the given sort type.

58 General Ledger Reporting Page - 46 The second SUB TOTAL BY is used only when the SORT Line has a T, ACCOUNT TYPE/SUB- TYPE, option selected. Select one of the options Y YES, sub total after each sort type. N NO, don t sub total after each sort type. CONSOLIDATE BY This option is only available when the Sort option is set to A, ACCOUNT NUMBER. This option will combine all ACCOUNT NUMBERS that are identical and create one figure per ACCOUNT NUMBER on the report. INCLUDE STOP POST Touch <ENTER> to accept the program default of YES to include any account(s) they may be flagged as STOP POST having a balance. Otherwise answer NO to exclude those accounts from the report. SUMMARIZE BY DAY See GL12-ACCOUNT MASTER for a detail explanation of what this option does. If Account Master flags are set proper at time of GL42 POST BATCHES, documents numbers posted to the account can be printed on this report. Choice one of the following M MASTERS, use the setting from how the GL12 ACCOUNT MASTER is set for each account. This is the default setting. Y YES, to print report with totals for each account period N NO, print the report without a total for each accounting period. PERIOD TOTALS When the date range includes more than one accounting period, the program can create a total line after at the end of each accounting period totaling the accounting period transaction. Choice one of the following Y YES, to print report with totals for each accounting period N NO, print the report without a total for each accounting period. This is the default setting PRINT ZERO BALANCES Choice one of the following Y YES, to print accounts with zero balances N NO, do not print accounts with zero balances. This is the default setting PAGE BREAK BETWEEN ACCOUNTS Choice one of the following Y YES, to start a new page for each account N NO, do not start printing on a new page for each account. This is the default setting This prompt refers to the general ledger account number not including ID Center. Customers will probably only want to answer this YES when they are only printing detail for a specified or range of

59 General Ledger Reporting Page - 47 account numbers rather than printing the entire ledger. Where it page breaks by account number this could make for a huge report otherwise. When printing detail for selected account or range of accounts and want to page break between accounts it would probably be best to order the report by Account number in the sort 1 field of the sort order screen.

60 General Ledger Reporting Page FINANCIAL REPORT MENU INSTRUCTIONS This Financial Report menu program is used by the operator to select the desired Financial Report(s). This option is a job processor and you can run numerous financial reports. The financial format for reports are set up in GLUT-7 FINANCIAL FORMAT MAINTENANCE SCREEN OK?(Y/N/E/S/D) Enter one of the following: Y - YES, the screen is correct and continue processing N - NO, the screen is incorrect and modification to the parameters is permitted E - END the program and return to the previous menu S -SAVE the parameters and you need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. When saving a parameter, the only items saved are REPORT MONTH/YEAR, PRINT SCHEDULES, PRINT 0 ACCOUNTS and what report formats where selected. NOTE: If any new format(s) are saved to any parameter, these format(s) are saved to all parameters. So by design of this program, you need to have all formats that you plan to run on a regular bases saved and then select what reports you plan to use for a selected parameter. D - DELETE will delete the parameter setting shown in the upper right hand corner of the screen. REPORT MONTH/YEAR Key in the financial period, Month and Year, for the report(s) listed on the bottom portion of this screen. The default value is the current month and year for DEFAULT PARMS: otherwise this value is what was in this field when the parameter was saved.

61 General Ledger Reporting Page - 49 PRINT SCHEDULES? Choice one of the following Y YES, to print Schedules after the report is created. This is the default setting. N NO, do not print Schedules. PRINT 0 ACCOUNTS? Choice one of the following Y YES, to print zero balance accounts on the report(s). N NO, do not print zero balance accounts on the report(s). This is the default setting. FINANCIAL REPORTS Any reports defined in a previous program session are displayed on the screen. Report Column The Help Window below will appears on your screen and you must use one of the options.

62 General Ledger Reporting Page - 50 <INS>ert = Add report. When the <INSERT> key is depressed, the Report Maintenance window will appear on your screen. With the window you will be allowed to add a report by format number and select ID Center(s) for this report format. REPORT Key up to a four-digit number to tell the job processor what order this report is to be processed. FORMAT The <HOME> key is available to select what report format you wish to print. The report

63 General Ledger Reporting Page - 51 format was set-up in option GLUT-7 FINANCIAL FORMAT MAINTENANCE. You may also key the four digit format number you used when setting up the format. DESCRIPTION This will default to the description used when setting up this format. You may change this description. The text string in this field is placed in the middle of the report on the second line just below the company name. Maximum of sixty charters can be keyed. ID CENTER When this line gets focus a standard selection window will appear on your screen. This window will allow you to select a Range of ID Centers, multiple ID Centers, a single ID Center or all ID Centers. ID Center s keyed here will be used for the records in the format file that have the 7 0 s, , in the G/L code lines. Refer to GLUT7- FINANCIAL FORMAT MAINTENANCE for maintains of financial statement format file. Dashes - can be used as a wild card character for a space to be inclusive of all values for that position, I.E , would give you all ID Centers that have a 1 in the 4 positions. You may have more than 1 position having a character in it. I.E ID CENTER You can enter only one of the following options. The <HOME> is available all options. R Range, on line 01 enter the starting ID Center range you want this report for. On line 02 enter the last ID center you want this report for. S Select, you can select multiple ID Centers for this report. I Single, only one ID Center can be selected. N None, all ID Centers will be used. NOTE Dashes are used as wild card space. If you use this would select all ID Centers that start witch start with 01 and has a 2 in the 5 th position. See below table for example of what ID Centers would be used on the report. ID Center # Not Included Included Included Included Not Included Not Included By the same token, if profit center / location number for a particular branch is 020, a consolidated report for departments at that location may be generated by entering or TYPE Enter one of the following: I = Individual, print each ID Center as a stand-alone report. C = Consolidated, print only one report summarizing all ID Centers into one report B = Both, create Individual reports and a Consolidated report.

64 General Ledger Reporting Page - 52 TITLE Key in a name you wish to place on the report. The title will appear on the 3 line of each page centered, just below the Description. This field is only active then option C or B from Type is selected. Maximum of 60 characters can be entered. ADD? Y N E = Yes, Add this report to the job processor = No, the screen is incorrect in remain in a mode to modify parameters = End, stop processing this information and return to the previous window without saving the information. <DEL>ete This option will allow you to remove a report format from your job processor. DELETE? This window below will appear on your screen to allow you to delete a report from the job processor when you are on the line of the report you wish to delete. <ENTER> Enter one of the following Y = Yes, remove this report from this job processor N = No, Do not delete this format from the job processor and return to the previous screen. This option will allow you to modify parameters for the report line highlighted when the <ENTER> key was depressed.

65 General Ledger Reporting Page - 53 See option <INS>ert for details on this window. <SEL>ect By depressing the <END> key you will flag this report to run. You will see an asterisk, *, in front of the report number(s). <A> At SCREEN OKAY by keying an A it will flag all the report(s) to run. You will see an asterisk, *, in front of all the report number(s). <U> By keying a U at SCREEN OKAY it will un-flag all the report(s) from running. You will see the asterisk, *, removed from in front of the report number(s).

66 General Ledger Reporting Page - 54 This page was left blank intentionally

67 General Ledger Reporting Page MASTER FILE REPORT MENU INSTRUCTIONS The Master File Report Menu program is used by the operator to select the desired program. CHOICE Enter a program number as shown on the screen to activate the program. Enter "E" to return to the main GENERAL LEDGER menu.

68 General Ledger Reporting Page ID CENTER INSTRUCTIONS This program is used to print all (or a range of) ID CENTER Master file records. These ID Centers were originally defined in program GL11 ID CENTER MASTERS. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. ID CENTER The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. REPORT DELIVERY

69 General Ledger Reporting Page - 57 Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

70 General Ledger Reporting Page G/L ACCOUNT MASTER REPORT INSTRUCTIONS This program is used to print all (or a range of) Account Master file records (these were originally defined in program GL12. ACCOUNT MASTER). The operator can generate the report for a range of ID Centers and/or Account Master, as well select certain parameters to appear in the report. SCREEN OK?(Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

71 General Ledger Reporting Page - 59 ID CENTERS The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. ACCOUNTS The report may be generated for a specific General Ledger Account, range of Accounts or select Account. To ignore Account as a selection criterion touch <ENTER> for all records matching other criteria. BALANCE FORWARD ACCOUNTS ONLY Select on of the following options Y = YES, only Balance Sheet Accounts (Assets, Liabilities, Equity). N = NO, Only Income Statement Accounts (Income, Expense) B = BOTH, All Account Types or selected Sub Types from the next prompt. ACCOUNT TYPE This option is available only when BALANCE FORWARD ACCOUNTS ONLY is set to B. Select one of the following <BLANK> = ALL, this section will skip over the SUB-TYPE selection options and will print every Sub-Type. A = ASSETS L = LIABILITY E = EQUITY I = INCOME X = EXPENSE TYPE OF SUB-TYPE This option is available only when ACCOUNT TYPE is set to a choice other than ALL. Select one of the following R = Report F = Financial SUB-TYPE. This option is available only when BALANCE FORWARD ACCOUNTS ONLY is set to B and ACCOUNT TYPE is not set to ALL. The <HOME> key is available for both fields to display and select the different SUB TYPES. The report may be generated for a specific sub-type, range of sub-types or select sub-types. To ignore sub-type as a selection criterion touch <ENTER> for all records matching other criteria.

72 General Ledger Reporting Page - 60 STOP-POST ACCOUNTS ONLY This option will look at the Account Master file records (these were originally defined in program GL12. ACCOUNT MASTER) Select one of the following Y = YES, print only Account Master who is flagged as Y. N = NO, print only Account Master who is flagged as N. B = Both, Ignore this flag this flag setting. TRACK QUANTITIES: This option will look at the Account Master file records (these were originally defined in program GL12. ACCOUNT MASTER) Select one of the following Y = YES, print only Account Master who is flagged as Y. N = NO, print only Account Master who is flagged as N. B = Both, Ignore this flag this flag setting. ACCOUNT # & DESCRIPTION ONLY Select one of the following. Default value is NO. Y = Print account number & description only N = Print all account information PAGE BREAK BY ID CENTER Accounts selected to print on the report are sorted in account number order by ID Center. To create a page break between each ID Center answer YES. The program default value is NO. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

73 General Ledger Reporting Page G/L ACCOUNT SUB-TYPE REPORT INSTRUCTIONS This program is used to print all (or a range of) Account Master file records (these were originally defined in program "13. ACCOUNT SUB-TYPE MASTER"). The operator can generate the report for a range of Sub-Types for given Account Type, all Sub-Types for an Account Type or all Sub Types. SCREEN OK?(Y/N/E/S/D)! Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

74 General Ledger Reporting Page - 62 ACCOUNT TYPE: Select one of the following <BLANK> = ALL, this section will skip over the SUB-TYPE selection options and will print every Sub-Type. A = ASSETS L = LIABILITY E = EQUITY I = INCOME X = EXPENSE SUB-TYPE This option is available only when ACCOUNT TYPE is not set to ALL. The <HOME> key is available for both fields to display and select the different SUB TYPES. The report may be generated for a specific sub-type, range of sub-types or select sub-types. To ignore sub-type as a selection criterion touch <ENTER> for all records matching other criteria. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

75 General Ledger Reporting Page ALLOCATION MASTER REPORT INSTRUCTIONS This program is used to print all (or a range of) Allocation Master file records. The Allocations were originally defined in program "17. ALLOCATION MASTER. SCREEN OK? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. ALLOCATION NO. The report may be generated for a specific Allocation Number, range of Allocation Numbers or select Allocation Numbers.. To ignore Allocation Number as a selection criterion touch <ENTER> for all

76 General Ledger Reporting Page - 64 records matching other criteria. The <HOME> key is available as a lookup for all defined Allocation Numbers. PRINT ACCOUNT BALANCES? When the value of this field is set to NO the remainder fields on this screen are inactive. Select one of the following Y = YES, print accounts balance on the report. N = NO, do not print accounts balances. SUMMARY ACCOUNT DETAIL This field is only active when the PRINT ACCOUNT BALANCES field is set to YES. When this field is set to YES the ZERO BALANCE field is active. Select one of the following Y = YES, print accounts that are referred to in the summary accounts base on GLUT-11 SUMMARY MAINTENANCE program. N = NO, do not print account detail that are referred to in the summary accounts base on GLUT- 11 SUMMARY MAINTENANCE program. ZERO BALANCE Select one of the following E=EXCLUDE, do not print accounts with a zero balance. I= INCLUDE, print account with a zero balance. BASE DATE RANGE This field is only active when the PRINT ACCOUNT BALANCES field is set to YES. Using these two fields, you are able to select a date range on which to base a report. Key the beginning and ending accounting date of the records to print, or touch <ENTER> to get all records on file. The prompts default to the date range of the current fiscal year for the General Ledger. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery.

77 General Ledger Reporting Page - 65 NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

78 General Ledger Reporting Page GROSS MARGIN MENU INSTRUCTIONS The GROSS MARGINS MENU provides the user with a series of programs that allow for the set up of report header records, entry of ending inventories, printing of reports and updating the new ending inventory to the General Ledger. It is recommended that the user study the commodity income accounts and decide prior to set up which order the accounts are to print and what sub-totals, if any, are to be included on the report. Headings, detail lines, or sub-totals may be indented to aid in visually separating those lines on the report. Ending inventories may be entered as actual or the operator may use a percentage method to have the System calculate the ending inventory. As part of option 36.7 (MARGIN REPORT AND UPDATE), new ending inventories may be updated to the Ledger. The source code attached to these records is GMU. The user may want to set up a new BATCH CONTROL NUMBER for these updates. (GLUT-5 BATCH CONTROL MAINTENANCE) Any prompt line that has an exclamation point at the end indicates a help window is available. To access the pop-up window, touch the <HOME> key.

79 General Ledger Reporting Page SEQUENCE SET-UP INSTRUCTIONS This program allows the user to define the relative position of each header, commodity detail line and each sub-total on the gross margin report. The smaller the sequence number the closer to the start of the report the record will print. Valid sequence numbers are FUNCTION (A/C/D/I/E) Enter one of the following: A - ADD an ACCOUNT MASTER record. C - CHANGE an ACCOUNT MASTER record. D - DELETE an ACCOUNT MASTER record. I - INQUIRE on an ACCOUNT MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". SEQUENCE Key the sequence number for the record to add, maintain or view. Sequence numbers may be any number between 1 and In the ADD mode, if the operator keys the number of a record on file, a warning message appears at the bottom of the terminal screen (Record already exists). The <HOME> key is available for this field. DESCRIPTION

80 General Ledger Reporting Page - 68 Enter the description of the record (24 characters) as you want it to print on the gross margin report. TYPE OF SEQUENCE Choose the type of sequence for the record being maintained. D = DETAIL, A commodity that will print inventory, purchases, sales, etc. (e.g. FUEL) T = TOTAL, Sub-Totaling record that prints after a list of certain commodity type. (e.g. TOTAL FUEL SALES) H = HEADER, Description that prints before a group of commodities. (e.g. FUEL SALES) INDENT DESCRIPTION The generic title for any line may be indented up to 9 spaces. The user should keep in mind that for each space indented, 1 character of print is removed from the right side of the description field. This may cause problems with long descriptions and those would need to be modified accordingly to make sense when printed on the report. DEFAULT PERCENTAGE This field is accessed only for DETAIL records. For those commodities that a percent is frequently used to calculate ending inventory, the percentage may be entered here or through option 36.6 (ENTER ENDING INVENTORIES). ENTER DEVICE # When exiting the program, the user will be prompted for a device to display or print a listing of all sequence numbers on file. To return to the menu without a print / display, key E.

81 General Ledger Reporting Page HEADER RECORD SET-UP INSTRUCTIONS This program establishes the General Ledger account relationships for each detail record that is to print on the gross margin report. General Ledger accounts entered on each record are inventory, inventory change, sales and purchases. Use the following guidelines when maintaining records: Only one inventory and inventory change account may be keyed per header record per ID CENTER. Like commodities sold through different ID CENTERS should have the same sequence number. On a combined statement, the System will print a commodity total for the ID CENTERS included. If like commodities need to be printed as separate lines on a combined statement, then the records should have separate sequence numbers. These may cross ID CENTERS if combined reports are the only ones the user wants to print. Individual ID CENTER reports require set up of header records in each ID CENTER that is to be included on the gross margin report. FUNCTION (A/C/D/I/E) Enter one of the following: A - ADD an ACCOUNT MASTER record. C - CHANGE an ACCOUNT MASTER record. D - DELETE an ACCOUNT MASTER record. I - INQUIRE on an ACCOUNT MASTER record. E - END the program Copy - COPY a GROSS MARGIN HEADER record XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I".

82 General Ledger Reporting Page - 70 ACCOUNT NUMBER Enter the Asset inventory account, including ID CENTER number, to be associated with this record. The System checks the G/L type to be sure it is an Asset account entered. <HOME> key will display a pop-up window listing all existing inventory accounts that have associated sequence numbers when in the CHANGE mode. The ADD mode will display all Asset type accounts in the General Ledger. The ID Center number is retained, and can be changed from the last account number used. If the COPY option was selected then a screen with different contains below will appear to allow you to copy /populate other ID centers in one easy step. CHANGE ACCOUNT NUMBER Key the Inventory Change account, including ID CENTER number, to be associated with this record. The System checks the G/L type to verify it is an Expense account entered. <HOME> key will display a pop-up window listing all expense type accounts in the General Ledger. SEQUENCE NUMBER Enter the sequence number to use for this detail record. The sequence numbers were previously defined in 36.1 (SEQUENCE SET-UP). The <HOME> key is available for this field. DEFAULT PERCENTAGE Key the percentage to be used by this record when the System is to calculate ending inventory dollars. In ADD mode, the System pulls any percentage keyed on the sequence master as the default for this record. Key any changes to the default.

83 General Ledger Reporting Page - 71 SALES ACCOUNT NUMBER PURCHASES ACCOUNT NUMBER The windows below will appear when this line gets focus. The title will change, depending which field you are in. To create a record, go to a blank line in the TYPE column of the GROSS MARGIN SALES(PURCHASE) MAINTENANCE window key one of the following. 1 = G/L #, this option will allow you to key in an individual G/L number. The <HOME> key is available for you to select a G/L account from a GENERAL LEDGER MASTER window. 2 = G/L # RANGE, this option will allow you to key a consecutive range of G/L numbers to be used. The <HOME> key is available for you to select a G/L account for both the FROM G/L NUMBER and the TO G/L NUMBER. 3 = ALT FIN SEQ, this option will allow you to use the alternate sequence number that was set up in GL12 ACCOUNT MASTER for an Account Number. 4 = ALT FIN RANGE, this option will allow you to key a consecutive range of alternate sequence number that was set up in GL12 ACCOUNT MASTER for an Account Number. 5 = ACCT/SUB TYPE, this will allow you to key an Account Type, (i.e. A =ASSETS, L =Liability, E =Equity, I =Income and X =Expense). and an ACCOUNT SUB TYPE, as set up in GL13 ACCOUNT SUB-TYPE MASTER and assigned to a G/L master by GL12 ACCOUNT MASTER field labeled as FINANCIAL SUB-TYPE. 6 = SUMMARY, this uses the summary accounts create and maintain in GLUT-11 SUMMARY MAINTENANCE. The <HOME> key is available for this option. All SALES(PURCHASE) G/L Accounts are entered as fifteen digit numbers. The ID CENTER will default to that of the Inventory account by touching <ENTER> when the cursor is in the ID CENTER field. If the ID CENTER is other than the default, key that number. To delete a record from this window go to the line you wish to delete and depress the <DELETE> key. A prompt at the bottom of this window will appear OK TO DELETE?.(Y/N): You will need to key Y for Yes to delete this record or N not to delete this record.

84 General Ledger Reporting Page GROSS MARGIN INVENTORY ENTRY INSTRUCTIONS This program allows the user to enter ending inventories for any accounting period during the fiscal year. Actual ending dollar amounts may be entered or the System may calculate ending inventory using a defined percentage. If the actual amount is entered the corresponding percentage will display or if a percentage is keyed the resulting ending dollar value will display. An asterisk in the ending dollar value or percentage column indicates which method is being used for this particular month. Since activity may be posted to any open month of the fiscal year, care should be taken in selecting the month for entry. If changes are made to a General Ledger month for which Financial Statements have already been prepared, those statements need to be reprinted to have copies that accurately reflect activity during that time period. Likewise, any Statements prepared for months after the correcting entry should be prepared again to keep monthly / year to date activity correct. This could mean ending inventories for the affected months would need to be entered again. REPORT MONTH The System writes to memory the calendar month for which ending inventories were last entered and displays that number month whenever the user enters this option. If work is in process for the month displayed, touch <ENTER> to proceed to the next screen. (Screen A) To begin work on a subsequent month, key that month number. A warning displays advising the operator that any existing entries will be reset based upon the new month selected. The next prompt is accessible only when a new month is selected. PERCENT FROM SEQUENCE OR HEADER? Select one of the following S = SEQUENCE, use the margin percentage from the GL36.1 SEQUENCE SET-UP H = HEADER, use the margin percentage from the GL36.2 HEADER RECORD SET-UP

85 General Ledger Reporting Page - 73 GROSS MARGIN INVENTORY ENTRY INSTRUCTIONS Screen two of this program allows the user to key month end dollar amounts or percentages. Asset inventory accounts that are associated with header records are displayed on the screen in ID CENTER number order. As the cursor moves down the screen, the ID CENTER name is displayed in the lower left corner. The month being processed shows in the top middle. A running total of inventory ending dollar value displays at the bottom of the screen. <END> KEY TO TOGGLE LAST COLUMN The cursor stops in the ENTERED QTY. Column of the first General Ledger account. The chart below will help you get around on the screen. Any time an ACCOUNT MASTER, GL12 ACCOUNT MASTER, is flagged not to track quantities; the ENTERED QTY column will not be available. Cursor Location Key press Action of key press ENTERED QTY. <RIGHT ARROW>, <ENTER>, <DOWN ARROW> or <UP ARROW> Advances to ENTERED INV. column for the same G/L Account ENTERED INV. <RIGHT ARROW> Advances down to the next G/L Account to ENTERED QTY. column. ENTERED INV. <ENTER> Advances to MRG %. column for the same G/L Account ENTERED INV. <DOWN ARROW> Takes you to the bottom of screen to a SCREEN OK? (Y/N) prompt ENTERED INV. <UP ARROW> Advances to the top G/L Account displayed on the screen in the ENTERED QTY. column. ENTERED INV. <LEFT ARROW> Returns to ENTERED QTY. column for same G/L Account. MRG % <RIGHT ARROW>, <ENTER> Advances down to the next G/L Account to ENTERED QTY. column. MRG % <DOWN ARROW> Takes you to the bottom of screen

86 General Ledger Reporting Page - 74 to a SCREEN OK? (Y/N) prompt MRG % <UP ARROW> Advances to the top G/L Account displayed on the screen in the ENTERED QTY. column. MRG % <LEFT ARROW> Returns to ENTERED QTY. column for same G/L Account. SCREEN OK (Y/N) Select one of the following. Y = YES, Accepts entries and returns to previous menu. N = NO, Returns cursor to last line of entry. Any correcting entries may be made.

87 General Ledger Reporting Page MARGIN REPORT AND UPDATE INSTRUCTIONS This program allows the operator to print the Gross Margin report and update the new ending inventory to General Ledger. These functions may both be completed with one running of the program or they may be completed independently. Gross Margin reports may be run for monthly or fiscal year to date information and include budget amounts. Selections may be made by individual ID CENTER, Groups of ID CENTERS consolidated or company totals. A separate Cost of Sales report can be printed to show the components comprising Cost of Sales by commodity. The report may also be double spaced for easier reading. An asterisk in the percent column on the report indicates the margin for that particular commodity was calculated using a percentage versus actual ending inventory. With the UPDATE ENDING INVENTORY prompt set to yes, the System will generate a batch of General Ledger entries to post inventory and inventory change for each commodity where a change has occurred in ending dollar amounts. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new

88 General Ledger Reporting Page - 76 parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. NOTE - Saved prompts with Calculate, Update and Batch number were causing problems when rolling forward into the next fiscal year. If the Fiscal Year Balances to Use of the saved prompts do not match the open fiscal year; the prompts for Calculate and Update will be changed to No and the Batch number will be blanked out. REPORT MONTH Prompt defaults to the last month that ending inventories were entered. Leaving the prompt at the default, allows the user to access prompts from CALCULATE GROSS MARGIN through the bottom of the screen. In order to use the entered ending inventories, prompt CALCULATE GROSS MARGIN must be set to yes. Financial reports may be printed for any prior month of the fiscal year by changing the report month from the default to the month desired. Since all information to generate the report is contained in the Ledger, there is no need to calculate or update. Hence, those options default to no and are not accessible. YTD OR MTD REPORT Select on of the following Y = YEAR TO DATE, to print fiscal year totals, this the default value. M = MONTH TO DATE, to print for the current month totals. FISCAL YEAR BALANCES TO USE Key the fiscal year of the desired report. Default value is the current fiscal year. BUDGET REPORT If the company has set up budget information on the System and that is to be included select Y. PRINT PER UNIT MARGIN To include a Unit Margin per line item answer YES. Unit margin is calculated by taking sales quantities for the period divided into margin dollars for the same time period. Only those line items that have the asset inventory account for the Gross Margin header record set to YES for TRACK QUANTIITES in GL12 will print a unit margin. BUDGET REPORT must set to NO to access this prompt. DOUBLE SPACE REPORT

89 General Ledger Reporting Page - 77 Key Y to leave a blank line between each line of print. PRINT COS SCHEDULE The Gross Margin report contains sales, margin dollars and margin percent for the current fiscal year plus comparative information for the previous fiscal year. To get the Cost of Sales information, print the COS SCHEDULE. For each commodity printed on the Gross Margin report, the COS SCHEDULE prints: Beginning Inventory, Purchases, Ending Inventory and Cost of Sales. PRINT QTY SCHEDULE Only ACCOUNT MASTERS that are flagged to track quantities will appear on this report. The Quantity Schedule report contains: Beg. Inventory, Purchases, Sales, Book Inventory, Actual Inventory and Long/Short for the current fiscal year. To print this schedule, flag this option to Y for YES. ID CENTER SELECTION A pop-up window is displayed when this line gets focus, on the screen to make ID CENTER selections. See the sample below. ID CENTER SELECTION SCREEN See the NOTES below for a further explanation of ID CENTER selection and the <T>otal / <S>ubtotal features. TYPE Choose the type of report that is to be generated by this sequence line. A line may contain one of three types. ID CENTER A single or range of ID Center numbers. TOTAL Sum all sequence lines since the last Total line.

90 General Ledger Reporting Page - 78 SUBTOTAL Sum all sequence lines since the last Subtotal line. FROM ID TO ID PRINT Key the beginning and ending ID CENTER numbers to include on this report. Up to 99 lines of selections may be keyed. Several variations are available for what physically prints from this program. <I>ndividual = If multiple ID CENTERS were selected in the from / to range and only the individual location reports are to print, choose this option. <C>onsolidated = For multiple ID CENTER selection with a recap only report, choose this option. <B>oth = If individual and recap reports are to print, choose <B>oth. <N>one = This option is used in conjunction with the <T>otal / <S>ubtotal feature. See the NOTES below for a further explanation. CONSOLIDATED REPORT TITLE To assign a generic title to a combined report, enter the name at this prompt. The title will print in the upper left hand portion of the page. SCREEN OK? (Y/N) If the selections in this window are correct, choose Y and continue with the next prompts. Choose N to maintain any information in this window before proceeding. CALCULATE GROSS MARGIN This prompt is accessible only if the REPORT MONTH is the same as the last month for which ending inventories were entered. If the ending inventories have not been updated to General Ledger, this prompt MUST be set to Y. (A positive response tells the System that new inventories are to be used in generating the information for the report. A negative response tells the system that all needed information is updated and contained in the Ledger.) UPDATE ENDING INVENTORY Setting this prompt to Y will create journal entries to post the Ledger. This prompt is accessible only if CALCULATE GROSS MARGIN is set to YES. BATCH NUMBER Key the General Ledger posting batch number that was previously defined in GLUT-5 BATCH CONTROL MAINTENANCE. If a Batch number has been set in GLUT-2 GENERAL LEDGER OPTIONS field name DEFAULT GROSS MARGIN BATCH NUMBER, then it will default in this value. BATCH PASSWORD

91 General Ledger Reporting Page - 79 If the Batch Number selected is password protected the operator must successfully enter the password before they will be allowed to proceed. NOTES As mentioned previously, up to 99 lines are available for selecting ID CENTERS. These may be selected one ID CENTER per line or, preferably, use one of the following short cuts. COMPANY STATEMENT. Key from the smallest ID CENTER number to the largest number. Individual ID CENTER statements and/or the company total may be printed. If other groupings are to be printed where a <S>ub-total or <T>otal line are to be used, add this line after the last totaling line. PROFIT CENTER / DEPARTMENT. In the numbering scheme for ID CENTERS, the first two digits are company, the next three are profit center and the last two digits are department. If the General Ledger is set up by profit center only and the user wants to print for a range of profit centers, key the smallest to largest number in the range and select which reports to print (Individual and/or total). Should the range of profit centers have other ID CENTERS within the range that are not to be included, key the profit centers to include as one per line. If the individual reports are not to print, select <N>one as the print request. After entering the last profit center number, key either <S>ubtotal or <T>otal on the next line. This report will recap the profit centers selected. Repeat the process until all desired profit centers have been selected. Where the GENERAL LEDGER has been setup as profit center / department, to select all departments for a given profit center key the company / profit center / 00 as the beginning and ending ID CENTERS. To select a range of departments within a profit center enter the beginning and ending numbers desired rather than the 00. To generate a report for specific departments, key the ID CENTER number as company / 000 / department for the FROM and TO range. <S>ub-total or <T>otal select lines may be used to create a consolidated report where the System is not able to generate one through the range selection. (For example, individual and consolidated reports are wanted on profit centers 11, 15 and 17. Other profit centers exist between those numbers. Select each profit center as one FROM / TO line and print the individual statement. Add a <S>ub-total line to create the consolidated report. If the individual ID CENTER reports are not wanted, choose <N>one and they will not print.) <S>ub-total records will recap all lines since the last <S>ub-total line. Consolidated reports are the only ones printed by a <S>ub-total record. <T>otal lines will recap all <S>ub-totals prior to the <T>otal. If an ID CENTER is contained in more than one <S>ub-total, it will be included in a <T>otal more than once. Consolidated reports are the only ones printed by a <T>otal record. In setting up ID CENTER selection criteria, add all <S>ub-total or <T>otal lines prior to any ID CENTER range selections. This will prevent the range from accidentally being included with a recap report.

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93 General Ledger Monthly/General Page TRANSACTION REPORT INSTRUCTIONS This menu option allows the operator to choose transaction records by record type. For example, those records created through GL21 (TRANSACTION ENTRY) can be selected as the only type of records to appear on the report. In contrast to GL33 (GENERAL LEDGER REPORT) records on this report are by transaction date, reference 1, date and time that the record was updated to General Ledger, then account number. TRANSACTION AMOUNT CHECK allows the operator to put dollar value restrictions on transactions that are included on the report. Choices include ignoring new prompts, dollar values greater than a defined amount, dollar values less than a defined amount, dollar amounts within a range and dollar amounts outside a range. In addition to being a tool that some auditors use, this report can be helpful to operators in locating all General Ledger entries updated through a particular transaction type. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

94 General Ledger Monthly/General Page - 82 D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION ID CENTERS The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. ACCOUNTS The report may be generated for a specific General Ledger Account, range of Accounts or select Account. To ignore Account as a selection criterion touch <ENTER> for all records matching other criteria. DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <ENTER> to get transactions created in the current fiscal year of the General Ledger. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. TRANSACTION TYPE Operators may choose a specific type or ALL Transaction Types. Use the <HOME> key to access a help window. A copy of the Help Window appears below.

95 General Ledger Monthly/General Page - 83 TRANSACTION AMOUNT CHECK GREATER THAN / EQUAL TO LESS THAN / EQUAL TO JOINER The operator can make several choices for these prompts. 1) Touch <ENTER> to ignore individual transaction dollar amounts. JOINER is by-passed in this situation. Any transaction will print. 2) Key a dollar amount in GREATER THAN / EQUAL TO. Leave LESS THAN / EQUAL TO set at N/A. Any transaction with an amount equal to or greater than the amount entered is included in the report. JOINER is by-passed in this situation. 3) Leave GREATER THAN / EQUAL TO = N/A and key a dollar amount in LESS THAN / EQUAL TO. Only those transactions with an amount equal to or less than the dollar amount entered will be included in the report. JOINER is by-passed in this situation. 4) Key a dollar amount in each prompt and set JOINER to OR. Any transaction with an amount outside the range will be printed. For example, to print transactions with an amount greater than $10.00 or a credit transaction greater than -$10.00 answer the prompts as follows: GREATER THAN / EQUAL TO = LESS THAN / EQUAL TO = JOINER = OR 5) Key a dollar amount in each prompt and set JOINER to AND. Any transaction with an amount within the range will be printed. For example, to print transactions with an amount less than $10.00 or a credit transaction less than -$10.00 answer the prompts as follows: GREATER THAN EQ TO = LESS THAN EQUAL TO = JOINER = AND Any dollar amounts entered are keyed as two digits following the decimal and may include cents. PARAMETERS PRINT DAILY TOTALS When set to YES the report will print a total for each day s records. This total should always be zero when all ID Centers and Accounts are included for the selected date range. DOUBLE SPACE DAILY TOTAL Answer YES to leave a blank line between the daily total and first record for the next day. PRINT DUPLICATE DATES Answer YES to have the accounting date print on each record line. Otherwise answer NO to have the date only print on the first record each time that there is a date change. REPORT DELIVERY

96 General Ledger Monthly/General Page - 84 Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

97 General Ledger Monthly/General Page G/L TRANSACTION INQUIRY INSTRUCTIONS This Inquiry program is used to display account balances and transactions for a given posting Account Master. The operator selects an Account Master on screen #2 of this program, as well as defining a date range for reporting purposes. Transactions falling within the date range will be displayed on-screen, fifteen transactions per screen. Account balances are calculated using a combination of Account Master balances and transaction amounts. By keying in a sequence number you are able to drill down to see detail which makes up the balance that appeared on the sequence number keyed. It is a possibility to be able to drill all the way down to the individual ticket. Flags must be set properly in GL-12 Account Master to accomplish this. Once theses flags have been set properly, then transactions updated from that point forward can be displayed down to the ticket level. Payroll transaction cannot be displayed at a detail level only at a summary level. Currently, Accounts Payable transactions are also displayed to a summary level. FROM PERIOD TO PERIOD Enter "E" to terminate the program. Enter the date parameters you wish to display. ACCOUNT NUMBER Key in the G/L Master number you want to inquire into. THE <HOME> key is available for this field.

98 General Ledger Monthly/General Page - 86 SEQUENCE Key in one of the following options. E = <E>nd Window, this option ends the window display, the bottom portion of the screen, if the window has drilled down then the previous window is displayed and if it is at the primary window the cursor is place back to the FROM PERIOD to allow the user to make another selection or to END the program. Q = <Q>uit, this option, no matter if you have drilled down or your are at the primary window, will return you to the primary screen and place the cursor in the FROM PERIOD to allow the user to make another selection or to END the program.

99 General Ledger Monthly/General Page G/L POST BATCHES INSTRUCTIONS This program is used to post all (or a selected group of) transactions in the Master-Batch (Known as Master Batch #0) to the General Ledger. For more information about this process, refer to Appendix VI, TRANSACTION PROCESSING AND POSTING. A posting report will be created when the successful completion of the run with transaction statistics and debit and credit totals posted. The post master batch checks the parameter in the general ledger options file for valid posting dates allowed. An entry prior to any posting cutoff date for any id center, the system will display a message indicating the first or oldest date in the master batch and the id center, and the cut off date of that id center. Note: If for any reason this posting program fails to successfully complete each of these stages, the operator should re-run program GL42 POST MASTER-BATCH - the system will automatically re-start this program at the point where it previously failed. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new

100 General Ledger Monthly/General Page - 88 parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. ID CENTER The update may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. Transactions for ID Centers falling outside this range will not be posted. The <HOME> key is available for these fields DATE RANGE Key the beginning and ending accounting date of the records to update, or touch <ENTER> to get all records in the master batch. Transactions whose dates fall outside of this DATE range will not be posted. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. BATCH PASSWORD If the Batch Number selected is password protected the operator must successfully enter the password before they will be allowed to proceed. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

101 General Ledger Monthly/General Page G/L ACTUAL/BUDGET BALANCE INQUIRY INSTRUCTIONS These screens will display two years of monthly postings for actual quantities and amounts along with budget values. The first screen displayed will be for the ACTUAL AMOUNTS and the second screen is budget values. FIRST YEAR SECOND YEAR Key a four-digit year, which you wish to display the data for. Key an E in the FIRST YEAR field to exit this program. ACCOUNT NUMBER Key in the G/L Master number you want to inquire into. THE <HOME> key is available for this field.

102 General Ledger Utilities Page - 90 UTILITIES MENU INSTRUCTIONS The UTILITIES MENU can only be accessed if no other terminals are using the GENERAL LEDGER. Refer to Appendix IX, STANDARD CONVENTIONS - Program Locking. These programs affect the entire G/L system and different security passwords must be set up to prevent unauthorized access. The importance of this additional security cannot be over emphasized. Please see your system manager. CHOICE Enter a program number as shown on the screen to activate the program. Enter "E" to return to the GENERAL LEDGER MENU. Enter "XXXX" to MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping.

103 General Ledger Utilities Page - 91 UT-2. GENERAL LEDGER OPTIONS INSTRUCTIONS This program allows customization of certain G/L parameters to suit user requirements. Since they affect a large number of G/L programs care should be taken to ensure that these options are correct. Changing some of this setting after you have data stored in the system could cause you problems. Please call Customer Service before you make changes to see if this would have a detriment affect on you data. ACTIVATE SECURITY? Select one of the following Y = YES, have security in use for General Ledger module. N = NO, do not have security on the General Ledger module. DATE FORMAT? Select one of the following 0 = DMY, you want to key dates in a day, month, year order. Normally this date format is used in European counties. 2 = MDY, you wish to key dates in a month, day, year order. Normally this is how dates are formatted in the USA. 4 = YMD, you wish to key dates in a year, month day order. Normally this date format is used in Asian counties.

104 General Ledger Utilities Page - 92 RETAINED EARNINGS The <HOME> key is available for this field. Place the G/L Master you want to use when the year-end process is ran to post the net profit/loss. This number should be in your equity section of numbers. The account number entered must be of a type other than Income or Expense. TRANSACTION JOURNAL SERIAL NUMBER This field is not used in the system. GROSS MARGINS CALCULATION MONTH This field is not maintainable. This field is updated when GL36.6 ENTER ENDING INVENTORIES program is run. The value in this field indicates what month the last general ledger inventory change posting was made for. DEFAULT GROSS MARGIN BATCH NUMBER This field populates the BATCH NUMBER field in GL36.7 MARGIN REPORT & UPDATE. The <HOME> key is available for this field. It will display a BATCH CONTROL WINDOW which will allow you to pick a sequence number for a batch number to be used. QTY DECIMAL PLACES ON REPORTS This field controls the number of decimal places for quantities on GL32 TRIAL BALANCE report and GL33 GENERAL LEDGER report. Other reports, i.e. financial reports have their own controls of how many decimals are printed. Valid values are 0, 1, 2, 3, and 4. QTY DECIMAL PLACES ON DISPLAYS This field controls the number of decimal places for quantities displayed on the screen. Valid values are 0, 1, 2, 3, and 4. FISCAL YEAR END DATE This displays the year-end date for your firm. This field gets updated when GLUT-9 YEAR-END PROCESSING program is run. This date is used numerous places when Year-To-Date values are the default setting. If your firm is changing the fiscal year end date, other than just a normal year, please call customer support and inform us of your change in your fiscal year end date. Special processes need to be done to do a short fiscal year.

105 General Ledger Utilities Page - 93 ID CENTER FORMAT WINDOW When this field gets focus a window, as shown below, is displayed. This shows and allows you to modify this setting. As the screen below is shown, this is the normal setting for our users. The ID CENTER number must be seven digits long. PERIOD WINDOW When this field gets focus a window, as shown below, is displayed. As the screen below is shown, would be for a firm with a December 31, 2004 year-end. This information is used through out the system and on reports. It gets updated when GLUT-9 YEAR-END PROCESSING program is run. Once any activity has been posted to the system the periods cannot be changed. A warning message alerts operators to this fact.

106 General Ledger Utilities Page - 94 ACCOUNT TYPE PRINT ORDER When this field gets focus a window, as shown below, is displayed. This shows and allows you to modify this setting. This setting is used when reports are requested to be printed in Account Type order. The order they appear here is the order they are printed when request in Account Type order. ACCOUNT FORMAT This is the first set of numbers of 8-DIGIT ACCOUNT NUMBER. You can control how many numbers make this up. The normal setting is 4. Valid values for this field are from 0 to 8. SUB-ACCOUNT FORMAT This is the last set of numbers of 8-DIGIT ACCOUNT NUMBER. You can control how many numbers make this up. The normal setting is 4. Valid values for this field are from 0 to 8. OK TO PROCESS YEAR END Setting this value to Y for YES will allow you to run program GLUT-9 YEAR-END PROCESSING. When the flag setting is set to NO, it will prevent accidentally running the GLUT-9 YEAR-END PROCESSING program. G/L 21 OK TO ADD DEFAULT This prompt always you to choose the default value for OK TO ADD? in GL21. Changing this option will save you a keystroke when adding a general ledger entry. Select one of the following Y = YES, add this general ledger entry. N = NO, do not add this general ledger entry. This is the default value

107 General Ledger Utilities Page - 95 G/L 21 OK TO ADD DEFAULT This prompt always you to choose the default value for OK TO ADD? in GL21. Changing this option will save you a keystroke when adding a general ledger entry. Select one of the following Y = YES, add this general ledger entry. N = NO, do not add this general ledger entry. This is the default value G/L 21 DEFAULT DISPLAY ORDER This prompt allows you to choose the order in which the transactions are displayed in GL21-- TRANSACTION ENTRY. Changing this option to use the E option, As Entered Order, will keep the transactions in the order you entered them and allow you to check the entries against the original source easier. The report, which is created when exiting this program, will be printed in the same order as it appears on the entry screen. Select one of the following T = Transaction Type Order. This is the default value E = As Entered Order. POSTING DAYS ALLOWED This prompt controls the number of days forward an entry can be made. Back dating of documents is not affected by this control. All applications where the customer enters a date, and that date controls the transaction date for the general ledger update, will be checked at the time the date is entered. As in Purchasing invoice entry the G/L date will be checked. In OE the invoice date will be checked. This does not affect the reversing entry if the entry type is an A=ACC for GL entries. If a zero is entered this means any number of days will be allowed or basically no checking will be done. OK TO CHANGE? (Y/N/E) Enter one of the following: Y = YES the information on the screen is correct and save the information and return to the previous screen. N = NO the screen information is incorrect and needs modified. E = END the program without saving and return to the previous menu XXXX = MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N".

108 General Ledger Utilities Page - 96 UT-4. MASS ACCOUNT FLAG MAINTENANCE INSTRUCTIONS This program allows the user to quickly change prompt settings on existing General Ledger account masters. Account selection may be controlled by components in the ID Center number and / or Account number. The user may further restrict their selection by account type (e.g. Asset, Income, etc). An example of use for this program may be the organization has decided to track quantities in the general ledger or assign a SUB-TYPE to a group of accounts. Using this utility program, the operator could quickly change all accounts involved. All prompts on the left hand side of the screen define what is to be changed and the right hand side defines what the replacement value is to be. COMPANY.. FROM TO Enter the beginning and ending company numbers. Normally the first and second digit of the ID Center number is the company number. PROFIT CENTER FROM TO Key the starting and ending profit center numbers to include. Normally profit center is the third, fourth and fifth digit in the ID Center number. DEPARTMENT FROM TO

109 General Ledger Utilities Page - 97 Enter the number for departments to include. The last two digits of the ID Center number is normally the department. ACCOUNT FROM TO Key the Account Number to start and finish in the selection criteria. Normally this is the first four digits of the 8-DIGIT ACCOUNT NUMBER. SUB-ACCOUNT FROM TO Enter the range of sub-account numbers to include. Normally it is the last four digits of the 8-DIGIT ACCOUNT NUMBER. ACCOUNT TYPE When this line gets focus, a window appears, see below. You can make a selection if you wish limit what mass changes are made. NOTE: Starting with the next 8 lines displayed on the screen you have the option to change a selected value or all values to a new value based on the selection criteria you used above by placing the new value in the REPLACE column. FINANCIAL SUB-TYPE The <HOME> key is available for both columns, see sample window below. This field is accessible only when a value has been selected in the Account Type field. REPORT SUB-TYPE The <HOME> key is available for both columns, see sample window above. This field is accessible only when a value has been selected in the Account Type field.

110 General Ledger Utilities Page - 98 TRACK QUANTITIES Please refer to GL12 ACCOUNT MASTER for an explanation of this option. Select one of the following Y = YES N = NO BLANK = ALL (Touch the space bar once) for change column and NO CHANGE for replace column STOP POST Please refer to GL12 ACCOUNT MASTER for an explanation of this option. Select one of the following Y = YES N = NO BLANK = ALL (Touch the space bar once) for change column and NO CHANGE for replace column REPORT DETAIL BY DAY Please refer to GL12 ACCOUNT MASTER for an explanation of this option. Select one of the following Y = YES N = NO BLANK = ALL (Touch the space bar once) for change column and NO CHANGE for replace column BATCH DETAIL BY DAY Please refer to GL12 ACCOUNT MASTER for an explanation of this option.

111 General Ledger Utilities Page - 99 Select one of the following Y = YES N = NO BLANK = ALL (Touch the space bar once) for change column and NO CHANGE for replace column POST DETAIL BY DAY Please refer to GL12 ACCOUNT MASTER for an explanation of this option. Select one of the following Y = YES N = NO BLANK = ALL (Touch the space bar once) for change column and NO CHANGE for replace column ALTERNATE SEQUENCE Please refer to GL12 ACCOUNT MASTER for an explanation of this option. Select one of the following Y = YES N = NO -1 = ALL (Touch the space bar once) for change column and NO CHANGE for replace column SCREEN OK (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and continues processing. N - NO the screen information is incorrect and needs modified. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N".

112 General Ledger Utilities Page UT-5. BATCH CONTROL MAINTENANCE INSTRUCTIONS This program allows the user to change the description and password of previously enabled batches. A maximum of 100 transaction-batches may be defined. Refer to Appendix IX, STANDARD CONVENTIONS - Batch Number Entry for a description of the use of the Batch control parameters. The Transaction-Batch status is set Busy when the batch is in use (i.e. when a user program is accessing a batch). If the user program terminates abnormally the batch status remains busy and the batch remains inaccessible until executing program GLUT-6 RESET BUSY BATCHES, resets the status. A busy batch may not be disabled or have any parameters changed until the busy status is removed. FUNCTION (A/C/D/I/E) Enter one of the following: A - ADD a BATCH CONTROL MASTER record. C - CHANGE a BATCH CONTROL MASTER record. D - DELETE a BATCH CONTROL MASTER record. I - INQUIRE a BATCH CONTROL MASTER record. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". BATCH NUMBER The <HOME> key is available for this field. See the screen below for an example of this window.

113 General Ledger Utilities Page Select a batch number you wish to work with. DESCRIPTION Enter a nineteen-character description to further identify the Batch. Each time the batch is requested, the description is displayed for verification and reference. PASSWORD Enter a password of up to four characters. If this field is non-blank, whenever the Batch is requested this password must be entered before access to it is allowed. BUSY This is an informational field. It will display if this batch number is Busy. BUSY BY TERMINAL This field is an informational field. If the BUSY field displays YES, then this field will show you what terminal has control of this batch.

114 General Ledger Utilities Page UT-6. RESET BUSY BATCHES INSTRUCTIONS Any type of computer failure causes all Transaction-Batches, which were in use at the time of failure, to remain set to "BUSY. Further access to these "BUSY" batches is prevented until the "BUSY" status is removed. This program is used to reset the batch status of "BUSY" batches status. For each "BUSY" batch, the batch number and description are displayed followed by the prompt "RESET (Y/N)?:". Responding with a "Y" removes the "BUSY" status from the batch except for batch zero, (0). You cannot reset batch zero, 0, with this program. SCREEN OK (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N". RESET ALL BATCHES? Select one of the following; Y = YES, Reset all busy Batches N = NO, Don t select all busy batches. This will allow you to use the next option to select which batch to reset. BATCH TO RESET

115 General Ledger Utilities Page The <HOME> key is available for this field. Place the batch number you wish to reset.

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117 General Ledger Utilities Page UT-7. FINANCIAL FORMAT MAINTENANCE INSTRUCTIONS This program is the meat and potatoes of creating report formats. Types of reports you could create with this program are Financial Statements, Balance Sheets, General Ledger reports and Trial Balance reports. In program GL34 FINANCIAL REPORTS, you pick a form to be placed in the job processor. This is the program that creates the form. So naturally, you will need to do this function before you can start using program GL34 FINANCIAL REPORTS. It is AgTrax physiology the user will have all 8-DIGIT ACCOUNT NUMBER, which are created and maintained by GL12 ACCOUNT MASTER, assigned to a FINANCIAL SUB-TYPE. When creating reports, you the user, will then use the FINANCIAL SUB-TYPE s instead of using general ledger codes, alternate sequences codes, account/sub type s or summary codes. We realize, at times using other methods will be necessary. Another point we need to stress, it is your responsibility to verify ALL G/L Masters are flowing to the financial reports only once. Also, it is your responsibility to create and maintain all report formats. Customer Service will answer any question you may have but it is not their responsibility to create or maintain these forms. The maximum width of a report will depend on your printer, paper size and orientation of the paper. The absolute largest size is 240 charters wide. The largest displayable report to the screen will be 132 characters wide. Any report displayed to the screen that is more then 132 characters will display only the 1 st 132 characters. FUNCTION (A/C/D/I/E)? Enter one of the following: A - ADD a new report format. Only a report number and description is accessible with this option. Once added select the CHANGE option to add the additional information needed to create a report format. C - CHANGE an existing report format. D - DELETE a report format. I - INQUIRE into an existing report format. E - END the program

118 General Ledger Utilities Page COPY - COPY an existing report format, which will create a new format. XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "I". FORMAT NUMBER Key a numeric value less the to represent this report format. Some sample formats might already exist and they will be in the 9000 number range. It is suggested to group your reports by like numbers, I.E range for Financial Reports, 2000 range for Balance Sheet. <HOME> key is available for this field. DESCRIPTION Key in a format description that is meaningful to your organization. A maximum of 60 characters is allowed. SEQUENCE / COLUMN In using this option think of it as a spreadsheet, where sequence is like rows in a spreadsheet and Column are like columns in a spreadsheet. Select one of the following S = Sequence C = Column BELOW THE DIVIDER LINE Depressing the <ENTER> key on a line which contains a value will place you in the edit mode for that record. Depressing the <INSERT> key will place you in add mode for a record. Depress the <DELETE> key on a line, which contains a value, will remove that record.

119 General Ledger Utilities Page UT-7. FINANCIAL FORMAT MAINTENANCE (SEQUENCE MAINTENANCE WINDOW) SEQUENCE NUMBER TYPE This is the order in which this item will appear on the report. Remember, sequence is referred to as a row. Maximum value for this field is It is to your advantage to leave a gap between sequence numbers so if you need to add addition sequence/rows into your report you are able to have gaps available. If no gap is available, you must then delete a sequence number(s) and then re-key the deleted information of the deleted sequence number so you can create a gap. When this line gets focus the window below appears. You must select one of the following "1" = G/L DETAIL LINE, select this option if the sequence number will contain amount/quantity information. "2" = TOTAL LINE, select this option if you need to make a summation of sequence

120 General Ledger Utilities Page numbers (G/L DETAIL LINE). "3" = LINE DESCRIPTION, select this option when you want a constant text to appear, I.E. a line of -, Salary & Wages, TOTAL PERSONNEL COST or a blank line. This information will appear in the description column of the report. Set-up of this column is done when you select SEQUENCE/COLUMN option COLUMN, TYPE of DESCRIPTION COLUMN option 3. "4" = PAGE BREAK, select this option when you want to start a new paper. "5" = COLUMN DESCRIPTION, selection this option when you want to start a new column of data. "6" = PRINT CONTROL, select this option to change font settings. Another window will appear to accomplish this. PERCENT OF WHAT SEQUENCE This option will allow you to calculate percentage of a given sequence number defined in this report. This option is active when TYPE is set to "1" = G/L DETAIL LINE or "2" = TOTAL LINE is selected. REVERSE SIGN This option changes the sign on amounts/quantities. This flag normally is set to YES on liabilities and equity account types for balance sheet reports and sales for income statements. This option is active when TYPE is set to "1" = G/L DETAIL LINE. Valid options are Y for YES and N for NO. PRINT ACCOUNTS This option will print each 8-DIGIT ACCOUNT NUMBER that is reference by this sequence number. The description print will be what is contained on the Account Master. This is somewhat like printing schedules but the data is printed in the report. This option is active when TYPE is set to "1" = G/L DETAIL LINE. Valid options are Y for YES and N for NO. DESCRIPTION Key in the text you wish to have displayed when this line is printed. This option is active when TYPE are set to "2" = TOTAL LINE, "3" = LINE DESCRIPTION and "5" = COLUMN DESCRIPTION. PRINT AS SCHEDULE This will print only one value, but will create a report print of what G/L masters and their balances that sum to this one amount. This option is active when TYPE is set to "3" = LINE DESCRIPTION. Valid options are Y for YES and N for NO. INDENT # OF SPACES Key in the number of spaces you wish to indent before you start printing the valid text. This could cause text to be chop off if the column width is not wide enough. This option is active when TYPE are set to "1" = G/L DETAIL LINE, "2" = TOTAL LINE and "3" = LINE DESCRIPTION. COLUMN BREAK This will tell the report to start a new column of data at this sequence number. This option is active when TYPE is set to "1" = G/L DETAIL LINE, "3" = LINE DESCRIPTION and "5" = COLUMN DESCRIPTION. Valid options are Y for YES and N for NO.

121 General Ledger Utilities Page SAME LINE AS SEQUENCE Using this option you are able to place amount/quantities on the same line as another sequence number. This option is active when TYPE is set to "1" = G/L DETAIL LINE, "2" = TOTAL LINE, "3" = LINE DESCRIPTION and "5" = COLUMN DESCRIPTION. Valid option is any sequence number for this report. LINES TO SKIP BEFORE SORT Using this option will limit the number of lines skipped when TYPE s are either "G/L DETAIL LINE", "TOTAL LINE", "LINE DESCRIPTION" and "COLUMN DESCRIPTION". This option is active when TYPE is set to "1" = G/L DETAIL LINE. Valid options are D for DESCRIPTION and N for NUMBER. SEQUENCE DETAIL This option is active when TYPE is set to "1" = G/L DETAIL LINE or "2" = TOTAL LINE. This window appears when this field gets focus. With this window you are able to place G/L master and/or alternate sequence numbers and/or accounts sub types and/or summaries together to create a value. The value, dollar or quantity, if track quantity flag is turn on in GL12 ACCOUNT MASTER, will be summarized when the report is being created. If G/L codes are used leaving the ID Center with 0 s, , then the ID Center selected in GL34 report will be used. If an ID Center is keyed on a form then this ID Center overrides what is selected/used from GL34. If you key in an ID Center likely you will use this form for only one profit center. PRINT CONTROL This option allows you to change font settings. A similar window below will appear to allow you to select the setting. This option is active when TYPE is set to "6" = PRINT CONTROL.

122 General Ledger Utilities Page SCREEN OK? (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program Or depress <ENTER> for default "Y". When changing the print controls you must first change the SET column to YES and then change the VALUE column to the setting you want. I.E. To turn on BOLD the SET column would be set to YES and the VALUE column set to YES and to turn the BOLD option off you would change SET column to YES and VALUE column to NO. The STYLE and OTHER lines are referring back to PRINTER TYPE DEFINITION. This is done by from the main menu option 15. SYSTEM MAINTENANCE then option 6. PRINTER TYPE DEFINITION. If you plan on using these options you will need to know the 10-character description to use in the VALUE Column. For the OTHER option you will need to reply with a YES or NO to turn this feature ON or OFF. CPI stands for Characters Per Inch. Common values are 8.0, 10.0, 12.0, 15.0, A normal sheet of paper is 8.5 by 11 inches. Most printers need.25 inch left and right margins leaving you only 8 available to print. See the chart below to see how many characters you can print on a line. Refer back to the FINANCIAL FORMAT MAINTENANCE window, on the 3 rd line, on the right side of the screen is a field labeled WIDTH; this is giving you how many characters wide your current report is designed. The larger CPI value is, the smaller the print is. CPI Characters per line characters characters characters characters characters Using the BOLD feature will reduce the number of characters per inch that can be printed.

123 General Ledger Utilities Page UT-7. FINANCIAL FORMAT MAINTENANCE (COLUMN MAINTENCE WINDOW) COLUMN NUMBER TYPE This is the order in which this item will appear on the report. Remember, column is referred as a column of data. Maximum value for this field is 99. It is to you advantage to leave a gap between column numbers so if you need to add addition column into your report you are able to have gaps available. If no gap is available, you must then delete a column number(s) and then re-key the deleted information of the deleted column number so you can create a gap. When this line gets focus the window below appears. You must select one of the following "1" = AMOUNT COLUMN, select this option if you dollars to appear in this column. "2" = QUANTITY COLUMN, select this option if you want units to appear in this column "3" = DESCRIPTION COLUMN, select this option if you want descriptions to appear in the

124 General Ledger Utilities Page column. "4" = CALCULATION COLUMN, select this option if a calculation is being done in this column. "5" = ACCOUNT # COLUMN, select this option if you want the 8-digit account number to be printed. "6" = PERCENT OF SEQUENCE, select this option if you want a percentage calculation based on a value. "7" = BLANK COLUMN, select this option to create blank areas between columns. "8" = PRINT CONTROL, Select this option to change font setting for a column. Another window will appear to accomplish this. CALCULATION STRING The above help window will display when the line gets focus to assist you how to use this option. This option can use only column referencing to calculate. Mathematical operations that are available to use are + for addition, - for subtraction, * for multiplication, / for division, % percent difference, ( and ) are available for grouping of numbers. The order of Mathematical operations without any groupings is *, /, % and then +, -. This option is active when TYPE is set to "4" = CALCULATION COLUMN or "6" = PERCENT OF SEQUENCE is selected. Another window will appear to verify the mathematical operation you entered is correct. Just press <ENTER> to close this window and go on. Use the % operation to get a percentage difference between two columns, (I.E. 10%20 ) or calculation, (I.E. (10-20)%20). When using the % operation it is multiplying the number or formula by 100 to get the results in a value that would look like a percentage value. See table below for examples of results when columns 10 and 20 is used in the CALCULATION STRING field.

125 General Ledger Utilities Page CALCULATION STRING Column 10 value Column 20 value Mathematical Operation Results * * / / % % (10-20)% numerous ACTUAL OR BUDGET This option allows you to select values, budget or actual, are placed in this column. Select one of the options below. A = ACTUAL, use actual value, which will be either dollars or quantities. B = BUDGET use budget values, which will be either dollars or quantities. This option is active when TYPE is set to "1" = AMOUNT COLUMN or "2" = QUANTITY COLUMN. Valid options are A for ACTUAL and B for BUDGET. PRINT ON SEQUENCE This option will print each 8-digit account number that is reference by this sequence number. The description print will be what is contained on the Account Master. This is somewhat like printing schedules but the data is printed in the report. Select one of the options below. D = DETAIL ONLY, print detail records only in this column. T = TOTALS ONLY, print total values only in this column. B = BOTH DETAIL and TOTALS, print detail and total values in the same column. This option is active when TYPE is set to "1" = AMOUNT COLUMN, "2" = QUANTITY COLUMN, "4" = CALCULATION COLUMN or "6" = PERCENT OF SEQUENCE. COLUMN HEADING Key in the text you wish to have displayed when this COLUMN is printed. There are three special options available for you. When using the special options you can add text before and/or after. Truncation of the header text could occur if the column width is not wide enough to display the whole text string. The three special options are listed below. %D = Date Range: MM/YYYY - MM/YYYY This will display the date range of the data being printed in this column. If the column is displaying a monthly value then the two dates will be the same. %F = Date From : MM/YYYY This feature will display the starting date represented by the data in this column. %T = Date Thru : MM/YYYY This feature will display the ending date represented by the data in this column. This option is active when TYPE are set to "1" = AMOUNT COLUMN, "2" = QUANTITY COLUMN, "3" = DESCRIPTION COLUMN, "4" = CALCULATION COLUMN, "5" = ACCOUNT # COLUMN or "6" = PERCENT OF SEQUENCE. Maximum of 20 characters can be keyed,

126 General Ledger Utilities Page but using the special options listed above move then 20 characters can be in the actual column heading when it prints. COLUMN FORMAT This option will allow you to choose what format and the number of decimal you what printed on this report format. With this option you can control how many decimal places to display, if you want commas in your number and a dollar sign. Using the $ format will place a $ symbol in front of the left most significant digit. Using Z s will leave blanks in front of the left most significant digit. Using X s in your format will places 0 s in front the left most significant digit. Using * s in your format will places * s in front the left most significant digit. See below of examples. This option is active when TYPE is set to "1" = AMOUNT COLUMN, "2" = QUANTITY COLUMN, "4" = CALCULATION COLUMN, "5" = ACCOUNT # COLUMN or "6" = PERCENT OF SEQUENCE. Valid options are Y for YES and N for NO. The value for this example is Format Results $$,$$$,$$$.XX- $1, ZZ,ZZZ,ZZZ.XX- 1, ZZ,ZZZ,ZZZ.XX - 1, ZZZZZZZZ.XX XXXXXXXX.XX ********.XX- **** COLUMN WIDTH Key in the number of spaces you allocate for this column. If the number format is large or column heading text string is longer then this value, this could cause numbers and text to chopped off. This option is active when TYPE are set to "1" = AMOUNT COLUMN, "2" = QUANTITY COLUMN, "3" = DESCRIPTION COLUMN, "4" = CALCULATION COLUMN, "5" = ACCOUNT # COLUMN, 6" = PERCENT OF SEQUENCE or 7" = BLANK COLUMN. COLUMN YEAR This option will tell what fiscal year date you want to use in this column. This value gets update when a year-end option is ran, GLUT-9 YEAR-END PROCESSING. This option is active when TYPE is set to "1" = AMOUNT COLUMN or "2" = QUANTITY COLUMN. Valid options are Y for YES and N for NO. YEAR TO DATE Is the value, dollar or quantity, in this column a fiscal year to date value, YTD? Select one of the following values. Y = YES, the value in this column will represent a fiscal year to date value. N = NO, the value in this column will not represent a fiscal year to date value. The value will be what is keyed in the FROM MONTH and TO MONTH fields This option is active when TYPE is set to "1" = AMOUNT COLUMN or "2" = QUANTITY COLUMN. RELATIVE TO REPORTING MONTH

127 General Ledger Utilities Page This option is needed to determine what month to use. This flag and the next two fields work together to get create the correct data you want. When this flag is set to NO, the following two fields will be absolute months referencing. These values will not change as you continue through your fiscal year. When the field is set to YES it will increment the next two fields as you continue through your fiscal year. This option is active when TYPE is set to "1" = AMOUNT COLUMN or "2" = QUANTITY COLUMN and YEAR TO DATE is set to NO. Valid options are Y for YES and N for NO. FROM MONTH TO MONTH These fields work with the previous field. When the field RELATIVE TO REPORTING MONTH is set to NO the months represented here are frozen and will not change as you continue though your fiscal year. When RELATIVE TO REPORTING MONTH is set to YES, then these fields are relative to the report date and the system date. This option is active when TYPE is set to "1" = AMOUNT COLUMN or "2" = QUANTITY COLUMN and YEAR TO DATE is set to NO. PRINT CONTROL This option allows you to change font settings. A similar window below will appear to allow you to select the setting. This option is active when TYPE is set to "8" = PRINT CONTROL. SCREEN OK? (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program Or depress <ENTER> for default "Y".

128 General Ledger Utilities Page When changing the print controls you must first change the SET column to YES and then change the VALUE column to the setting you want. I.E. To turn on BOLD the SET column would be set to YES and the VALUE column set to YES and to turn the BOLD option off you would change SET column to YES and VALUE column to NO. The STYLE and OTHER lines are referring back to PRINTER TYPE DEFINITION. This is done by from the main menu option 15. SYSTEM MAINTENANCE then option 6. PRINTER TYPE DEFINITION. If you plan on using these options you will need to know the 10-character description to use in the VALUE Column. For the OTHER option you will need to reply with a YES or NO to turn this feature ON or OFF. CPI stands for Characters Per Inch. Common values are 8.0, 10.0, 12.0, 15.0, A normal sheet of paper is 8.5 by 11 inches. Most printers need.25 inch left and right margins leaving you only 8 available to print. See the chart below to see how many characters you can print on a line. Refer back to the FINANCIAL FORMAT MAINTENANCE window, on the 3 rd line, on the right side of the screen is a field labeled WIDTH; this is giving you how many characters wide your current report is designed. The larger CPI value is, the smaller the print is. CPI Characters per line characters characters characters characters characters Using the BOLD feature will reduce the number of characters per inch that can be printed.

129 General Ledger Utilities Page UT-7. FINANCIAL FORMAT MAINTENANCE (SAMPLE REPORT) Listed below is a sample report using many of the features available. 2-column report, Assets on the right and Liabilities & Members equity on the left. Total lines are placed on the same lines. Indention of text Reversing of signs for accounts which normally have a credit balance. Auto date values of column headings Totaling of values Adding and subtracting of values Column description Titling of sections Percentage of one value to another value Using individual and range of G/L numbers, individual and range of financial statement sub types for account balances. TIME: 10:26 11/11/2003 YOUR FIRM NAME PAGE: 1 REPORT: GL340P-0018 SAMPLE FOR DOCUMENTATION MONTH : 09/ / /2003 CURRENT ASSETS LIABILITIES & MEMBER EQUITY CASH AND CASH EQUIVALENT % ACCOUNTS PAYABLE OTHER CURRENT ASSETS 1, % LONG TERM DEBTS MEMBERS EQUITY 2, TOTAL CURRENT ASSETS 2, % CURRENT YEARS SAVINGS/(LOSS) EQUIPMENT 1, LESS: ACCUMLATED DEPRECATION TOTAL NONCURRENT ASSETS TOTAL ASSETS 2, % TOTAL LIABILITIEIS & M.E. 2, ================= ======= ================= ======= Shown below is a screen image from GLUT-7 showing the sequence settings. F I N A N C I A L F O R M A T M A I N T E N A N C E FORMAT NUMBER...! 889 COPY TO FORMAT: DESCRIPTION...: SAMPLE FOR DOCUMENTATION SEQUENCE / COLUMN: SEQUENCE PRINT?..(Y/N): NO WIDTH: 53 SEQUENCE 10 CURRENT ASSETS 20 CASH AND CASH EQUIVALENT Z,ZZZ,ZZZ,ZZZ.XX- 30 OTHER CURRENT ASSETS Z,ZZZ,ZZZ,ZZZ.XX TOTAL CURRENT ASSETS Z,ZZZ,ZZZ,ZZZ.XX EQUIPMENT Z,ZZZ,ZZZ,ZZZ.XX- 90 LESS: ACCUMLATED DEPRECATION Z,ZZZ,ZZZ,ZZZ.XX TOTAL NONCURRENT ASSETS Z,ZZZ,ZZZ,ZZZ.XX TOTAL ASSETS Z,ZZZ,ZZZ,ZZZ.XX- 140 ================= 150 LIABILITIES & MEMBER EQUITY 160 ACCOUNTS PAYABLE Z,ZZZ,ZZZ,ZZZ.XX- 170 LONG TERM DEBTS Z,ZZZ,ZZZ,ZZZ.XX- 180 MEMBERS EQUITY Z,ZZZ,ZZZ,ZZZ.XX- 185 CURRENT YEARS SAVINGS/(LOSS) Z,ZZZ,ZZZ,ZZZ.XX TOTAL LIABILITIEIS & M.E. Z,ZZZ,ZZZ,ZZZ.XX- 210 =================

130 General Ledger Utilities Page Shown below is a screen image from GLUT-7 showing the column settings. F I N A N C I A L F O R M A T M A I N T E N A N C E FORMAT NUMBER...! 889 COPY TO FORMAT: DESCRIPTION...: SAMPLE FOR DOCUMENTATION SEQUENCE / COLUMN: COLUMN PRINT?..(Y/N): NO WIDTH: 61 COLUMN 10 DESCRIPTION COLUMN 20 AMOUNT COLUMN %T Z,ZZZ,ZZZ,ZZZ.XX- 25 PERCENT OF SEQUENCE ZZZ.ZZ% 30 BLANK COLUMN Listed below is the report generated when you select the option to print the form from inquiry mode. TIME: 10:52 11/11/2003 FINANCIAL FORMATS PAGE: 1 FORMAT / DESCRIPTION %SEQ REV ACCTS DESCRIPTION SCHED INDENT BREAK LINE SORT 889 SAMPLE FOR DOCUMENTATION VALUE PRINT HEADING FORMAT WIDTH YEAR YTD RELATIVE MONTH COLUMN(S) 10 DESCRIPTION COLUMN AMOUNT COLUMN ACTUAL BOTH %T Z,ZZZ,ZZZ,ZZZ.XX YES 25 PERCENT OF SEQUENCE BOTH ZZZ.ZZ% BLANK COLUMN 61 %SEQ REV ACCTS DESCRIPTION SCHED INDENT BREAK LINE SORT SEQUENCE(S) 10 LINE DESCRIPTION CURRENT ASSETS NO 20 G/L DETAIL LINE 130 NO NO CASH AND CASH EQUIVALENT NO NO NUMBER ACCT/SUB TYPE ASSET SUB TYPE AA 30 G/L DETAIL LINE 130 NO NO OTHER CURRENT ASSETS NO NO NUMBER ACCT/SUB TYPE ASSET SUB TYPE AB ACCT/SUB TYPE ASSET SUB TYPE AC 40 COLUMN DESCRIPTION NO 50 TOTAL LINE 130 TOTAL CURRENT ASSETS SEQUENCE COLUMN DESCRIPTION NO 70 LINE DESCRIPTION NO 80 G/L DETAIL LINE NO NO EQUIPMENT NO NO NUMBER G/L # G/L DETAIL LINE YES NO LESS: ACCUMLATED DEPRECATION NO NO NUMBER G/L # COLUMN DESCRIPTION NO 110 TOTAL LINE TOTAL NONCURRENT ASSETS SEQUENCE SEQUENCE COLUMN DESCRIPTION NO 130 TOTAL LINE 130 TOTAL ASSETS 2 SEQUENCE SEQUENCE COLUMN DESCRIPTION ================= NO 150 LINE DESCRIPTION LIABILITIES & MEMBER EQUITY YES 160 G/L DETAIL LINE YES NO ACCOUNTS PAYABLE NO NO NUMBER G/L # G/L DETAIL LINE YES NO LONG TERM DEBTS NO NO NUMBER G/L # G/L DETAIL LINE YES NO MEMBERS EQUITY NO NO NUMBER G/L # RANGE G/L DETAIL LINE YES NO CURRENT YEARS SAVINGS/(LOSS) NO NO NUMBER G/L # RANGE COLUMN DESCRIPTION NO TOTAL LINE TOTAL LIABILITIES & M.E. 2 SEQUENCE COLUMN DESCRIPTION ================= NO Note: COLUMN(S) Line 20 is using the option %T to place a date in the column heading. The value in this column is the current Fiscal YTD amount. Line 25 is going to create a % value for the given rows. SEQUENCE(S) Line 10 is set to have a description only. Line 20 is set to place an amount in the column. Also, it is set to calculate a percentage of the value of line 130. This line is using the financial sub type to get the amount, Asset AA.

131 General Ledger Utilities Page Line 40 is set to place - s in the amount column. This line is using a range of financial sub types to get the amount, Asset AB to AC. Line 50 is adding the values of line 20 and 30 together and any line that added in the future that are numbered between 10 and 49. Line 80 is using a G/L code to get its amount, Line 90 is using the option to reverse the sign on the contra-asset account. Line 110 is set to subtract a line from another line. In this case, Equipment less the accumulated deprecations. This could also be done when take sales less cost of goods sold to get gross margins. Line 130 is adding the two subtotals together to come up with a grand total. Line 150 is flagged to start a new grouping of columns. Line 180 is using a group of G/L codes to get its amount, to Line 185 in the above report, This is summing all G/L codes to to together to create the income statement bottom line, Profit or Loss. In our company, only commodity sales and other income are coded to , purchases to , inventory changes are to and expenses are to If a new G/L code is added within this range and is an income related item it will be automatic be included. Line 190 is sequence back to the line number, 120, to be matched up with so it prints on the same line.

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133 General Ledger Utilities Page UT-8. MASS CUTOFF DATE CHANGE INSTRUCTIONS The program is used to mass load a Cutoff Date in the ID Center Master for all or a range of ID Centers. ID CENTER... FROM TO Enter an ID CENTER range else depress <ENTER> for default "ALL". The <HOME> is available for both fields. NEW CUTOFF DATE Enter a NEW CUTOFF DATE in the selected format else depress <ENTER> for default system date. Entry or posting of transactions dated up to and including this new cutoff date will be prevented for the ID Centers in this selected range.

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135 General Ledger Utilities Page UT-9. YEAR-END PROCESSING INSTRUCTIONS As indicated by various messages, this program alerts the operator to the potential hazards of running Year End processing at the wrong time. This program should be highly secured. A reply "N" to any of the first four prompts automatically ends the program. All report runs, including the G/L update must be properly completed and backed up prior to proceeding with this program. For all ID Centers the Current Year Transactions will become Last Years Transactions. Current Year Balances are moved to Last Year Balances. For all accounts with the TYPE of Asset, Liability or Equity, balances are rolled into the Balance Forward balances. For all accounts with the TYPE of Income and Expense accounts the Balance Forward balances are zeroed. If the "NET INCOME" and "RETAINED EARNINGS" account numbers have been entered in the ID Center Master, the "NET INCOME" YTD balance is posted to the "RETAINED EARNINGS" account Balance Forward balance. All current year period balances are zeroed. ID Center Fiscal Date and Accounting Period dates are rolled forward one year. "YEAR-END PROCESSING OK" flag is set to "N". Immediately following the execution of this program the user is advised to print out a Trial Balance. Check that the Balance Forward accounts are retaining their YTD totals from the previous year.

136 General Ledger Utilities Page SCREEN OK (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and continues processing. N - NO the screen information is incorrect and needs modified. E - END the program XXXX - MENU-HOP. Refer to Appendix IX, STANDARD CONVENTIONS - Menu Hopping. Or depress <ENTER> for default "N".

137 General Ledger Utilities Page UT-10. YEAR END BACKUP / RESTORE INSTRUCTIONS This option allows you do a Back up for a Year End time period. ENTER OPTION? (1/2/E) Select one of the following options. 1 -BACKUP G/L FILES, this option will display a message instructing you how to proceed along to continue doing a back to tape. 2 -RESTORE G/L FILES, a message will appear on the screen telling the user to call customer support for assistance. E-EXIT, returns you to the previous menu.

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139 General Ledger Utilities Page UT-11. SUMMARY MAINTENANCE SUMMARY SERIAL ID This is a serial numeric field and is not modifiable by the user. The computer creates this serial number. SUMMARY DESCRIPTION Enter a meaningful text to represent a grouping of G/L master. A maximum of 30 characters can be entered. I.E. TOTAL SALES could be a total of all sales G/L masters; FERTILIZER SALES could be a total of only G/L masters that are fertilizer sales codes. SUMMARY DETAIL This window appears when this field gets focus. With this window you are able to place G/L master and/or alternate sequence numbers and/or accounts sub types and/or other summaries together to create a summary value. The values, amounts and quantities, if track quantity flag is turn on in GL12 ACCOUNT MASTER, will be summarized when the reports are being created.

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141 General Ledger Utilities Page UT-12. MASS ACCOUNT DELETION INSTRUCTIONS This option allows you to delete General Ledger Accounts that have never had transactions posted to the account. Only general ledger accounts that match settings in the SELECTION criteria section will be attempted to be deleted. SCREEN OK? (Y/N/E) Enter one of the following: Y - YES the information on the screen is correct and select this record. N - NO the screen information is incorrect and needs modified. E - END the program Or depress <ENTER> for default "N".

142 General Ledger Utilities Page ID CENTERS When making a selection the Look-up key is available to use. SCREEN OK? (Y/N/R/S/I/AE) Enter one of the following: Y - YES the information on the screen is correct and continues on to the next prompt. N - NO the screen information is incorrect and needs modified. R RANGE to key in a range of valid ID CENTERS S SELECT to key multiple valid ID CENTERS I SINGLE to key in a valid single ID CENTER A - ALL for all ID Centers Or depress <ENTER> for default "Y". ACCOUNTS

143 General Ledger Utilities Page TYPE SCREEN OK? (Y/N/R/S/I/AE) Enter one of the following: Y - YES the information on the screen is correct and continues on to the next prompt. N - NO the screen information is incorrect and needs modified. R RANGE to key in a range of valid account numbers S SELECT to key multiple valid account numbers I SINGLE to key in a valid single account number A - ALL for all account numbers Or depress <ENTER> for default "Y". Enter a valid option from the window displayed of valid options. All is the default. A value other then ALL must be used to access the FINANCIAL SUB-TYPE field. FINANCIAL SUB-TYPE This field is accessible only when the TYPE field has a value other than ALL. The Look-up key is available to use.

144 General Ledger Utilities Page UPDATE Enter either Y for Yes or N for No if you want this program to delete the account master that match the criteria in the selection section of this screen. A prompt. ENTER DEVICE #!, will come up wanting a device #20 to print the records that match the criteria to. List below is a sample of the report. PRINT PARAMETERS The option allows you to pick whether or not to print the selection you made on this screen on the first page of the report. The default value is YES. If you print the report to the screen, device #5, the parameters are not printed. REPORT: GLUT12 ACCOUNTS TO BE DELETED PAGE: 1 TIME.: 13:12 06/23/2005 YOUR FIRM NAME AGRICULTURAL CHEMICALS INCOME 1 SALES 0 NO YES 0 YES YES YES HOG SALES INCOME 1 SALES 0 NO YES 0 YES YES YES WHEAT SALES INCOME 1 SALES 0 NO YES 0 YES YES YES MILO SALES INCOME 1 SALES 0 NO YES 0 YES YES YES COARSE GRAIN SALES INCOME 1 SALES 0 NO YES 0 YES YES YES CORN SALES INCOME 1 SALES 0 NO YES 0 YES YES YES CORN SALES NON PAT INCOME 1 SALES 0 NO YES 0 YES YES YES SOYBEAN SALES INCOME 0 NO YES 0 YES YES YES SUNFLOWER SALES INCOME 0 NO YES 0 YES YES YES OTHER DIVIDEND INCOME INCOME 0 NO NO 0 YES YES YES FEED MILL SERV INCOME INCOME 0 NO YES 0 YES YES YES CCC STORAGE INCOME INCOME 0 NO YES 0 YES YES YES DRYING INCOME INCOME 0 NO YES 0 YES YES YES CAR WASH INCOME INCOME 0 NO YES 0 YES YES YES CHEM/FERT APPLICATION INCOME 0 NO YES 0 YES YES YES GAIN ON SALE INCOME 0 NO NO 0 YES YES YES REG PATRONAGE INCOME INCOME 0 NO NO 0 YES YES YES CASH LONG & SHORT INCOME 0 NO NO 0 YES YES YES... TOTAL ACCOUNTS TO BE DELETED REPORT: GLUT12 PAGE: 144 TIME.: 13:12 06/23/2005 ACCOUNTS NOT TO BE DELETED YOUR FIRM NAME ACCOUNT NUMBER / DESCRIPTION REASON DIRECT SHP WHT BEG INV ACCOUNT HAS TRANSACTIONS WHEAT TAX ACCOUNT HAS TRANSACTIONS COURSE GRAIN TAX ACCOUNT HAS TRANSACTIONS GRAIN PAYABLE ACCOUNT HAS TRANSACTIONS STORAGE INCOME ACCOUNT HAS BUDGET BALANCE(S) SOYBEANS INV CHNG ACCOUNT IS IN GROSS MARGINS HEADER SOYBEANS BEG. INV. ACCOUNT IS IN GROSS MARGINS HEADER AG CHEM INV CHANGE ACCOUNT IS IN GROSS MARGINS HEADER AG CHEM BEG. INV. ACCOUNT IS IN GROSS MARGINS HEADER INSURANCE EXPENSES ACCOUNT IS IN ALLOCATE-TO GL NUMBER INSURANCE PROCEEDS ACCOUNT IS IN ALLOCATE-CONTRA GL NUMBER

145 General Ledger Appendices Page APPENDIX I SAMPLE ORGANIZATION The Golden Harvest Company is being used to illustrate the hierarchical nature of an organization - this hierarchy of divisions, branches and departments will be reflected in the ID Centers created in program GL11. ID CENTER MASTER. Golden Harvest has two branches (Home Office City & Branchville). The Home Office City branch has four departments (Administration, Service Station, Grain Operations & Feed mill), while Branchville branch as two departments (Grain Operations & Feed mill). The chart below represents the organization of this company: Hierarchical information about the structure of Golden Harvest (its branch and department) is stored in the ID Center file. Each company, branch or department is referred to as an ID Center. Each ID Center is assigned a unique 7-digit number, which is used to reference the chart-of-accounts related to that ID Center. Charts-of-Accounts could be different for each ID Center (that is, having different numbering systems and different orders). However, it is recommended that a common company-wide Chart-of-accounts be created - this allows for greater ease in setting up new accounting divisions. The General Ledger module has several features that allow common chart-of-accounts to be copied and modified between ID Centers. The 7-digit ID Center number (defined in program GLUT-2 GENERAL LEDGER OPTIONS) is divided into a maximum of seven sections; each section identifies a lower level in the hierarchy of the company. The ID Center number breakdown for Golden Harvest was defined as follows; Company digits 1 and 2 Branch digits 3, 4 and 5 Department digits 6 and 7

146 General Ledger Appendices Page For our example, the ID Center numbers assigned to the various levels of the company are as follows Company Home Office City Branchville Administration Service Station Grain Operations Feed mill Grain Operations Feed mill It is important that the ID Center number breakdown parallel the actual hierarchical organization of the company. Each ID Center possesses its own Chart-of-Accounts. An 8-digit Account number is assigned to each account. These accounts are stored in the Master Accounts file in ascending order. The eight-digit account number is further divided into two user-defined parts - ACCOUNT NUMBER and SUB-ACCOUNT NUMBER. The following table shows all valid combinations of ACCOUNT NUMBER and SUB-ACCOUNT NUMBER. Account 5 digits Sub-Account 3 digits Account Sub-Account Account Sub-Account 4 digits 4 digits 3 digits 5 digits Assigning 4 digits to the ACCOUNT NUMBER and 4 digits to the SUB-ACCOUNT NUMBER is a common breakdown. However, the user can define a unique breakdown, as long as the two values together use all 8 digits. The G/L account numbers used by the AGTRAX system are 15 digits long - this is made up of a 7-digit ID Center number and an 8-digit Account Number. Thus the G/L Master number / 0000 identifies account number 1040 / 0000 belong to ID Center (in this case, the Administration department of the Home Office City branch). Before entering Account numbers and ID Centers, it is recommended that you first do some planning on paper. 1. Design your ideal Financial Statements (including supporting schedules), in terms of layout and account ordering. 2. Begin to design your chart-of-account numbering system (you may be able to modify a numbering system that you are currently using). Since the appearance of the financial statements can determined

147 General Ledger Appendices Page by the order of the 8-digit account number, you should assign Balance Sheet accounts with lower numbers first, then design your Income Statements with higher account numbers.

148 General Ledger Appendices Page APPENDIX II SUB-TOTALS ON SCHEDULES Listed below is an example of a schedule document. The top document, the line labeled SALES has only the total of numerous accounts. The lower report shows you the schedule and what items make up the total of SALES. Consider using this method when creating you financial statements. Using this method will allow you to have clear crisp financial statement without a lot of detail and yet you have the supporting schedule to show what makes up these values. It is Agtrax intentions to have our users us the FINANCIAL SUB TYPES in GL12 ACCOUNT MASTERS when creating the financial format in GLUT7 FINANCIAL FORMAT MAINTENANCE in the SEQUENCE. This will be more meaningful to you and easier for Agtrax Customer Service to assist you if you need help. TIME: 08:38 08/11/2003 YOUR FIRM NAME PAGE: 3 REPORT: GL340P-0050 MY REPORT FORMAT MONTH : 05/2002 ADMINISTRATIVE 01/ /2002 QTR TOTAL ONLY BUDGET AMT 01/2002 TEST2 TEST 01/2002 LINE 2 03/2002 TEST3 TEST 05/2002 LINE 3 SALES 15, , FICA EXPENSE 1, , CASH ON HAND 13, , TOTAL OF 3 LINES A 3, , CASH DISCOUNTS MY FEED TOTAL OF SUMMARY ACC CONTINUE (Y/N/S/PAGE)?! Y TIME: 08:42 08/11/2003 YOUR FIRM NAME PAGE: 4 REPORT: GL340P-0050 MY REPORT FORMAT MONTH : 05/2002 ADMINISTRATIVE SCHEDULE(S) 01/ /2002 QTR TOTAL ONLY BUDGET AMT 01/2002 TEST2 TEST 01/2002 LINE 2 03/2002 TEST3 TEST 05/2002 LINE 3 SALES SCHEDULE CASH DISCOUNTS WHEAT SALES 82, , MILO SALES CORN SALES 7, MILO SALES NON PAT 5, , CORN SALES NON PAT 69, , TOTAL SALES 15, , CONTINUE (Y/N/S/PAGE)?! Y

149 General Ledger Appendices Page APPENDIX III INVENTORY ACCOUNTS Accurate reporting of inventory on Financial Statements is accomplished by deciding which type of Inventory reporting is required by your organization and then following the rules for that case. Perpetual Inventory requires no Inventory Account type designations. Periodic Inventory requires Account Masters, Relationships and postings as follows: POSTINGS REQUIRED: A) INVENTORY CHANGES Post the increase or decrease to the INVENTORY account and the offsetting entry to the INVENTORY CHANGES account. B) INVENTORY PURCHASES Post to the PURCHASES and the ACCOUNTS PAYABLE or CASH accounts. Transfers must be included in this account. C) INVENTORY SALES Post to the SALES and the ACCOUNTS RECEIVABLE or CASH accounts. REPORTING: OPENING AND CLOSING INVENTORY ARE INFORMATION ONLY ACCOUNTS and will be reported on as follows: OPENING INVENTORY: Current Period Balance = Y-T-D balance as of the previous period Y-T-D Balance = Balance Forward amount CLOSING INVENTORY: Current Period Balance = Y-T-D balance

150 General Ledger Appendices Page APPENDIX IV BUDGETS OVERVIEW The General Ledger System supports multiple years budgets. Used properly, the multiple years budgets feature provides management with a strong decision-making tool. Financial reports may be printed using the multiple ACTUAL balances, as well as multiple BUDGET balances. By increasing or decreasing these Budget balances and obtaining key financial statements the user is provided with a method to test alternate budgeting strategies. The G/L provides the user with the ability to auto-generate BUDGET balances for up-coming years from a variety of sources while increasing or decreasing the BUDGET balances by a percent or dollar amount. HOW TO SET UP YOUR BUDGET Budgets may be set using a combination of the following two methods: i. Enter BUDGET amounts into each G/L Master using program GL15 BUDGET MASTER MAINTENANCE. Either an individual balance may be entered by accounting period or an aggregate amount in the first period and press the <INSERT> key when the cursor is in the amount column of the first period. This will automatically spread equally the amount and quantity in the first period over each period. Ensure that Liability, Equity and Income amounts are entered with the negative sign. ii. Auto-generate BUDGET amounts for all or a range of accounts using program GL16 MASS BUDGET MASTER LOADING. The BUDGET balances may be loaded from any years GENERAL LEDGER or BUDGET as long the information is in the G/L database at the same time increased or decreased by a given percent or amount.

151 General Ledger Appendices Page APPENDIX V MASS COPY PROCEDURES The General Ledger System is designed to minimize the effort required to set up new ID Centers and Account Masters. To make full use of the Mass Account Master Loading function (which copies 8-DIGIT ACCOUNT NUMBER for an ID Centers with a similar chart of accounts, a logical sequence of procedures is recommended. To clearly illustrate the steps required, the examples are based on the Golden Harvest Company, whose organization structure is pictured below. Note that the ID Center numbers for each level have been assigned. The steps in the first phase will create the chart of accounts for the ID Centers highlighted above a) Home Office City Grain ( ) to Branchville Grain ( ) b) Home Office City Feed mill ( ) to Branchville Feed mill ( ) c) Home Office City Grain (selected accounts) ( ) to Home Office Service Station ( ) In this example, we will assume that the chart of account is similar between the two-grain operations and the two-feed mills. If, for example, the Administration does not have a similar chart of accounts, copy only the range(s) of accounts that may be needed. Additional 8-DIGIT ACCOUNT NUMBERS may be added separately using the maintenance programs GL12 ACCOUNT MASTER. It is important to note that after each step, the Master File Listings GL35-2 ACCOUNT should be printed to ensure the data that was loaded, is indeed what is required, before proceeding to the next step. The only way to delete the 8-digit Account Number is to use program GL12 ACCOUNT MASTER and delete each 8-digit Account Number out one at a time.

152 General Ledger Appendices Page CREATING ID CENTERS: Create ID Centers: a) Create all ID Centers, by using the program GL11 ID CENTER MASTER. Loading the first Account Masters: a) Load the first set of accounts (from your chart of accounts) for the posting level of your organization in this case it would be for ID CENTER (Home Office City Grain operations) to create these 8-digit account numbers, use program GL12 ACCOUNT MASTERS. Copying Accounts from an ID CENTER to another ID Center: a) As a timesaving feature, we can copy the G/L Master across our organizational chart in this case, from the Home Office City Grain operations ( ) to Branchville Grain operations ( ). We will use the program GL14 MASS ACCOUNT LOADING. b) Again, use the program, GL14 MASS ACCOUNT LOADING, to copy selected ranges of the 8- Digit Account Numbers that are alike between the Home Office City Grain operations ( ) and the Home Office City Service Station ( ). Examples of some like account would likely be personnel expenses, licensing, and other expenses. You will need to manually set-up the additional G\L Master needed for this ID Center. c) When consolidating ID Centers for financial statements, an ID CENTER is not needed nor are the G\L Masters. DO NOT set up consolidated ID Centers or G\L Masters for consolidated Profit Centers; this will prevent you from accidentally post transactions to consolidated Profit Centers.

153 General Ledger Appendices Page APPENDIX VI TRANSACTION PROCESSING & POSTING OVERVIEW The General Ledger System provides a fast and accurate means of continually updating the Account Master Current Year balances while retaining a complete and current transaction history for each account. All amounts posted to the Account Masters are entered in the form of detail input transactions. These transactions are entered into any enabled and authorized Transaction-Batch, numbered 01-99, as defined via program "UT-5 BATCH CONTROL MAINTENANCE". Batch 0 (the Master-Batch) must be enabled but is reserved for the posting function, as described below in step 6. A Batch Control mechanism restricts access to a particular Batch to a single operator or program. Two operators are therefore prevented from accessing the same batch at the same time. This provides an easy interface from "External" systems (i.e. Accounts Receivable), security means of a Batch password, simultaneous transaction entry by many operators, and balancing control by Batch. The procedures for processing transactions from entry through to account posting are as follows: 1. METHODS OF G/L TRANSACTION ENTRY: a. Journal Entries and automatic generation of Reverse Accrual transactions are input using program "21. TRANSACTION ENTRY". Transactions may be added, reviewed, changed and deleted. Extensive data validation and continual Journal Source Batch balancing insure valid input. A Transaction Journal file is created for a complete audit of all activity. b. Recurring journal entries and reallocation of existing account balances are generated via program GL23. ALLOCATION GENERATION. (Refer to Appendix VII, ALLOCATIONS). All generated transactions are recorded in the Transaction Journal. c. Transactions are generated through Sub-systems, such as Payroll, Invoicing, Accounts Receivable and Accounts Payable. 2. TRANSACTION JOURNAL The serialized Transaction-Batch audit report is automatically activated following the normal exit from the three G/L entry programs listed above. All transaction activity since the last printing of the Batch Transaction Journal is detailed. Journal Source totals and Batch totals which include Additions, Net Changes and Deletions are printed. The Transaction Journal may be bypassed at the end of each entry session be entering "E" at the DEVICE # prompt BATCH REPORT The Batch report lists selected transactions in a Batch, in the sequence the transactions were entered. The transaction detail is listed with Journal Source and Batch totals provided, for Financial Accounts. 4. TRANSACTION CHANGES Transaction detail may be changed or transactions may be deleted by Journal Source using program GL21 TRANSACTION ENTRY. Exit for this program is prevented unless the Transaction-Batch is in balance. The activity is registered in the Transaction Journal for the Transaction-Batch. A Search feature exits from examining, changing and deleting specific account numbers. To insure accuracy, STEPS 1-4 may be repeated for one Batch or for several Batches prior to the actual Account Posting

154 General Ledger Appendices Page MERGE BATCHES All transactions to be posted must first be moved to the Master-Batch (Batch 0) POST MASTER-BATCH Rigid controls enable recovery from program interruption at any stage of the posting process. The phases involved in posting the Master-Batch transactions to the G/L are: a. MASTER-BATCH EXTRACT AND SORT Transactions in the Master-Batch may be selected for posting on an ID Center and date range. b. G/L DATABASE UPDATE All extracted transactions are posted. ID Center totals, Account totals and transactions for both Current and Last Year may be verified by the following G/L programs: 31 CONTROL TOTALS provides a summary of posting account balances by accounting period within ID Center. A grand total for the ID Center range selected is also reported. 32 TRIAL BALANCE provides a listing of all posting accounts with their YTD balances. Report is printed as of the date entered. The Trial Balance report is used to ensure that the General Ledger is in balance. 33 GENERAL LEDGER REPORT provides a listing of all posting accounts with transactions and YTD balances. Transactions and balances are printed for the date range entered. 41 TRANSACTION INQUIRY provides a report showing selected posting accounts with transactions and YTD balances for the date range entered. The information is displayed on the screen prior to the optional printing.

155 General Ledger Appendices Page APPENDIX VII ALLOCATIONS OVERVIEW The General Ledger System provides a powerful, computational Allocation facility. Eliminated are timeconsuming, repetitive calculations, which are normally required to apportion expense and income items to different accounts. The system performs calculations with Financial accounts. Typical applications include: - Recurring Journal Entries (leases, rents, etc.) - Direct and Indirect Labor Absorption into Inventory - Employee Benefits - Currency Conversion - Retained Earnings and Taxes - Product Costing - Consolidation - Joint Venture Statements - Floor Space Expense Distribution Three types of Allocations are available. They are: 1. Fixed Amount 2. Fixed Percent 3. Variable Percent FIXED AMOUNT ALLOCATION Fixed Amount Allocations are used to generate recurring fixed amount journal entries. For example, a company may make automotive lease payments of $ per month. The Allocation function enables the user to automatically generate this automotive expense every month along with the offsetting credit. FIXED PERCENT ALLOCATION Fixed Percent Allocations allow costs to be allocated on a fixed percentage basis using a specific account as the base. For example, a company disperses employee benefits to each department. In this case the company-determined benefit factor (i.e. 15%), which has been established in the system, is multiplied by the "Base" amount (Payroll) for each department. The Allocation function enables the user to automatically generate this amount in the employee benefit account for each department, along with the necessary offsetting entries. VARIABLE PERCENT ALLOCATION This method of Allocation allows more flexibility than the others due to the fact that different percentages may be used for performing calculations. For example warehouse floor space used by a specific product may vary on a seasonal basis. The Allocation System has the facility to calculate the ratio of floor space used by a product to the total area available. Ratio 1 : Square Meters used by Product X Total Area Ratio 2 : Square Meters used by Product Y Total Area The System uses these ratios to determine the proportional warehousing cost which should be charged to each product, for the period, and also generates the offsetting entries. Ratios are readily changed for a given period.

156 General Ledger Appendices Page HOW TO SET UP YOUR ALLOCATIONS 1. Use the File Maintenance program GL17 ALLOCATION MASTER to enter the information necessary to generate the desired allocations. All formulas, ratios, percents, multipliers, divisors and journal entry information are stored on the Allocation File. 2. Use the Master File Listing program GL35-4 ALLOCATION to list the definitions on the Allocation Master. 3. Use program GL23 ALLOCATION GENERATION to selectively generate a group of transactions based on the Allocation Master Definitions. Any required calculations are based on the account balances as at the time that this generation occurs. The transactions are stored in the Transaction- Batch and will be listed on the Transaction Journal for audit purposes. They may be changed or deleted, if in error, using "21. TRANSACTION ENTRY".

157 General Ledger Appendices Page APPENDIX VIII ID CENTER SECURITY The General Ledger System provides the control necessary to optionally protect every G/L program from unauthorized users through "GUARD" PROGRAM SECURITY. A combination of Operator Number, Program Security Level and Passwords is used. Refer to "GUARD" PROGRAM SECURITY MAINTENANCE in the System Manager's Guide. The "ACTIVATE SECURITY" option must be set to "Y" using program GLUT-2 GENERAL LEDGER OPTIONS for the "GUARD" security to function.

158 General Ledger Appendices Page APPENDIX IX STANDARD CONVENTIONS SETUP REPORTS Any program that allowed the operator to add records to setup files; then ask to print a setup report when exiting the program has changed. The setup report is now a separate menu option. CHAIN PROGRAMS When moving to a windows environment it is not possible to call multiple programs from within the same program. So each program will be loaded independently from a menu. For example in Accounts Receivable, AR21 (update for invoices to AR accounts) could be set to load AR22 (journal report) which in turn could be set to load AR28 (payment application). Operators can still print a journal of activity being updated in AR21 at the same time or they can choose AR22 later to print a journal. To apply payments to outstanding charge invoices they will select AR23 to do one customer at a time or AR28 to let the system mass apply any open payments. JOURNAL PROGRAMS Any program that prints a journal which can be purged has changed. The prompt to purge is now located on the program prompt screen with other prompts. There is no question after the journal prints. PROGRAM SECURITY Security checking for individual programs is standardized. For individual accounting modules if ACTIVATE SECURITY = YES and a security level is defined for a specific program within that module; then the security level of an operator must equal or exceed the security level of the program to access it. In situations where operator security does not meet requirements the program will not load. If a program is assigned a password, the operator must successfully enter that password to continue. SECURITY BY FUNCTION Some programs that allow the addition or maintenance of records use Security By Function. Security By Function allows an organization to control what an operator has permission to do while in a particular program. For example, an operator may need to view information contained on the Accounts Receivable Master but not be able to add or maintain records. We are in the process of adding Security By Function to all addition / maintenance programs. That process will not be complete with this release. Any program not having it at this time will be changed in a future release. The installation process will add each existing operator to the Security By Function file with permissions to perform any function in those programs using Security By Function. Organizations wishing to limit certain operators capabilities should CHANGE those functions to NO. DO NOT DELETE THE OPERATOR FROM THE SECURITY BY FUNCTION FILE. The next time an upgrade is installed they will be added back to the security file with full function capability. During the installation process if a program Security By Function record already exists for any operator it is left intact ACCRUAL OR UPDATE PROGRAMS SECURITY Programs that update records from one file to another via an Update or Accrual prompt use the UPDATE flag in Security By Function. When that flag is set to NO for a particular operator in a program they are not allowed access to the Update or Accrual prompts. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice.

159 General Ledger Appendices Page TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program. A sample of that window appears below. A Message Window is available to view each of the different selections with their corresponding key strokes. F1/PGUP Previous Record Use to display a prior record in file on screen. F2/PGDN Next Record Use to display the next record in file on screen. F3 First Record Displays the first record stored in file. Depending on how records are stored this may be the first record added to file as opposed to smallest numbered record. F4. Last Record Displays the last record stored in file. Depending on how records are stored this may be the last record added to file as opposed to largest numbered record. Shift-F5 Help Use to display the message window. Shift-F6 Inquire Mode Switches from the current function mode back to Inquire only Shift-F7/Insert Add Mode Use at any prompt on screen to initiate a new record added to file. Upon accepting a new record the screen reverts to Inquire mode. Shift-F8 Change Mode Display the record to be maintained. Switch from Inquire to Change mode. Upon accepting a change to an existing record the screen reverts to Inquire mode. Shift-F9/Delete Delete Mode Display the record to be maintained. Switch from Inquire to Delete mode. Upon accepting the deletion of a record the screen reverts to Inquire mode.

160 General Ledger Appendices Page Select/End Display Detail Windows Any hidden Detail Windows will appear on screen while in Inquire mode. PRINT FORMS AND LABELS In a windows environment all prompting needs to be on screen as opposed to AgTrax Classic where some prompting did not appear until after the program had completed some processing. To make TraxView and Agtrax Classic the same; all prompting now appears on screen before the program performs any processes. If there are a large number of screen prompts some prompts may display in a window, but all will display prior to the operator accepting Screen Ok. ALIGNMENT When an operator wants to print a test alignment prior to the actual job they will: 1) Enter the number of alignment patterns to print. 2) The program will move to Screen Ok and Report Delivery Options. 3) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 4) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 5) Accept screen prompt settings and proceed to Delivery Options Window. LABELS LABEL FORMAT FILE Choose the number of the format file that corresponds to the labels being used. NUMBER OF EACH LABEL Up to 99 labels may be printed for each record included in the run. For multiple copies the first record will print that number of times; the second record will print that number of times and so on. LABELS TO SKIP 1ST PAGE If 2 or 3 across labels are used and the print is start at some point other than row 1 position 1 enter the number to be skipped. PRINT TO CSV FILE An option has been added to the Report Delivery window that allows the operator to send a report directly to a CSV formatted file. This file is ready to open with Excel. It contains row one as column headings followed by a single row per report record. Generally speaking, CSV is not available for those programs using a format file to present the data. For example, Commodity Accounting Customer Detail Listing run as a report allows the use of a CSV. When run as Confirmation Letters it does not allow CSV. At the prompt for DELIVERY OPTIONS choose 4 = CSV. The resultant file is placed in the operators WORK folder on the main server. It is named by the menu option number and accounting application with a CSV extension. If the operator does not have a FTP connection from their PC to their WORK folder on the main server, they will want to call Support to have one setup. Using the FTP connection a CSV file may be pulled to the PC. PRINT TO PDF FORM An option has been added to the Report Delivery window that allows the operator to send a report directly to a PDF file. At the prompt for DELIVERY OPTIONS choose 5 = PDF. The resultant file is placed in the operators WORK folder on the main server. It is named by the menu option number and accounting application with a PDF extension. If the operator does not have a FTP connection from their PC to their WORK folder on the main server, they will want to call Support to have one setup. Using the FTP connection a PDF file may be pulled to the PC. This process works for those jobs using format files also. (Example could include Sales Analysis Volume Statements, Grain Confirmation letters and Accounts Receivable statements.) If the format file uses a PCL overlay, then some changes will need to be made to the format file for the PDF to contain the data and PCL overlay. Contact Customer Support for assistance with this format file change.

161 General Ledger Appendices Page PRINT PAPERLESS Organizations using third party software to electronically store reports and documents have an option in Report Delivery for PAPERLESS. Presently this only works with Cabinet. If the option is selected and third party software is not available a warning displays. At the prompt for DELIVERY OPTIONS choose 6 = PAPERLESS. This will open the interface window where the operator will select a destination database, file folder and file name. MENU HOPPING The menu-hopping feature provides a quick and easy method of proceeding directly from one program to another without the necessity of returning to a menu. This is accomplished by entering the desired program's number at the appropriate field of any program. To "hop" to a program located in another system, enter the two-character system short name (see the cross-reference table below) and the program number, otherwise only the desired program number is necessary. The appropriate fields used for menu hopping are typically: At any of the main menus or sub-menus. (i.e. Master File Listings Menu) After entry of the menu hopping code, the desired program will immediately appear on the screen, without the need to return to a menu. To exit any program and return to the Main Menu enter E. If security is activated, the operator will be prompted for the appropriate passwords before the "hopped to" program is displayed. The program locking feature is not adversely affected by menu hopping and will ensure that the system integrity is maintained before the "hopped to" program is accessed. To initiate the menu hop feature, programs must be registered with a System Program Number (or HOP CODE), using the "GUARD" SECURITY MAINTENANCE program (see your System Manager's Guide). Utility programs can be accessed by keying the Module Short Name then UT. (i.e. GLUT would jump you to the General Ledger Utility menu) DATE PROMPTS

162 General Ledger Appendices Page Each program prompt for either a date or date range has been standardized. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). Relative Dates are normally used in conjunction with the Job Processor. However they be used in conjunction with saved prompts. For example, an Order Entry audit is to be run each day for the previous day s activity. The operator could enter Actual Dates and save those. Each day the date range would need to be updated for the current day audit. In contrast using an ending Relative Date of 1 DAY, each day when the operator enters OE38 they would see that the Ending Date has already advanced to stay consistent with the system date. Hence the operator could use <DOWN ARROW> and generate the report. TYPE - ACTUAL This setting is the default for a date prompt. RELATIVE Dates may be relative to a DAY or MONTH. DAY This option makes comparison to the current system day. MONTH This option makes a comparison to the current system month. For each option the operator is prompted to enter a DATE. That date is compared to the current system date and the corresponding DAY or MONTH is filled with a default. If that is not correct, enter the correct value and the system will change the DATE to be the correct value. When using a Relative to MONTH the operator is also asked for DAY. This is a reference to the day of the month. If the comparison is to the last day of the month enter 32. Example1. If OE38 is to be run each day for activity through the previous calendar day a Relative DAY could be chosen for the Ending Date while an Actual Date is still used for the state date. DATE would be filled with 1 day prior to the current date. DAY will be filled with the number 1. Should the DATE be entered incorrectly, DAY can be filled with the number 1 and the system will change DATE to be 1 day less than the system date. Example 2, OE38 is run each month for a date range of the previous calendar month with daily totals. To make sure each accounting date during the month is included use a Relative Date for both beginning and ending dates. (A) For the Beginning Date choose Relative MONTH. Key the first day of the previous calendar month at the DATE prompt. MONTH should fill with the number 1 and DAY fill with 1 also. (B) For the Ending Date choose Relative MONTH. Enter the last day of the previous month at the DATE prompt. MONTH should fill with the number 1. DAY will fill with the number 30 which is correct for this one instance. To always include all days in the month change the prompt to 32 (Last Day). DATE Depending upon the program a default date may be the current calendar date, last day of the current month, beginning of file which will display as the date 01/01/1753 or ending of file displayed as 11/27/2738. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that be a printer or the system hard drive. After the operator accepts screen prompt settings the Report Delivery window loads. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

163 General Ledger Appendices Page NOTE The prompts for STATUS and QUEUE / RUN NOW are not available if the job processor has not been purchased and setup completed for it. STATUS Displays the number of jobs that have been sent to the job processor and the number of print queues that are available for the current data set. QUEUE / RUN NOW Select to deliver the report to the job processor or to run the report now. NOTIFICATION A notification may be sent to the operator or other address upon completion of the job. In case an error occurs during the report delivery a notification will be sent with information regarding the error. IF a default address has been defined for the current operator it may be inserted by touching the <HOME> key. DELIVERY OPTIONS A report may be sent to any of the following devices: 1) the user s personal work directory on the server s hard drive 2) a public work directory on the server s hard drive accessible by all users 3) to a selected printer device 4) a CSV file in the user s personal work directory. The CSV file will place fields for a report record into a single line. Each column in row one will contain the field name. Each subsequent row will contain data for individual records. 5) a PDF file in the user s personal work directory. 6) Third party software for electronically storing reports and documents. An Interface opens to choose destination. NOTE When choosing Personal, Public, CSV File or PDF File several prompts are by-passed. DEVICE Choose a device to print the report. All defined devices are available as they are in other programs. It was mentioned earlier that saving a report to Personal or Public is stored in a different format than when using device 4 and that those are only accessible through the TraxReport Menu. Device 4 may be used here to save the report so that it is accessible through PRTC. When sending a job to the Job Processor no RP (Pass Thru) or Video (Device 5, 7) are allowed. COPIES When defining a printer device it may be set for a specific number of copies or zero so that the operator may choose a number of copies when printing the report. Copies will default to 1 and may be changed as the need arises.

164 General Ledger Appendices Page TOTALS ONLY If a program has prompts to generate detail or summary totals, a detail selection may be over-ridden by answering YES. PRINT PARAMETERS Prompt settings are normally not included as part of the first page of the report. Answer YES to print a separate sheet that contains program prompt settings. Answer S to print parameters on the first page of the report. DELETE REPORT FILE Even though a report is sent to a printer device, the operator may save a second copy for future use. To save a copy, change the prompt default setting to NO. The job is saved in the Private directory. SCREEN OK The operator has several available choices. YES Accept screen prompts and proceed with the report delivery/ NO Change screen prompts prior to proceeding. END Cancel the delivery with no action taken. SAVE Save screen prompts for use with all report delivery as a default. DELETE Remove SAVED screen prompts for the Save name displayed in the upper right corner of the window. REPORT ERRORS NOTE There are three types of error messages that the operator may receive: 1. APPLICATION ERROR Examples would be no records found matching prompt criteria. In the case of OE38 this could also be Invalid or Stop Post General Ledger numbers. 2. CRITICAL ERROR A system problem that requires Customer Support assistance. 3. NON-CRITICAL ERROR A system problem that may require Customer Support assistance. For each type of error a report is not physically printed. A copy is saved to the operator s PRIVATE directory. Go there to view the report and/ or error message. The operator PRIVATE directory is accessed via TraxReport Menu located on the main menu or using the following HOP keys. TR Takes the operator to the TraxReport Menu. TRJ Takes the operator directly to the Job Processor menu option. TRR Takes the operator directly to the Report Delivery menu option. REPORT DISPLAY TO SCREEN All of the search features that are available when directly displaying a report to screen are available when displaying a report to screen through Report Delivery. There are also several additional options available.

165 General Ledger Appendices Page OPTIONS AVAILABLE FROM CONTINUE PROMPT YES The program defaults to YES so the operator may touch ENTER to advance to the next page of the report. NO Key N to exit the current display and return to the previous screen. After the last page of the report has been displayed ENTER will return the screen to report selection. PAGE # - Key a number that is in the range of page numbers and the screen will go directly to that page in the report. NOTE The lower right hand corner of the screen will display the total number of screen pages in the report and the current page displayed. TOTALS If a report is generated with detail records included the screen may be rotated between totals and detail records. For example, the Order Entry audit will rotate between ticket detail and Branch totals / Grand totals. (Presently, this option does not display but is still available.) PROMPTS To return to the program prompting screen choose <P>. DELIVER Should the operator decide to print a hard copy of the report as it is displayed on screen they may access the Report Delivery window to get that copy. This option ONLY displays when the last page of the report is on the screen. NORMAL SEARCH FEATURES AVAILABLE F1 Returns to the previous report page. F2 Moves forward 1 page. F3 Returns to screen 1 of the report. F4 Goes to the last page of the report. HOME Searches forward through the report. END Searches backward through the report. DELETE Removes all report lines from the display except those matching search criteria. PAGE DOWN Moves forward 1 screen at a time. PAGE UP Moves backward 1 screen at a time. INSERT When a line has been highlighted from the DELETE mode, INSERT will take the screen to that page in the report. SUGGESTED SEARCH PROCEDURES 1. Touch F4 to go to the end of the report; then F3 to return to page 1. This will load the entire report into memory so that a search will run faster. 2. Key the search criteria whatever that may be.(name, Dollar amount, G/L number, etc) 3. Touch HOME to find the first match for the criterion. Home a second time will find the second match and so on moving forward through the report. 4. If there are numerous matches, touch DELETE to view only those line items that match search criterion. 5. To view the page of a particular record from DELETE mode, highlight that line by touching HOME. With the line highlighted touch INSERT to return to the complete report on screen. 6. By default a search will move forward through a report. In the following example a search for 50. has been started. Note the ARROW pointing toward the right side of the screen. It indicates a forward search. By touching <UP ARROW> the arrow will change to the left side of the criterion and point toward the left side of the screen indicating a reverse search. To return to a forward search touch <DOWN ARROW>.

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167 General Ledger Appendices Page CUSTOMER BALANCE WINDOW The Customer Balance window may be accessed while the Collection Comments window is displayed. To access the Customer Balance window use <SHIFT-F6> while the cursor is at the function line of the Collection Comments window. Information in the Balance window includes last payment, last statement, current since last statement, available discounts and deferred ticket amounts. The window also contains a LIVE BALANCE field that includes any orders that have not been updated yet. It will not include any orders that have been placed ON HOLD. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. CUSTOMER The Customer Account will default to the same account as the current ticket. If another customer s information is needed key that account number or use the LOOKUP to find the correct account. To Exit the Customer Balance window key E. AS OF TERMS DISCOUNT Organizations that are using TERMS discounting may view any available discounts. The prompt defaults to the current calendar date. This may be maintained by touching <ENTER> or <RIGHT ARROW> at the customer prompt. Any dollar amount that displays in this column reflects a TERMS discount that may be taken if payment is made by the discount date entered. To the right of the discount amount is the NET DUE payment required to pay the account. To view individual records that make up the discount total touch <HOME> to display the following window. Any discount associated with deferred billing ticket is denoted by D. Any discount on current activity will display in the row below.

168 General Ledger Appendices Page LAST PAYMENT Last Payment Date and Amount are pulled from the customer Accounts Receivable master and are not maintainable. LAST STATEMENT The cutoff date and balance of the last statement for this customer are displayed in this area. It also is taken from the Accounts Receivable master and ca not be accessed. CURRENT This area reflects any charge or payment records that have been updated to the account since the last statement with an accounting date that is 30 days or less newer than the last statement date. In the example above that would any records with a February, 2007 accounting date and not flagged as deferred beyond 2/28/07. Activity is totaled down to arrive at a current updated balance. LIVE BALANCE Records created in OE23 that have not been updated are included in the LIVE BALANCE. DEFERRED BEYOND Any record with a accounting date more than 31 days beyond the last statement date or flagged as deferred beyond that period is considered DEFERRED and recapped in this total. In the example above that equates to any record with an accounting date greater than 2/28/2007. Or it could be a record with a February accounting date and deferred beyond 2/28/2007.

169 General Ledger Appendices Page APPENDIX X STEPS TO CREATE AND RUN FINANCIAL STATEMENTS 1. Have a paper listing/report of financial reports. 2. Identity all G/L items, and make a listing of those items, I.E. Salary & Wages, Advertising, Interest, Finance Charges, Spraying, Cash on Hand, Common Stock, Accounts Payable, which appear on a financial report. 3. Create FINANCIAL SUB-TYPE for all items listed from above step by GL13. ACCOUNT SUB- TYPE MASTER 4. Assign FINANCIAL SUB-TYPE to all G/L masters by using GL12 ACCOUNT MASTER. To assist you, a populate window appears at the end to assist you to populate other ID CENTERS. See manual. 5. Having financial reports handy, we are going to create the forms using GLUT7 FINANCIAL FORMAT MAINTENANCE. a. To create the rows for the form, you will use the option S for SEQUENCE i. Please refer to the manual for a detail meaning for each field ii. Add line which appear on the reports 1. Descriptive and blank lines 2. Detail lines 3. Total lines 4. Page breaks b. To create the columns for the form, you will use the option C for COLUMN i. Please refer to the manual for a detail meaning for each field ii. Add columns which appear on the reports 1. Amount columns 2. Quantity columns 3. Descriptive and blank columns 4. Calculation columns 6. Repeat step 5 for each type of report you organization needs, I.E. Income Statement, Balance Sheet, State of Change in Financial Position, custom Trial Balance Start program GL34 FINANCIAL REPORTS, and add the reports you just created from step Start program GL34 FINANCIAL REPORTS, and adjust and setting and run the reports.

170 General Ledger Appendices Page APPENDIX XI The example below is using the options PRINT ZERO BALANCES?.: NO PRINT QUANTITIES?...: NO DOUBLE SPACE REPORT?: NO SAMPLE REPORTS GL 32 TRIAL BALANCE REPORT: GL320P TRIAL BALANCE REPORT PAGE: 1 TIME.: 15:47 09/25/2003 YOUR FIRM NAME FROM: 01/01/2003 TO: 12/31/2003 ACCOUNT NUMBER / DESCRIPTION BEGINNING BALANCE ENDING BALANCE CHANGE BEER PURCHASES , , SALARIES AND WAGES.00 9, , TEST FOR ZERO BALANCE.00 7, , TEST FOR REFERENCE COLUMN SNACK/POP SALES GASOLINE SALES NON-TAX CLEAR DIESEL SALES SEED SALES.00 1, , LIQUID 28% FERTILIZER.00 8, , ANIMAL HEALTH SALES.00 7, , CASH DISCOUNTS.00 3, , STORAGE INCOME BROKERAGE INCOME.00 2, , TEST SALES.00 4, , GASOLINE PURCH.00 1, , SNACKS/POP PURCH.00 15, , CLEAR DIESEL PURCHASES The example below is using the options PRINT ZERO BALANCES?.: YES PRINT QUANTITIES?...: YES DOUBLE SPACE REPORT?: NO REPORT: GL320P TRIAL BALANCE REPORT PAGE: 1 TIME.: 16:03 09/25/2003 YOUR FIRM NAME FROM: 01/01/2003 TO: 12/31/2003 ACCOUNT NO/ DESC BEGINNING BALANCE ENDING BALANCE CHANGE BEGINNING QUANTITY ENDING QUANTITY CHANGE TEST SALES TES , , BEER PURCHASES , , SALARIES AND WAGES , , TEST FOR ZERO BALANCE TEST FOR REFERENCE COLUMN BEANS FREIGHT PAYABLE TEST SALES GL 33 GENERAL LEDGER REPORT: GL330P GENERAL LEDGER DETAIL REPORT PAGE: 47 TIME.: 09:50 09/26/2003 YOUR FIRM NAME FROM: 01/01/2003 TO: 12/31/2003 ACCOUNT NUMBER / DESCRIPTION AMOUNT QUANTITY TYPE DATE REFERENCE 1 REFERENCE 2 DEBIT CREDIT DEBIT CREDIT EMPLOYEE RETIREMENT BFWD.00 PAY 03/03/2003 PAY-P 4676 PAYROLL SYSTEM 2.64 PAY 04/15/2003 P TOTAL FOR EMPLOYEE RETIREMENT EMPLOYEE HEALTH INS BFWD.00 PAY 03/03/2003 PAY-P 4676 PAYROLL SYSTEM 6.08 PAY 04/15/2003 P PAY 04/15/2003 P TOTAL FOR EMPLOYEE HEALTH INS CONTINUE (Y/N/S/PAGE)?! Y

171 General Ledger Appendices Page GL 35-1 ID CENTER REPORT: GL351P ID CENTER REPORT PAGE: 1 TIME.: 08:25 08/12/2003 YOUR FIRM NAME ID CENTER / DESCRIPTION ADDRESS CUTOFF DATE RETAINED EARNINGS SITE 1 11/30/ ADMINISTRATIVE N MAIN BUILDING 5 HUTCHINSON KS /30/ BRANCH 1 GRAIN 11/30/ SEMI TRUCK 11/30/ BRANCH 1 TRUCK & CAR PLAZA 11/30/ FEEDMILL DEPARTMENT 11/30/ NORTH ELEVATOR 11/30/ BRANCH 1 CROP PRODUCTION 11/30/ BULK PLANT PETROLEUM 11/30/ BRANCH 4 GRAIN 11/30/ BRANCH 4 CROP PRODUCTION 11/30/ BRANCH 2 GRAIN 11/30/ BRANCH 2 CROP PRODUCTION 11/30/ BRANCH 2 CARD-TROL 11/30/ BRANCH 3 GRAIN 11/30/ BRANCH 3 CROP PRODUCTION 11/30/ DIRECT SHIP GRAIN 11/30/2002 BOTTOM *** END OF RANGE *** (ENTER,PAGE)! Y GL 35-2 ACCOUNT REPORT: GL352P ACCOUNT MASTER REPORT PAGE: 1 TIME.: 08:31 08/12/2003 YOUR FIRM NAME STOP TRACK ALT FIN SUMMARIZE ACCOUNT NUMBER / DESCRIPTION TYPE FINANCIAL / REPORT SUB-TYPE POST QTY SEQUENCE REPT BTCH POST SNACK/POP SALES INCOME 1 SALES 0 NO YES 0 NO NO NO 1 SALES GASOLINE SALES NON-TAX INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES CLEAR DIESEL SALES INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES LUBRICANTS INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES SEED SALES INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES NH3 SALES INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES LIQUID 28% FERTILIZER INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES BULK DRY FERTILIZER INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES PROPANE SALES INCOME 1 SALES 0 NO YES 0 YES YES YES 1 SALES 0 CONTINUE (Y/N/S/PAGE)?! Y GL 35-3 ACCOUNT SUB-TYPE REPORT: GL353P ACCOUNT SUB-TYPE MASTER REPORT PAGE: 1 TIME.: 08:39 08/12/2003 YOUR FIRM NAME ACCOUNT TYPE SUB-TYPE / DESCRIPTION PRINT ORDER EXPENSE FIX FIXED EXPENSE 0 EXPENSE OTH OTHER EXPENSE 3 EXPENSE PER PERSONNEL EXPENSES 2 EXPENSE TST TEST FOR MARGIN ACCTS 0 EXPENSE WAG SALARIES AND WAGES 1 BOTTOM *** END OF RANGE *** (ENTER,PAGE)! Y

172 General Ledger Appendices Page GL 35-4 ALLOCATION TIME: 08:42 08/12/2003 G/L ALLOCATION MASTER LIST PAGE: 1 REPORT: GL354P YOUR FIRM NAME ALLOC. # REFERENCE TYPE ALLOCATE-TO NO CONTRA ACT. NO BASE ACCOUNT CALCULATE AMOUNT ADMIN INCOME ALLOC GLR TOTAL GROSS SA VARIABLE TOTAL GROSS SA ALLOC DIVIDE BY TOTAL GROSS SA EXPENSE ALLOCATION GLR TOTAL EXPENSES VARIABLE TOTAL EXPENSES ALLOC DIVIDE BY TOTAL EXPENSES ADMIN INCOME ALLPO GLR TOTAL GROSS SA VARIABLE TOTAL GROSS SA ALL DIVIDE BY TOTAL GROSS SA EXPENSE ALLOCATION GLR TOTAL EXPENSES VARIABLE TOTAL EXPENSES ALLOC DIVIDE BY TOTAL EXPENSES INCOME ALLOCATION GLR TOTAL GROSS SA VARIABLE TOTAL GROSS SA ALLOC DIVIDE BY TOTAL GROSS SA EXPENSE ALLOCATION GLR TOTAL EXPENSES VARIABLE TOTAL EXPENSES ALLOC DIVIDE BY TOTAL EXPENSES GL 36-7 MARGIN REPORT TIME: 09:14 08/12/2003 STATEMENT OF GROSS MARGIN PAGE: CONS YEAR-TO-DATE FOR PERIOD ENDING 05/31/ THIS YEAR LAST YEAR SALES GROSS MARGIN PERCENT SALES GROSS MARGIN PERCENT CHEMICALS , , NH3 FERTILIZER , , LIQ FERTILIZER 1, , , , DRY FERTILIZER , , TOTAL CHEM & FERT 1, , , GRAND TOTALS 1, , , ============== ============== ======= ============== ============== ======= BOTTOM *** END OF RANGE *** (ENTER,PAGE)! Y The example below is using the options YTD OR MTD REPORT?=Y BUDGET REPORT?=Y PRINT QTY SCHEDULE?=Y TIME: 09:18 08/12/2003 STATEMENT OF GROSS MARGIN PAGE: 1 BRANCH 1 CROP PRODUCTION INDV YEAR-TO-DATE FOR PERIOD ENDING 05/31/ THIS YEAR LAST YEAR BUDGET SALES GROSS MARGIN PERCENT SALES GROSS MARGIN PERCENT SALES GROSS MARGIN PERCENT CHEMICALS , , NH3 FERTILIZER ,631 39, LIQ FERTILIZER 1,086 1, ,301 31, DRY FERTILIZER ,311 38, TOTAL CHEM & FERT 1, , , GRAND TOTALS 1, , , ============ ============ ======= ============ ============ ======= =========== ============ ======= CONTINUE (Y/N/S/PAGE)?! Y

173 General Ledger Appendices Page TIME: 09:18 08/12/2003 QUANTITY SCHEDULE PAGE: 2 BRANCH 1 CROP PRODUCTION INDV YEAR-TO-DATE FOR PERIOD ENDING 05/31/ THIS YEAR BEG. INVENTORY + PURCHASES - SALES = BOOK INVENTORY ACTUAL INVENTORY LONG / SHORT NH3 FERTILIZER 612, , , LIQ FERTILIZER 825, , , , , , DRY FERTILIZER 643, , , , , TOTAL CHEM & FERT 2,081, , , ,062, ,081, , GRAND TOTALS 2,081, , , ,062, ,081, , ================ ================ ================ ================ ================ =============== BOTTOM *** END OF RANGE *** (ENTER,PAGE)! Y The example below is using the options YTD OR MTD REPORT?=M PRINT COS SCHEDULE?=Y TIME: 09:57 08/12/2003 STATEMENT OF GROSS MARGIN PAGE: 1 BRANCH 1 CROP PRODUCTION INDV MONTH-TO-DATE FOR PERIOD ENDING 05/31/ THIS YEAR LAST YEAR SALES GROSS MARGIN PERCENT SALES GROSS MARGIN PERCENT CHEMICALS , , NH3 FERTILIZER , , LIQ FERTILIZER , , DRY FERTILIZER , , TOTAL CHEM & FERT , , GRAND TOTALS , , ============== ============== ======= ============== ============== ======= CONTINUE (Y/N/S/PAGE)?! Y TIME: 09:57 08/12/2003 COST OF SALE SCHEDULE PAGE: 2 BRANCH 1 CROP PRODUCTION INDV MONTH-TO-DATE FOR PERIOD ENDING 05/31/ THIS YEAR BEG. INVENTORY PURCHASES END. INVENTORY COST OF SALE CHEMICALS 601, , NH3 FERTILIZER 58, , LIQ FERTILIZER 27, , DRY FERTILIZER 40, , TOTAL CHEM & FERT 728, , GRAND TOTALS 728, , ============== ============== ============== ============== BOTTOM *** END OF RANGE *** (ENTER,PAGE)! Y

174 General Ledger Appendices Page APPENDIX XII PERIOD END PROCESSES DAILY Update other accounting module records to G/L feeder file. Merge batches into master batch zero. (GL26) Post-master batch. (GL42). MONTHLY Complete all daily work. Enter any temporary adjustments for payables, receivables, or accruals. To have the System automatically reverse the entries from the next month, use ACC as your journal source. Key ending inventories through GL36 and print the Gross Margin report. Update new ending inventories to the General Ledger feeder file. Post-new inventories to General Ledger. Print income and balance sheet. Total sales, Cost of sales and margins from the Gross Margin report should agree with the Income Statement. Year to date income from the Income Statement should agree with income on the balance sheet and total assets equals total liabilities plus members equity. Print a final Trial Balance, GL32, or General Ledger, GL33, if one is wanted at this time that will match your financial statements. To prevent any activity being posted to old months in the General Ledger, use Utilities Menu option 8 (Mass cutoff date). CALENDAR YEAR END Same as monthly. FISCAL YEAR END Complete entry of all records to the old fiscal year. Run GL23 (ALLOCATION MASTERS) to allocate any income or expenses. Run all financial statements, GL34 Print a final Trial Balance, GL32, or General Ledger, GL33, if one is wanted at this time that will match your financial statements. To close the year Set YEAR END PROCESSING FLAG to Yes in GLUT-2. Do the backup from Utilities Menu GLUT Close the year. GLUT-9. Check control totals for all ID Centers. GL31.

175 General Ledger Appendices Page APPENDIX XIII TRAXREPORT Upgrade v114 contained the initial release for TraxReport. It will evolve into a complete job processor and report delivery handler. PROCESS TO USE REPORT DELIVERY HANDLER 1. Operators will save program prompts in the same manner as they do for regular use.. 2. Upon completing the report generation portion (screen prompting) an operator will accept screen prompt settings. The Report Delivery window will display.( Prompts in this window are covered later.) 3. If the operator decides to go to a printer, the device number is chosen. If the printer is defined for a single copy, used as a default, the operator may elect to print more for this session of the program. 4. When the terminal screen is selected the report is generated and appears on screen. The operator may use search features to locate specific data contained in the report. 5. The operator may elect to save the report to their WORK directory or the PUBLIC directory. The new TraxReport menu option is used to access the report. It may be displayed on screen or a hard copy printed. Current search features are available as well as several new ones. 6. The report may be removed from the system at any time via the TraxReport menu option. 7. Reports saved to WORK or PUBLIC are stored in a different format. Reports saved to PUBLIC are not accessible via PRTC. Nor are reports saved to device #4 accessible via the TraxReport menu. 8. It is possible to save a converted report to device 4 in the old format so that it may be accessed via PRTC. See the Delivery section later in this document. SETUP The following setup is for the Job Processor and its use in AgTrax / TraxView. DEFAULT ADDRESS FOR AGTRAX USER The option to CREATE A USER located on the Administrative Menu has a setting for User address. Select the Create A User option on the menu.

176 General Ledger Appendices Page Enter the User name. If that user already exists, answer YES to Build the Profile. Enter through any prompts other than address to keep current settings. Key the User s address. The change takes effect on the next login by that user. DEFAULT ADDRESS FOR TRAXVIEW USER Add address to the employee user profile in WW11. SAVED PROMPTS FOR TRAXVIEW USER Prompting for O/S Username and operator ID have been added to the User ID in WW11. In Option 11 (USER MAINTENANCE) on the Web Services menu add: O/S USERNAME Key the Operating System login name for the User. OPERATOR Enter the Operator ID used in AgTrax. PROGRAM USE As stated earlier printing a report is separated into two separate functions; Generation and Delivery. Each of those is covered separately in the following discussion. REPORT GENERATION The generation portion of a report consists of answering screen prompts. SAVED PROMPTS To save prompts for a program answer each screen prompt with an appropriate setting for the situation. At the SCREEN OK prompt select S to save and give the settings a save name. NOTE Prompts used when adding a report to TraxReport are available in the individual program. Those prompt settings may be viewed or maintained. For a report in Job Processor new saved changes will be used when the report is generated. The Save name should remain the same as the Job ID established by the Job Processor.

177 General Ledger Appendices Page Reports stored in PUBLIC or PRIVATE may be viewed. Changes to those prompt settings will only be used for a newly generated report. If the operator wants to save those changes, a different save should be used. Any saved prompts should not begin with the letters JOB or JOB ID. Those are reserved for the system to identify reports that are located in PUBLIC or PRIVATE. Saved prompts for reports in TraxReport may not be deleted from the program. Deleting the report from TraxReport removes any saved prompts associated with the report. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that be a printer or the system hard drive. After the operator accepts screen prompt settings the Report Delivery window loads. TRAXREPORT MENU The TraxReport Menu contains two options. The first is for the Job Processor and is not functional until all setup has been completed. The second is for Report Delivery. The TraxReport Menu may be accessed via HOP KEYS. TR Takes the operator to the TraxReport Menu. TRJ Takes the operator directly to the Job Processor menu option. TRR Takes the operator directly to the Report Delivery menu option. JOB PROCESSOR The Job Processor allows the operator to schedule a job or jobs to Generate and Deliver at a later date and/or time. A report has a status of QUEUED when it is added to the job processor. NOTE- All jobs sent to the Job Processor have a status of queued. So they are processed as soon as the system can handle them. To guarantee that a job gets scheduled rather than run immediately, the operator will want to use the <INSERT> function with saved program prompts as opposed to adding a job from the program itself (E.G. OE38) INSERT Allows the operator to add a report from previously saved program prompts. The saved prompts may be from a SAVE in the program or another report for the same program that is already in job processor.

178 General Ledger Appendices Page The Job Processor can also be used to create a list of jobs to be processed where each job is dependent upon the previous one completing successfully. This process is referred to as a JOB STREAM and is covered later in this section. TYPE Defaults to Queued. It may be changed to Scheduled. DEPENDENT ON JOB For independent jobs leave the prompt blank. Jobs in a Job Stream require the number of the job they are dependent on. See Creating a Job Stream later in this section. DATE / TIME Queue will default to the calendar day at 5PM. When a TYPE of Queue is chosen this prompt is by-passed. A Queue job will run as soon as the queue gets to it. For a TYPE of Scheduled the prompt may be maintained. LAST RUN DATE A new job added to the queue will be blank. If the job is to run one time and be deleted the prompt may be left blank. For a job that is to be run multiple times the system will maintain the last time it was run. SCHEDULE For a scheduled job choose the occurrences for that job. Available options are: One Time, Daily, Weekly or Monthly. RECUR EVERY Choose the appropriate settings to match the SCHEDULE selected. If you select One time, choose a date and time to trigger the task. If you select Daily radio, choose the recurrence interval for the task and the date and time to start the task. An interval of 1 produces a daily schedule and an interval of 2 produces an every other day schedule. The task will start at the specified time each day. If you select Weekly, choose the recurrence interval for the task, the date and time to start the task, and the days of the week in which to start the task. An interval of 1 produces a weekly schedule and an interval of 2 produces an every other week schedule. The task will start at the specified time on each of the specified days. If you select Monthly, choose the months in which to start the task and the weeks of the month and the days of the week for each month in which to start the task. You can also specify that you want to start a task on the last day of each month.

179 General Ledger Appendices Page JOB ORDER Reports are added to the Job Processor with a number 99 and are sub-sorted under it in the order they are added. Jobs can be moved up the list by entering a smaller job number for the report. STATUS A report may have one of four status settings: READY The report is set to run at the appointed date / time. HOLD A job may be placed on HOLD to keep from running at the scheduled / queued time. ERROR A job received an error during the run process. The END key will display a summary error message. The operator may enter D on the summary screen to see detail information regarding the error. Once an error has been corrected the operator may change the Status to Ready so the job will process. PROCESSING At the time that the Job Processor screen was loaded the job was in the process of running. USER Indicates the employee that ordered the report. PROGRAM The program that goes with the Job ID. PROMPTS The saved prompts that will be used to run the job. NOTE that saved prompts may not be changed from this screen. However they may be accessed and changed from the original program prompt line. DELIVERY Displays the Report Delivery window. Settings may be maintained at this time. PRIORITY A job may have one of five priority settings with NORMAL being the default. The five settings are: Highest, High, Normal, Low, Lowest. The setting for this prompt has nothing to do with the order that jobs are processed. When a job is processed the setting determines how much memory the system will allocate to process the job. A setting of High will use more memory so the job completes faster. CREATE A JOB STREAM Users have the ability to create a series of jobs to be processed where each being processed is dependent upon the one prior to it completing successfully. If the prior job does not complete successfully the whole stream stops at that point. The Schedule for a job stream is determined by the first job in the stream. If that is set to One- Time then the whole stream is removed upon successful completion. Should the first job be set to run Daily then the whole job stream is saved for future use after successful completion of a run.

180 General Ledger Appendices Page Dependent On Job A job stream is created by entering a number or selecting one from the available lookup window. The job that starts the stream must be saved prior to the second scheduled job being entered. Each new job added to the stream is dependent upon the one immediately in front of it. A job may not have more than one job dependent upon it. Users may create or maintain only those job streams that they have started. In the following print screen a user has scheduled CA37.07 and it does not have any other job dependent upon it. It appears in the TraxReport Jobs window as being available for a job stream. To Insert a job into the Job Controller the user must have saved their screen prompts to a save name within the program. There is not an option to save screen prompts in Job Controller at this time. Once a job has been added the System will create a copy of those saved prompts with a name associated with the job in Job Controller. (e.g. JOBID: ) Prior to the job being processed the user may change those prompt settings by accessing them within the original program. Date / Time Skipped for a dependent job. Last Ran Date Skipped for a dependent job. Schedule Skipped for a dependent job. Job Order Skipped for a dependent job as it runs in order immediately after the base job. Status Defaults to Ready. User Is linked to the user adding the job. Program Choose the program that is to be dependent upon the previous job in the job stream. Prompts Choose the set of saved prompts for the Program chosen in the previous prompt. Delivery Works the same as any scheduled job. Priority Works the same as any scheduled job.

181 General Ledger Appendices Page DEPENDENT JOB The print screen above shows a job 94 that is dependent upon 93. Note that the TYPE column is blank and JOB ORDER contains only the number 94. SELECT The Select or END key will rotate the right side of the screen to display additional information for each job. EXIT Cancels this program and returns to the TraxReport Menu. SEQUENCE Allows an operator to maintain a job presently in the Job Processor. This function is also the one used to remove a job from the processor screen. JOB MAINTENANCE

182 General Ledger Appendices Page Any job that is in the job processor may be maintained up to the time that it is started processing. Select the sequence number of the job to be maintained. YES Accept screen settings and return to the Job Controller screen. NO Change settings on the job prior to it being run. STATUS Available optional settings are READY or HOLD. The prompt may also display ERROR or PROCESSING which are set by the system. DELETE Remove the job from the queue. RUN This option is only available for jobs that have been scheduled. It allows the operator to run the job immediately. END Exit this screen with no action taken. JOB STREAM PROCESSING During the processing of a job stream the user will see the original line marked as Scheduled. They will also see the same job on another line marked as Processing. Compare the print screen on the previous page to the one above. The following has taken place. 1> The job on line 4 started to process. All jobs marked as scheduled were moved down two lines.

183 General Ledger Appendices Page > A copy of job 93 was placed on line one as job 95 with a TYPE of QUEUE and STATUS of PROCESSING. 3> A copy of job 94 was placed on line two as job 96 with a TYPE of QUEUE and STATUS of PROCESSING. 4> Line 1 (job 95) completes and is removed. 5> Scheduled Job 93 is removed since it is set to run one time. 6> Line 2 moves to line 1 and is flagged as TYPE = QUEUE. 7> Scheduled job 94 is removed even though the QUEUE job has not completed. This occurs to the last job in the job stream. If there was still another job dependent upon the Scheduled job and had not been queued yet, the user could still see the first scheduled job in the stream. 8> Line 1 (job 96) completes and is removed. JOBS NOT PROCESSING Each data set requires at least one print queue for the Job Processor. The queues must be active in order for the system to process jobs. A new option has been added to the ADMINISTRATIVE menu as Q TRAXREPORT QUEUE(S). Select it to check or change the status of the queue(s). this option cycles all queues for all data sets. JOBS WITH ERRORS Presuming the error is not something that requires AgTrax to fix, the STATUS may be maintained. Where notification is in use the will include information regarding the cause of the error.

184 General Ledger Appendices Page STATUS Change the status to Ready or Hold. NOTE To view the Error Message, touch <END> at the SCREEN OK prompt. To view more detailed information touch <D>. If there is more than one screen of information the operator may <PAGE DOWN> and <PAGE UP> through the screens.

185 General Ledger Appendices Page JOB STREAM ERRORS Any job that does not complete successfully should return an ERROR message. To view the ERROR choose the line number of the job with the error. The operator may touch ENTER twice to display the error window or <END> key once. To view detail information for the error touch D. (See the print screen on the next page.) Follow screen prompts to view the complete error and return to the Job Controller screen. After determining the cause of the error, the user may correct that condition. Having corrected the cause of the error the user may change the status of the job sequence to READY. The Job Controller will start again and complete the job stream. CHANGE PROMPT SETTINGS FOR A SCHEDULED JOB 1. Get the Job ID number from Job Processor. 2. Go to the Module option program (e.g. OE38). 3. At the SCREEN OK prompt use <HOME> to display all saved prompts. 4. Choose the sequence number of the Job ID to be maintained. 5. Change screen prompts to the desired settings. 6. At SCREEN OK choose <S> to save and accept the current Job ID save name.

186 General Ledger Appendices Page REPORT DELIVERY Any reports set to deliver to Private or Public are accessed through this option. DIRECTORY Choose the directory of reports to be accessed. The operator may choose Private, Public or Both.

187 General Ledger Appendices Page SEQUENCE NUMBER Enter the line number of a report to be accessed. Entry of a sequence number will highlight that line number. It also gives the operator options to work with the selected report. DELIVER Loads the Delivery Options window that the operator sees in a report program. The same functions that are available in the report program are available here. MOVE The report may be moved to another directory. If it is in Private it may be moved to Public and vice versa. REMOVE A report may be deleted from the directory. EXIT This option allows the operator to un-select the current sequence number. SORT Report records mat be sorted by the Date / Time they were reacted or Report description. The program defaults to Date / Time with the newest reports listed first. To rotate through the options key S and touch ENTER. DATE / TIME (Backward) Program default. Last report to be generated displays in Sequence 1 with older reports listed after it. DATE / TIME (Forward) The oldest reports are listed first followed by newer reports. DESCRIPTION (Forward) Reports are sorted first by Description (A Z) with a sub-sort by oldest time first DESCRIPTION (Backward) Reports are sorted first by Description (Z A) with sub-sort by oldest time first. REFRESH If the screen has been loaded for some time and other reports have been generated in the meantime, choose R and ENTER to get the system to read the selected directories for any additions or deletions. EXIT Allows the operator to end the program and return to the TraxReport Menu.