ACTIVANT TURNS. General Ledger 1. Version 3000

Transcription

1 ACTIVANT TURNS General Ledger 1 Version 3000

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 3000 Publication Date:

3 Turns v3000 GENERAL LEDGER 1 I. DATABASE SETUP/MAINTENANCE A. System Setup Z (ZSU) p. 1 B. G/L Period Maintenance GMT (GLPM) p. 2 C. G/L Account Maintenance GMT (GMM) p. 3 4G/L Account Listing GMT (GML) p. 7 D. G/L Auto Post Xref Maintenance ZC (ZPOSTOP) p. 8 4G/L Auto Post Xref Listing ZC (ZPLIST) p. 23 E. G/L Posting Method Maintenance GMT (GX) p. 25 II. III. BEGINNING BALANCE PROCESSING A. Journal Input G (GIP) p. 26 4Journal Source MUST be S/B! B. Input Listing Journal G (GPL) p. 28 C. G/L Update Journal G (GUP) p. 30 D. G/L Activity Inquiry (optional) G (GTL) p. 31 G/L INTERFACE UPDATE A. Input Listing Automatic G (GPI) p. 32 B. Automatic Listing Maint. (optional) GMT (GPM) p. 33 C. G/L Update Automatic G (GUI) p. 36 D. G/L Activity Inquiry (optional) G (GTL) p. 37 It is recommended to list and update the general ledger interface file to the general ledger daily. The G/L Input Listing Automatic G(GPI) may be added to the end-of-day job stream. GPI in a job stream will automatically invoke the G/L Update Automatic G(GUI). IV. MANUAL JOURNAL PROCESSING A. Journal Input G (GIP) p. 38 B. Input Listing Journal G (GPL) p. 39 C. G/L Update Journal G (GUP) p. 41 4G/L Activity Inquiry (optional) G (GTL) p. 42 V. ADDITIONAL JOURNAL PROCESSING A. Recurring Postings 1. Recurring G/L Maintenance GMT (GRE) p. 43 4Recurring G/L Listing GMT (GRL) p Process Recurring Journal G (GRP) p. 45 4Input Listing - Journal G (GPL) p. 47 4G/L Update Journal G (GUP) p G/L Activity Inquiry (optional) G (GTL) p. 49

4 Turns v3000 GENERAL LEDGER 1 V. ADDITIONAL JOURNAL PROCESSING (continued) B. Allocation Entries 1. Allocation G/L Maintenance GMT (GAE) p. 50 4Allocation G/L Listing GMT (GAL) p Process Allocation Journal G (GAP) p. 52 4Input Listing Journal G (GPL) p. 54 4G/L Update Journal G (GUP) p G/L Activity Inquiry (optional) G (GTL) p. 56 C. Reversing Entries 1. Preparation p Reversing Journal Entry G (GRV) p. 59 4Input Listing Journal G (GPL) p. 60 4G/L Update Journal G (GUP) p G/L Activity Inquiry (optional) G (GTL) p. 62 VI. ACCOUNT ANALYSIS A. G/L Transaction Listing GMT (GYL) p. 63 B. G/L Activity Inquiry G (GTL) p. 66 VII. GENERAL LEDGER BUDGET FILE A. Budget File Maintenance GMT (GMB) p. 67 B. Budget File Listing GMT (GBL) p. 68 VIII.GENERAL LEDGER HISTORY A. G/L History Maintenance GMT (GMH) p. 69 B. G/L History Listing GMT (GHL) p. 70 C. G/L Balance Calculation GMT (GBAL) p. 71 IX. MONTH END & YEAR END PROCEDURES A. Period-End Closing G (GME) p. 72 4Posting Profit B. G/L File Purge GMT (GLPG) p. 73 4After a Backup C. Balancing G/L to Turns p. 74 4Accounts Receivable 4Accounts Payable 4Inventory X. AMORTIZATION SCHEDULE GMT (AMORT) p. 78 XI. BUSINESS STATUS G/L MAINTENANCE D2 (BSRGLM) p. 81 4Business Status Report MRS (BSR)* *Please refer to the Special Applications class materials for more information about the Business Status Report, including the initial setup steps. XII. GENERAL LEDGER OVERVIEW p.82

5 Database Setup/Maintenance System Setup ZC(ZSU) General Ledger Information SYSTEM SETUP ZC(ZSU) GENERAL LEDGER INFORMATION (Selection 5) 1. SUPRESS PRO FORMA ON G/L REPORTS? (Y/N) (1A) (Y/N) Y = Suppress printing of PRO FORMA on G/L Financial Reports. N = PRO FORMA will be printed on G/L Financial reports for periods not closed. WARNING: If printing of PRO FORMA is suppressed, there will be no indication on the financial statement reports depicting which printed version is the final report printed in conjunction with the closing of a period. DDS does not recommend use of this option. Users invoking this option doing so assuming full responsibility for resultant reporting ramifications. 2. POST INVENTORY TRANSACTIONS IN SUMMARY OR DETAIL? (S/D) (1A) (S/D) D = Post Inventory Transactions to the General Ledger in Detail mode. S = Post Inventory Transactions to the General Ledger in Summary mode. Turns G/L Financial Reporting 1

6 Database Setup/Maintenance General Ledger Period Maintenance GMT(GLPM) Example of the runtime prompts: GENERAL LEDGER PERIOD MAINTENANCE FISCAL YEAR 02 PERIODS START DATE END DATE QTR PERIOD STATUS 1 01/01/02 01/31/02 1 CLOSED/MAINTAINABLE 2 02/01/02 02/28/02 1 CLOSED/MAINTAINABLE 3 03/01/02 03/31/02 1 CLOSED/MAINTAINABLE 4 04/01/02 04/30/02 2 CLOSED/MAINTAINABLE 5 05/01/02 05/31/02 2 CLOSED/MAINTAINABLE 6 06/01/02 06/30/02 2 CLOSED/MAINTAINABLE 7 07/01/02 07/31/02 3 CLOSED 8 08/01/02 08/31/02 3 ACTIVE 9 09/01/02 09/31/02 3 ACTIVE 10 10/01/02 10/31/02 4 ACTIVE 11 11/01/02 11/30/02 4 ACTIVE 12 12/01/02 12/31/02 4 ACTIVE ADJ PER 4 ACTIVE ENTER PERIOD OR (D)ELETE GENERAL LEDGER PERIOD MAINTENANCE FISCAL YEAR 03 PERIODS START DATE END DATE QTR PERIOD STATUS 1 01/01/03 01/31/03 1 ACTIVE 2 02/01/03 02/28/03 1 ACTIVE 3 03/01/03 03/31/03 1 ACTIVE 4 04/01/03 04/30/03 2 ACTIVE 5 05/01/03 05/31/03 2 ACTIVE 6 06/01/03 06/30/03 2 ACTIVE 7 07/01/03 07/31/03 3 OPEN 8 08/01/03 08/31/03 3 OPEN 9 09/01/03 09/31/03 3 OPEN 10 10/01/03 10/31/03 4 OPEN 11 11/01/03 11/30/03 4 OPEN 12 12/01/03 12/31/03 4 OPEN ADJ PER 4 OPEN ENTER PERIOD OR (D)ELETE Turns G/L Financial Reporting 2

7 Database Setup/Maintenance G/L Account Maintenance GMT(GMM) Example of the runtime prompts: ORGANIZATION 00 ORG. TITLE CORPORATE DIVISION G/L ACCOUNT # 101 ACCOUNT TITLE CASH OPERATING ACCOUNT TYPE A GENERAL LEDGER MASTER FILE MAINTENANCE ENTER ACCT(#), (,)SEARCH, (U)PDATE, (N)EXT, PRE(V)IOUS, (D)ELETE, (C)OMMENTS OR (RTN) Turns G/L Financial Reporting 3

8 Database Setup/Maintenance G/L Account Maintenance GMT(GMM) (cont d) ORGANIZATION (2A) Profit/cost center. This must contain two digits. G/L ACCOUNT MAINTENANCE GMT(GMM) (CHART OF ACCOUNTS) ORG. TITLE (32A) Prints on financial statements for this organization. G/L ACCOUNT # (10A) ACCOUNT TITLE (32A) Prints on financial statements. ACCOUNT TYPE (1A) A=Asset, L=Liability, C=Capital, R=Revenue, E=Expense, M=Memo G/L ACCOUNT # (10A) ACCOUNT TITLE (32A) ACCOUNT TYPE (1A) G/L ACCOUNT # (10A) ACCOUNT TITLE (32A) ACCOUNT TYPE (1A) G/L ACCOUNT # (10A) ACCOUNT TITLE (32A) ACCOUNT TYPE (1A) Turns G/L Financial Reporting 4

9 Database Setup/Maintenance G/L Account Maintenance Chart of Accounts Input Sheet ACCOUNT # DESCRIPTION TYPE 101 CASH-OPERATING A 102 CASH-PAYROLL A 103 CASH-PETTY A 120 A/R TRADE A 125 REBATE RECEIVABLE A 126 REBATE COMMISSION RECEIVABLE A 130 A/R ADJUSTMENTS A 140 A/R BAD DEBTS A 150 INVENTORY A 160 EQUIPMENT A 165 DEPRECIATION-EQUIP. A 200 NOTES PAYABLE L 205 CUSTOMER DEPOSIT ACCRUAL L 207 CUSTOMER PREPAYMENT ACCRUAL L 210 A/P TRADE L 215 PURCHASE DISCOUNTS L 217 CUSTOMER REFUNDS PAYABLE L 220 SALES TAX PAYABLE L 240 PAYROLL TAX PAYABLE L 320 STOCK SHARES C 330 RETAINED EARNINGS C 420 SALES-GENERAL R Turns G/L Financial Reporting 5

10 Database Setup/Maintenance G/L Account Maintenance Chart of Accounts Input Sheet (cont d) ACCOUNT # DESCRIPTION TYPE 425 SALES-TYPE A R 427 SALES-TYPE B R 430 MERCHANDISE DISCOUNTS R 431 CASH DISCOUNTS R 440 LATE CHARGE INCOME R 445 FREIGHT INCOME R 450 MISC. INCOME-NON-TAX R 460 RESTOCKING INCOME R 470 REBATE COMMISSION REVENUE R 500 COGS-GENERAL E 505 COGS-TYPE A E 507 COGS-TYPE B E 510 ADVERTISING E 520 DEPRECIATION E 530 FREIGHT E 540 SALARIES E 550 SUPPLIES E 560 RENT E 570 EMPLOYEE BENEFITS EXPENSE E 580 PAYROLL TAX EXPENSE E Turns G/L Financial Reporting 6

11 Database Setup/Maintenance G/L Account Listing GMT(GML) Example of the runtime prompts: GENERAL LEDGER MASTER LISTING PRINT TO SCREEN FOR INQUIRY? No ENTER ORGANIZATION CODE, (ALL), OR (END) 00 INCLUDE COMMENTS? (Y/N) N ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y Example of the output: SYSTEM DATE: AM ABC CO. G E N E R A L L E D G E R M A S T E R L I S T I N G DATE 01/21/03 JANUARY 21, 2003 PAGE 1 ORG G/L ACCT CODE NUMBER TITLE ACCOUNT TYPE 00 CORPORATE DIVISION CASH OPERATING ASSET CASH-PAYROLL ASSET CASH-PETTY ASSET A/R TRADE ASSET REBATE RECEIVABLE ASSET REBATE COMMISSION RECEIVABLE ASSET A/R ADJUSTMENTS ASSET A/R BAD DEBTS ASSET INVENTORY ASSET EQUIPMENT ASSET DEPRECIATION-EQUIP. ASSET NOTES PAYABLE LIABILITY CUSTOMER DEPOSIT ACCRUAL LIABILITY CUSTOMER PREPAYMENT ACCRUAL LIABILITY A/P TRADE LIABILITY PURCHASE DISCOUNTS LIABILITY CUSTOMER REFUNDS PAYABLE LIABILITY SALES TAX PAYABLE LIABILITY PAYROLL TAX PAYABLE LIABILITY SYSTEM DATE: AM ABC CO. G E N E R A L L E D G E R M A S T E R L I S T I N G DATE 01/21/03 JANUARY 21, 2003 PAGE 2 ORG G/L ACCT CODE NUMBER TITLE ACCOUNT TYPE 00 CORPORATE DIVISION THE NUMBER OF RECORDS LISTED IS 19 Turns G/L Financial Reporting 7

12 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) Example of the runtime prompts: SOURCE: A/R ORGANIZATION: 00 POSTING ACCOUNT FILE MAINTENANCE Enter the posting source or (RTN) to exit A/R = Accounts Receivable D/S = Drop Ship A/P = Accounts Payable W/O = Work Orders I/E = Inventory Transactions W/R = Warranty SOURCE: A/R ORGANIZATION: 00 A/R POSTING ACCOUNT FILE MAINTENANCE FOR ORG: 00 LN DESCRIPTION ORG GL ACCT# +/- LN DESCRIPTION ORG G/L ACCT# +/- 1 DEFAULT SALES DISCOUNTS TAKEN G/L CLASS A AMOUNT APPLIED G/L CLASS B A/R ADJUSTMENT DR MERCH DISCOUNT A/R ADJUSTMENT CR CASH DISCOUNT LATE CHARGE DR SALES TAX LATE CHARGE CR FREIGHT DEFAULT COST DR NON-TAX SPL CHGS G/L CLASS A GROSS INVOICE AMT G/L CLASS B REBATE RECEIVABLE DEFAULT COST CR COMM.RECEIVABLE REBATE COMMISSION CASH W/ORDER A/R PENDING AMT DEPOSIT ACCRUAL PAYMENT SUSPENSE PAYMENT W/DEL CR REFUND PAYABLE RESTOCK CHARGE DR RESTOCK CHARGE CR CASH RECEIVED ENTER LINE #, (U)PDATE, (DELETE), OR (RTN) Turns G/L Financial Reporting 8

13 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) NOTE: Mandatory file setup. A valid general ledger account number must be entered for ALL posting references. SOURCE: A/R (3A) ACCOUNTS RECEIVABLE ORGANIZATION CODE (2A) A complete set of references must be set up for each organization. Once one set of references is complete, it may be duplicated to other organizations. DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES 1. DEFAULT SALES (2A) (10A) Revenue account for items without a G/L class and for Not on File items. 1. Revenue account for items in this G/L class. Increase or decrease system will fill in. and so on 2. MERCH DISCOUNT (2A) (10A) Reduction of revenue or increase to Discounts Given expense account. 3. CASH DISCOUNT (2A) (10A) Reduction of revenue based on cash discount on invoice or increase to Discounts Given expense. 4. SALES TAX (2A) (10A) Increase to Sales Tax liability account. 5. FREIGHT (2A) (10A) Freight revenue account. 6. NON-TAX SPCL CHGS (2A) (10A) Revenue account for non-merchandise activities. 7. GROSS INVOICE AMT (2A) (10A) Increase to Accounts Receivable asset account. 8. REBATE RECEIVABLE (2A) (10A) Increase to Rebate Receivable asset account. 9. COMM. RECEIVABLE (2A) (10A) Increase to Rebate Commission Receivable asset account. 10. CASH W/ORDER (2A) (10A) Increase to Cash asset account. Note: If the Point of Sale Module is active, two additional accounts are added. See the information on page 13. The remaining accounts are renumbered due to the additional accounts. 11. DEPOSIT ACCRUAL (2A) (10A) Increase to Deposit liability account. Turns G/L Financial Reporting 9

14 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: A/R (3A) ACCOUNTS RECEIVABLE ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES 12. PAYMENT SUSPENSE (2A) (10A) Increase to Payment Suspense liability account. 13. PAYMENT W/DEL CR (2A) (10A) Reduction to Accounts Receivable asset account. 14. REFUND PAYABLE (2A) (10A) Increase to Refund Payable liability account. 15. RESTOCK CHARGE DR (2A) (10A) Increase to Accounts Receivable asset account due to returned merchandise. 16. RESTOCK CHARGE CR (2A) (10A) Increase to revenue account due to returned merchandise. CASH RECEIPTS 17. CASH RECEIVED (2A) (10A) Increase to Cash asset account. 18. DISCOUNTS TAKEN (2A) (10A) Reduction to revenue account or increase to Discounts Given expense account. 19. AMOUNT APPLIED (2A) (10A) Reduction to an Accounts Receivable asset account. 20. A/R ADJUSTMENT DR (2A) (10A) Increase to an Accounts Receivable asset account. 21. A/R ADJUSTMENT CR (2A) (10A) Increase to Bad Debt, Suspense, or Adjustments Pending expense account. LATE CHARGES 22. LATE CHARGE DR (2A) (10A) Increase to an Accounts Receivable asset account. 23. LATE CHARGE CR (2A) (10A) Increase to a revenue account. Turns G/L Financial Reporting 10

15 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: A/R (3A) ACCOUNTS RECEIVABLE ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES COST OF SALES 24. DEFAULT COST DR (2A) (10A) Increase to Cost of Goods Sold expense account for items without a G/L class and for Not on File items. 24. Increase to Cost of Goods Sold expense account for items in this G/L class. and so on 25. DEFAULT COST CR (2A) (10A) Decrease to Inventory asset account for items without a G/L class and for Not on File items. 25. Decrease to Inventory asset account for items in this G/L class. and so on If the Landed Cost feature IS NOT activated, the following information is prompted for: 26. REBATE COMMISSION (2A) (10A) This will only appear if Rebate Module is active. Increase to a revenue account for items without a G/L class. 26. Increase to a revenue account for items in this G/L class. and so on 27. A/R PENDING AMT (2A) (10A) Increase to a pending A/R asset account for consolidated invoices. Turns G/L Financial Reporting 11

16 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: A/R (3A) ACCOUNTS RECEIVABLE ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES COST OF SALES If the Landed Cost feature IS activated, the following information is prompted for: 26. DEFAULT FRT COST DR (2A) (10A) Decrease to in-bound freight expense account or decrease to Inventory asset account (if in-bound freight is posted to the Inventory asset.) 26. and so on 27. DEFAULT EXCISE TAX CR (2A) (10A) Decrease to expense account or decrease to Inventory asset account. 27. and so on 28. DEFAULT COST LOAD (2A) (10A) Decrease to expense account or decrease to Inventory asset account. 28. and so on Turns G/L Financial Reporting 12

17 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: A/R (3A) ACCOUNTS RECEIVABLE ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES COST OF SALES 29. REBATE COMMISSION (2A) (10A) Increase to a revenue account for items without a G/L class. This will only appear if the rebate module is active. 29. Increase to a revenue account for items in this G/L class. and so on 30. A/R PENDING AMOUNT (2A) (10A) Increase to a pending A/R asset account for consolidated invoices. If the Point of Sale module is activated, the following information is prompted for: 11. MERC. CARD W/ORDER (2A) (10A) Increase to an Accounts Receivable asset account. 16. MERC. CARD REFUND (2A) (10A) Decrease to an Accounts Receivable asset account. Turns G/L Financial Reporting 13

18 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) NOTE: See account notes under Source A/R. These can be entered the same as the A/R references. SOURCE: D/S (3A) DROPSHIP ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES (DROPSHIP SALES) 1. DEFAULT SALES (2A) (10A) 1. Revenue account for items in this G/L class. and so on 2. MERCH DISCOUNT (2A) (10A) Not used, but must be populated. 3. CASH DISCOUNT (2A) (10A) Not used, but must be populated. 4. SALES TAX (2A) (10A) Not used, but must be populated. 5. FREIGHT (2A) (10A) Not used, but must be populated. 6. NON-TAX SPCL CHGS (2A) (10A) Not used, but must be populated. 7. GROSS INVOICE AMT (2A) (10A) Not used, but must be populated. 8. REBATE RECEIVABLE (2A) (10A) Not used, but must be populated. 9. COMM. RECEIVABLE (2A) (10A) Not used, but must be populated. 10. CASH W/ORDER (2A) (10A) Note: If the Point of Sale Module is active, two additional accounts are added. See the information on page 16. The remaining accounts are renumbered due to the additional accounts. 11. DEPOSIT ACCRUAL (2A) (10A) 12. PAYMENT SUSPENSE (2A) (10A) Not used, but must be populated. Turns G/L Financial Reporting 14

19 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: D/S (3A) DROPSHIP ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES (DROPSHIP SALES) 13. PAYMENT W/DEL CR (2A) (10A) Not used, but must be populated. 14. REFUND PAYABLE (2A) (10A) 15. RESTOCK CHARGE DR (2A) (10A) Not used, but must be populated. 16. RESTOCK CHARGE CR (2A) (10A) Not used, but must be populated. COST OF SALES 17. DEFAULT COST DR (2A) (10A) 17. and so on 18. DEFAULT COST CR (2A) (10A) 18. and so on If the Landed Cost feature IS NOT activated, the following information is prompted for: 19. REBATE COMMISSION (2A) (10A) This will only appear if Rebate Module is active. Increase to a revenue account for items without a G/L class. Turns G/L Financial Reporting 15

20 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: D/S (3A) DROPSHIP ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- MEMOS & INVOICES (DROPSHIP SALES) COST OF SALES If the Landed Cost feature IS activated, the following information is prompted for: 19. DEFAULT FRT COST DR (2A) (10A) 19. and so on 20. DEFAULT EXCISE TAX CR (2A) (10A) 20. and so on 21. DEFAULT COST LOAD CR (2A) (10A) 21. and so on 22. REBATE COMMISSION (2A) (10A) This will only appear if the rebate module is active. If the Point of Sale module is activated, the following information is prompted for: 11. MERC. CARD W/ORDER (2A) (10A) Increase to an Accounts Receivable asset account. 16. MERC. CARD REFUND (2A) (10A) Decrease to an Accounts Receivable asset account. Turns G/L Financial Reporting 16

21 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: A/P (3A) ACCOUNTS AYABLE ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- ACCOUNTS PAYABLE 1. AMOUNT PAYABLE (2A) (10A) Increase to Accounts Payable liability account. 2. DISCOUNT TAKEN (2A) (10A) Increase to Discounts Taken revenue account. 3. PAYMENT (2A) (10A) Decrease to Cash asset account. Turns G/L Financial Reporting 17

22 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) NOTE: Only applies in Work Order module if active. SOURCE: W/O (3A) WORK ORDER ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- WORK ORDERS 1. TRANSFER VALUE (2A) (10A) Decrease to an Inventory asset account for items without a G/L class. 1. Decrease to an Inventory asset account for items in this G/L class. and so on 2. TRANSFER OVERHEAD (2A) (10A) Increase to a Suspense revenue account for items without a G/L class. 2. Increase to a Suspense revenue account for items in this G/L class. and so on 3. RECEIPT VALUE (2A) (10A) Increase to an Inventory asset account for items without a G/L class. 3. Increase to an Inventory asset account for items in this G/L class. and so on Turns G/L Financial Reporting 18

23 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: W/O (3A) WORK ORDER ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- WORK ORDERS 4. RECEIPT OVERHEAD (2A) (10A) Increase to an Inventory asset or Overhead expense account for items without a G/L class. 4. Increase to an Inventory asset or Overhead expense account for items in this G/L class. and so on 5. IN TRANIST VALUE (2A) (10A) Increase to In Transit Inventory account. 6. FREIGHT DEBIT (2A) (10A) Increase to Inventory Asset or Freight Expense account for the TO Warehouse. 7. FREIGHT CREDIT (2A) (10A) Increase to Pending liability or Liability account for the TO Warehouse. Turns G/L Financial Reporting 19

24 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: I/E (3A) INVENTORY TRANSACTIONS ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- INVENTORY TRANSACTIONS 1. ADJUSTMENTS DR (2A) (10A) Increase to an appropriate Inventory asset account. 1. and so on 2. ADJUSTMENTS CR (2A) (10A) Decrease to a Cost of Goods Sold or Inventory Shrinkage expense account. 2. and so on 3. USAGE DR (2A) (10A) Increase to an appropriate expense account. 3. and so on 4. USAGE CR (2A) (10A) Decrease to an Inventory asset account. 3. and so on Turns G/L Financial Reporting 20

25 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: I/E (3A) INVENTORY TRANSACTIONS ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- INVENTORY TRANSACTIONS 5. DAMAGED DR (2A) (10A) Increase appropriate Inventory expense account (when increasing damaged via a positive qty in IE.) 5. and so on 6. DAMAGED CR (2A) (10A) Decrease to an Inventory asset account (when increasing damaged via a positive quantity in IE.) 6. and so on If the Work Order module IS activated, the following information is prompted for: 7. IN TRANSIT DR (2A) (10A) Increase to an In Transit Inventory asset account. 8. IN TRANSIT CR (2A) (10A) Increase to an Inventory asset account. If the Work Order module IS NOT activated, the following information is prompted for: 9. TRANSFER DR (2A) (10A) Increase to an Inventory asset account. 9. and so on Turns G/L Financial Reporting 21

26 Database Setup/Maintenance G/L Auto Post Xref Maintenance ZC(ZPOSTOP) (cont d) G/L POSTING ACCOUNT FILE MAINTENANCE SETUP SHEET ZC(ZPOSTOP) SOURCE: I/E (3A) INVENTORY TRANSACTIONS ORGANIZATION CODE (2A) DESCRIPTION ORGANIZATION G/L ACCOUNT NUMBER +/- INVENTORY TRANSACTIONS 10. TRANSFER CR (2A) (10A) Decrease to an Inventory asset account. 10. and so on 11. KITS DR (2A) (10A) Increase to an Inventory asset account. 11. and so on 12. KITS CR (2A) (10A) Decrease to an Inventory asset account. 12. and so on Turns G/L Financial Reporting 22

27 Database Setup/Maintenance G/L Auto Post Xref Listing ZC(ZPLIST) Example of the runtime prompts: G/L POSTING ACCOUNTS LISTING ENTER ORGANIZATION CODE, ALL OR END 00 CORPORATE DIVISION PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y Example of the output: SYSTEM DATE: AM ABC CO. G / L P O S T I N G A C C O U N T S F I L E L I S T I N G DATE 01/21/03 JANUARY 21, 2003 PAGE 1 ORG G/L ACCT DESCRIPTION +/- CODE NUMBER TITLE 00 CORPORATE DIVISION MEMOS & INVOICES DEFAULT SALES SALES-GENERAL G/L CLASS A SALES-TYPE A G/L CLASS B SALES-TYPE B MERCH DISCOUNT MERCHANDISE DISCOUNTS CASH DISCOUNT CASH DISCOUNTS SALES TAX SALES TAX PAYABLE FREIGHT FREIGHT INCOME NON-TAX SPCL CHGS MISC. INCOME-NON-TAX GROSS INVOICE AMT A/R TRADE REBATE RECEIVABLE REBATE RECEIVABLE COMM. RECEIVABLE REBATE COMMISSION RECEIVABLE CASH W/ORDER CASH-OPERATING DEPOSIT ACCRUAL CUSTOMER DEPOSIT ACCRUAL PAYMENT SUSPENSE CUSTOMER PREPAYMENT ACCRUAL PAYMENT W/DEL CR A/R TRADE REFUND PAYABLE CUSTOMER REFUNDS PAYABLE RESTOCK CHARGE DR A/R TRADE RESTOCK CHARGE CR RESTOCKING INCOME CASH RECEIPTS CASH RECEIVED CASH-OPERATING DISCOUNTS TAKEN MERCHANDISE DISCOUNTS AMOUNT APPLIED A/R TRADE A/R ADJUSTMENTS A/R ADJUSTMENT DR A/R TRADE A/R ADJUSTMENT CR A/R BAD DEBTS LATE CHARGES LATE CHARGE DR A/R TRADE LATE CHARGE CR LATE CHARGE INCOME Turns G/L Financial Reporting 23

28 Database Setup/Maintenance G/L Auto Post Xref Listing ZC(ZPLIST) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. G / L P O S T I N G A C C O U N T S F I L E L I S T I N G DATE 01/21/03 JANUARY 21, 2002 PAGE 2 ORG G/L ACCT DESCRIPTION +/- CODE NUMBER TITLE 00 CORPORATE DIVISION COST OF SALES DEFAULT COST DR COGS-GENERAL G/L CLASS A COGS-TYPE A G/L CLASS B COGS-TYPE B DEFAULT COST CR INVENTORY REBATE COMMISSION REBATE COMMISSION REVENUE DFLT FRT COST CR INVENTORY DFLT EXCISE TX CR INVENTORY DFLT COST LOAD CR INVENTORY A/R PENDING AMT A/R ADJUSTMENTS DROPSHIP SALES DEFAULT SALES SALES-GENERAL G/L CLASS A SALES-TYPE A G/L CLASS B SALES-TYPE B MERCH DISCOUNT MERCHANDISE DISCOUNTS CASH DISCOUNT CASH DISCOUNTS SALES TAX SALES TAX PAYABLE FREIGHT FREIGHT INCOME NON-TAX SPCL CHGS MISC. INCOME-NON-TAX GROSS INVOICE AMT A/R TRADE REBATE RECEIVABLE REBATE RECEIVABLE COMM. RECEIVABLE REBATE COMMISSION RECEIVABLE CASH W/ORDER CASH-OPERATING DEPOSIT ACCRUAL CUSTOMER DEPOSIT ACCRUAL PAYMENT SUSPENSE CUSTOMER PREPAYMENT ACCRUAL PAYMENT W/DEL CR A/R TRADE REFUND PAYABLE CUSTOMER REFUNDS PAYABLE RESTOCK CHARGE DR A/R TRADE RESTOCK CHARGE CR RESTOCKING INCOME COST OF SALES (D/S) DEFAULT COST DR COGS-GENERAL G/L CLASS A COGS-TYPE A G/L CLASS B COGS-TYPE B DEFAULT COST CR INVENTORY REBATE COMMISSION REBATE COMMISSION REVENUE DFLT FRT COST CR INVENTORY DFLT EXCISE TX CR INVENTORY DFLT COST LOAD CR INVENTORY A/R PENDING AMT A/R ADJUSTMENTS ACCOUNTS PAYABLE AMOUNT PAYABLE A/P TRADE DISCOUNT TAKEN CASH DISCOUNTS PAYMENT AMOUNT CASH-OPERATING WORK ORDERS TRANSFER VALUE INVENTORY TRANSFER OVERHEAD INVENTORY RECEIPT VALUE INVENTORY RECEIPT OVERHEAD INVENTORY IN TRANSIT VALUE INVENTORY Turns G/L Financial Reporting 24

29 Database Setup/Maintenance G/L Posting Method Maintenance GMT(GX) This program is used to assign the posting method for general ledger transaction amounts. The posting method applies only to transactions entered via the General Ledger module and it may be changed at any time. Example of the runtime prompts: G/L POSTING METHOD MAINTENANCE ENTER N FOR NORMAL ACCOUNT BALANCE POSTING ENTER C FOR NEGATIVE CREDIT POSTING. SELECT POSTING METHOD (C) (N) : N The (N)ormal Account Balance posting method treats all positive numbers as increases and all negative numbers as decreases. The account type is then used by the system to determine whether the increase/decrease results in a debit entry or a credit entry. The Negative (C)redit posting method treats ALL positive numbers as debits and ALL negative numbers as credits. The account type is not considered. Turns G/L Financial Reporting 25

30 Beginning Balance Processing Journal Input G(GIP) Example of the runtime prompts: JOURNAL INPUT JOURNAL SOURCE CODE S/B JOURNAL DESCRIPTION STARTING BALANCES POSTING YEAR PERIOD START DATE END DATE (C)HANGE, (N)EXT, PRE(V)IOUS, (RTN) Turns G/L Financial Reporting 26

31 Beginning Balance Processing Journal Input G(GIP) Beginning Balance Input Sheet ORG ACCOUNT# DEBIT CREDIT XX Turns G/L Financial Reporting 27

32 Beginning Balance Processing Input Listing - Journal G(GPL) Example of the runtime prompts: JOURNAL INPUT LISTING INPUT LISTING JOURNAL TO BEGIN CONTINUE? (Y/N) Y PRINT ALL JOURNALS? N ENTER: SOURCE, (H)ELP OR (E)ND SOURCE DESCRIPTION YEAR/PERIOD S/B STARTING BALANCES / SELECT THIS JOURNAL? (Y/N) Y ENTER: SOURCE, (H)ELP OR (E)ND SOURCE DESCRIPTION YEAR/PERIOD E PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y (Hard copy is produced.) DID LISTING PRINT CORRECTLY? (Y/N) Y Turns G/L Financial Reporting 28

33 Beginning Balance Processing Input Listing - Journal G(GPL) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #94 DATE 01/21/03 JANUARY 21, 2003 AUDIT TRAIL DOCUMENT! PAGE 1 Save ALL pages!! TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL S/B STARTING BALANCES POST TO STARTING BALANCES 1 01/01/ BEG BAL CASH-OPERATING /01/ BEG BAL CASH-PAYROLL /01/ BEG BAL CASH-PETTY /01/ BEG BAL A/R TRADE /01/ BEG BAL INVENTORY /01/ BEG BAL EQUIPMENT /01/ BEG BAL DEPRECIATION /01/ BEG BAL NOTES PAYABLE /01/ BEG BAL A/P TRADE /01/ BEG BAL STOCK SHARES /01/ BEG BAL RETAINED EARNINGS /01/ BEG BAL SUPPLIES SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #94 DATE 01/21/03 JANUARY 21, 2003 PAGE 2 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL S/B STARTING BALANCES POST TO STARTING BALANCES TOTAL NUMBER OF TRANSACTIONS TOTAL DEBITS TOTAL CREDITS SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #94 DATE 01/21/03 JANUARY 21, 2003 PAGE 3 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL S/B STARTING BALANCES POST TO STARTING BALANCES GRAND TOTALS TOTAL NUMBER OF TRANSACTIONS TOTAL DEBITS TOTAL CREDITS Turns G/L Financial Reporting 29

34 Beginning Balance Processing G/L Update Journal G(GUP) Example of the runtime prompts: G/L UPDATE JOURNAL G/L UPDATE JOURNAL TO BEGIN CONTINUE? (Y/N) Y G/L UPDATE JOURNAL IN PROGRESS This program updates the transactions just printed on the Input Listing Journal G(GIP). No further printout is provided. In order for updating to take place, the listing must have been completed with a Y response (to the DID THE LISTING PRINT CORRECTLY prompt) and the transactions on the listing must be in balance (total debits equal to total credits). Turns G/L Financial Reporting 30

35 Beginning Balance Processing G/L Activity Inquiry G(GTL) (Optional) Example of the runtime prompts: GENERAL LEDGER ACTIVITY INQUIRY ENTER ORGANIZATION CODE 00 CORPORATE DIVISION ENTER G/L ACCOUNT # 101 CASH-OPERATING FROM YEAR 03 PERIOD 01 TO YEAR 03 PERIOD 01 POSTING INPUT JRNL PERIOD DATE LST # SRCE REF.NO. DESCRIPTION AMOUNT BEGINNING BALANCE ** NO ACTIVITY THIS PERIOD ** PERIOD 0301 ACTIVITY 0.00 ENDING BALANCE *TOTAL ACTIVITY* 0.00 ENDING BALANCE DO YOU WANT A HARD COPY? (Y/N) N Turns G/L Financial Reporting 31

36 G/L Interface Update Input Listing Automatic G(GPI) Example of the runtime prompts: AUTOMATIC INPUT JOURNAL LISTING PRINT TO SCREEN FOR INQUIRY? No POSTING YEAR 03 PERIOD 01 START DATE 01/01/03 ENDING DATE 01/31/03 CHANGE PERIOD? (Y/N/E) N GENERATE ASCII OUTPUT? (Y/N) (R)EDEFINE N Y = Write to GPI, N = Don t write, or R = Redefine layout (RTN) FOR ALL SOURCE JOURNALS CHANGE (H)ELP (L)IST STARTING ENDING (Y/N) H A/R -- A/R ADJUSTMENTS JOURNAL V/C -- VOID CHECK REGISTER C/R -- CASH RECEIPTS JOURNAL P/R -- PAYCHECK REGISTER M/I -- A/R MEMO/INVOICE REGISTER D/P -- DEPOSIT/PAYMENT JOURNAL O/P -- INVOICE SUMMARY REGISTER WOT -- WORK ORDER TRANSFER REGISTER A/P -- VENDOR INVOICE REGISTER WOR-- WORK ORDER RECEIPTS REGISTER C/V -- CHECK/VOUCHER REGISTER O/A -- CONSOLIDATED INVOICE REGISTER T/A -- TAX ADJUSTMENT JOURNAL I/E -- INVENTORY TRANSACTION REGISTER L/C -- LATE CHARGE JOURNAL I/J -- INVENTORY COUNT/DEVIATION DISPLAY SELECTED JOURNALS? (Y/N) Y MORE JOURNALS? (Y/N) N PRINT BY ACCOUNT? (Y/N) N (C)ONTINUE, (R)ESPECIFY, OR (E)ND C (Hard copy is produced.) DID LISTING PRINT CORRECTLY? (Y/N) Y Turns G/L Financial Reporting 32

37 G/L Interface Update Input Listing Automatic G(GPI) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. A U T O M A T I C I N P U T F I L E L I S T I N G POST TO PERIOD: 0301 LISTING #59 DATE RANGE : 01/01/03 TO 01/31/03 JANUARY 21, 2003 AUDIT TRAIL DOCUMENT! PAGE 1 Save ALL pages!! REF TRANS ORG G/L ACCT NO. NO. DATE DESCRIPTION AMOUNT CODE NUMBER TITLE DEBIT CREDIT SUMMARY DATA FROM Invoice Summary Register (O/P) /06/03 DROPSHIP SALES SALES-GENERAL /06/03 DEFAULT SALES SALES-GENERAL /06/03 G/L CLASS A SALES-TYPE A /06/03 MERCH DISCOUNT MERCHANDISE DISCOUNTS /06/03 CASH DISCOUNT CASH DISCOUNTS /06/03 SALES TAX SALES TAX PAYABLE /06/03 FREIGHT FREIGHT INCOME /06/03 NON-TAX SPCL CHGS MISC.,INCOME-NON-TAX /06/03 GROSS INVOICE AMT A/R TRADE /06/03 REBATE RECEIVABLE REBATE RECEIVABLE /06/03 COMM. RECEIVABLE REBATE COMMISSION /06/03 CASH W/ORDER CASH-OPERATING /06/03 DEPOSIT ACCRUAL CUSTOMER DEPOSIT /06/03 PAYMENT SUSPENSE CUSTOMER PREPAYMENT /06/03 PAYMENT W/DEL CR A/R TRADE /06/03 REFUND PAYABLE CUSTOMER REFUNDS /06/03 RESTOCK CHARGE DR A/R TRADE /06/03 RESTOCK CHARGE CR RESTOCKING INCOME /06/03 DEFAULT COST DR COGS-GENERAL /06/03 G/L CLASS A COGS-TYPE A /06/03 DEFAULT COST CR INVENTORY /06/03 REBATE COMMISSION REBATE COMMISSION REV /06/03 DFLT FRT COST CR INVENTORY /06/03 DFLT EXCISE TX CR INVENTORY /06/03 DFLT COST LOAD CR INVENTORY /06/03 A/R PENDING AMT A/R ADJUSTMENTS /10/03 DROPSHIP SALES SALES-GENERAL /10/03 DEFAULT SALES SALES-GENERAL /10/03 G/L CLASS A SALES-TYPE A /10/03 MERCH DISCOUNT MERCHANDISE DISCOUNTS /10/03 CASH DISCOUNT CASH DISCOUNTS /10/03 SALES TAX SALES TAX PAYABLE /10/03 FREIGHT FREIGHT INCOME /10/03 NON-TAX SPCL CHGS MISC.,INCOME-NON-TAX /10/03 GROSS INVOICE AMT A/R TRADE /10/03 REBATE RECEIVABLE REBATE RECEIVABLE /10/03 COMM. RECEIVABLE REBATE COMMISSION /10/03 CASH W/ORDER CASH-OPERATING /10/03 DEPOSIT ACCRUAL CUSTOMER DEPOSIT /10/03 PAYMENT SUSPENSE CUSTOMER PREPAYMENT /10/03 PAYMENT W/DEL CR A/R TRADE /10/03 REFUND PAYABLE CUSTOMER REFUNDS /10/03 RESTOCK CHARGE DR A/R TRADE /10/03 RESTOCK CHARGE CR RESTOCKING INCOME /10/03 DEFAULT COST DR COGS-GENERAL /10/03 G/L CLASS A COGS-TYPE A /10/03 DEFAULT COST CR INVENTORY /10/03 REBATE COMMISSION REBATE COMMISSION REV /10/03 DFLT FRT COST CR INVENTORY /10/03 DFLT EXCISE TX CR INVENTORY /10/03 DFLT COST LOAD CR INVENTORY /10/03 A/R PENDING AMT A/R ADJUSTMENTS 0.00 Turns G/L Financial Reporting 33

38 G/L Interface Update Input Listing Automatic G(GPI) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. A U T O M A T I C I N P U T F I L E L I S T I N G POST TO PERIOD: 0301 LISTING #59 DATE RANGE : 01/01/03 TO 01/31/03 JANUARY 21, 2003 PAGE 2 REF TRANS ORG G/L ACCT NO. NO. DATE DESCRIPTION AMOUNT CODE NUMBER TITLE DEBIT CREDIT SUMMARY DATA FROM Invoice Summary Register (O/P) TOTAL NUMBER OF TRANSACTIONS TOTAL DEBITS TOTAL CREDITS Turns G/L Financial Reporting 34

39 G/L Interface Update Automatic Listing Maintenance GMT(GPM) Sometimes, too many journals, or a journal for a future date is incorrectly included in the original selection criteria for the Input Listing Automatic. This program enables the operator to remove individual journal sources from the current listing, rather than rerunning the program, respecifying the print parameters, and performing another search. Journal sources deleted from the current listing will NOT be updated from the interface file when the G/L Update Automatic G(GUI) is run. The journal transactions are only removed from the current listing. They remain in the G/L interface file for updating at another time. NOTE: The Input Listing Automatic MUST be reprinted upon exiting this program. Example of the runtime prompts: AUTOMATIC INPUT LISTING MAINTENANCE SOURCE O/P JOURNAL# 782 DROPSHIP SALES 01/03/03 (D)ELETE, (N)EXT, (RTN) D ARE YOU SURE? Y PRINT JOURNAL LISTING? Y Turns G/L Financial Reporting 35

40 G/L Interface Update G/L Update Automatic G(GUI) Example of the runtime prompts: G/L UPDATE AUTOMATIC G/L UPDATE AUTOMATIC TO BEGIN CONTINUE? (Y/N) Y G/L UPDATE AUTOMATIC IN PROGRESS This program updates the transactions just printed on the Input Listing Automatic G(GPI). No further printout is provided. In order for updating to take place, the listing must have been completed with a Y response (to the DID THE LISTING PRINT CORRECTLY prompt) and the transactions on the listing must be in balance (total debits equal to total credits). Turns G/L Financial Reporting 36

41 G/L Interface Update G/L Activity Inquiry G(GTL) (Optional) Example of the runtime prompts: GENERAL LEDGER ACTIVITY INQUIRY ENTER ORGANIZATION CODE 00 CORPORATE DIVISION ENTER G/L ACCOUNT # 150 INVENTORY FROM YEAR 03 PERIOD 01 TO YEAR 03 PERIOD 01 POSTING INPUT JRNL PERIOD DATE LST # SRCE REF.NO. DESCRIPTION AMOUNT BEGINNING BALANCE /06/03 59-A O/P 782 DEFAULT COST CR /10/03 59-A O/P 783 DEFAULT COST CR PERIOD 0301 ACTIVITY ENDING BALANCE *TOTAL ACTIVITY* ENDING BALANCE Suffix of A indicates entry came from an Automatic Journal. Auto Journal Source Code of O/P indicates Invoice Summary Register. (Please see page 32 for a listing of Auto Journal source codes.) Reference of 783 indicates the original Invoice Summary Register number. DO YOU WANT A HARD COPY? (Y/N) N Turns G/L Financial Reporting 37

42 Manual Journal Processing Journal Input G(GIP) Example of the runtime prompts: JOURNAL INPUT JOURNAL SOURCE CODE PAY JOURNAL DESCRIPTION PAYROLL POSTING YEAR 03 PERIOD 01 START DATE 01/01/03 END DATE 01/31/03 (C)HANGE, (N)EXT, PRE(V)IOUS, (RTN) JOURNAL INPUT JOURNAL SOURCE: PAY PAYROLL DEBITS CREDITS TRAN ORG G/L REFERENCE NO. CODE ACCOUNT # DATE DESCRIPTION AMOUNT /15/03 PAYROLL /15/03 PAYROLL ENTER: TRX #, (A)DD, (D)ELETE, (L)IST, (E)ND Turns G/L Financial Reporting 38

43 Manual Journal Processing Input Listing Journal G(GPL) Example of the runtime prompts: JOURNAL INPUT LISTING INPUT LISTING JOURNAL TO BEGIN CONTINUE? (Y/N) Y PRINT ALL JOURNALS? N ENTER: SOURCE, (H)ELP OR (E)ND SOURCE DESCRIPTION YEAR/PERIOD PAY PAYROLL SELECT THIS JOURNAL? (Y/N) Y ENTER: SOURCE, (H)ELP OR (E)ND SOURCE DESCRIPTION YEAR/PERIOD E PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y (Hard copy is produced.) DID LISTING PRINT CORRECTLY? (Y/N) Y Turns G/L Financial Reporting 39

44 Manual Journal Processing Input Listing Journal G(GPL) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #95 DATE 01/21/03 JANUARY 21, 2003 PAGE 1 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL PAY PAYROLL POST TO PERIOD: 0301 (01/01/03 01/31/03) 1 01/15/ PAYROLL CASH-PAYROLL /15/ PAYROLL SALARIES SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #95 DATE 01/21/03 JANUARY 21, 2003 PAGE 2 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL PAY PAYROLL POST TO PERIOD: 0301 (01/01/03 01/31/03) TOTAL NUMBER OF TRANSACTIONS... 2 TOTAL DEBITS TOTAL CREDITS SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #95 DATE 01/21/03 JANUARY 21, 2003 PAGE 3 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL PAY PAYROLL POST TO PERIOD: 0301 (01/01/03 01/31/03) GRAND TOTALS TOTAL NUMBER OF TRANSACTIONS... 2 TOTAL DEBITS TOTAL CREDITS Turns G/L Financial Reporting 40

45 Manual Journal Processing G/L Update - Journal G(GUP) Example of the runtime prompts: G/L UPDATE JOURNAL G/L UPDATE JOURNAL TO BEGIN CONTINUE? (Y/N) Y G/L UPDATE JOURNAL IN PROGRESS This program updates the transactions just printed on the Input Listing Journal G(GIP). No further printout is provided. Turns G/L Financial Reporting 41

46 Manual Journal Processing G/L Activity Inquiry G(GTL) (Optional) Example of the runtime prompts: GENERAL LEDGER ACTIVITY INQUIRY ENTER ORGANIZATION CODE 00 CORPORATE DIVISION ENTER G/L ACCOUNT # 102 CASH-PAYROLL FROM YEAR 03 PERIOD 01 TO YEAR 03 PERIOD 01 POSTING INPUT JRNL PERIOD DATE LST # SRCE REF.NO. DESCRIPTION AMOUNT BEGINNING BALANCE /15/ J PAY PAYROLL PERIOD 0301 ACTIVITY ENDING BALANCE *TOTAL ACTIVITY* ENDING BALANCE Suffix of J indicates entry came from an Input Journal. Journal Source Code of PAY indicates the source code specified by the operator in Journal Input G(GIP). Reference of PAYROLL indicates the reference entered by the operator in Journal Input G(GIP). DO YOU WANT A HARD COPY? (Y/N) Y Example of the output: SYSTEM DATE: AM ABC CO. G / L A C T I V I T Y I N Q U I R Y DATE: 01/21/03 JANUARY 21, 2003 PAGE 1 ORG G/L ACCT POSTING TRANS INPUT JRNL CODE NUMBER TITLE PERIOD DATE LST# SRCE REF.NO. DESCRIPTION AMOUNT 00 CORPORATE DIVISION CASH-PAYROLL BEGINNING BALANCE /15/ J PAY PAYROLL ACTIVITY ENDING BALANCE **TOTAL ACTIVITY** ENDING BALANCE Turns G/L Financial Reporting 42

47 Additional Journal Processing Recurring Postings Recurring G/L Maintenance GMT(GRE) Example of the runtime prompts: RECURRING JOURNAL ENTRY MAINTENANCE JOURNAL SOURCE CODE DEP 1 DESCRIPTION DEPRECIATION 5 DOLLAR LIMIT AMT TO POST POSTED TO DATE.00 3 START DATE 01/01/03 LAST UPDATE DATE 4 ENDING DATE 01/01/06 CORRECT? (Y/N) Y JOURNAL INPUT JOURNAL SOURCE: DEP DEPRECIATION AMOUNT: DEBITS CREDITS TRAN ORG G/L REFERENCE NO. CODE ACCOUNT # DATE DESCRIPTION AMOUNT /21/03 MO. DEPR /21/03 MO. DEPR ENTER: TRX #, (A)DD, (D)ELETE, (L)IST, (E)ND Turns G/L Financial Reporting 43

48 Additional Journal Processing Recurring Postings Recurring G/L Listing GMT(GRL) Example of the runtime prompts: RECURRING G/L LISTING PRINT ALL JOURNALS? (Y/N) N FIRST JOURNAL: DEP LAST JOURNAL: DEP PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y Example of the output: SYSTEM DATE: AM ABC CO. R E C U R R I N G J O U R N A L I N P U T F I L E L I S T I N G LISTING JOURNALS FROM DEP TO DEP DATE 01/21/03 JANUARY 21, 2003 PAGE 1 TRANS SET UP ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL DEP DEPRECIATION 1 01/21/ MO.DEPR EQUIPMENT /21/ MO.DEPR DEPRECIATION SYSTEM DATE: AM ABC CO. R E C U R R I N G J O U R N A L I N P U T F I L E L I S T I N G LISTING JOURNALS FROM DEP TO DEP DATE 01/21/03 JANUARY 21, 2003 PAGE 2 TRANS SET UP ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL DEP DEPRECIATION AMOUNT TO POST: POSTED TO DATE: 0.00 DOLLAR LIMIT: STARTING DATE: 01/01/03 ENDING DATE: 01/01/06 LAST POSTING: TOTAL NUMBER OF TRANSACTIONS... 2 TOTAL DEBITS TOTAL CREDITS Turns G/L Financial Reporting 44

49 Additional Journal Processing Recurring Postings Process Recurring Journal G(GRP) Example of the runtime prompts: POSTING YEAR 03 PERIOD 01 START DATE 01/01/03 ENDING DATE 01/31/03 RECURRING JOURNAL PROCESSING ENTER: PROCESSING DATE (MM/DD/YY) 01/01/03 PROCESS ALL JOURNALS? (Y/N/E) N FIRST JOURNAL: DEP LAST JOURNAL: DEP (C)ONTINUE OR (R)ESPECIFY C (Hard copy is produced.) DID LISTING PRINT CORRECTLY? (Y/N) Y There can be multiple occurrences within one month. This will process a new recurring entry for each specified journal. Turns G/L Financial Reporting 45

50 Additional Journal Processing Recurring Postings Process Recurring Journal G(GRP) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. R E C U R R I N G J O U R N A L P R O C E S S L I S T I N G PROCESS LISTING # 40 PROCESS DATE: 01/01/03 DATE 01/21/03 JANUARY 21, 2003 PAGE D A T E SOURCE DESCRIPTION AMOUNT START ENDING LAST TO DATE E X C E P T I O N S DEP DEPRECIATION /01/03 01/01/06 01/01/ PROCESSED SUCCESSFULLY SYSTEM DATE: AM ABC CO. R E C U R R I N G J O U R N A L P R O C E S S L I S T I N G PROCESS LISTING # 40 PROCESS DATE: 01/01/03 DATE 01/21/03 JANUARY 21, 2003 PAGE D A T E SOURCE DESCRIPTION AMOUNT START ENDING LAST TO DATE E X C E P T I O N S ***** S U M M A R Y ***** REVIEWED RECURRING JOURNALS FROM DEP TO DEP TOTAL NUMBER OF JOURNALS REVIEWED... 1 TOTAL NUMBER OF JOURNALS PROCESSED... 1 ** JOURNALS NOT PROCESSED Turns G/L Financial Reporting 46

51 Additional Journal Processing Recurring Postings Input Listing - Journal G(GPL) Example of the output: SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #96 DATE 01/21/03 JANUARY 21, 2003 PAGE 1 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL DEP DEPRECIATION POST TO PERIOD: 0301 (01/01/03 01/31/03) 1 01/01/ MO.DEPR EQUIPMENT /01/ MO.DEPR DEPRECIATION SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #96 DATE 01/21/03 JANUARY 21, 2003 PAGE 2 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL DEP DEPRECIATION POST TO PERIOD: 0301 (01/01/03 01/31/03) TOTAL NUMBER OF TRANSACTIONS... 2 TOTAL DEBITS TOTAL CREDITS SYSTEM DATE: AM ABC CO. J O U R N A L I N P U T F I L E L I S T I N G LISTING #96 DATE 01/21/03 JANUARY 21, 2003 PAGE 3 TRANS ORG G/L ACCT NO. DATE DESCRIPTION AMOUNT REFERENCE CODE NUMBER TITLE DEBIT CREDIT JOURNAL DEP DEPRECIATION POST TO PERIOD: 0301 (01/01/03 01/31/03) GRAND TOTALS TOTAL NUMBER OF TRANSACTIONS... 2 TOTAL DEBITS TOTAL CREDITS Turns G/L Financial Reporting 47

52 Additional Journal Processing Recurring Postings G/L Update - Journal G(GUP) Example of the runtime prompts: G/L UPDATE JOURNAL G/L UPDATE JOURNAL TO BEGIN CONTINUE? (Y/N) Y G/L UPDATE JOURNAL IN PROGRESS This program updates the transactions just printed on the Input Listing Journal G(GIP). No further printout is provided. Turns G/L Financial Reporting 48