General Ledger Reference Manual Prophet 21 FASPAC 4.2

Transcription

1 General Ledger Reference Manual Prophet 21 FASPAC 4.2

2 Table of Contents INTRODUCTION 5 Outline of General Ledger Programs 6 INTERFACE LISTING AND UPDATE (IL) 11 Interface Listing 12 Sample Interface Listing 12 Interface Update 14 JOURNAL ENTRY (JE) 15 Journal Entry 16 Journal Entry Print 18 Journal Entry Update 19 MONTHLY TRANSACTION REGISTER (MTR) 20 INCOME STATEMENT PRINT (ISP) 22 BALANCE SHEET PRINTING (BSP) 23 YEARLY TRANSACTION REGISTER (YTR) 24 MONTH-END CLOSING (MC) 26 DELETE INTERFACE LISTING FILE (DIL) 28 YEAR-END CLOSING (YCR) 29 CHART OF ACCOUNTS LIST NO BALANCES (CA) 31 PERIODIC OPERATING REPORT (POR) 32 COMPARISON REPORT (CR) 33 CHART OF ACCOUNTS LISTING WITH BALANCES (CAL) 34

3 MASTER FILE MAINTENANCE (MFM) 35 Master File Listing (MFL) 40 CHART OF ACCOUNTS MAINTENANCE (CM) 41 CONSOLIDATION (CON) 43 Consolidation Processing (COP) 43 Consolidation Income Statement (COI) 44 Consolidation Balance Sheet (CBS) 45 INTERFACE MAINTENANCE (IM) 47 HISTORY REPORT (HR) 49 POSTING ACCOUNTS 50 FASPAC Posting Accounts Listing 50 Mandatory Posting Accounts 52 Mandatory Posting Accounts if Updating the AR Invoice Register to the GL 54 Posting Accounts Entry (PAE) 55 Posting Accounts Listing (PAL) 57

4 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 5/26/04 Prophet 21 Faspac Version 4.2 The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

5 INTRODUCTION The interface from other systems to the General Ledger is controlled by universal posting accounts. This allows any general ledger account number scheme set up in the system to be interfaced without modifications to the chart of accounts. The system comes with a working general ledger and Posting Accounts files already on file. These may be used as is until the general ledger system is ready to be used. Another chart of accounts may be created or the existing chart of accounts can continue to be used. General ledger and posting account numbers can be added and deleted as necessary. The corresponding general ledger account number must be on file on the general ledger Master file (GL/MFM) before you can enter a posting account. This is a double entry general ledger system requiring each transaction to have a balancing debit or credit entry. Entries must be printed and proofed before any updating to the Master files can be done. Journal entries are entered into a temporary file. Each month, journal entries (GL/JE) and system interface entries (GL/IL) are updated to the Master files (GL/MFM). The Monthly Transaction Register (GL/MTR) must be run before the financial statements (GL/ISP, GL/BSP) will reflect the entries made during the month and calculate the net profit. The financial statements are necessary to verify that the chart of accounts is in balance. After all entries have been balanced and updated and all reports have been printed, run the Monthly Closing (GL/MC). The monthly closing will roll all history balances in the Master file (GL/MFM). Additional general ledger reports that are not part of the monthly processing cycle include: A chart of accounts with balances (GL/CAL) A chart of accounts without balances (GL/CA) A full list of the Master file (GL/MFL) A comparative yearly analysis (GL/YCR) A periodic operating report (GL/POR) A History Report (GL/HR) When you enter GL from the FASPAC menu, the sign on date, company number, and name display. You have the option to exit or continue. The general ledger system may be started at any time and does not have to be current with the rest of the system. When the general ledger is started for the first time, you must enter the GL current month in the System file (SYS) for the GL month the entries will be started with, and for the fiscal year offset. You must enter beginning balances into the general ledger through Journal Entry (GL/JE).

6 We suggest that you enter the ending balances for the last month the reports were manually completed or from another system, so that all the accounts will be balanced. When you run Monthly Closing (GL/MC), the next month s transactions will reflect that month correctly. OUTLINE OF GENERAL LEDGER PROGRAMS I. GENERAL LEDGER PROCESSING A. INTERFACE LISTING & UPDATE-IL 1. Prints a listing of all transactions posted to the GL interface through the accounts payable (AP/IR, AP/CKR, AP/MCN/MCA, AP/DIR, AP/MAR/VC) and accounts receivable (AR/CRR, AR/AR, AR/SCC, AR/MIR) programs. 2. Checks for out of balance situations for all transactions. 3. Option to update the current GL month. 4. Listed: a. NOT POSTED future months saved on the Interface file until that month is updated. b. DELETED previous months will be deleted when the interface is updated for the current month. 5. If updating the current GL month: a. Checks for any out of balance situation within the current GL month. b. Deletes any previous month s transactions from the GL Interface file. c. Updates the GL Master and History files if the GL current month is in balance. d. Future month transactions will be left on the GL Interface file. 6. Other files/programs affected if updated: a. Updates the GL Master, History, and Transaction files. b. Deletes previous and current month transactions from the GL Interface file. B. JOURNAL ENTRY-JE 1. The entry point for journal transactions to a temporary journal Transaction file. 2. Ability to print journal transactions for the current month checking for out of balance situations. 3. Option to update the current GL month journal transactions to the GL Master, History, and Transaction files.

7 4. Other files/programs affected if updated: a. Updates the GL Master, History, and Transaction files. b. Deletes previous and current month transactions from the temporary journal entry Transaction file. C. MONTHLY TRANSACTION REGISTER-MTR 1. Prints all activity for the current GL month of one GL account. 2. Checks for any out of balance situations for current GL month and year-to-date transactions. 3. Prints for all transactions, or for total debits and credits only. 4. Calculates the GL Profit account for the GL account number entered in the posting accounts (PAE) file as PFT if printing for all accounts. 5. Other files/programs affected: a. Updates the GL Master file profit account with the calculated amount if printing for all accounts. D. INTERFACE LISTING MAINTENANCE-IMA 1. Allows modification to existing records in the Interface file. 2. Other files/programs affected if updated: a. Updates the GL Interface file (GL/IL). II. MONTHLY CLOSING A. INCOME STATEMENT PRINT-ISP 1. Prints an income statement from the income and expense accounts in the GL Master file. 2. No other files/programs are affected. B. BALANCE SHEET PRINT-BSP 1. Prints a formal balance sheet for all asset, liability, and equity accounts in the GL Master file. 2. No other files/programs are affected. C. YEARLY TRANSACTION REGISTER (THE LEDGER)-YTR 1. Prints all activity for the current GL fiscal year. 2. Checks for any out of balance situations for the current GL fiscal year-to-date transactions.

8 3. No other files/programs are affected. D. MONTH END CLOSING -MC 1. Closes the GL month. 2. Rolls the history totals in the GL Master file. 3. Account types 1, 2, and 3 current month and year totals are cumulative, no change is made by the monthly closing. 4. Account types 4, 5, and 6 have the current month set to zero. 5. Deletes the GL Transaction file if closing the last month of the fiscal year or the system Master file (SYS) Clear G/L Transaction is M. 6. Other files/programs affected: a. Updates the GL Master file and history files. b. Rolls the GL fiscal month in the system Master file (SYS) forward one month. c. Updates the GL Transaction file. E. DELETE INTERFACE LISTING-DIL 1. Deletes the Interface Listing file. 2. This program to be run only if the interface is not being used. 3. Other files/programs affected: a. Updates the GL Interface file. III. YEARLY CLOSING A. YEAR END CLOSING-YCR 1. Closes the GL fiscal year. 2. Moves the current year-end balances to the last year-ending balances. 3. Clears the profit account by adding the amount to the retained earning account. The accounts are designated by PFT and R/E in the Posting Accounts file (PAE). 4. Other files/programs affected: a. Updates the GL Master file and history files. b. Resets the GL fiscal month in the system maintenance file (SYS) to 1. c. Updates the GL Transaction file. IV. LISTING AND REPORTS

9 A. CHART OF ACCOUNTS LIST NO BALANCES-CA 1. Prints a listing of the accounts without the balances from the GL Master file. 2. Only accounts with transaction codes 1, 2, and 4 are printed. 3. No other files/programs are affected. B. PERIODIC OPERATING REPORT-POR 1. Prints a report from the GL Master file of accounts with a transaction code of Prints totals for the specified period, month-to-date, and year-to-date. 3. No other files/programs are affected. C. COMPARISON REPORT-YCR 1. Prints a comparative report from the GL Master file of this year s balances with last years balances. 2. No other files/programs are affected. D. CHART OF ACCOUNTS LIST WITH BALANCES-CAL 1. Prints a listing from the GL Master file of accounts with their balances. 2. Only accounts with transaction codes 1, 2, and 4 are printed. 3. No other files/programs are affected. E. MASTER FILE LISTING-MFL 1. Prints a listing of all accounts that have been entered in the Master File Maintenance (GL/MFM). 2. Includes the account number, title, codes, and the current month, year, and last years totals on the report. 3. No other files/programs are affected. V. MAINTENANCE A. MASTER FILE MAINTENANCE-MFM 1. Used to enter new accounts to the GL Master and History files. 2. Ability to inquire into an existing GL account. 3. Ability to delete an account with NO transaction and a zero balance. 4. Ability to modify an existing account. Note: Only months 2 through 12 can be changed without causing an out of balance situation.

10 5. No other files/programs are affected. B. CHART OF ACCOUNTS MAINTENANCE-CM 1. Ability to delete a company s chart of accounts. 2. Ability to copy a company s chart of accounts to another company. 3. Other files/programs affected: a. Updates the GL Master file. VI. G/L CONSOLIDATION PROCESSING A. CONSOLIDATION PROCESSING-COP 1. Combines the charts of accounts from 2 to 20 companies into a consolidated file. A consolidation company is entered in the System file (SYS) specifying the company numbers to be consolidated. 2. Other files/programs affected: a. Updates the consolidation file. B. CONSOLIDATION INCOME STATEMENT-COI 1. Prints an income statement from the income and expense accounts in the GL Consolidation file. 2. No other files/programs are affected. C. CONSOLIDATION BALANCE SHEET-CBS 1. Prints a formal balance sheet for all asset, liability, and equity accounts in the GL Consolidation file. 2. No other files/programs are affected. D. CONSOLIDATION MASTER LISTING-CML 1. Prints a listing of all accounts stored in the GL Consolidation file. 2. No other files/programs are affected.

11 INTERFACE LISTING AND UPDATE (IL) The Interface file is a holding file for all transactions posted by the accounts payable and accounts receivable systems. All transactions are left on file until printed and updated to the GL Master file (GL/MFM) for the current GL month. The Interface Listing prints all transactions in the Interface file for all dates. The debits and credits are totaled at the end of the report. Any difference between the debit and credit totals will be printed. This report must be in balance before any option to update will be given. The Interface Update takes the transactions for the current general ledger month and updates them to the Master file (GL/MFM) and the Transaction file (GL/MTR, GL/YTR). This is the same process you perform when you enter and update transactions in Journal Entry (GL/JE). The Interface Listing And Update (IL) is an optional program. If it is not used, you must make all entries to the general ledger in Journal Entry (GL/JE). The following are the only reports that are updated to the interface listing: Accounts Payable Invoice Register (AP/IR) Delete Invoice Register (AP/DIR) Manual Invoice Register (AP/MCN/MCA) Check Register (AP/CKR) Voided Checks (AP/MAR/VC) receiving entries are updated to the Interface file (GL/IL) for the bank account, discount amount (if taken), and distribution amounts entered. Accounts Receivable Invoice Register (AR/IR) Cash Receipts Register (AR/CRR) Adjustment Register (AR/AR) Manual Invoice Register (AR/MIR) Service Charge Calculation (AR/SCC)

12 INTERFACE LISTING You can run the interface listing as often as needed. If the report is in balance, you can update the current month transactions to the Master file (GL/MFM). The status of each transaction will be printed. If no status (or message) is printed for a transaction, this transaction is for the current GL month and will be updated to the Master file (GL/MFM) when the interface update option is run. No transactions are deleted from the Interface file until the interface update option is run. Field: Continue? Description: To begin printing the Interface file, type Y and press Return. To exit, type N and press Return. Do You Want to Post to G/L? Invalid The interface listing is in balance. To update the current month entries on the interface listing to the general ledger Master file (GL/MFM), type Y and press Return. To exit without updating, type N and press Return. Prints next to transactions for the current GL month when the GL account number was not found in the GL Master file (GL/MFM). This must be corrected before the Interface file can be updated. Enter the account number for this transaction in the GL Master file (GL/MFM). SAMPLE INTERFACE LISTING

13 The following messages may print on the interface listing for one or more transactions: Message Not Posted Deleted ***One or More Transactions Are Flagged to be Deleted**** Description: Prints next to transactions for future months. These transactions are left on the Interface file when the update is run. Prints next to transactions for previous months. These transactions will be deleted when the Interface file is updated to the Master file (GL/MFM). If these amounts need to be updated to the current GL month, journal entries (GL/JE) must be made. Prints at the end of the report if any transaction has a DELETED message.

14 INTERFACE UPDATE You can run the interface update as often as needed. Only transactions for the current GL month will be updated to the Master file (GL/MFM). The current month transactions will be balanced. If an out of balance situation occurs, an error message will display indicating the out of balance amounts. Transactions with the DELETED message will be deleted from the Interface file. For a DELETED transaction needing to be updated to the current month on the Master file (GL/MFM), make journal entries (GL/JE). Transactions with no message are updated to the Master file (GL/MFM) and then deleted from the Interface file. All other transactions are left on the Interface file. Field: Continue? Description: To update, type Y and press Return. To exit, type N and press Return. Error Messages The following are error messages that may occur. Press Skip to exit after each message is read and all necessary data displayed has been noted. Monthly Closing is in Progress or Has Run Unsuccessfully... Update Cannot be Run Until MC Has Been Run Successfully. Yearly Closing Has Not Been Run G/Interface File Cannot Be Posted, Debits and Credits Cannot be Posted for Current Accounting Month. See G/L Manual Debits=.XX Credits =.XX The Monthly Closing (GL/MC) is currently being run at another terminal or was not completed correctly. Press Skip to exit. The Monthly Closing (GL/MC) for the last month of the fiscal year has been run and the Yearly Closing (GL/YCR) has not been run. The current GL month in the System file (SYS) will be 13. The transactions in the Interface file for the current GL month are not in balance. Use the debit and credit amounts displayed on the screen to locate out of balance transactions on the interface listing. Note: If the credit and debit amounts displayed are zero, then the sign on month is not equal to the current GL month. Sign on to the correct month and run the interface listing again.

15 JOURNAL ENTRY (JE) Use this program to enter journal transactions in an Audit file. Since this is a double entry general ledger system, you must post two or more entries for each transaction. When a transaction is added, a transaction number is assigned to it so that you can modify or delete it if necessary. Journal entries can be made for any month regardless of the current GL month. Any future dates will be held in the audit file for updating when that month is reached. In this respect, the journal entry program saves transactions the same as the Interface file (GL/IL); current month transactions will be updated, previous months transactions deleted and future month transactions saved on the audit file. The Journal Entry Audit file report must be in balance for all transactions (all debits and credits for all dates) before any updating is allowed. If any difference is found, the amount will print at the end of the report and no option to update will be given. Field: Select...(ADD, CHG, DEL, PRT) Description: To enter new journal entries, enter ADD and press Return. To print all transactions in the Journal Entry Audit file, enter PRT and press Return. Note: If the report is in balance, you can update the transactions to the Master file (GL/MFM). To modify an existing transaction, enter CHG and press Return. The transaction number is needed to make any modifications to the record. Print the Journal Entry Audit file for the transactions numbers assigned to each entry. To delete an existing transaction, enter DEL and press Return. The transaction number is needed to delete any records. Print the Journal Entry Audit file for the transaction numbers assigned to each entry. To exit, press CMD.

16 JOURNAL ENTRY Each journal entry has a maximum of 29 characters of space available for a reference and/or description. A three-character Journal code is also available to identify the source of the input. An account number will not be accepted if it is not on the GL Master file (GL/MFM). Field: Acct No. Description: To exit, press CMD. To begin recording a journal entry, enter a valid GL account number that is on the GL Master file (GL/MFM). The Account type will display on the screen. Account Number Not On File- SKIP JRNL The Tran code for the account number is not a 1, 2, or 4, or the account was not found on the G/L Master file (GL/MFM). Skip to re-enter the account number. (Optional) Enter up to a three-character Journal code to identify the source of the transaction (such as A/P, A/R, IM). When you run the consolidate monthly transaction option of Monthly Closing (GL/MC), all transactions updated to the Transaction file (GL/MTR, GL/YTR) with the same Journal code will be consolidated into one transaction for that Journal code on the transaction register. You can run the Consolidate Monthly Transaction option of Monthly Closing (GL/MC) at any time without closing the GL month. See Monthly Closing (GL/MC) for a more detailed explanation. You can enter ACC or PRE, and a reversing entry will automatically be made for the next month when you run Monthly Closing (GL/MC). No reversing entry will be made for the next month if this is the last month of the fiscal year. Date Reference Description Debit/Credit The sign on date displays; change if necessary. (Optional) Enter a reference number up to 12 characters. (Optional) Enter a description up to 17 characters. Enter either a debit or a credit total for the transaction. The cumulative totals for debits and credits will display at the bottom of the screen while in the ADD mode. Debit entries subtract from Account types 2, 3, 4, and 6 and add to Account types 1 and 5. Credit entries subtract from Account types 1 and 5 and add to Account types 2, 3, 4, and 6.

17 Continue? To continue, type Y and press Return. To re-enter starting and ending transaction numbers, type N and press Return. Deleting Tran No. Nonexistent Transaction Yearly Closing Has Not Been Run Displays as the transaction numbers are deleted when in the delete mode. The specified transaction number was not found in the Journal Entry Audit file. The Monthly Closing (GL/MC) for the last month of the fiscal year has been run and the Yearly Closing (GL/YCR) has not been run. The current GL month in the System file will be 13.

18 JOURNAL ENTRY PRINT This program lists all transactions in the Journal Entry Audit file. The transaction number is printed. The number is needed to modify or delete any transaction from the Journal Entry Audit file. The debits and credits are totaled at the end of the report. Any difference will be printed. The audit file cannot be updated until the entire report is in balance. Any out of balance situation may be corrected by deleting or modifying the transactions. If the report is in balance, an option to update will be given. Field: Update Transactions? Description: To update the transactions, type Y and press Return. To exit, type N and press Return. Error Messages The following messages may print on the Journal Entry Audit file listing: Not Posted Deleted Invalid Prints next to transactions for future months. These transactions are left on the Journal Entry Audit file when the update is run. Prints next to transactions from previous months. These transactions will be deleted when the Journal Entry Audit file is updated to the Master file (GL/MFM). If these amounts need to be updated to the current GL month, the journal entry date should be corrected to be within the current GL month. Prints next to current GL month transactions if the GL account number was not found in the GL Master file (GL/MFM). This must be corrected before the Interface file can be updated by entering the account in the GL Master file (GL/MFM) or deleting the journal entry transaction. If the transaction is deleted, the offsetting entry must also be deleted or modified to keep the entries in balance.

19 JOURNAL ENTRY UPDATE This program only updates transactions for the current GL month to the Master file (GL/MFM). The Audit file must be printed and transactions in balance before the option to update will be given. The current month transactions will be balanced. If an out of balance situation occurs, an error message will display indicating the amounts that are out of balance. Transactions with the DELETED message will be deleted from the Journal Entry Audit file. Transactions with no message are updated to the Master file (GL/MFM) and then deleted from the Journal Entry Audit file. All other transactions are left on the Journal Entry Audit file. Error Messages The following are messages that may be displayed during the update: Audit File being Updated. Do You Wish to Override? Journal Entries Being Balanced. Do You Wish to Override? Journal Entries Not in Balance Journal Entries Not in Balance for Current Months Debits=.XX Credits =.XX The Journal Entry Audit file update is currently being run on another terminal or was not completed correctly. To exit without override, type N and press Return. The journal entry audit listing is currently being run at another terminal. To override, type Y and press Return. This should only be done to correct an error situation that may have occurred. Do not override if the listing is running at another terminal. To exit without overriding, type N and press Return. Displays if the journal entries are not in balance. Check the listing to find the error. Correct the error and run the update again. The transactions in the Journal Entry Audit file for the current GL month are not in balance. Use the debit and credit amounts displayed on the screen to locate out of balance transactions on the interface listing. Note: If the credit and debit amounts displayed are zero, then the sign on month is not the current GL month. Sign on to the correct month and run the audit file listing again. Update Finished Press Return to Continue Month End Has Already Been Closed No Additional Entries Are Allowed Before JE is Run.. Monthly Closing in Progress or Has Been Run Unsuccessfully. Update Cannot Be Run Until MC Has Been Run Successfully. The Journal Entry Audit file update has completed successfully. The Monthly Closing (GL/MC) has been accessed but no transactions have been updated to the Master file (GL/MFM) for the current month. The Monthly Closing (GL/MC) is currently being run at another terminal or was not completed correctly. Skip to exit.

20 MONTHLY TRANSACTION REGISTER (MTR) The Monthly Transaction Register prints an activity report for all accounts or only those accounts with current month activity or year-to-date balances. Profit or loss is calculated, printed on the report and posted in the current year profit amount and the company summary account set up in the Posting Accounts file (GL/PAE). The profit account is printed on the balance sheet (GL/BSP). If any accounts ending balance does not equal the year-to-date amount in the GL Master file (GL/MFM), it will be indicated on the report. Transactions entered through Journal Entry (GL/JE) will not appear on this report unless the Journal Entry Audit file has been updated. The monthly transaction register can be run as many times as desired prior to month end closing. It must be run any time the Journal Entry (GL/JE) or the Interface Listing (GL/IL) has been updated to calculate the current year profit. These transactions are cleared from the Transaction file (GL/YTR) by the month end closing (GL/MC) if the Clear G/L Transactions flag in the System file (SYS) is M or by the year-end closing (GL/YCR) if the flag is Y. Field: Print For One G/L Account? Description: To print one GL accounts activity, type Y and press Return. This is a report only; the profit will not be calculated. To print all GL accounts and calculate the monthly profit, type N and press Return. Enter G/L Account Number Print All Transactions? Displays if printing for one account only. Enter the GL account to be printed and press Return. To print all accounts with current month activity in the Transaction file or current year-to-date balances in the GL Master file (GL/MFM), type Y and press Return. To print only the totals and any differences, type N and press Return. Print Zero Activity Records? To print all accounts in the GL Master file (GL/MFM), type Y and press Return. To suppress printing of zero balance accounts (no current month transactions and a zero ending balance), type N and press Return.

21 Continue? To continue, type Y and press Return. The GL account number will display while printing. To exit without printing, type N and press Return. CSM Posting Account Not Found/ PFT Posting Account Not Found *****Not All Ending Balances Are Equal to Current YTD Figures***** The two accounts that must be in the posting file (GL/PAE), Profit and Company Summary, are not there. See Posting Accounts (GL/PAE). The ending balance does not equal the current year-to-date in the Master file (GL/MFM). The beginning balance is calculated by the following method: Account types 1, 2, and 3 - Month 1 in the Master file (GL/MFM) Account types 4, 5, and 6 - Months 1 through 12 in the current fiscal year are added together. The current month transactions are added to the beginning balance. This is the ending balance. If this total does not equal the current year balance in the Master file (GL/MFM) this error message is printed at the end of the report. This will occur if changes have been made to any GL account balances in Master File Maintenance (GL/MFM) or if journal entries have been entered for the current month and not updated. To correct, run the Journal Entry (GL/JE) print and update the transactions or correct the totals in the Master File Maintenance (GL/MFM).

22 INCOME STATEMENT PRINT (ISP) This program prints a profit/loss statement for the current month and current year-to-date sales and expense accounts coded to appear on financial statements in the Master file (GL/MFM, Account types 4, 5, and 6, except for Tran code 5). The format of the income statement is largely dependent on how the chart of accounts (GL/MFM) has been set up. The transaction code, account code, space code, and total level code of each account is monitored and the statement is printed accordingly. Note: The income statement prints the current month and year balances in the Master file (GL/MFM), not from the Transaction file (GL/MTR, GL/YTR). Totals are calculated from the Master file based on how the Master file (GL/MFM) chart of accounts has been set up. Field: Continue? Description: To begin printing, type Y and press Return. To exit without printing, type N and press Return.

23 BALANCE SHEET PRINTING (BSP) This program prints a formal balance sheet for all asset, liability, and equity accounts in the Master file (GL/MFM, Account types 1, 2, and 3). The format of the balance sheet is largely dependent on how the chart of accounts (GL/MFM) has been set up. Zero balance accounts may be or cannot be included on the report. Field: Note: Continue? The balance sheet prints the current year balance in the Master file (GL/MFM), not from the Transaction file (GL/MTR, GL/YTR). Totals are calculated from the Master file (GL/MFM) based on how the Master file (GL/MFM) chart of accounts has been set up. Description: To begin printing, type Y and press Return. To exit without printing, type N and press Return. Do You Want Zero Balance Accounts to Print? To include all balance sheet accounts in the Master file (GL/MFM, Account types 1, 2, and 3), type Y and press Return. To exclude all balance sheet accounts with no current month or year-todate balances, type N and press Return.

24 YEARLY TRANSACTION REGISTER (YTR) This program prints all saved transactions for the current year. The report lists each account s balances: beginning year, monthly, and the ending year. The profit or loss for the year is printed at the end of the report. All ending balances are balanced to the current year balance in the Master file (GL/MFM) and an error message is printed for the out of balance accounts. Note: This report is available only if you entered Y in the Clear G/L Transactions field of the System file (SYS). This report must be run prior to the Monthly Closing (GL/MC) for the last GL month of the fiscal year. If you print after closing the last month of the fiscal year, an error will occur in the program. The Consolidate Ledger Transactions portion of the Monthly Closing (GL/MC) may be run before the yearly transaction register (if it is has not already been done monthly), in order to eliminate a long listing of the source entries. The Consolidate Ledger Transactions is a part of the Monthly Closing (GL/MC) program, but may be run without closing the month. See Monthly Closing (GL/MC) for an explanation. Field: Do You Want to Print Zero Balance/Activity Accounts? Description: To print all accounts in the Master file (GL/MFM), type Y and press Return. To exclude accounts with zero beginning balances and no current year date transactions, type N and press Return. Continue? To begin printing the register, type Y and press Return. The GL account numbers will display while printing. To exit without printing the register, type N and press Return. Company Summary Posting Account Not in Posting File Profit Posting Account Not in Posting File Is displayed if the two accounts that must be in the posting file (GL/PAE), Profit and Company Summary, are not there. See Posting Accounts (GL/PAE).

25 *****Not All Ending Balances Are Equal To Current YTD Figures***** Is displayed if the ending balance does not equal the current year-to-date in the Master file (GL/MFM). The beginning balance is calculated by the following method: Account types 1, 2, and 3 - G/L last year close in the Master file (GL/MFM). If last year close = 0, then the amount in month X in the Master file (GL/MFM). X = GL fiscal month in the System file (SYS) Account types 4, 5, and 6 - Beginning balance = 0 The monthly transactions are added to the beginning balance. This is the ending balance. If this total does not equal the current year balance in the Master file (GL/MFM), this error message is printed at the end of the report. This will occur if changes have been made to any GL account balances in Master File Maintenance (GL/MFM). Correct the totals in the Master File Maintenance (GL/MFM).

26 MONTH-END CLOSING (MC) This program has two segments. The first consolidates ledger transactions and can be run at any time without having to close the month. The consolidate ledger transactions consolidates all transactions with the same Journal code into one total for each month, making the Monthly Transaction Register (GL/MTR) and Yearly Transaction Register (GL/YTR) much shorter. The second segment, the month end closing, closes the current month after all entries and adjustments have been made, updates history, rolls the months balances, clears current month s balances in sales and expense accounts in the Master file (GL/MFM) and updates the accounting month in the System file (SYS). The sales accounts (Account types 4 and 6, and expense Account type 5, in the Master file) are balanced to the company summary account (CSM set up in the Posting Accounts file for each company) on the first pass through the GL Master file. If the companies are in balance, a second pass is made, setting all income and expense account current month amounts and the company summary account balances to zero. The history totals are also updated. Based on the flag in the Clear G/L Transactions field of the System file (SYS), the monthly transactions are either cleared (flag = M) or saved until the Yearly Closing (GL/YCR) has been run (flag = Y). Prepayments and Accruals: If the JRNL reference as ACC or PRE; when the Journal Entry (GL/JE) was made, each transaction will create a reversing entry to the original transaction in the following month except on the last month of the fiscal year. Transactions with ACC or PRE in the journal reference will not be consolidated to facilitate this processing.

27 Field: Do You Want to Consolidate Ledger Transactions? Description: This may be run alone, without closing the month. An option to continue with the monthly closing will be given after the transactions have been consolidated. All entries with the same code entered for JRNL in Journal Entry (GL/JE) and all entries updated by the Interface file (GL/IL) with the same JRNL code listed will be consolidated into one total. Each month s transactions are consolidated. Months are never consolidated. The Journal code is listed under SRC on the Monthly Transactions Register (GL/MTR). Note: GL accounts flagged N to consolidate in the Master file will not be consolidated. To consolidate all ledger transactions with the same journal reference into one amount, type Y and press Return. To leave each transaction as entered, type N and press Return. Continue? To run the monthly closing process, type Y and press Return. To exit without running the monthly close process, type N and press Return. Month End Closing for this Month Has Already been Run Company Summary Record is Missing No History Record for G/L Account No...Pres Return to Continue Company out of Balance... Press Return to Continue Is displayed if the GL accounting month has already been closed. The System file (SYS) GL fiscal month indicates that the sign on month has already been closed. To exit, press Return. Is displayed if the company summary account is not found on file in the Posting Accounts file (GL/PAE) or the chart of accounts (GL/MFM), or if the Tran code in the Master file (GL/MFM) is not a 5. To exit, press Return. Is displayed if the GL account has no history record. Press Return to continue the month end closing for the rest of the chart of accounts. When the monthly closing is complete, enter the GL accounts noted as not having history in the Master file (GL/MFM). All data will display and the history record will be created. Correct month 1 to equal the correct amount for the month closed. A yearly transaction report (GL/YTR) may be printed to achieve this total if the Clear G/L Transactions field is flagged with Y in the System file (SYS). Press Return to exit. Run the Monthly Transaction Register (GL/MTR), printing all detail to find the out of balance accounts. Correct the errors in either Journal Entry (GL/JE) or in the Master file (GL/MFM). Errors should only be corrected in the Master file (GL/MFM) if the error had originally been caused by a change made in the Master file.

28 DELETE INTERFACE LISTING FILE (DIL) This program deletes the entire Interface file for the company you are signed on to. Run this program only if the interface is not being used. If the GL interface is not being used, this program should be run once a month. Field: Do You Want to Continue? Description: To delete the GL Interface file for the company you are signed on to, type Y and press Return. To exit without deleting the GL Interface file, type N and press Return.

29 YEAR-END CLOSING (YCR) This program performs the following functions: Closes the chart of accounts for current year. Clears the profit account, indicated by PFT in the Posting Account file (PAE), by adding the amount to the retaining earnings account, indicated by R/E in the Posting Account file (PAE) and moving zero to the profit account. Moves the current year-end balances to the last year-ending balances. Clears sales and expense accounts. Resets the accounting month in the System file (SYS) to 1, indicating the first accounting month of a new year. Field: Continue? Description: To begin with the yearly closing process, type Y and press Return. To exit without closing the year, type N and press Return. Month End Has Not Been Run Is displayed if the GL fiscal month in the System file (SYS) is 12, indicating the Monthly Closing (GL/MC) has not been run for the last month of the fiscal year. Press Skip. Close the month by running Monthly Closing (GL/MC), then the yearly closing may be run. Do not change the GL fiscal month in the System file (SYS). Year End Already Run Is displayed if the GL fiscal month in the System file (SYS) is 1, indicating the first month of the fiscal year. Do not change the GL fiscal month in the System file (SYS). Not the End of Year Is displayed if the GL fiscal month in the System file (SYS) is not 13, indicating the last month of the fiscal year has not been closed. Do not change the GL fiscal month in the System file (SYS).

30 Illegal Month in Sys Is displayed if the GL month in the System file (SYS) is not a valid month. Only 1 through 13 are valid months. Correct the GL fiscal month in the System file (SYS) to the correct GL month. Retained Earnings Posting Account Not in Master File Profit Posting Account not in Master File R/E Account not in Master File Is displayed if the two accounts that must be in the posting file (GL/PAE), Retained Earnings and Profit are not there. See Posting Accounts (GL/PAE). Is displayed if the retained earnings account entered in the Posting Account file (GL/PAE) is not on file in Master File Maintenance (GL/MFM). Enter the account in Master File Maintenance (GL/MFM) or correct the posting account in GL/PAE before rerunning the year-end closing. Profit Account not in Master File Is displayed if the profit account entered in the Posting Account file (PAE) is not on file in the Master File Maintenance (GL/MFM). Enter the account in GL Master file or correct the Posting Account (GL/PAE) before rerunning the year-end closing.

31 CHART OF ACCOUNTS LIST NO BALANCES (CA) This program lists the chart of accounts (GL/MFM) without the balances. The account number will display while printing is in progress. Only Tran types 1, 2, and 4 will print; title and total accounts are not printed. The report double spaces when the Account type changes. Field: Continue? Description: To begin printing, type Y and press Return. To exit without printing, type N and press Return.

32 PERIODIC OPERATING REPORT (POR) This program lists accounts having a transaction code of 2. All activity that has occurred between the dates specified for the report will be summed and printed along with the current month and current year-to-date. If the beginning and ending dates are the same, the program functions as a daily operating report. Field: Note: Continue? To run this report, yearly transactions must be saved (SYS Clear Monthly Transactions=Y). Description: To run report, type Y and press Return. To exit without running the report, type N and press Return. Enter Beginning Date Ending Date Enter the date for beginning the report and press Return. Enter the date for ending the report and press Return.

33 COMPARISON REPORT (CR) After a year s data has been accumulated, use this report to provide a comparative analysis of this year s balances with last year s balances. Only Tran types 1 and 2 are printed. Field: Continue? Description: Enter Y to begin printing. The account numbers are displayed on the screen as they print. Enter N to exit. The following are listed on the report from the totals in the Master file (GL/MFM). CMONTH = Current Month THIS MONTH LAST YEAR = Month 12 VAR % = 0 if this is period 12 = if the Current Month is 0 = XXX.XX (Current Month - Month 12 x 100.0) / Current Month Y.T.D THIS YEAR = Current YTD Y.T.D. LAST YEAR = Last Yr Close with the following exception: For accounts 4, 5, 6 if not in period 12 = Total of Month X through Month 11 (X = the current GL month in SYS) VAR % = 0 if Current Y.T.D Last year = 0 = if the Current YTD is 0 = XXX.XX (Current YTD - YTD Last Year x ) / Current YTD

34 CHART OF ACCOUNTS LISTING WITH BALANCES (CAL) This program lists the chart of accounts (GL/MFM) with the current year-to-date balance. The account number will display while printing is in progress. Only Tran types 1, 2, and 4 will print, title and total accounts are not printed. Field: Continue? Description: Enter Y to begin printing. Enter N to exit.

35 MASTER FILE MAINTENANCE (MFM) This program is the entry point for the original chart of accounts to the GL Master and History files. Inquiry into an existing GL account, deletion of a zero balance account with no transactions, or modification of the information of an existing account can be done through this program. A chart of accounts is necessary to operate the general ledger system. Each account must have an account number and a description. The account numbers should be in the same sequence as the account would print on a Balance Sheet or Income Statement. For example: all assets in the 1000 series, liabilities in the 2000 series, net worth in the 3000 series, sales in the 4000 series, expenses in the 5000 series and other income and expenses in the 6000 or 7000 series. Field: G/L Number Description: Skip to exit. Enter a GL account number up to 10 characters. The account data displays if an existing account number was entered. NEW displays if there is no account on file for the specified number. This is a left-justified field. We recommend that you enter the same amount of digits for each GL master account number. A sub-number, such as.01 or -01 can be added after the master account number. This number is still considered by the system to be a separate GL account. The following example demonstrates how accounts with a different number of characters would be printed on the income statement and/or balance sheet, and what the account number should have been. Entered Order printed Should have been

36 Account Title Enter the appropriate title of the account. Blanks can be inserted before the title to allow for indentation on financial statements. Skip to exit. Trans Code Enter the transaction code (0-5). 0 - Title and total accounts only; no transactions are allowed to be posted to this account. 1 - Valid GL account for entering transactions. 2 - Valid GL account for entering transactions, will appear on the periodic operating report (GL/POR). 3 - Financial statement total of income and expense accounts, allows different Account types to be added together. 4 - Financial statement non-print, add to next higher level of the same Account type. 5 - Company summary account. Must be the last account number on the chart of account. Account Type Enter the Account type code (1-6). Account types 1, 2, and 3 will print on the balance sheet (GL/BSP). Account types 4, 5, and 6 print on the income statement (GL/ISP). 1 - Asset account (debit balance) 2 - Liability account (credit balance) 3 - Net worth account (credit balance) 4 - Sales account (credit balance) 5 - Expense account (debit balance) 6 - Sales & percentage account used for % calculations on the income statement (credit balance) Will Check for Transactions, Are you Sure? Is displayed if this is not a new account. Enter Y to change this Account type. The Transaction files (GL/IL, GL/JE, GL/MTR) will be checked. If any transactions are found on file, a message will display indicating so and this Account type cannot be changed. Enter N to leave the Account type the same.

37 Column Enter 1 or 4 for any title account, total level 9. Columns cannot be specified for title accounts. A column value of 4 suppresses printing of a title on balance sheet accounts, Account type 1, 2 or 3. Enter 1 for any Account type 4, 5 or 6. Columns cannot be specified on the income statement (GL/ISP), the current month prints in the first column and the year-to-date prints in the second column. On the balance sheet (GL/BSP), Account type 1, 2 or 3, three columns are available. Enter the balance sheet column (1,2,3) where account balance is to print. When using profit centers, a percent of all sales may be calculated by entering 9 in column for a title account. All percentages after this will be as a percent of all prior type 6 sales accounts, not just those since last profit account. Spacing Enter the number of vertical spaces (1-8) before the account prints. Enter 9 to start a new page with this account number. Total Level Enter the total level code (0-9). 0 - Does not print but will add to the next higher total level of the same Account type. 1 through 7 - Add to the next higher total level of the same Account type. 8 - Last total level. 9 - Title account only, no totals are added to this level Last Update Current Month Updated by the system. The date the last time this time this account was updated by Journal Entry (GL/JE), Interface Listing (GL/IL), or Yearly Closing (GL/YCR). The account is updated with the sign on date at the time these programs are updated. Total balance for the current month. Updated by the system by Journal Entry (GL/JE) and Interface Listing (GL/IL). You cannot change this. For the income statement accounts, Account type 4, 5, and 6, this will be the total of the transactions updated by Interface file (GL/IL) and Journal Entry (GL/JE). For the balance sheet accounts, Account type 1, 2, and 3, the current month must equal the current year-to-date. Current YTD Total amount for the current year-to-date. For the income statement accounts, Account type 4, 5, and 6, this will be the total of the transactions updated by Interface file (GL/IL) and Journal Entry (GL/JE). This total should also equal the month 1 through 12 that apply to the current fiscal year. For the balance sheet accounts, Account type 1, 2, and 3, the current year-to-date must equal the current month.

38 Last YR Close Annual Budget 12 through 23 Month 1 through 12 Amount of last year-to-date balance. May be manually updated for beginning input. Enter budget amount. This amount will print on the Master File Listing (GL/MFL). History balances for the last 12 months. Month 1 is the balance one Month Ago, month 2 is two Months Ago, and so on. This is not a calendar month. It is updated by the system when Monthly Closing (GL/MC) is updated. You can manually update month balances as long as the current year-to-date total balances with the amounts entered and the current month transactions updated by Journal Entry (GL/JE) and Interface (GL/L). Type 1, 2, 3 accounts require balances. Month 1 is used as the beginning balance when the Monthly Transaction Register (GL/MTR) is balanced. Type 4, 5, 6 accounts require activity. Months 1 through 12 that apply to the current year are used to calculate the beginning balance when the Monthly Transaction Register (GL/MTR) is balanced. Consolidate Enter Y to consolidate transactions when the consolidate portion of Monthly Closing (GL/MC) is run. Enter N and this account will not be consolidated when the consolidate portion of Monthly Closing (GL/MC) is run. Select Enter the field number to change or Return to re-enter the GL number. Enter DELETE to delete the account from the Master file. The account may only be deleted if all balances are zero and there are no transactions in any of the files (GL/JE, GL/IL, GL/MTR, GL/YTR). Error Messages The following messages may appear while attempting to delete an account or change an Account type: TRANSACTION ON G/L INTERFACE FILE - SKIP TRANSACTION ON G/L WORK FILE - SKIP The account has transaction(s) on the Interface file (GL/L) that have not been updated to the Master file. The balances must be zero. The account has journal entry transaction(s) on the work file (GL/JE) which have not been updated to the Master file. The balances must be zero.