Welcome. to the General Ledger Manual. How to Use This Guide. Contents. Index. Modules

Transcription

1 Welcome to the General edger anual How to se his Guide ontents ndex odules

2 How to se his Guide Go to the How to se his Guide page (this page)....ext on page... Go to the ontents. Go to the previous page. Go to the next page. Go back to the previous link. Go to the ndex. Go to the odules page. ndicates a jump to a topic. ookmarks appear in the overview window to the left of the document window. hese bookmarks are similar to a table of contents. ote: he nstallation Guides and ser anuals -R is best viewed using crobat Reader 4.0. For best printing results, print to a Postcript printer. opyright est oftware, nc. ll rights reserved.

3 3 hapter 1 ntroduction 10 verview of the General edger odule 10 How to se his anual 11 Graphic onventions 11 ext onventions 12 ontents hapter 2 sing the etup enu 13 General edger etup enu 13 esigning the hart of ccounts 14 etermining the ccount umber tructure 14 etermining ccount reaks and itles 15 etting p epartments/ocations 16 General edger ptions 17 etting p General edger ptions 17 etting p dditional ptions 18 opy etup From nother ompany 19 opying etup nformation 19 Fiscal Year aintenance 20 etting p Fiscal Year Periods and Period-nding ates 20 ccount reak ype aintenance 21 etting p ccount reak ypes 21 ccount reak aintenance 22 etting p ccount reaks 22 epartment aintenance 23 etting p epartment odes 23 opying General edger ccounts 23 ource Journal aintenance 24 etting p ource Journal odes 24 ccount elete/renumber/erge 25 eleting/renumbering/erging ccount umbers 26 electing Files 27 elaying xecution 27 hapter 3 sing the ain enu 28 General edger ain enu 28 Future ccount Period Posting 29 Posting to Future ccounting Periods 29 General edger anual

4 4 Past ccount Period Posting 30 Posting to Past ccounting Periods 30 Posting to a losed Year 31 ccount aintenance 32 aintaining General edger ccounts 32 opying ccounts to ultiple epartments/ocations 33 Viewing ccount History 34 omparing udget mounts 35 hanging the udget 36 llocating nnual udgets 36 opying udget mounts 37 isplaying the udget Variance 38 Viewing ransaction etail 39 Viewing ource ocument nformation 40 Viewing ccount nformation 41 ccount nquiry 42 Viewing ccount nformation 42 llocation aintenance 43 aintaining llocation Journal nformation 43 ntering ine etail 45 Printing the llocation isting 46 General Journal ntry 46 ntering General Journal nformation 47 ntering llocations 48 aving a tandard Journal 48 ntering istribution ine tems 49 Recalling a tandard Journal 50 General Journal 50 Printing the General Journal 50 Recurring Journal ntry 52 Posting Recurring Journal ntries 52 Printing the Recurring Journal isting 53 ntering istribution ine tems 53 Recurring Journal 54 Printing the Recurring Journal 54 General edger anual

5 5 ransaction Journal ntry 56 ntering ransaction Journal nformation 56 hanging the ransaction Journal Format 57 ntering ine tems 58 ransaction Journal 59 Printing the ransaction Journal 59 aily ransaction Register 60 Printing the aily ransaction Register 61 hapter 4 sing the Reports enu 62 General edger Reports enu 62 hart of ccounts 63 Printing the hart of ccounts 63 General edger Worksheet 64 Printing the General edger Worksheet 64 udget & History Report 65 Printing the udget & History Report 65 General edger Graphics 66 Printing General edger Graphics 66 rial alance 68 Printing the rial alance 68 tandard Financial tatements 69 Printing tandard Financial tatements 69 dding or aintaining Footnotes 70 General edger nalysis 71 Printing the General edger nalysis 71 General edger etail Report 72 Printing the General edger etail Report 72 G/ etail by ource Report 73 Printing the G/ etail by ource Report 73 onthly rend Report 74 Printing the onthly rend Report 74 ccount asterfile udit Report 75 Printing the ccount asterfile udit Report 75 hapter 5 sing the udget enu 76 General edger udget enu 76 General edger anual

6 6 udget aintenance 77 aintaining udget nformation 77 hanging the udget 78 llocating nnual udgets 78 opying udget mounts 79 udget Report 80 Printing the udget Report 80 udget Revision ntry 81 ntering udget Revisions 82 hanging the udget 82 etting the udget Revision ntry efault Values 83 electing ccounts for utomatic udget Revision 84 udget Revision Register 84 Printing the udget Revision Register 84 utomatic udget opy 85 sing utomatic udget opy 85 hapter 6 sing the ustom enu 86 General edger ustom enu 86 ustom Financial Reporting verview 87 umbering Reports 88 inking General edger ccounts to Report ines 89 onsolidating ccounts 90 Rounding mounts 92 onsolidating ultiple ompanies 92 ustom Report Generation 93 Generating ustom Reports 93 General edger anual

7 7 ustom Report aintenance 94 aintaining ustom Reports 95 hanging ab Positions 96 Renumbering etail ines 96 opying ustom Report Formats 97 aintaining ustom Headers 97 ntering ine etail 98 Printing ine Heading nformation 98 Printing ollar igns at ustom ocations 99 pecifying mount ype for onsolidated ines 99 ntering ccount inkages 99 electing Report olumn ata 100 aintaining Footnotes 101 ustom Report Group aintenance 102 aintaining ustom Report Groups 102 ustom Report amples 103 Printing ustom Report amples 103 ustom Report etail isting 104 Printing the ustom Report etail isting 104 Report Field xplanations 105 ustom Report epartment inkage 110 inking Reports 110 ustom Report Printing 111 Printing ustom Reports 111 pdating ustom Reports 112 hapter 7 sing the change enu 113 General edger change enu 113 How to se the ata xchange Feature 114 xplaining File ypes 114 xplaining File Formats 115 efining ata ypes 115 xplaining the ccount ata Format 116 xplaining the ransaction ata Format 117 xport ccount ata 118 xporting ccount ata 118 General edger anual

8 8 xport ransactions 119 xporting ransaction ata 119 mport ccount ata 120 mporting ccount ata 120 Printing the mport og 121 Reviewing ample ata 121 mport ransactions 121 mporting ransaction ata 121 hapter 8 sing the Period nd enu 123 General edger Period nd enu 123 llocation election 124 electing llocations 125 llocation Journal 126 Printing the llocation Journal 126 Period nd Processing 127 Performing Period nd Processing 127 Full Period nd Processing 128 Performing Year nd Processing 129 onsolidate General edger etail Records 130 Purge ransaction etail History 130 Purge Period ummary History 131 Glossary 132 ppendix ystem essages 135 General edger essages 135 General edger ptions 135 Fiscal Year aintenance 136 epartment aintenance 136 ccount aintenance 136 llocation aintenance 136 General Journal ntry 137 General Journal ntry, Recurring Journal ntry, ransaction Journal ntry, udget General edger anual

9 9 Revision ntry, and llocation election ntry 137 Recurring Journal 138 General Journal, Recurring Journal, and ransaction Journal 138 General Journal, Recurring Journal, and aily ransaction pdates 139 General Journal, Recurring Journal, ransaction Journal, aily ransaction Register, and llocation Journal pdates 139 General edger Worksheet, udget & History Report, General edger Graphics, rial alance, tandard Financial tatements, General edger nalysis, General edger etail Report, G/ etail by ource Report, onthly rend Report, ustom Report Printing, and General edger Posting Recap 139 rial alance 139 tandard Financial tatements 140 ustom Report Generation 140 ustom Report aintenance 140 ustom Report Printing 141 llocation election 142 Period nd Processing 143 ppendix ntegrating ther odules with General edger 144 ppendix Report amples 145 General edger anual

10 ntroduction hapter 1 verview of the General edger odule hapter 10 1 he General edger module provides complete and timely financial information critical to managing a successful business. ecause postings from other modules are made directly to the general ledger, financial reports reflect up-to-date information. he General edger module is so flexible that you can maintain the same account title and numbering scheme that you are currently using. n addition, the General edger module provides extensive history and budget information. You can retain current-year and prior-year activity by period, transaction history for multiple years, summary history for multiple years, and three separate budget categories: current budget, revised budget, and user-defined budget. uilt-in reporting capabilities allow you to automatically produce a standard set of financial statements. hese statements include departmental and consolidated income statements, budget and prior-year variance reports, and quarterly income statements and balance sheets. n addition, you can design your own set of custom reports by specifying the exact column headings, accounting data, subtotals, and calculations. You can also consolidate information from several sources: a group of accounts, other reports, or multiple companies. se the ata xchange feature to import and/or export the hart of ccounts, budgets, and transaction data directly from or to an external file. his feature allows you to use a spreadsheet product to work on a budget. You can also use this feature to transfer general ledger postings from one company location to another. he features and capabilities of the General edger module make it a powerful and indispensable source of management information. General edger anual

11 11 hapter 1 ntroduction How to se his anual Your General edger module is designed to operate in conjunction with the other modules in this product line. efore proceeding, complete the installation instructions listed in your nstallation Guide as well as the instructions for Performing ystem etup asks in your Getting tarted Guide. se the General edger manual as a reference for understanding features of the module. he manual contains overviews and samples of windows. his manual should be used in conjunction with the Help system, which provides detailed field information and How o procedures. Graphic onventions he following icons are used throughout this manual to indicate different types of information. he ote symbol is followed by additional information about a topic. he Helpful Hint symbol is located in a grey text box and followed by additional information about an option. he Warning symbol is followed by information to help you avoid costly mistakes. General edger anual

12 12 hapter 1 ntroduction ext onventions he following table describes the text conventions used in all manuals. ext onvention Field font talic font xplanation ndicates a field name, list box name, options in a list, column name, or check box. xample: he odes button is available only if Windows Printer Port or Physical evice is selected at the evice ype field. ndicates directory names or references to other manuals. xample: For more information about setting up and processing sales tax, refer to your ccounts Receivable or ccounts Payable manual. General edger anual

13 sing the etup enu hapter 2 General edger etup enu hapter 13 2 he General edger etup menu contains the options used to build and maintain the files required for the operation of the General edger module. f you are running ystem tartup, this menu does not appear; however, you will advance sequentially through each option on the General edger etup menu until the startup process is completed. fter completing ystem tartup, you can access the General edger etup menu at any time to modify the General edger options. n addition, you can modify or delete the information contained in the setup files. etup menu options: General edger ptions opy etup From nother ompany Fiscal Year aintenance ccount reak ype aintenance ccount reak aintenance epartment aintenance ource Journal aintenance ccount elete/renumber/erge General edger anual

14 14 hapter 2 sing the etup enu esigning the hart of ccounts ne of the most important factors for obtaining optimum performance from any accounting system is the design and structure of your chart of accounts. f you are already using a well-designed chart of accounts, you only need to learn how to transfer that chart of accounts to the general ledger system. f you would like to restructure your chart of accounts, you can design and implement a structured, yet flexible, chart of accounts in the General edger module. o design a chart of accounts, determine both the structure of an individual account number, and the general organization of each group of account numbers. n this manual, the organizational account number groups are referred to as account breaks. etermining the ccount umber tructure he first step in designing a chart of accounts is to determine the structure of the account number itself. he general ledger system allows you to use up to nine alphanumeric characters for an account number. hese characters can be divided into three segments. he default account number structure utilizes three segments of three characters each (###-###-###). he first segment is always used to identify the primary account. he second and third segments can be used to identify subaccounts, divisions, departments, or locations. For an example of an account number structure, see ccount umber tructure xamples in the Help system. he account number structure is set up using General edger ptions. For more information, see General edger ptions. General edger anual

15 15 hapter 2 sing the etup enu etermining ccount reaks and itles fter determining the account number structure, you can organize your chart of accounts into groups of similar types of accounts, or account breaks. ach account in the chart of accounts must be one of seven general types: asset, liability, equity, revenue, cost of sales, expense, or other income and expense. You can define your chart of accounts by creating multiple account breaks for these general account types. ach account break defines the account type for a range of account numbers. ccount break titles and types are used as printed headings on the chart of accounts listing and financial reports. f necessary, these titles and types can be changed. he following account breaks have been predefined in the general ledger system. his organization is suitable for most companies, but it can be modified using ccount reak aintenance to suit your specific requirements. ccount umber ccount reak itle reak ype urrent ssets sset Fixed ssets sset ther ssets sset urrent iabilities iability ong erm iabilities iability quity quity Revenue Revenue ost of ales ost of ales perating xpenses xpense ther ncome & xpense ther ncome & xpense he break type applies to all account numbers between the beginning number of the account break up to, but not including, the beginning number of the following account break. For example, all accounts starting with , up to but not including , are asset type accounts, falling under the account break title of Fixed ssets. For examples of account breaks and titles, see ccount reaks and itles xample in the Help system. General edger anual

16 16 hapter 2 sing the etup enu etting p epartments/ocations n the General edger module, you can print ncome tatements and other financial reports sorted by the second or third segment of the account number. hese segments are referred to as departments and locations in this manual as a matter of convention. You can designate any appropriate name to each segment to properly identify its purpose. For example, the second segment can be used to designate the division, or the third segment can designate the office location. o set up departments and locations, you must designate the appropriate description for the second segment and the third segment using General edger ptions. f the escription field is left blank, you will not be able to produce reports sorted by that segment. fter assigning the appropriate description to a segment, you can use epartment aintenance to enter the code and description for each department and location. fter departments and locations are established, you can automatically copy new accounts to each department and location. For examples of department segments, see epartment egment xample in the Help system. General edger anual

17 17 hapter 2 sing the etup enu General edger ptions ach module can be customized to fit your company's specific accounting requirements. General edger ptions presents a series of options that allow you to select features most appropriate for your business. any of the options defined in the General edger module have a significant effect on the operation of all other modules. etting p General edger ptions lthough these options are usually established during ystem tartup, they can be modified at any time. n the General edger etup menu, click General edger ptions. ntering 1 at this field retains information only for the current year. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. General edger anual

18 18 hapter 2 sing the etup enu etting p dditional ptions fter completing the General edger ptions ain tab, click the dditional tab to define additional set up options. lick the Printer button to print the General edger ptions isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you are asked if you want to copy the setup from another company. For more information, see opy etup From nother ompany. General edger anual

19 19 hapter 2 sing the etup enu opy etup From nother ompany ote f any account numbers and/or financial reports already exist in the company being set up, they must be deleted before you can copy accounts or reports from another company to replace them. se opy etup From nother ompany to copy a chart of accounts and/or financial report information from any company already established in the General edger module. You can copy all or part of the chart of accounts, all or a range of financial reports, and all account breaks and department information. opying etup nformation n the General edger etup menu, click opy etup From nother ompany. ote When copying the chart of accounts from one company to another, make sure the account number segment formats are the same for both companies. lick Proceed to copy the selected information. n ustom Report aintenance, a process called linkage allows you to specify the exact information to include on each line of the report. he linkage information is copied only if the entire chart of accounts is copied. f only a portion of the chart of accounts is copied, you must manually enter the linkage information. For more information, see ustom Report aintenance. uring ystem tartup, you advance to Fiscal Year aintenance. General edger anual

20 20 hapter 2 sing the etup enu Fiscal Year aintenance se Fiscal Year aintenance to set up a number of periods and period-ending dates for multiple fiscal years. You can maintain the current fiscal year and an unlimited number of future fiscal years. se this option if your period-ending dates change from year to year; otherwise, the system automatically copies records for the current fiscal year based on settings from the previous year during year-end processing. etting p Fiscal Year Periods and Period-nding ates ote f the number of accounting periods defined in the umber of accounting periods field is changed, the period numbers are adjusted automatically. ake sure you enter the correct period-ending date for each accounting period. n the General edger etup menu, click Fiscal Year aintenance. lick alculate at the Period 1 field after entering the period-ending date to automatically calculate the remaining period-ending dates. o add a new fiscal year, click ccept. When the fiscal year information clears, enter the new year at the Fiscal Year field. lick the Printer button to print a Fiscal Year isting. For printing instructions, see Printer ptions in the Help system. uring ystem etup, you advance to ccount reak ype aintenance. General edger anual

21 21 hapter 2 sing the etup enu ccount reak ype aintenance se ccount reak ype aintenance to change the standard descriptions associated with the 13 account break types (asset, liability, equity, revenue, cost of sales, gross profit, expenses, net income from operations, other income & expenses, earnings before income taxes, income taxes, net income, and retained earnings). hese descriptions are printed as headers on the standard financial statements. y changing the account break type descriptions and defining your account breaks using ccount reak aintenance, you can customize your chart of accounts and the standard financial statements without having to define custom reports using ustom Financial Reporting. For more information, see esigning the hart of ccounts. etting p ccount reak ypes n the General edger etup menu, click ccount reak ype aintenance. he default descriptions shown in the above window for the account break types are appropriate for most businesses; however, for nonprofit organizations and governmental agencies, the wording may be inappropriate. he descriptions can be changed as necessary. uring ystem tartup, you advance to ccount reak aintenance. General edger anual

22 22 hapter 2 sing the etup enu ccount reak aintenance se ccount reak aintenance to define the major account categories (account breaks) in the general ledger. n account break defines a group of accounts of the same type, and is used by the rial alance and the tandard Financial tatements to print subtotals for all accounts within the same group (for example, total current assets or total fixed assets). n account break can represent each of the following types of accounts: asset, liability, equity, revenue, cost of sales, other income and expense, income tax, expense, or nonfinancial. ote You cannot create a chart of accounts without first entering account break information. ccount breaks are predefined in your General edger module. f any of your account categories start with a series of account numbers different from those displayed, your series of numbers must be entered in place of the predefined value. For more information on account breaks and the organization of the chart of accounts, see etermining ccount reaks and itles. etting p ccount reaks n the General edger etup menu, click ccount reak aintenance. lick lear to clear all current account breaks. You can use this button to clear the default account breaks and enter new account break information. lick the Printer button to print an ccount reak isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to epartment aintenance if you defined the second or third segment in General edger ptions. f you did not define either segment, you advance to ource Journal aintenance. General edger anual

23 23 hapter 2 sing the etup enu epartment aintenance ote his option is available only if the second or third segment is defined in General edger ptions. se epartment aintenance to create and maintain department codes for General edger accounts. fter new department codes are created, new accounts can be created automatically using the opy button. etting p epartment odes n the General edger etup menu, click epartment aintenance. he text entered at the hort escription field is used as part of titles assigned to new accounts when the opy button is used. lick the Printer button to print a epartment ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to ource Journal aintenance. opying General edger ccounts n the epartment aintenance window, click opy to create new accounts for a department by copying information from existing accounts. lick Proceed to complete the copy process. ll accounts that meet the selected criteria are copied to the new department. General edger anual

24 24 hapter 2 sing the etup enu uring the copy process, the existing short description for an account is replaced with the short description entered for the new department. f there is no existing short description, the new short description is appended to the account description. For more information, see opy ccounts xamples (epartment aintenance) in the Help system. ource Journal aintenance se ource Journal aintenance to establish source journal codes to identify journal entries posted to the General edger module. specific source journal is identified by a source journal code entered during journal entry. ach module register that posts to the General edger module uses a unique source journal code to identify its transactions. ote wo source journals are set up automatically: the eginning alance Journal () and the on-financial Journal (F). etting p ource Journal odes ach source journal code is assigned a register number and journal entry number used to identify the register and journal posting to the General edger module. different register number is assigned to each module register posting to the general ledger. t is reset to 0001 after year-end processing. different journal entry number is assigned to each journal entry entered using General Journal ntry, Recurring Journal ntry, and ransaction Journal ntry. he journal entry number is reset according to your selection at the Journal umber Reset field in General edger ptions. he register number provides an audit trail of all postings to the source journal. n the General edger etup menu, click ource Journal aintenance. General edger anual

25 25 hapter 2 sing the etup enu he Prior Register umber and pdated fields display the numbers and dates of prior registers using the source journal. his information can only be viewed. lick the Printer button to print a ource Journal isting. For printing instructions, see Printer ptions in the Help system. f you set up department codes (you defined the second or third segment in General edger ptions) as part of ystem tartup, epartment aintenance concludes ystem tartup. f you did not set up department codes in General edger ptions, ource Journal aintenance concludes ystem tartup. ccount elete/renumber/erge Warning efore using ccount elete/renumber/ erge, back up all data files. se ccount elete/renumber/erge to delete, renumber, or merge existing account numbers. sers can enter individual or ranges of account numbers, using wildcard characters to mask selected groups of account numbers. hanges are made to all files in which the selected account number is referenced. General edger anual

26 26 hapter 2 sing the etup enu eleting/renumbering/erging ccount umbers n the General edger etup menu, click ccount elete/renumber/erge. lick xplode to list all files within a range of accounts designated for deletion or merging. lick Proceed to execute the delete/renumber/merge process. lick lear to remove all entries from the list. n account number can only be selected to undergo one function at a time. For example, you cannot delete an account number and renumber the same account number. he most recent function assigned to that account number is placed on the elete/renumber/erge list to be executed. o perform a series of procedures to a single account number, you must execute each function separately, updating the elete/renumber/erge og file each time. When using wildcards to renumber account numbers, the wildcard can be used to replace but not remove a character. For example, if the starting and ending numbers are 1*** and the new number is 1***, all numbers starting with 1 would then begin with 1. f, however, the starting and ending numbers entered are 1*** and the new account number entered is 1***, the numbers would remain 1**. n this example, the last asterisk (*) drops off, but the is not omitted because the wildcard indicates that all numbers in this range remain the same. lick the Printer button to print the ccount elete/renumber/erge isting. For printing instructions, see Printer ptions in the Help system. General edger anual

27 27 hapter 2 sing the etup enu electing Files n the ccount elete/renumber/erge window, click Files to display a list of General edger files that contain the account number you selected to delete. se this window to select the specific files from which you want the account number to be deleted. elaying xecution n the ccount elete/renumber/erge window, click elayed to designate a time at which the delete/renumber/merge process should take place. General edger anual

28 sing the ain enu hapter 3 General edger ain enu hapter 28 3 he General edger ain menu contains the options used to create your hart of ccounts, make general and recurring journal entries, and print a daily audit trail of transactions posted from all modules. ain menu options: ccount aintenance ccount nquiry llocation aintenance General Journal ntry General Journal Recurring Journal ntry Recurring Journal ransaction Journal ntry ransaction Journal aily ransaction Register General edger anual

29 29 hapter 3 sing the ain enu Future ccount Period Posting he General edger module allows you to post journals to future accounting periods without restrictions. You can post journals to any future fiscal year. General edger reports are designed to print information for any accounting period of the current year. You can produce financial reports for any prior fiscal year or the next fiscal year. ote his future posting information applies only to the General edger module. Reports printed for a year that is 2 or more years in the future will not simulate the year-end rollover of account balances. sset and liability beginning balances, and the retained earnings beginning balance, will be incorrect for future years other than the immediate future year. Warning o not close the year until all adjustments are completed. f you enter a journal entry for a future period, or if you attempt to print registers in other modules (such as ccounts Receivable and ccounts Payable) with the accounting date set for a future period, a warning dialog box appears. Posting to Future ccounting Periods When you are posting to future periods of the same fiscal year, the posting amount is reflected in the appropriate period for each account. When you are posting to the next fiscal year, the posting amount is reflected at the ext Year field on the ccount aintenance History tab. When the current fiscal year is closed using Period nd Processing, postings made for the next fiscal year are recorded automatically in the appropriate accounting periods. Posting and reporting future accounting periods allows you to process transactions for the next fiscal year before completing the current year. his allows a fiscal year to remain open until you have made all adjustments to that year. General edger anual

30 30 hapter 3 sing the ain enu Past ccount Period Posting ormally, you cannot post journals to an accounting period after the period is closed. his ensures that a journal or register cannot be posted accidentally to an accounting period that is closed. Posting to Past ccounting Periods f you attempt to enter a general journal entry or print a register in other modules (for example, ccounts Receivable or ccounts Payable) for a closed period, a warning dialog box appears and you cannot proceed unless you do one of the following: hange the posting date for a general journal entry, or change the accounting date in the subsidiary module to the current accounting period date. Your adjustments for the prior periods will be reflected in the current period. n the General edger etup menu, click General edger ptions to set the current period back to a prior period. You can then enter a general journal entry or post the register to the prior period. fter you post your adjusting entries, the system automatically reflects those adjustments for the appropriate period(s). efore resuming normal General edger processing, you must reset the current period in General edger ptions. o produce the proper audit trail documents, you can reprint any reports for the affected period(s). General edger anual

31 31 hapter 3 sing the ain enu Posting to a losed Year f you have retained detail history for a prior fiscal year, it is possible to reopen the closed fiscal year by resetting the urrent Fiscal Year and urrent Period fields in the General edger ptions window. You can then post and update to a prior fiscal year. his method provides an audit trail; however, you must reclose the year. ote his information applies only to the General edger module. o other modules can be reopened. You must retain history for the year you are reclosing or you will throw off the beginning balance for the current year. o reopen a closed year and make general ledger postings to an account, set the urrent Fiscal Year field back to the prior year in the General edger ptions window, make the general ledger posting, and then run year-end processing again. f you have not retained detail history for a prior fiscal year, you cannot use this method to post to prior fiscal year accounting periods. fter you close a year, there is no direct way to make adjustments. o not close the prior fiscal year until all adjustments are made and final financial statements are produced. ecause you can post transactions for the next fiscal year, keeping the prior year open does not prevent you from processing. You can produce financial statements for the next fiscal year without closing the current year. General edger anual

32 32 hapter 3 sing the ain enu ccount aintenance se ccount aintenance to add and maintain accounts in the General edger ccount file. his file contains your chart of accounts. You can enter account numbers, descriptions, account types, and cash flows codes for each account. You can also enter budget figures and prior-year actual amounts for each period of multiple fiscal years. ccount aintenance can also be used to enter minor budget changes for specific accounts or original budget amounts when converting from your existing system. fter your chart of accounts is set up, ccount aintenance can be used to review account balances by period. You can also display and search detailed transactions posted to an account. efore you begin, verify the account number format (the number of characters and segments) and the account break information for your chart of accounts is properly defined. For more information, see esigning the hart of ccounts. aintaining General edger ccounts n the General edger ain menu, click ccount aintenance. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. General edger anual

33 33 hapter 3 sing the ain enu opying ccounts to ultiple epartments/ocations n the ccount aintenance ain tab, click opy ccounts to automatically copy the current account into multiple departments and/or locations. his option is useful when you have created a new account and you want to duplicate it to other departments and locations. For more information, see opy ccounts sing ccount aintenance in the Help system. ote his option is available only if you have defined multiple departments and/or locations using epartment aintenance. uring the opy process, the existing short description is replaced with the short description entered using epartment aintenance. For more information, see epartment aintenance. General edger anual

34 34 hapter 3 sing the ain enu Viewing ccount History fter completing the ccount aintenance ain tab, click the History tab to display prior, current, or future fiscal year information for this account. his information can only be viewed. he ebit and redit columns for each accounting period are maintained automatically as transactions are posted to the general ledger. he ext Year fields reflect postings made to the next fiscal year. General edger anual

35 35 hapter 3 sing the ain enu ote he fields and options on the udget tab can only be viewed, unless the aintain udget From ccount aintenance check box is selected in the General edger ptions window. omparing udget mounts fter completing the ccount aintenance History tab, click the udget tab to obtain comparisons of budget amounts and current year actual activity on financial statements and custom reports. You first need to enter budget information for each accounting period within your current fiscal year. f you prefer, you can wait until all the accounts are entered, and then enter all the budget information at the same time. lick lear udget to clear the budget amounts currently displayed. General edger anual

36 36 hapter 3 sing the ain enu hanging the udget n the ccount aintenance udget tab, click hange udget to change the budget amounts by applying a specified percentage to each successive period amount. he percentage of change can be used to increase or decrease each successive period by the same percentage rate. his percentage can be applied cumulatively or as a flat percentage applied to each period. You can also change the budget amounts by adding an amount to or subtracting an amount from each successive period with the same budget type. llocating nnual udgets n the ccount aintenance udget tab, click hange udget to specify a budget amount for the entire year and allocate it evenly among all accounting periods. his change method is available only at the first period amount field. f the annual amount cannot be distributed evenly to each period, the remaining amount is applied to the last period. General edger anual

37 37 hapter 3 sing the ain enu opying udget mounts n the ccount aintenance udget tab, click opy udget to revise a budget by copying information from another budget category or actual postings for the same account, or copying an existing budget. uring the opy process, the source figures can be increased or decreased by either an amount or a percentage. General edger anual

38 38 hapter 3 sing the ain enu isplaying the udget Variance fter completing the ccount aintenance udget tab, click the Variance tab to compare and display the variance between the current budget and the current-year actuals, prior-year actuals, revised budget, or user-defined budget 3. General edger anual

39 39 hapter 3 sing the ain enu Viewing ransaction etail lick the ccount aintenance ransactions tab to display transaction detail information posted to an account in the general ledger. lick the earch button to isolate transactions for specific fiscal years, periods, source journals, or posting comments. lick the ransaction Zoom button (+) to view source document information for the selected item. lick the Journal Zoom button (+Z) to view the journal entry information for the selected item. General edger anual

40 40 hapter 3 sing the ain enu Viewing ource ocument nformation n the ccount aintenance ransactions tab, click the ransaction Zoom button (+) to view the source document information for the selected item. his button is available only if history is retained in the subsidiary modules (for example, ccounts Receivable and ccounts Payable). ccounts defined in ivision aintenance in the subsidiary modules (for example, ccounts Receivable and ccounts Payable) will not have drill down available. f transactions are posted in detail to the General edger module, the source document information displays directly from the ransactions tab in ccount aintenance. For example, if the source document is from ccounts Receivable, clicking the ransaction Zoom button displays the ccounts Receivable nvoice History nquiry window. f transactions are posted to the General edger module in summary, the History rill own window displays all source documents for the transaction detail line selected. electing any one of the line items displays the source document information. lick the Zoom button to view detailed source document information for the selected item. General edger anual

41 41 hapter 3 sing the ain enu Viewing ccount nformation n the ccount aintenance ransactions tab, click the Journal Zoom button (+Z) to drill down and view the journal entry information for the selected item. General edger anual

42 42 hapter 3 sing the ain enu ccount nquiry se ccount nquiry to provide rapid access to any fiscal year, budget, and detailed transaction information for any general ledger account. dditional ccount nquiry tabs provide information about future fiscal year information, budget amount comparisons, budget variances, and specific transaction information. he ccount nquiry tabs contain the same information that appear in the ccount aintenance windows. For more information about each option and button, see ccount aintenance. Viewing ccount nformation n the General edger ain menu, click ccount nquiry. he information provided by ccount nquiry can only be viewed. he ystem ecurity feature can be used to restrict ccount aintenance access to personnel authorized to add, delete, or maintain account information. ther users, however, can be granted access to ccount nquiry for inquiry purposes only. For more information about the ystem ecurity feature, refer to your Getting tarted Guide. General edger anual

43 43 hapter 3 sing the ain enu llocation aintenance ote ny journals that are made repeatedly to the same account numbers, but with amounts that are allocated based on percentages or on a quantity, should be established as an llocation Journal. se llocation aintenance to maintain the llocation Journal information, which can be used to automatically post an amount from a single source account to multiple destination accounts. he amount to distribute from the source account can be the current period balance for the account or a manually entered amount. he amount to post to each of the destination accounts can be calculated based on a percentage, or on a quantity such as head count or square footage. aintaining llocation Journal nformation llocation aintenance is used only to maintain the allocation information. he llocation Journals can be posted manually using General Journal ntry. hey can also be selected and posted automatically based on a cycle (period, quarterly, or annual) assigned to each entry. llocation election and llocation Journal are accessed through the Period nd Processing menu. election and posting of the llocation Journal depends on the cycle chosen. ll manual cycle llocation Journals are selected and posted using General Journal ntry. ll other cycles are selected and posted using llocation election and llocation Journal on the Period nd menu or automatically during period-end processing. he source account for an llocation Journal determines the account from which the distribution amount is allocated. For example, you may want to allocate the phone expense for the corporate office to individual departments. he amount to distribute can be the current period balance for the source account or an amount manually entered in llocation aintenance. he default source account specified using llocation aintenance can be changed using General Journal ntry. General edger anual

44 44 hapter 3 sing the ain enu ote he journal comment entered is used as the default journal comment in General Journal ntry for manual cycle allocations. For all other cycles, this journal comment is used automatically as the journal comment on the Period nd llocation Journal. n the General edger ain menu, click llocation aintenance. General edger anual

45 45 hapter 3 sing the ain enu ntering ine etail fter completing the llocation aintenance Header tab, click the ines tab to enter any number of accounts to which allocation of the source amount will be made. For information on allocation, see pecify the llocation ype in the Help system. f anual is selected at the llocation ycle field on the Header tab, masking can be used when entering account numbers. For information on masking, see pecify asked estination ccounts in the Help system. When performing line item entry, you can enter new accounts to the chart of accounts without leaving the data entry options. For more information, see dding a ew ccount in the Help system. General edger anual

46 46 hapter 3 sing the ain enu Printing the llocation isting n the llocation aintenance window, click the Printer button to print an llocation isting. his is the only way you can obtain a printed copy of your allocations. You can specify the range of allocations and the type of cycle to print. General Journal ntry ote When entering journals with a large number of separate transactions, such as cash receipts or cash disbursements, use ransaction Journal ntry. se General Journal ntry to post journal entries to the general ledger. f other modules are integrated with the General edger module (for example, ccounts Receivable or ccounts Payable), daily postings from these sources are made to the general ledger automatically. nly use General Journal ntry to enter adjustments and miscellaneous postings to a temporary journal file before all transactions are updated (posted) to the general ledger. f other modules are not integrated with the General edger module, General Journal ntry is the primary entry option for all general ledger postings. General Journal ntry is designed for entering journals that consist of details closely related to a single purpose. You can perform the following tasks during daily operations: 1 reate journal entries 2 Print the General Journal 3 pdate the journal entries to the General edger etail ransaction file General edger anual

47 47 hapter 3 sing the ain enu uring ystem tartup, use General Journal ntry to enter beginning balances to bring the system up to date with your current accounting information. You will need a copy of your company's rial alance for the most recently closed accounting period (for example, if you are starting your system in ay, you will need a rial alance dated pril 30). ntering General Journal nformation f you are installing the General edger module in the middle of your accounting year, enter separate journals for each accounting period, starting with the beginning balance for the current year. f you are starting the system at the beginning of the accounting year, you only need to enter the current year beginning balance information. he posting date determines the accounting period against which the journal will be posted. he reversing date is useful when making an adjusting journal entry from one accounting period to another. n the General edger ain menu, click General Journal ntry. he comment entered at this field is used as the default comment for each detail line of the entry. General edger anual

48 48 hapter 3 sing the ain enu ntering llocations When the General Journal ntry Header tab is completed, click llocate to allocate an amount from one account to other accounts based on a predefined allocation in the llocation master file. lick urrent alance to automatically enter the current period balance. aving a tandard Journal n the General Journal ntry window, click ave to save the journal entry. ny journal entry entered in General Journal ntry can be saved as a standard journal for future use. ach source journal code can have a single standard journal assigned. ll detail lines are retained. omment lines can also be retained. f a standard journal exists for a given source code, any entries using that source code can be created automatically from the standard journal. his feature allows you to save data entry time for journals that are made on a repetitive basis and post to the same account numbers but have differing amounts. o delete a previously saved standard journal, display the journal in General Journal ntry and click ave, then click elete in the ave tandard Journal dialog box. General edger anual

49 49 hapter 3 sing the ain enu ntering istribution ine tems fter completing the General Journal ntry Header tab, click the ines tab to enter line item information for the current general journal entry. ach distribution line represents an account to which to post. single journal entry can contain up to 9999 distribution lines. lick et al to automatically enter the remaining net balance for this journal. s you enter the posting amounts, the otals field displays the total debit and credit amounts entered for the journal. he net balance field shows the difference between the debit and credit totals. When you have completed all line item entries for the journal, the net balance will be zero, indicating that the total debits balance the total credits. ny journal entered, but not yet updated, can be displayed and maintained when necessary. lick the Printer button to print a General Journal. For more information, see General Journal. For information about adding a new account, see dding a ew ccount in the Help system. General edger anual

50 50 hapter 3 sing the ain enu General Journal Recalling a tandard Journal fter a standard journal is saved, it can be recalled and used at any time by entering a new journal using the same source journal code. ll account number and comment information saved on the standard journal is retrieved automatically. se General Journal to produce an audit report itemizing all information entered using General Journal ntry. nformation for each journal includes the source journal, entry number, posting date, account number, and debit and credit amounts for each line entry. General Journal is also used to update the general journal to the General edger etail ransaction file. Printed reports provide a permanent audit trail of your journal entries and ensure that all entries are correct before the data is posted to the permanent files. he General Journal must be printed before the update to the general ledger can be performed. n example of a General Journal is shown on page 147. Printing the General Journal n the General edger ain menu, click General Journal. lick Print to print the General Journal. f any out-of-balance journal entries are found, a warning dialog box appears. orrect or delete all out-of-balance journal entries in General Journal ntry. You cannot update any journal entries until all journals are in balance. General edger anual

51 51 hapter 3 sing the ain enu Warning o, under any circumstances, interrupt the update process fter you print the General Journal and all journal entries are in balance, the update process can begin. uring the update process, the following occurs: General journals are posted to the General edger etail ransaction file. he ccount master file record for each account included on a journal being posted is updated. he appropriate period in the account record is updated with the transaction amounts. he source journal records for the posted journals are updated with the journal number and posting date. he allocation information for any allocation number used on a journal being posted is updated with the last post date. When the update is completed, the General Journal ntry files are cleared. General edger anual

52 52 hapter 3 sing the ain enu Recurring Journal ntry se Recurring Journal ntry to post journal entries that do not automatically change from period to period (for example, depreciation and amortization). he result is faster, more reliable posting to the general ledger. f your general ledger involves a number of repetitive monthly entries, it is worthwhile to establish the Recurring Journal ntry file. Recurring Journal ntry differs from the standard journal feature available in General Journal ntry in that dollar amounts are saved in addition to the account numbers. You can also select a group of recurring journal entries to post at one time. For more information, see Post Recurring Journal ntries in the Help system. his comment is printed on the General edger etail Report. Posting Recurring Journal ntries n the General edger ain menu, click Recurring Journal ntry. ny recurring journal entry can be displayed and maintained. General edger anual

53 53 hapter 3 sing the ain enu Printing the Recurring Journal isting n the Recurring Journal ntry window, click isting to print a Recurring Journal isting. his listing is used to verify the information entered in Recurring Journal ntry. his listing differs from the Recurring Journal only in that no update can be performed after printing. t is recommended that you print the Recurring Journal isting using Recurring Journal ntry to review your entries for accuracy. ntering istribution ine tems fter completing the Recurring Journal ntry Header tab, click the ines tab to enter line item information for the current recurring journal entry. ach distribution line represents an account to which you want to post. single journal entry can contain up to 9999 distribution lines. lick et al to automatically enter the remaining net balance for this journal. lick the Printer button to print the Recurring Journal. For more information, see Recurring Journal. For information about adding a new account, see dding a ew ccount in the Help system. General edger anual

54 54 hapter 3 sing the ain enu Recurring Journal se Recurring Journal to produce a detailed listing of selected recurring journal entries. fter the report prints, the journal entries can be updated. his report must be printed before the update to the general ledger can be performed. n example of a Recurring Journal is shown on page 148. Printing the Recurring Journal n the General edger ain menu, click Recurring Journal. lick Print to print the Recurring Journal. he following dialog box appears. General edger anual

55 55 hapter 3 sing the ain enu Review the Recurring Journal isting for accuracy. f there are any errors, return to Recurring Journal ntry and make the necessary changes. You cannot update any journal entries until all journals are in balance. Reprint the Recurring Journal and proceed with the update. Warning o, under any circumstances, interrupt the update process uring the update process, the following occurs: Recurring journals are posted to the General edger etail ransaction file. he account record for each account included on a journal being posted is updated. he appropriate period in the account record is updated with the transaction amounts. he source journal records for the posted journals are updated with the journal number and posting date. he recurring journal records for any journal being posted are updated with the last posting date. General edger anual

56 56 hapter 3 sing the ain enu ransaction Journal ntry se ransaction Journal ntry for rapid batch entry and posting of transactions such as cash disbursements and cash receipts. ach journal entry distribution can have a reference to a check number or other document number such as the deposit slip number, a unique transaction date such as the check date, or a detailed comment such as the customer name. ach line distribution can be posted to a specific general ledger account number. ffsetting posting to a cash account or other account number is performed automatically. f the ank Reconciliation module is integrated with General edger, all check, deposit, and adjustment transactions entered through ransaction Journal ntry can be updated directly to ank Reconciliation. For more information, see hanging the ransaction Journal Format. ntering ransaction Journal nformation n the General edger ain menu, click ransaction Journal ntry. f redit is selected at the ebit/redit field in the ransaction Journal Format window, this field displays as ebit to ccount. his field is available only if the ank Reconciliation module is integrated with General edger. General edger anual

57 57 hapter 3 sing the ain enu hanging the ransaction Journal Format n the ransaction Journal ntry Header tab, click Format to specify format information for ransaction Journal ntry. he format information (stored for each source journal code) specifies the default description, offset account, the debit/credit orientation of the transactions, and whether batch total and automatic check numbering will be used. f the ank Reconciliation module is not integrated with General edger, only the Yes and o options are available at the heck umbers field. f the ank Reconciliation module is integrated with General edger, the eposit and djustment options are available at the heck umbers field. General edger anual

58 58 hapter 3 sing the ain enu ntering ine tems fter you complete the ransaction Journal ntry Header tab, click the ines tab to enter line item information for the current transaction journal entry. ach distribution line represents an account to which you want to post. single journal entry can contain up to 9999 distribution lines. lick ext to select the next available check number. f an option other than Yes is selected at the heck umbers field in the ransaction Journal Format window, the heck o. field and ext button are replaced with the oc. Refer. (ocument Reference) field and opy button. ny journal entered but not yet updated can be displayed and maintained. lick the Printer button to print the ransaction Journal. For more information, see ransaction Journal. lick et al to automatically enter the remaining net balance for this journal. For information about adding a new account, see dding a ew ccount in the Help system. General edger anual

59 59 hapter 3 sing the ain enu ransaction Journal se the ransaction Journal to produce an audit report itemizing all information entered through ransaction Journal ntry. nformation for each journal includes the source journal, entry number, posting date, check/document reference, posting comment, account number, and distribution amounts for each line entry. his option is also used to update the ransaction Journal to the General edger etail ransaction file. Printed reports provide a permanent audit trail of your journal entries and ensure that all entries are correct before the data is posted to the permanent files. his report must be printed before the update to the general ledger can be performed. n example of a ransaction Journal is shown on page 149. Printing the ransaction Journal n the General edger ain menu, click ransaction Journal. Warning o, under any circumstances, interrupt the update process Review the ransaction Journal for accuracy. f there are errors, return to ransaction Journal ntry, make the necessary changes, then reprint the ransaction Journal. You cannot update any journal entries until all journals are in balance. General edger anual

60 60 hapter 3 sing the ain enu uring the update process, the following occurs: ransaction journals are posted to the General edger etail ransaction file. he account record for each account included on a journal being posted is updated. he appropriate period in the account record is updated with the transaction amounts. he source journal records for the posted journals are updated with the journal number and posting date. f the ank Reconciliation module is integrated with General edger, all check, deposit, and adjustment information is updated to the ank Reconciliation file. When the update is completed, the ransaction Journal ntry files are cleared. aily ransaction Register se the aily ransaction Register as an audit report detailing all postings to the general ledger from all other modules. ach transaction is listed by general ledger account number and description, along with the appropriate debit and credit amounts. ransactions shown on this report are printed by posting date, source journal, and register number. ccount descriptions and posting comments, along with the appropriate debit and credit amounts, are shown for each transaction. otals are provided by source and date. General edger anual

61 61 hapter 3 sing the ain enu ote Printing the register does not automatically update to the general ledger. fter you print the register, you are prompted to update the aily ransaction Register, which will clear the file and update the information to the general ledger. Printing the aily ransaction Register You must print the register to update the information to the general ledger accounts. he register can be retained to provide a complete audit trail of postings made to the general ledger from other applications. n example of a aily ransaction Register is shown on page 150. n the General edger ain menu, click aily ransaction Register. Warning o, under any circumstances, interrupt the update process Review the aily ransaction Register for accuracy before updating. uring the update process, the following occurs: he daily transactions are posted to the General edger etail ransaction file. he account record for each account included on the aily ransaction Register is updated. he appropriate period in the account record is updated with the transaction amounts. When the update is completed, the aily ransaction file is cleared. ll updated postings are reflected on the rial alance and other General edger reports. General edger anual

62 sing the Reports enu hapter 4 General edger Reports enu hapter 62 4 Your General edger module provides an extensive selection of timely financial reports designed to satisfy your ongoing auditing and record keeping requirements. n addition, these reports can assist with budgeting and forecasting tasks. ll General edger reports can give you a daily, weekly, monthly, or annual recap of General edger activity. For information on printing, see Printer ptions in the Help system. Reports menu options: hart of ccounts General edger Worksheet udget & History Report General edger Graphics rial alance tandard Financial tatements General edger nalysis General edger etail Report G/ etail by ource Report onthly rend Report ccount asterfile udit Report General edger anual

63 63 hapter 4 sing the Reports enu hart of ccounts he hart of ccounts is a complete listing of all accounts that comprise the general ledger. t can print the account type, cash flows code, and custom financial report linkage information for each account. his listing should be printed during ystem tartup and at any time you make changes, additions, or deletions to the General edger hart of ccounts or custom reports. n example of a tandard hart of ccounts is shown on page 151. n example of a hart of ccounts with inkage nformation is shown on page 152. Printing the hart of ccounts n the General edger Reports menu, click hart of ccounts. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. General edger anual

64 64 hapter 4 sing the Reports enu General edger Worksheet he General edger Worksheet is a tool for making period-end and year-end adjustments to the general ledger. efore period-end processing is performed, manually enter adjustments to the general ledger on the General edger Worksheet, and then in General Journal ntry. fter entering adjustments, print the General Journal Register and update the General Journal to the general ledger. n example of a General edger Worksheet is shown on page 153. ote he number of accounting periods that you can enter depends on the number of periods specified at the umber of accounting periods field in the Fiscal Year aintenance window. Printing the General edger Worksheet n the General edger Reports menu, click General edger Worksheet. General edger anual

65 65 hapter 4 sing the Reports enu udget & History Report he udget & History Report is a detailed listing of current, revised, and user-defined budget information, and current and prior-year actual amounts for each accounting period. his report is available for all, or for a selected range of general ledger accounts. his report can print in one of three formats. he standard format prints information for each accounting period on a separate line. he wide format uses up to three lines to print 13 periods for each type of data selected. he extra-wide format uses a single line to print 13 periods for each type of data selected. n example of a udget & History Report is shown on page 154. Printing the udget & History Report n the General edger Reports menu, click udget & History Report. General edger anual

66 66 hapter 4 sing the Reports enu General edger Graphics se General edger Graphics to translate general ledger account activity data into bar chart representations that can be used for reports and comparisons. his option can generate charts for one account, a specific range of accounts, or all income or expense accounts. t can also reflect net profit for a single department or location, or for the entire company. ccount activity can be displayed for up to 13 periods. You can also select the types of data to print. udget, actual, and prior-year amounts can be compared for the period to date and year to date. f you select a chart of comparison (for example, period-to-date actual versus period-to-date budget, or year-to-date actual versus year-to-date prior year), the budget or prior-year figures appear to the left of the actual figures. n example of the General edger Graphics is shown on page 155. Printing General edger Graphics n the General edger Reports menu, click General edger Graphics. General edger anual

67 67 hapter 4 sing the Reports enu n the General edger Graphics window, click Proceed to display the following window. he rea hart button is available only when running the graph for a single account. lick the ar/hart buttons to change the type of graph displayed. lick the Printer button to print the graph. lick the opy button to copy the graph. lick the lose button to exit the option. lick the ave button to save the graph as a.wmf file. General edger anual

68 68 hapter 4 sing the Reports enu rial alance he rial alance is a summarized listing of account activity for the accounting period. he beginning balance, summarized activity in the form of a debit or credit balance, and an ending balance are listed for every account in the chart of accounts. he debit and credit amounts on the report total line should balance. n example of a rial alance is shown on page 156. he rial alance is commonly used to check the balances of all accounts within the general ledger. Printing the rial alance ote he number of accounting periods that you can enter depends on the number of periods specified at the umber of accounting periods field in the Fiscal Year aintenance window. n the General edger Reports menu, click rial alance. General edger anual

69 69 hapter 4 sing the Reports enu tandard Financial tatements tandard Financial tatements produces two important financial statements: the ncome tatement and the alance heet. You can choose one of 10 income statement formats that produce various combinations of period-to-date, quarter-to-date, year-to-date, actuals, and budget data. he structure and content of the tandard Financial tatements are determined by the chart of accounts. xamples of tandard Financial tatements are shown on pages 157 through 164. Printing tandard Financial tatements he ncome tatement lists company revenue, cost of sales, gross income, expenses, and net income. t can print in a variety of formats by company, account number segment, or by department and company (if your system is departmentalized). he alance heet lists company assets, liabilities, and equity as of the date of the report. he alance heet can print period-to-date data, year-to-date data, or both period-to-date and year-to-date data. You can also print a comparative alance heet for current year-to-date compared to prior year-to-date, or current year-to-date compared to prior year-end balances, based on the fiscal year selected. hese reports are commonly produced at the end of each accounting period, but preliminary reports can be printed at any time. For information on customizing financial reports to meet your specific needs, see ustom Financial Reporting verview. General edger anual

70 70 hapter 4 sing the Reports enu n the General edger Reports menu, click tandard Financial tatements. dding or aintaining Footnotes n the tandard Financial tatements window, click Footnotes to enter up to four 60-character lines of text to print at the bottom of every page on your statements. You can also specify whether the footnote text should be left-justified or centered. ll changes made to the selected statement are retained for future printing. General edger anual

71 71 hapter 4 sing the Reports enu General edger nalysis ote For a detailed explanation of the account types and the formulas used for the financial ratios, see Financial Ratios in the Help system. General edger nalysis produces a management report consisting of a summarized ncome tatement and a alance heet. n addition, this report includes a list of 13 important financial ratios, which provides a quick recap of your company's financial condition. Financial ratios are calculated based on the account type information specified for each account. he ncome tatement and alance heet reflect the current period, prior period, and year to date, along with the percentage of change from the prior period and prior year to date. n example of a General edger nalysis is shown on page 165. Printing the General edger nalysis ote he number of accounting periods that you can enter depends on the number of periods specified at the umber of accounting periods field in the Fiscal Year aintenance window. n the General edger Reports menu, click General edger nalysis. General edger anual

72 72 hapter 4 sing the Reports enu General edger etail Report General edger etail Report is an auditing tool available in the system. ach account's beginning balance, net postings, ending balance, postings by date, reference number, and posting remarks are shown for the period. he balance of an account cannot be changed without the posting recorded on this report. he General edger etail Report can be produced at any time, but it is recommended that it be printed immediately before period-end processing and prior to year-end processing as an audit tool. n example of the General edger etail Report is shown on page 166. ote he number of accounting periods that you can enter depends on the number of periods specified at the umber of accounting periods field in the Fiscal Year aintenance window. Printing the General edger etail Report n the General edger Reports menu, click General edger etail Report. he posting remarks entered for each transaction are verified against the entry in the Posting Remarks field. nly those transactions with posting remarks that match the entry are included on the report. General edger anual

73 73 hapter 4 sing the Reports enu G/ etail by ource Report he G/ etail by ource Report provides a recap of general ledger transactions sorted by source journal, posting date, and entry number. his report allows you to re-create the original journals. ach journal prints the account number, posting comment, and posting amounts. subtotal is provided separately for each journal. You can select ranges of source journals, batch numbers, and posting dates. y using these selections, you can obtain a listing of journal postings that allows you to identify pertinent transactions. n example of a G/ etail by ource Report is shown on page 167. Printing the G/ etail by ource Report n the General edger Reports menu, click G/ etail by ource Report. General edger anual

74 74 hapter 4 sing the Reports enu onthly rend Report he onthly rend Report allows you to print actual, budget, history, actual-to-history variance, actual-to-budget variance, and percent reports in a rolling, 13-period or year-to-date trend format. ompany, department, and consolidated monthly trend reports can be generated. he onthly rend Report includes 13 types of reports, dollar and percent masks, rounding features, and current year or past period formats. hese reports follow the tandard Financial tatements format for breaks, titles, and divisions. n example of a onthly rend Report is shown on page 168. Printing the onthly rend Report he ctual income statement format is the only valid option when printing for a rolling year. n the General edger Reports menu, click onthly rend Report. General edger anual

75 75 hapter 4 sing the Reports enu ccount asterfile udit Report he ccount asterfile udit Report is used to audit any changes, deletions, or additions to the ccount master file. his report prints changes made to data fields, changes made on the fly, and the date and user code or workstation. he ccount asterfile udit Report can be printed for a specific range of user codes/workstation s and transaction dates. ote his report is available only if hanges is selected at the rack changes made to ccount asterfile field in the General edger ptions window. udgets modified using General edger ccount aintenance are not tracked. udgets modified using the General edger udget menu are tracked. For this reason, it is suggested that you clear the aintain budget from ccount aintenance check box in the General edger ptions window if strict control over budget changes is needed. n example of an ccount asterfile udit Report is shown on page 169. Printing the ccount asterfile udit Report n the General edger Reports menu, click ccount asterfile udit Report. fter the ccount asterfile udit Report prints, you can purge the information printed on the report from the asterfile udit file. f you do not purge the asterfile udit file at this time, the transaction information remains in the asterfile udit file and is available for future reporting needs. General edger anual

76 sing the udget enu hapter 5 General edger udget enu hapter 76 5 he General edger udget menu provides a variety of methods for maintaining, revising, and reporting budget information. se udget aintenance to maintain budget information for individual accounts. se udget Revision ntry to enter revised budget information while retaining the original budget figures. he udget Revision Register provides an audit trail of all budget revisions made. utomatic udget opy allows for copying and changing budget information for a large group of accounts. udget menu options: udget aintenance udget Report udget Revision ntry udget Revision Register utomatic udget opy General edger anual

77 77 hapter 5 sing the udget enu udget aintenance se udget aintenance to maintain the current budget, revised budget, and the user-defined budget 3 (for example, next year s budget) for each general ledger account. udget information for each accounting period within the entered fiscal year can be maintained. f the aintain budget from ccount aintenance check box is selected in the General edger ptions window, you can perform the same maintenance functions from ccount aintenance. udget aintenance can also be used to enter minor budget changes for specific accounts or original budget amounts when converting from your existing system. aintaining udget nformation n the General edger udget menu, click udget aintenance. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. lick Reset to reset the budget amounts. General edger anual

78 78 hapter 5 sing the udget enu hanging the udget n the udget aintenance window, click hange udget to change the budget amounts by applying a specified percentage to each successive period amount. he percentage change can be used to increase or decrease each successive period by the same percentage rate. his percentage can be applied cumulatively or as a flat percentage applied to each period. You can also change the budget amounts by adding an amount to or subtracting an amount from each successive period with the same budget type. llocating nnual udgets n the udget aintenance window, click hange udget to specify a budget amount for the entire year and allocate it evenly among all accounting periods. his option is available only at the first period amount field. f the annual amount cannot be distributed evenly to each period, the remaining amount is applied to the last period. General edger anual

79 79 hapter 5 sing the udget enu opying udget mounts n the udget aintenance window, click opy udget to revise a budget by copying information from another budget category, actual postings, and any fiscal year for the same account. uring the copy process, the source figures can be increased or decreased by either an amount or a percentage. General edger anual

80 80 hapter 5 sing the udget enu udget Report he udget Report is a listing in which you can review budget preparation and budget revision information for each accounting period. his report can be printed for all or a range of general ledger accounts and can include information for any combination of the three budgets: current budget, revised budget, or the user-defined budget 3. his report can be printed in one of three formats. he standard format prints information for each accounting period on a separate line. he wide format uses up to three lines to print 13 periods for each type of data selected. he extra-wide format uses a single line to print 13 periods for each type of data selected. n example of a udget Report is shown on page 170. Printing the udget Report n the General edger udget menu, click udget Report. General edger anual

81 81 hapter 5 sing the udget enu udget Revision ntry se udget Revision ntry to enter changes to the current budget, revised budget, or user-defined budget for any fiscal year and for any number of accounts. his option is designed to allow entry and editing of budget revisions without directly affecting the permanent files. n addition, you can use udget Revision ntry to automatically calculate the new budget amounts. he udget Revision Register can be printed to verify the accuracy of the information before updating. You can also use udget Revision ntry to enter budget revision information based on the options specified in the efault Values For udget Revision ntry window. You can select individual accounts and manually enter the budget revisions in the udget Revision ntry window. udget Revision ntry can either be used to enter the original budget for any fiscal year, or to enter mid-year adjustments. udget revisions can be calculated automatically by specifying a percentage or amount by which the original budget will be increased or decreased. he percentage or amount change can be applied automatically to a range of accounts. hanges can also be entered manually to the budget fields for each period. General edger anual

82 82 hapter 5 sing the udget enu ntering udget Revisions n the General edger udget menu, click udget Revision ntry. lick the Printer button to print the udget Revision Register. For more information, see udget Revision Register. hanging the udget lick Reset to reset the budgets to the original amounts displayed before any changes were entered. n the udget Revision ntry window, click hange udget to change the budget amounts by a method and amount specified to each successive period amount. he percentage change can be used to increase or decrease each successive period by the same percentage rate. his percentage can be applied cumulatively or as a flat percentage applied to each period. General edger anual

83 83 hapter 5 sing the udget enu You can also change the budget amounts by adding an amount to or subtracting an amount from each successive period with the same budget type. etting the udget Revision ntry efault Values n the udget Revision ntry window, click et efaults to set default values for the options used to revise the budget amounts for individual accounts. he data entered displays as the default values for the corresponding fields in the udget Revision ntry window. hese default values can be changed at any time using the udget Revision ntry window for individual accounts. For example, to increase the budget amount by a specified percentage for a group of account numbers, you enter this information once in this window. he system defaults automatically to these selected values for each account entered. General edger anual

84 84 hapter 5 sing the udget enu electing ccounts for utomatic udget Revision n the efault Values For udget Revision ntry window, click uto after entering default values in the udget Revision ntry window to revise the budget automatically for a specified range of accounts. his button is available only if Percentage or mount is selected at the Revision method field. udget Revision Register he udget Revision Register lists all information entered using udget Revision ntry, and is used to check the accuracy of the data entered. he register must be printed before the budget entries can be posted. n example of a udget Revision Register is shown on page 171. Printing the udget Revision Register n the General edger udget menu, click udget Revision Register. Warning o, under any circumstances, interrupt the update process Review the udget Revision Register for accuracy before updating. f there are any errors, select udget Revision ntry, make the necessary changes, then reprint the udget Revision Register. General edger anual

85 85 hapter 5 sing the udget enu uring the update process, the following occurs: he amounts in the Revised column in the udget Revision ntry window are updated to the corresponding fields in the udget and History file, as indicated by the selection at the udget to Revise field in the efault Values For udget Revision ntry window (that is, current budget, revised budget, or the user-defined budget 3). he records in the udget Revision ntry file are cleared. utomatic udget opy Warning Print the udget Report immediately after completing an update to verify that the budget information has been copied correctly. se utomatic udget opy to assign figures for one budget by copying information from another budget. he source figures can be increased or decreased by either an amount or a percentage. his option can also be used to create the budget for a new accounting year. utomatic udget opy performs its changes directly. nlike udget Revision ntry, utomatic udget opy does not produce an audit trail for the budget changes. sing utomatic udget opy n the General edger udget menu, click utomatic udget opy. General edger anual

86 sing the ustom enu hapter 6 General edger ustom enu hapter 86 6 he ustom menu contains the options used to create and print customized financial reports. ustom Report Generation automatically generates a tandard ncome tatement, alance heet, and tatement of ash Flows. ustom Report aintenance allows you to create new reports or modify existing reports. ustom Report amples and ustom Report etail isting allow you to verify report formats. ustom Report Printing performs the necessary updating of general ledger information prior to printing the custom reports. ustom menu options: ustom Report Generation ustom Report aintenance ustom Report Group aintenance ustom Report amples ustom Report etail isting ustom Report epartment inkage ustom Report Printing General edger anual

87 87 hapter 6 sing the ustom enu ustom Financial Reporting verview ne of the most powerful features in the General edger module is its ability to custom design financial reports. You can create custom reports, including data, comparisons, percentages, calculations, custom report headings, placement of dollar signs, new pages with or without custom headings, suppress zero-total detail sections, and add footnotes that cannot be produced by the standard financial statements. ustom reports can be produced in a wide range of formats, including standard (showing period-to-date and year-to-date data), trend (showing data for up to 13 periods plus the year to date in separate columns), and quarterly (showing quarter-to-date information in three different formats). You can control the type of data to print in each column of the report. You can also select from the actual, budget, prior year, prior period, budget variance, prior-year variance, etc. You can even specify a calculation to perform for a column. ustomizing financial reports allows you to include as much detail or to consolidate as much information as you want. You can define each report line in detail, specifying title, print positions, and calculations. process called linkage allows you to specify the information to include on each line of the report. You can link each line to a single account or any number of accounts. You can also selectively link accounts for a specific department or location. here are two methods of producing a custom financial report. You can generate ncome tatements, alance heets, and tatements of ash Flows, and then modify the generated reports, or you can create reports that you design. oth methods are described in detail in this chapter and in the Help system. For information on modifying financial statements, see reate/odify ustom Financial tatements in the Help system. efore you begin designing custom reports, it is important that you understand how custom reports are numbered and how general ledger accounts are linked with report lines. ustom financials created in versions prior to 3.70 of the lient Write-p module can be transferred to the General edger module. For more information, see ransferring and Renumbering ustom Financials. General edger anual

88 88 hapter 6 sing the ustom enu umbering Reports You can design up to 999 custom reports using custom financial reporting. ach report is assigned its own three-digit number, and each line on a report is assigned its own four-digit number. he resulting seven-digit number allows you to identify any line from any report. he following format is used: Report umber ine umber Reports are processed beginning with the lowest report number (and line number), and ending with the highest report number (and line number). his sequential processing allows data prepared on the first reports to be carried forward and used with reports produced later in the sequence; therefore, when you are assigning a number to a custom report, remember that there must be a logical numeric sequence. For example, if you are designing reports for a small distribution company with two sales office locations, you would first prepare a tatement of perations for each location (Report 10 and Report 20 in the diagram below). You would then prepare the onsolidated ncome tatement and alance heet for the company as a whole, reflecting the combined operations of the two branch sales offices (Report 90 and Report 95). Report 10 tatement of perations -- ocation 1 Report 20 Report 90 Report 95 onsolidated ncome tatement alance heet tatement of perations -- ocation 2 General edger anual

89 89 hapter 6 sing the ustom enu he ncome tatement is numbered automatically as Report 90 and the alance heet is numbered as Report 95. You can change these numbers and assign any number to any report, but the alance heet report number must be a higher number than the ncome tatement report number because information from the ncome tatement is carried forward to the alance heet during report processing. ransferring and Renumbering ustom Financials ustom financials created in versions prior to 3.70 of the lient Write-p module, can be transferred to the General edger module using the lient Write-p ransfer ustom Financials option. f you have General edger custom financials and lient Write-p custom financials with the same report numbers, the General edger reports will be overwritten by the lient Write-p reports. o avoid overwriting the reports, renumber the General edger reports before you import the lient Write-p custom financials. For more information, see Renumber ustom Financials in the Help system. inking General edger ccounts to Report ines ach line number on a report can be assigned a general ledger account from your chart of accounts. When a general ledger account is assigned, it is linked to that line of that report, and the data in that account is updated to the line using ustom Report Printing. f desired, a combination of general ledger account numbers can be assigned to each report line, thereby combining the data from several accounts to a single line on a report. You can link one or more individual accounts to a line, or you can link a range of account numbers. dditionally, you can use masks to selectively include or consolidate information from accounts within the specified range. For more information, see onsolidating ccounts. he linkage for each report line can be maintained using ustom Report aintenance. General edger anual

90 90 hapter 6 sing the ustom enu onsolidating ccounts ne of the most powerful features of the ustom menu is the consolidation of several accounts onto a single report line. o consolidate accounts, use ustom Report aintenance or ustom Report epartment inkage to enter linkage information for the appropriate lines on a custom report. You must select onsolidated at the ine ype field on the ustom Report aintenance ines tab for any report line to which you want to consolidate information. he detail line type prints a separate line for each linked account. You can use one or more of the following consolidation methods for each report line. nter any number of individual account numbers using the single account linkage type. For more information, see ustom Report aintenance. his method is appropriate if you are linking multiple account numbers from different parts of the chart of accounts. When accounts of different types (for example, revenue and expense) are mixed, the appropriate balances are added to or subtracted from the line based on whether the line is defined as a credit or debit. When you enter an account number using the single account linkage type, use the wildcard character (*) to indicate that all matching accounts are to link to this line. ll account numbers matching the account entered (except for the characters replaced by the asterisks [*]) are linked to the report line. For more information, see ntering ccount inkages. For example, typing 401-**-01 links account numbers , , etc. ccount numbers such as and are not linked. You can use this method to link all subaccounts for a particular department to a report line on a departmental ncome tatement. his method can also be used to link all departmental accounts to a report line on a consolidated ncome tatement. General edger anual

91 91 hapter 6 sing the ustom enu ink a range of accounts using the range of accounts linkage type. You can enter the first and last account numbers of an account range to link to the report line. f the report line is a consolidated line type, the amounts for all accounts within the specified range are added together on a single line. f the report line is a detail line type, each account number within the specified range is printed separately. You can also use the ask feature to select a specific group of accounts within the range. mask is an account number with wildcard characters (*). ny account number within the specified range with a matching account number will be linked to the report line. f a wildcard character is used, any value in the matching account number position will be selected. For an example on masking, see ask xamples (ustom Report onsolidation) in the Help system. When using a Range linkage type, the ask feature is exclusive to a detail line type. f the report line is a detail line type, you can use the consolidation character (@) to consolidate matching accounts. nstead of consolidating information from a group of general ledger accounts, you can link a group of report lines to another report line using the link to report linkage type. his option is available only if onsolidated is selected at the ine ype field on the ustom Report aintenance ines tab. his method is used to create a summarized schedule based on information from a detailed schedule. You can only link information from a report with a lower report number. General edger anual

92 92 hapter 6 sing the ustom enu Rounding mounts When custom financial statements are calculated, amounts are rounded to maintain the integrity of the totals. When amounts are rounded to the nearest dollar, anything less than.50 is rounded down, and anything greater than or equal to.50 is rounded up to the next dollar. For example, is rounded as , and is rounded as f all detail lines end in amounts greater than.50 or if all detail lines are amounts less than.50, rounding to the nearest dollar results in total amounts being off by several, if not many, dollars. o achieve better accuracy, the rounding of dollar amounts for custom financial statements uses an averaged rounding method. he value that is added to or subtracted from the previous line is added to or subtracted from the subsequent line before that line is rounded; the amount used to round this subsequent line is then used to adjust the next line before that line is rounded, and so on. otal lines are the sum of all detail lines prior to rounding, which is then rounded to the nearest dollar. he amount added to or subtracted from the last detail line is used to adjust the first detail line following the total and the result is then rounded to the nearest dollar. sing this method results in more accurate amounts for the detail and total lines and, subsequently, a more accurate report. onsolidating ultiple ompanies he General edger module can also produce consolidated reports for multiple companies using different harts of ccounts. You can consolidate data for any number of companies onto a single report, but the period-ending dates must be the same for all companies being consolidated. his feature is activated when a company code is selected at the ompany ode field on the ustom Report aintenance ain tab. his field determines the source company from which the report data will be linked. For more information, see onsolidate ultiple ompanies in the Help system. General edger anual

93 93 hapter 6 sing the ustom enu ustom Report Generation se ustom Report Generation to generate an ncome tatement, alance heet, and tatement of ash Flows based on the current chart of accounts and account break information. he general ledger account linkages necessary to produce these reports are established automatically. Your reporting requirements may necessitate changing these standard reports to provide different information. f your general ledger is departmentalized, you can also use ustom Report Generation to format your epartmental ncome tatements. Generating ustom Reports ote Regenerating the custom reports overwrites existing reports. fter the custom financial reports are generated, you should print report samples to use as a reference when modifying generated reports. Producing and printing the custom report samples familiarizes you with their basic design and provides the information necessary to customize your company's reports. n the General edger ustom menu, click ustom Report Generation. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. General edger anual

94 94 hapter 6 sing the ustom enu f you defined any reports within the specified range, the following dialog box appears. ustom Report aintenance se ustom Report aintenance to enter or modify the format of custom reports. nformation for each custom report is divided into two parts. he first part consists of header information, including the type of data and titles to print on the report. he second part consists of line detail information, including detail, consolidated, header, underlined, or total lines to print on the report. ine detail is also used to link report lines to appropriate General edger accounts. f you use ustom Report Generation to generate a set of custom financial reports, you can make the necessary modifications to customize these reports. You can, for example, change line titles, add header lines, print new pages with or without headings, print dollar signs in specified locations, suppress zero-total detail sections, or change the data to print including budget or prior-year data. You can also consolidate lines by changing account linkage information. o facilitate the creation of new reports, existing reports can be duplicated and then modified. General edger anual

95 95 hapter 6 sing the ustom enu aintaining ustom Reports n the General edger ustom menu, click ustom Report aintenance. he ain tab is used to enter data for each custom report header. s f you copy custom reports from another company before printing the reports, make sure you change the company code to pull data from the correct company. his button is available only if ustom is selected at the olumn Headers field. f you select an option at the Rounding Factor field, there may be a discrepancy in the Retained arnings account on the alance heet. he Rounding Factor field compensates for the difference between actual and rounded figures to force the balance between the ssets and the iabilities and quities sections on the alance heet. General edger anual

96 96 hapter 6 sing the ustom enu hanging ab Positions n the ustom Report aintenance ain tab, click hange abs to change any of the header, detail, underline, and total tab positions for a large number of lines. Renumbering etail ines n the ustom Report aintenance ain tab, click Renumber to renumber all detail lines and line linkages. his feature is especially useful when adding detail lines to an existing report. General edger anual

97 97 hapter 6 sing the ustom enu opying ustom Report Formats ote You can only copy from a company whose account format exactly matches your company's account format entered in General edger ptions. n the ustom Report aintenance ain tab, click opy From to duplicate an existing report and subsequently modify it. his feature is especially useful when you create a set of departmental schedules that have similar formats. aintaining ustom Headers n the ustom Report aintenance ain tab, click Header to specify the information to print at the top of each page. You can specify literal text as you would like it to appear at the top of each report, or special keywords to include information, such as the report date, page number, and repeating characters. lick uto to generate a header based on the columns selected on the ustom Report aintenance olumns tab. lick ndo to return the information to its configuration at the point you selected the Header button. lick lear to cancel all information from the window. lick efault to use the default settings. General edger anual

98 98 hapter 6 sing the ustom enu he top portion of the ustom Report Heading aintenance window contains the special keywords that can be used to customize your heading. he bottom portion is used to enter the necessary header information. ustom Report Heading aintenance is available only if ustom is selected at the olumn Headers field on the ustom Report aintenance ain tab. ntering ine etail fter completing the ustom Report aintenance ain tab, click the ines tab to enter and maintain the individual report lines to print for the current report. ach line can be defined as a header, detail, consolidated, underline, double-underline, or total line type. You can also enter the linkage information necessary to link each line to the appropriate general ledger accounts. Printing ine Heading nformation his button is available only if onsolidated or etail is selected at the ine ype field. When printing heading lines, you can select options at the Print ontrol field to specify that the selected line prints on the current page, on a new page with page headings, on a new page without page headings, or without zero-total lines. General edger anual

99 99 hapter 6 sing the ustom enu Printing ollar igns at ustom ocations You can print dollar signs at custom locations for total, consolidated, and detail line types. When you select ustom at the ollar ign ype field on the ain tab, the ab$ P and ab$ Y fields appear on the ines tab for these line types. se the ab$ fields to specify where these custom dollar signs will print. pecifying mount ype for onsolidated ines f you enter a consolidated line, select ebit or redit as the amount type. ntering ccount inkages ote nly detail or consolidated lines can be linked. n the ustom Report aintenance ines tab, click inkages to link each line number on a report to general ledger accounts and other report lines. You can link one or more individual accounts to a line, or you can link a range of account numbers. You can also use masks to selectively include or consolidate information from accounts within the specified range. pecify a mask using character only on the first line of linkage information. fter you specify a mask, you cannot enter additional linkage lines for the current report line. For more information, see onsolidating ccounts. General edger anual

100 100 hapter 6 sing the ustom enu electing Report olumn ata fter you complete the ustom Report aintenance ines tab, click the olumns tab to select the type of data to print in each column on the report. You can specify up to eight separate columns for both the period-to-date and year-to-date sections. he column headings can change according to the column format selected on the ain tab. s General edger anual

101 101 hapter 6 sing the ustom enu aintaining Footnotes fter completing the ustom Report aintenance olumns tab, click the Footnote tab to maintain text that can print at the bottom of the first page, last page, or every page. he text can be centered, if desired. lick opy to copy information from another company. lick lear to clear the text in this footnote. General edger anual

102 102 hapter 6 sing the ustom enu ustom Report Group aintenance se ustom Report Group aintenance to group custom reports that are typically printed at the same time. hese report groups can contain any existing custom reports and can be used in ustom Report amples and ustom Report Printing. aintaining ustom Report Groups n the General edger ustom menu, click ustom Report Group aintenance. lick the Printer button to print a ustom Report Group isting. General edger anual

103 103 hapter 6 sing the ustom enu ustom Report amples se ustom Report amples to print samples of defined custom reports, which allow you to check the report format and alignment. ecause no actual financial data prints on the sample reports, you do not need to update any financial information prior to printing. You can print report samples after you create reports in ustom Report Generation or ustom Report aintenance. he titles, column headings, and account descriptions are printed exactly as they appear on the actual financial reports. he amount fields are filled with nines to indicate their location. You can use these reports as a visual aid to help you format your own custom reports. n example of a ustom Report ample is shown on page 172. Printing ustom Report amples n the General edger ustom menu, click ustom Report amples. f xport File or eferred is selected at the utput ype section in the Printer etup dialog box, or if you click Preview and a file type other than an file is selected, you can select only a single report to print at one time. General edger anual

104 104 hapter 6 sing the ustom enu ustom Report etail isting he ustom Report etail isting provides a blueprint for the custom reports. separate ustom Reports etail isting prints for each report showing the format information for individual line items, the calculation formulas for total lines, and any general ledger accounts to which lines have been linked. You can print this detail listing after you create reports using either ustom Report Generation or ustom Report aintenance. f you used ustom Report Generation, a ustom Report etail isting can be printed for the ncome tatement, alance heet, tatement of ash Flows, and any epartmental ncome tatements generated (if applicable). You can also print this ustom Report etail isting any time you have modified a report. n example of a ustom Report etail isting is shown on page 173. Printing the ustom Report etail isting n the General edger ustom menu, click ustom Report etail isting. When you first design your own custom reports, print the ustom Report etail isting of all previously defined reports to use as a reference. General edger anual

105 105 hapter 6 sing the ustom enu Report Field xplanations he ustom Report etail isting presents the report format information in two sections. he first section contains the report header and column data selection information. he second section contains the report line detail information, including general ledger account linkages. he report header information prints with the full field titles used by ustom Report aintenance. he report line detail information prints with abbreviated headings to include all the necessary information over each field. he following is an explanation of the report line detail information. R his four-digit number identifies each report line on which the specified data will print. ach detail or consolidated line (line type or ) can have a title of up to 30 characters. Header line titles (type H) and total line titles (type ) can have up to 40 characters. For reports generated using ustom Report Generation, the line titles are assigned automatically from account descriptions for the detail lines, and account break titles (for example, current assets or fixed assets) and account break type descriptions (for example, gross profit or net income) for the total lines. General edger anual

106 106 hapter 6 sing the ustom enu YP his field indicates the type of information to print on the line. YP etail ine: Prints a separate line for each linked account. onsolidated ine: Prints a single line with total data for all linked accounts and report lines. H Header ine: Prints only a line title or comment. otal ine: Prints a subtotal, total, or grand total of amounts from other lines. _ nderline: Prints a single underline on the assigned report line according to the tab positions assigned. = ouble nderline: Prints a double underline on the assigned report line according to the tab positions assigned. his field indicates the type of data to print on the report line. tandard: Prints period-to-date and year-to-date activity. eginning alance: Prints the beginning account information for the period or the year. nding alance: Prints the ending account information for the period or the year et hange: Prints the amount of change in an account during the current period or fiscal year. R Retained arnings: Prints the retained earnings and is used to adjust rounding errors. General edger anual

107 107 hapter 6 sing the ustom enu +- P-+ hese fields indicate the tab positions of the following groups of data. / : ndicates the print position of the line title. P: ndicates where period-to-date information will begin printing on the line. Zero (0) indicates that period-to-date information will not print for this line. Y: ndicates where year-to-date information will begin printing on the line. Zero (0) indicates that year-to-date information will not print for this line. For each detail and consolidated line, this field ensures that all amounts on these lines print with the correct sign (positive or negative). ebit: sset, cost of sales, and expense accounts normally have debit balances. mounts from accounts with debit balances are added to this line, and amounts from accounts with credit balances are subtracted from this line. redit: Revenue, liability, and equity accounts normally have credit balances. mounts from accounts with credit balances are added to this line, and debit balances are subtracted from this line. General edger anual

108 108 hapter 6 sing the ustom enu (for detail and consolidated lines) is a label from to Z, 0 to Z0, or 1 to Z1, followed by a plus or minus sign (for example, + or -). his indicates that the amount on the line is to be added to or subtracted from other detail or consolidated lines with the same total label. FR (for total lines) is a calculation consisting of one or more letters. ach letter represents the total of all lines with the same total label (for example, indicates the total of all lines containing the total label +, minus all lines containing the total label -). total formula can include more than one label with associated plus or minus signs indicating the calculation to perform (for example, the formula for the gross profit total line, -, indicates that total cost of sales () should be subtracted from total revenues () and shown on that report line). he resulting total formula can be stored in a subsequent total by using an equal sign (=) followed by the total label in which you want to store the total amounts (for example, += prints the sum of all total label lines and total label lines and stores the result in total label ). General edger anual

109 109 hapter 6 sing the ustom enu G FR ach detail and consolidated line is linked to one or more general ledger accounts, or to a line on another report. ne of the following linkage types can be used for each line. PG PR F RP/ PR ndicates a link to the displayed account number. he account number can contain a wildcard character to consolidate a group of accounts. R ndicates a link to a range of account numbers. he first and the last account number of the range display. mask using wildcard and consolidation characters can be shown. ndicates a link to a line on another report. he report number and the line number are displayed. his field indicates whether a new page starts before this header line. Y indicates that a new page will start before this header line. indicates that a new page will not start before this header line. his field indicates the number of lines to skip before this line is printed. his field indicates the number of lines to skip after this line is printed. his field indicates whether this report line shows as a percentage of another report line. he report number and line number used to calculate the percentage are printed here. f a percentage will not be printed, this field is left blank. ny detail or consolidated line from any custom report can be used to calculate this percentage. General edger anual

110 110 hapter 6 sing the ustom enu ustom Report epartment inkage ote his option is available only if account numbers are assigned more than one segment in General edger ptions. se ustom Report epartment inkage to assign multiple departments to a custom report. hese department links can be used in ustom Report amples and ustom Report Printing. inking Reports n the General edger ustom menu, click ustom Report epartment inkage. f you change your segments in General edger ptions, any department link entry that contains the old segment displays as nvalid egment #. General edger anual

111 111 hapter 6 sing the ustom enu ustom Report Printing ote Reports must be selected individually for deferred and display printing due to different column widths on each report within a range. se ustom Report Printing to select a group or a range of custom reports for printing. You can specify the fiscal year and accounting period for the report, and any footnotes to print. ustom Report Printing determines if there are updates that must be performed to verify that the correct information is provided. When printing the custom reports for the first time, check the data for accuracy. t is especially important to verify that the alance heet is in balance. ny error in linking the general ledger to the custom reports results in an out-of-balance condition. xamples of ustom Financial Reports are shown on pages 174 through 182. Printing ustom Reports n the General edger ustom menu, click ustom Report Printing. f xport File or eferred is selected at the utput ype section in Printer etup, or if you clicked Preview and a file type other than an file is selected, you can select only a single report to print at one time. f any report result is not as expected, refer to printed copies of the ustom Report etail isting and the hart of ccounts listing to verify the linkage information listed. General edger anual

112 112 hapter 6 sing the ustom enu pdating ustom Reports fter completing the report options, you can perform an update if any of the following conditions apply: he selected custom financial reports have not been updated for the specified period here has been general ledger activity since the last update hanges have been made to the custom financial reports hanges have been made to budget information he first time you update a new report or report group, you may want to note errors to correct before repeating the update process. lso, even if you are advised of linkage errors, you may want to proceed with ustom Report Printing and use the printed reports to determine the cause of the linkage errors. General edger anual

113 sing the change enu hapter 7 General edger change enu hapter he General edger change menu contains the options used to import and export general ledger account and transaction data. You can directly import data from files created by other software products in any of five standard formats ( text, elimited, F, W, and d P). General ledger information can also be converted into these file formats to facilitate exporting capabilities. Warning ack up your General edger data before running either exchange option. Prior to importing or exporting, the data is validated using specified parameters in the change menu options. f any data field within a record fails to pass the validation check, the record will not be imported. note of the record and the reason for the failure is documented in a log file that can be printed when the import process is complete. he mport og provides a complete audit trail of the information that is successfully imported. he options available on the change menu can modify information in the General edger data files. mproper import procedures can undermine the integrity of your accounting system. efore attempting to import data, carefully read the information provided in this chapter. change menu options: xport ccount ata xport ransactions mport ccount ata mport ransactions General edger anual

114 114 hapter 7 sing the change enu How to se the ata xchange Feature se the change menu to import or export information from the General edger master file or the General edger ransaction file. he mport ccount ata option is especially useful for converting from your existing system. You also use mport ransactions to transfer general ledger activities from one physical location to another or from one company to another. nother use for the change menu is to export the general ledger balances into a spreadsheet file using xport ccount ata. You can use the spreadsheet to prepare the next year's budgets, and then use mport ccount ata to import the new budgets into the General edger files. xplaining File ypes o successfully use the change menu, you must understand the different file types supported. ach type represents a standard file format used by a large number of popular applications. he following file types are supported by the options on the change menu: text file d P file elimited file F (ata nterchange File) preadsheet file o import data from a file type that is not listed above, you must first create an intermediate file using one of the supported formats. ost applications using a proprietary file system provide a data exporting feature that supports one of the above file types. General edger anual

115 115 hapter 7 sing the change enu xplaining File Formats he general ledger information exported using the change menu is organized in very specific formats. nformation imported using the ata xchange feature must also match these same formats. he text file type requires that each data field be positioned at specific character positions. ll other file types must store each data field as a separate field or column. For examples of file formats, see ata xchange File Format xamples in the Help system. efining ata ypes he data that is imported or exported using the change menu is classified into a specific data type. ach data type defines the nature of the data contained by that particular data field. he following data types are used by the data exchange options: ccount ate umeric tring Zero-Filled For more information on the data types available in the ata xchange feature, see efining ata ypes in the Help system. General edger anual

116 116 hapter 7 sing the change enu xplaining the ccount ata Format When xport ccount ata or mport ccount ata is used, the General edger account information is stored using the format in the following table. he actual numeric information stored depends on the option selected. f ccount o. & escription nly is selected at the ata o e xported/mported field, only the first three fields (that is, account number, account description, and account type) are stored. he character position and length apply only when you are using the text file format. Field/olumn ata Field ata haracter umber escription ype Position ength 1 ccount umber ccount ccount escription tring ccount ype Zero-filled eg. alance mount*umeric Period 1 mount umeric Period 2 mount umeric Period 3 mount umeric Period 4 mount umeric Period 5 mount umeric Period 6 mount umeric Period 7 mount umeric Period 8 mount umeric Period 9 mount umeric Period 10 mount umeric Period 11 mount umeric Period 12 mount umeric Period 13 mount umeric * he eg. alance mount field must be omitted when importing budget information. When importing general ledger account information, the account description and account type information is only assigned for new accounts. f the account type is not provided for a new account, a default value is assigned. General edger anual

117 117 hapter 7 sing the change enu n addition to account description and account type information, budget information can be imported into account records. he eginning alance field on the History tab and Y otal field on the udget tab in ccount aintenance are ignored when you are importing budget data. When importing data files, you must allow for all data fields specified. f you are using a spreadsheet, you must define a separate column for each of the data fields. ny unused numeric field should contain a zero. ny unused string field should contain blanks. f ccount o. & escription nly is selected at the ata o e mported field in the mport ccount ata window, only the first three fields are required. xplaining the ransaction ata Format When xport ransactions or mport ransactions is used, the general ledger transaction information is stored using the following format. Field/olumn ata Field ata haracter umber escription ype Position ength 1 ccount umber ccount ccount escription tring ransaction ate ate ource Journal tring Register/Journal umberzero-filled equence umber Zero-filled pplication ode tring Posting omment tring ransaction mount umeric he account escription field in the ccount aintenance window is ignored when you are importing transactions. he register/journal number and the sequence number are string fields consisting of zero-filled numeric characters. he system automatically assigns a unique sequence number to each transaction when transactions are imported. General edger anual

118 118 hapter 7 sing the change enu xport ccount ata se xport ccount ata to export general ledger account information into an external file. You can select the file name and type of the export file (that is, the file into which data will be exported), fiscal year, ranges of account numbers, departments and locations to use to select the data, and the type of financial information to export. he parameters you select in the xport ccount ata window are stored in a file and are used as the default parameters for subsequent data exports. xporting ccount ata ote e sure to include the full path name of the directory you want to use for the export file. he default directory places the export file in the /home/textout directory. n the General edger change menu, click xport ccount ata. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. When exporting to the format, may pick up extra insignificant digits at the end of decimal values. his should not affect your calculations. o fix the number, use function in For more information, see xplaining File ypes. General edger anual

119 119 hapter 7 sing the change enu xport ransactions se xport ransactions to export general ledger transaction information to an external file. You can select the file name and type of export file; a source journal; and ranges of account numbers, departments, locations, and dates to use to select the data. he parameters you select in the xport ccount ata window are stored in a file and are used as the default parameters for subsequent data exports. xporting ransaction ata ote e sure to include the full path name of the directory to use for the export file. he default directory places the export file in the /home/textout directory. n the General edger change menu, click xport ransactions. When exporting to the format, may pick up extra insignificant digits at the end of decimal values. his should not affect your calculations. o fix the number, use function in For more information, see xplaining File ypes. General edger anual

120 120 hapter 7 sing the change enu mport ccount ata se mport ccount ata to import account information from an external file into the General edger module. You can select the file name and type of import file (that is, the file from which data will be imported); fiscal year, ranges of account numbers, departments, and locations to select the data; and the type of financial information to import. Warning ccount data should be imported only when creating a chart of accounts for a new company or when building a new budget. ote f the General edger record already exists, only current budget, revised budget, and user-defined budget 3 information can be imported. he import file must contain the general ledger information to import in a specific format. ach data field is validated to ensure that it contains the proper type of information for the field. For more information, see How to se the ata xchange Feature. he parameters selected using mport ccount ata are stored in a file and are used as the default parameters for subsequent data imports. mporting ccount ata n the General edger change menu, click mport ccount ata. You should print the mport og to produce an audit trail of data records imported into the system. General edger anual

121 121 hapter 7 sing the change enu Printing the mport og n the mport ccount ata window, click Proceed to import the data. When the import process is completed, the number of records successfully imported appears in a dialog box. lick Yes to print the mport og. he following dialog box appears. mport ransactions ote lways print the mport og to produce an audit trail of data records imported into the system. Reviewing ample ata When importing data for the first time, in the mport ccount ata window, click ample to review the data being imported. his allows you to verify that the import file contains the proper information. se mport ransactions to import transaction information from an external file into the General edger module. You can select the file name and type of import file (that is, the file from which data will be imported); a source journal; and ranges of account numbers, dates, and locations to select the data. mporting ransaction ata he import file must contain the General edger information to import in a specific format. ach data field is validated to ensure that it contains the proper type of information for that field. For more information, see How to se the ata xchange Feature. he parameters selected in the mport ccount ata window are stored in a file and are used as the default parameters for subsequent data imports. General edger anual

122 122 hapter 7 sing the change enu ote You cannot proceed with the import process if the ransaction file is currently being updated. n the General edger change menu, click mport ransactions. lick ample to review an mport ransactions sample data report that contains the data being imported. General edger anual

123 sing the Period nd enu hapter 8 General edger Period nd enu hapter he General edger Period nd menu contains functions normally performed at the end of each accounting period. llocation election and llocation Journal allow you to select and update the llocation Journals for the current period. he Period nd Processing option allows you to print monthly General edger reports automatically and to close the current period. dditionally, year-end closing is performed automatically when the last accounting period of the year is closed. Period nd menu options: llocation election llocation Journal Period nd Processing General edger anual

124 124 hapter 8 sing the Period nd enu llocation election se llocation election to select allocation entries for posting prior to closing out an accounting period automatically. llocation entries are selected for period-end, quarter-end, and year-end cycles based on the cycle code assigned to each entry. fter allocation entries are selected, you can override the default distribution amount. llocation entries must first be defined using llocation aintenance. fter the allocation entries are selected, print the llocation Journal prior to updating the entries to the General edger files. he allocation amount for each allocation entry is based on either the amount specified at the anual mount field on the llocation aintenance Header tab, or on the current balance of the source account if you did not enter a manual amount. se llocation election to manually change the allocation amount following the automatic selection. he distribution amounts for the destination accounts are allocated automatically and cannot be changed from llocation election. For more information on changing destination allocations, see aintaining llocation Journal nformation. General edger anual

125 125 hapter 8 sing the Period nd enu electing llocations n the General edger Period nd menu, click llocation election. lick urr alance to display the current balance. ote ntries can only be deleted from the list in the llocation aintenance window. lick Reset to reset the source amounts to the current account balances. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. llocation entries are selected based on the cycle code assigned to each entry at the llocation ycle field on the llocation aintenance Header tab, and on the current period. llocation entries with a period cycle code are always selected. ntries with the quarterly cycle code are selected at the end of periods 3, 6, 9, and 12. ntries with the annual cycle code are selected only at year end. he llocation Journal must be printed in order to post the journals to the general ledger. f you selected allocations, a dialog box appears indicating that allocations have been updated. You can then proceed with period end processing. For more information, see Period nd Processing. General edger anual

126 126 hapter 8 sing the Period nd enu llocation Journal se the llocation Journal to list all information selected and entered during llocation election, and to check the accuracy of the data. n example of an llocation Journal is shown on page 183. Printing the llocation Journal n the General edger Period nd menu, click llocation Journal. Review the llocation Journal for accuracy. f there are errors, select llocation election or llocation aintenance to make the necessary changes, then reprint the llocation Journal. Warning o, under any circumstances, interrupt the update process uring the update process, the allocation entries shown on the llocation Journal are posted to the General edger ransaction file. General edger anual

127 127 hapter 8 sing the Period nd enu Period nd Processing Warning acking up your data is an important part of your daily, periodend, and year-end procedures. ack up all General edger data before proceeding. For information on backing up your data, refer to your ibrary aster manual. Perform period-end processing at the end of each accounting period (usually the last business day of each month) to close the current period and cycle the accounting period forward to the next period. t year end, this process clears all income and expense account balances and posts the net profit to the Retained arnings account. n addition, it consolidates the year-to-date detail accumulated in the General edger etail file. his option also allows you to purge (clear) the detail file of all transactions for any fiscal year (up to, but not including, the current fiscal year) to save file space. Performing Period nd Processing n the General edger Period nd menu, click Period nd Processing. General edger anual

128 128 hapter 8 sing the Period nd enu Full Period nd Processing ote uring year-end processing, the General edger options are used to determine the number of years to retain transaction and/or summary history. t period end, the Full Period nd Processing option cycles the system to the next accounting period. t year end, it cycles to the next accounting year and clears the General edger etail file of all transactions for the current year. Verify that the correct period-ending dates appear. f the correct dates do not appear, return to Fiscal Year aintenance and change the period-ending dates. f you defined llocation Journals, they are verified to ensure that they are updated for the current period. fter selecting and updating llocation Journals for the current period, or if no llocation Journals have been defined, you can then select the period-end reports you want to print. General edger anual

129 129 hapter 8 sing the Period nd enu n the Period nd Processing window, click Proceed to continue. elect the check box next to each period-end report that you want to print. he reports print using the broadest range available (all account numbers, all departments, etc.) and print in sequence, without user intervention. Performing Year nd Processing Year-end processing takes place automatically when period-end processing is performed for the last period of the accounting year, as established in Fiscal Year aintenance. f your company's business year coincides with the calendar year, this process occurs with the closing of ecember. When performing period-end processing for the last accounting period of the year, verify that the General edger etail Report and all necessary financial statements have been printed before proceeding. General edger anual

130 130 hapter 8 sing the Period nd enu onsolidate General edger etail Records he onsolidate General edger etail Records option can be used at any time to consolidate the General edger etail file and create additional file space. his option can also be used when your hard disk is nearing its storage capacity limit. t purges period summary history based on the number of years for which you are retaining history. ote For information on posting to a closed year, see Posting to a losed Year. Purge ransaction etail History he Purge ransaction etail History option can be used at any time to clear the ransaction etail file and create additional file space. his option can be used when your hard disk is nearing its storage capacity limit. General edger anual

131 131 hapter 8 sing the Period nd enu Purge Period ummary History he Purge Period ummary History option can be used at any time to clear the Period ummary etail file and create additional file space. his option can be used when your hard disk is nearing its storage capacity limit. For checklists of the routine daily, period-end, and year-end General edger activities, see Perform Year nd Processing in the Help system. General edger anual

132 132 Glossary Glossary ccount reak he major account categories of the General edger hart of ccounts: current assets, fixed assets, other assets, current liabilities, long-term liabilities, equity, revenue, cost of sales, operating expenses, and other income and expense. he General edger module uses established account breaks to print subtotals on the rial alance and standard financial statements for all accounts within the same group. ach category is assigned a separate account number range within the hart of ccounts (for example, to can represent urrent ssets, to can represent fixed assets). he account number series assigned to each group of accounts can be customized according to individual reporting requirements. ccount reak ype he descriptions assigned to each of 13 standard accounting categories: assets, liabilities, equity, revenue, cost of sales, gross profit, expenses, net income from operations, other income and expense, earnings before income taxes, income taxes, net income (loss), and retained earnings-current year. ccount ype hese descriptions are printed as headers on the standard financial statements and can be changed if desired. he minor account categories of the General edger hart of ccounts: cash, net accounts receivable, other receivables, inventory, prepaid expense, other assets, current liability, long term liability, stockholder equity, retained earnings, net sales, cost of sales, operating expense, interest expense, non-financial, other income and expense, income tax, and interest expense. General edger anual

133 133 Glossary llocation he posting of an amount from one account, usually an expense account, to several other related accounts. his is done to distribute the original posted amount or account balance. llocation ource ccount he account from which an amount is transferred to other specified accounts when an allocation is posted. udit Report report used to verify the accuracy of information entered. udit reports are usually required before a file update is permitted. ank ode code that identifies each bank account set up in the system. ach bank code is associated with a separate description, General edger cash account number, and bank account number. ash Flows ode code assigned to selected accounts to categorize them for placement on the tatement of ash Flows. ndirect ethod method that allows for the adjustment of net income for items that affect reported net income, but not cash. ask llows you to use wildcard characters, such as an asterisk (*), to match accounts within a range of numbers. Revised udget set of budget amounts that reflect changes from the original or current budget and are required due to changes in the fiscal plan. General edger anual

134 134 Glossary Wildcard character used to replace but not remove a character in an account number. For example, a wildcard character, such as an asterisk (*), can be used to indicate all matching account numbers to be linked to a consolidated report. General edger anual

135 ppendix ystem essages ppendix When the system encounters a condition requiring your attention, a ystem essage dialog box appears. sually, the resolution is simple, and you can proceed without difficulty. General edger essages he general messages that you may encounter when using the General edger module are presented on the following pages. hese messages are listed by the option in which the messages are likely to appear. Following each message is an explanation, and instructions for resolving that particular problem. 135 General edger ptions Return all terminals to menu before changing parameters. You cannot access General edger ptions while other workstations are active in General edger or a related module. Verify that workstations have returned to the menu, and click General edger ptions again. lick the Printer button to print a hard copy of the option settings you have entered without interrupting other workstation activity. his message applies only to multi-user systems. You have changed your account segment definition. n order to continue, your G/ ccount egment ort file will have to be re-created. o you want to continue with this process? You have redefined one or more of your General edger account segment options. o accept these changes, the system must re-sort the General edger master file by segment. lick Yes to re-create the General edger ccount egment sort file. lick o to change your entries at the ccount o. egment ize fields. General edger anual

136 136 ppendix ystem essages Fiscal Year aintenance You have changed your accounting periods. his is a major change. n order to continue, your General edger summary information must be re-calculated. o you want to continue with this process? You changed the number of periods or period-end dates. n order to accept this change, the system must recalculate General edger summary information. lick Yes to recalculate the General edger summary information. ake sure to back up your system prior to clicking the Yes button. epartment aintenance G/ account information exists for department. o you want to delete? You attempted to delete an existing department or location definition that is in use in other general ledger accounts. lick Yes to delete the department or location definition. ccount aintenance budget revision is on file. You attempted to access the udget tab for an account for which a revision has been entered but not updated. lick Yes to allow changes to the current, revised, and next year budgets. llocation aintenance his allocation is out of balance by: -###.##% You entered an allocation percentage which exceeds 100 percent. lick elete to remove the allocation from the llocation master file. lick orrect to adjust the entry. General edger anual

137 137 ppendix ystem essages General Journal ntry Financial accounts not allowed. You attempted to assign a financial type account to a source journal which has been defined as a nonfinancial journal. nter a different account number. on-financial accounts not allowed. You attempted to assign a nonfinancial type account to a source journal which has not been defined as a nonfinancial journal. nter a different account number. otice: ate falls in future period. he posting date falls in a future accounting period. his is only a precautionary message, because future posting is allowed. nter a different posting date if you want to post to the current period. his allocation may only be selected through period end allocations. You attempted to select an allocation that is not a manual allocation. o select this allocation, use llocation election on the Period nd menu. Warning: annot post to a prior period. You cannot enter a general journal with a posting date prior to the current period. For more information, see Posting to Past ccounting Periods. General Journal ntry, Recurring Journal ntry, ransaction Journal ntry, udget Revision ntry, and llocation election ntry update interrupted -- unable to perform data entry. n authorized user must re-start the update. You attempted to access a data entry option for which the last update was interrupted, and you are not authorized to restart the update. General edger anual

138 138 ppendix ystem essages You are not authorized for this menu option. uring data entry, you attempted to access an option for which you are not authorized. Recurring Journal otice: ate falls into a future General edger period. he accounting date is set to a future accounting period. his is only a precautionary message, because future posting is allowed. Warning: he system date falls into a prior General edger period. You must change your system date or re-open the period in the General edger. You attempted to print the register with the accounting date set to a closed accounting period. ecause you cannot post to a closed period, click and change the accounting date to the current accounting period. You can also proceed to General edger ptions to reopen the prior period. For more information, see Posting to Past ccounting Periods. General Journal, Recurring Journal, and ransaction Journal he following journal entries are out of balance. You must correct or delete these entries before proceeding with the journal update: -#### -#### -#### -#### he indicated entries are not in balance. You cannot perform an update for this journal unless all out-of-balance entries are corrected or deleted. elect the appropriate journal entry option, and modify the out-of-balance entries. Return to the journal option, print the journal, and proceed with the update. General edger anual

139 139 ppendix ystem essages General Journal, Recurring Journal, and aily ransaction pdates pdate interrupted. o you want to restart? he update has been interrupted. lick Yes to restart the update process from the point of the interruption. You must, however, check all records affected by the update to verify that they have been updated properly. General Journal, Recurring Journal, ransaction Journal, aily ransaction Register, and llocation Journal pdates nable to update G/ transactions while a G/ report is being printed. You started the update process while a General edger report is printing. lick to exit the update process and wait for the report to finish printing before beginning the update. General edger Worksheet, udget & History Report, General edger Graphics, rial alance, tandard Financial tatements, General edger nalysis, General edger etail Report, G/ etail by ource Report, onthly rend Report, ustom Report Printing, and General edger Posting Recap nable to print this report while G/ transactions are being updated. You started printing a General edger report while General edger transactions are being updated. lick to exit the report and wait for the update process to end before printing the report. rial alance he rial alance Report is not in balance. he rial alance you printed is out of balance. ontact an authorized Reseller or oftware onsultant for information regarding how to correct this situation. General edger anual

140 140 ppendix ystem essages tandard Financial tatements G/ must be defined for 12 or 13 periods to select this option. You cannot run tandard Financial tatements quarter-to-date actual and percentage of total revenue unless your General edger options are defined for 12 or 13 periods. ustom Report Generation t least one report has generated duplicate line labels. You generated at least one report that uses more than 78 subtotals. his has caused some total labels to be used twice. ist all duplicates and consolidate information to reduce the number of subtotals. nsufficient range to proceed with generation. You entered a report and/or range that is not large enough to generate all the reports requested (departmental, income, balance, etc.). ncrease the range to accommodate all requested reports. ustom Report aintenance llegal total formula. he total formula was not entered using the proper format. For more information, see ntering ine etail. o spaces allowed in formula. paces are not allowed in the total formula. Retype the formula with no blank spaces (for example, + not + ). Report requires ### columns (132 max). he data items selected for printing exceeds the maximum report width. Reduce the default tab positions, omit one or more of the data items, or increase the maximum report width on the ustom Report aintenance ain tab. General edger anual

141 141 ppendix ystem essages nable to renumber into the selected range. he range entered for the Renumber feature will cause the line numbers to exceed the 9999 maximum. bort the renumbering process and enter a different range. Y-- tab position ### positions too small. he Y tab position will print over the data fields. ncrease the Y tab position by the indicated number. ustom Report Printing t least one report must be updated before printing. Proceed with update? You attempted to print a report that requires updating, or is linked to a report that requires updating. lick Yes to perform the necessary updates. lick o to make any necessary changes prior to updating. lick nd to exit ustom Report Printing without updating or printing. udget amounts have been changed. o you want to update? hanges have been made to budget information, but an update has not been performed. lick Yes to update the budget information. he reports will be updated and printed, and you will be returned to the ustom Financial Reporting menu. lick o to print the reports without updating budget information. G/ account missing on line ###-####. he indicated line is linked to an account number that does not exist. lick to continue the report update, or click nd to exit the option. You must access ustom Report aintenance or ustom Report inkage aintenance to correct the linkage information for the specified line. General edger anual

142 142 ppendix ystem essages ine ###-#### will exceed the defined report size. he indicated line is too wide for the defined report width. lick to continue the report update, or click nd to exit ustom Report Printing. You must access ustom Report aintenance to correct the length for the specified line. inkage missing on line ###-####. he indicated line does not have linkage information. ll lines of type consolidated, or detail should have linkages. lick to continue the report update, or click nd to exit ustom Report Printing. You must access ustom Report aintenance or ustom Report inkage aintenance to enter the linkage information for the specified line. o reports were selected for printing. You selected a group or range that produces no reports. nter a different group number or range. llocation election llocations have already been updated. o you wish to begin period end process? llocations have been selected and updated once in the current period. You cannot select allocations again until period-end processing is complete. o allocations selected for this period. o you wish to begin period end process? o allocations are defined for period end. Quarterly and annual allocations will be included at quarter end and year end. heck your llocation isting and make any necessary corrections, then click llocation election again. General edger anual

143 143 ppendix ystem essages Period nd Processing Retained earnings account missing. he Retained arnings account must be defined to perform year-end processing. nter the proper account number in General edger ptions, or add the account in ccount aintenance. he General edger aily ransaction file is not empty. Run the G/ aily ransaction Register. You cannot perform period-end processing if there are any postings in the aily ransaction file. Print and update the aily ransaction Register before proceeding with Period nd Processing. You may not purge current detail. You have specified the current accounting period for the Purge etail option. You can only purge prior accounting periods. General edger anual

144 ppendix ntegrating ther odules with General edger ppendix he General edger module can operate on a stand-alone basis, or it can be integrated with other modules to take full advantage of the information stored in the system. When integrated, each accounting module shares common information with any related modules. his sharing eliminates any double entry of information already stored within the system. Postings from other modules are made directly to the general ledger. uring the setup process for each module, General edger interface information specifying the account numbers to post from that module is entered. For example, in the ccounts Payable module, the ccounts Payable and iscount accounts are assigned for each division. 144 ote he general ledger activities from other modules are not reflected in the General edger module until you print and post the aily ransaction Register. When accounting information is processed by a module, general ledger postings are made automatically to the aily ransaction file. he aily ransaction Register is then printed to recap the postings from all sources to the general ledger. ctual updating to the General edger files is performed following the printing of the aily ransaction Register. he accounting date of the module generating the transactions determines the accounting period to which they are posted. General edger anual

145 ppendix Report amples ppendix his section contains representative samples of the reports available in your General edger module. You may want to review the descriptions and report contents before setting up your General edger master files and beginning routine processing. amples of the following reports are included. 145 General Journal Recurring Journal ransaction Journal aily ransaction Register tandard hart of ccounts hart of ccounts with inkage nformation General edger Worksheet udget & History Report General edger Graphics rial alance tandard Financial tatements ncome tatement - ample 1 alance heet tatement of perations - ocation tatement of perations - ombined ncome tatement - ample 2 ncome tatement - ample 3 ncome tatement - ample 4 ncome tatement - ample 5 General edger nalysis General edger etail Report G/ etail by ource Report onthly rend Report ccount asterfile udit Report udget Report udget Revision Register ustom Report ample ustom Report etail isting General edger anual

146 146 ppendix Report amples ustom Financial Reports ustom ncome tatement for ombined perations ustom tatement of perations - ample 1 ustom tatement of perations - ample 2 ustom tatement of perations - ample 3 ustom Quarterly tatements - ample 1 ustom Quarterly tatements - ample 2 ustom Quarterly tatements - ample 3 rend Report tatement of ash Flows llocation Journal General edger anual

147 147 ppendix Report amples General Journal GR JR istribution and ervice orp. R PG RVRG JR JR J /31/03 Reclassify to entral Whse. RP/ R quipment maintenance 1, quipment maintenance - ast nsurance - West djustments to not include maintenance costs incurred at the central warehouse site. JR J-0003 : 1, , J /31/03 djustment to ash RP/ R ash on hand ash in bank - Reg. checking djustment to correct data entry error /31/03 onthly llocation djustment JR J-0004 : R J : 1, , RP/ R epreciation expense 3, epreciation expense - ast 1, epreciation expense - West 1, onthly allocation of epreciation expense. JR : 3, , R : 3, , RPR : 4, , ys ate: 05/31/03 / 2:37 pm Page: 1 pp ate: 05/31/03 ser: John mith ee General Journal for more information on this report. General edger anual

148 148 ppendix Report amples Recurring Journal RRRG JR istribution and ervice orp. R RF H P JR Y JR G P RP/ R Warehouse payroll 1, lerical salaries 1, Payroll taxes uilding maintenance nsurance expense Warehouse supplies elephone expense tilities ruck expenses iscellaneous expense ash in bank - Reg. checking 5, G P /31/05 JR G-P : 5, , RP/ R ccum. depr. - off & cmp equip epreciation epreciation - omputer & ffice upplies JR G-P : R G : 6, , RPR : 6, , ys ate: 05/31/03 / 2:41 pm Page: 1 pp ate: 05/31/03 ser: John mith ee Recurring Journal for more information on this report. General edger anual

149 149 ppendix Report amples ransaction Journal R JR istribution and ervice orp. R PG R JR H JR /31/ , ash isbursements H R /15/03 Riviere evelopment o , /15/03 outhern alifornia Gas , /18/03 nited Parcel ervice /18/03 nited Parcel ervice /18/03 nited Parcel ervice H : 1, /30/03 s ora uss - Payroll , /30/03 s ora uss - F Wh /30/03 s ora uss - Fed Wh /30/03 s ora uss - tate Wh /30/03 s ora uss - ity Wh H : 1, /30/03 Petty ash JR : 9, /31/ , ash isbursements H R /18/03 iles nvestment , /20/03 Richard H. Young P /30/03 Glad's tationers JR : 3, R : 13, RPR : 13, ys ate: 05/31/03 / 3:30 pm Page: 1 pp ate: 05/31/03 ser: John mith ee ransaction Journal for more information on this report. General edger anual

150 150 ppendix Report amples aily ransaction Register Y R RGR istribution and ervice orp. PG FR: 05/31/03 R JR G/ PG R R /R V RY ccts. receiv. - ast Warehse - 05/31/ nventory - ast Warehouse merican usiness RF: nventory - entral Warehouse merican usiness RF: istribution sales (history) merican usiness RF: istribution sales (history) merican usiness RF: ost of Goods old merican usiness RF: ost of Goods old merican usiness RF: JR : R R : R JR G/ PG R P nventory - entral Warehouse RPR V:100 3, ccounts payable - trade V:01 R PY 3, JR , : 3, R P : 3, , /31/03 : 3, , ys ate: 05/31/03 / 11:48 am Page: 1 pp ate: 05/31/03 ser: John mith ee aily ransaction Register for more information on this report. General edger anual

151 151 ppendix Report amples tandard hart of ccounts HR F istribution and ervice orp HR R RP RR ash on hand ash in bank - Reg. checking ash in bank - payroll ash in bank - savings ccts. receiv. - ast Warehse ccts. receiv. - West Warehse ote receivable ther Receivables nventory - ast Warehouse nventory - West Warehouse nventory - entral Warehouse Prepaid insurance Prepaid advertising Prepaid income taxes PRPRY, P QP and uildings ccum. depr. - buildings Furniture ccum. depr. - furniture ffice and computer equipment ccum. depr. - off & cmp equip Warehouse equipment ccum. depr. - warehse equip rucks ccum. depr. - trucks HR Rent deposits Workmans' comp. deposit oftware costs (net) RR ccounts payable - trade ccounts payable - other Purchases clearing account ustomer eposits otes payable ccrued payroll ys ate: 05/31/03 / 3:53 pm Page: 1 pp ate: 05/31/03 ser: John mith ee hart of ccounts for more information on this report. General edger anual

152 152 ppendix Report amples hart of ccounts with inkage nformation HR F istribution and ervice orp HR R RP YP RP RR ash on hand 01 H RR ash & quiv. at egin of Yea ash in bank - Reg. checking 01 H RR ash & quiv. at egin of Yea ash in bank - payroll 01 H RR ash & quiv. at egin of Yea ash in bank - savings 01 H RR ash & quiv. at egin of Yea ccts. receiv. - ast Warehse 02 /R RR ccts. receiv. - ast Warehse ccts. receiv. - West Warehse 02 /R RR ccts. receiv. - West Warehse ote receivable 03 HR RV RR ote receivable ther Receivables 03 HR RV RR ther Receivables nventory - ast Warehouse 04 VRY RR nventory - ast Warehouse nventory - West Warehouse 04 VRY RR nventory - West Warehouse nventory - entral Warehouse 04 VRY RR nventory - entral Warehouse Prepaid insurance 05 PRP P RR Prepaid insurance Prepaid advertising 05 PRP P RR Prepaid advertising Prepaid income taxes 05 PRP P RR Prepaid income taxes PRPRY, P QP and 06 HR PRPRY, P QP and uildings 06 HR PRPRY, P QP uildings ccum. depr. - buildings 06 HR PRPRY, P QP ccum. depr. - buildings Furniture 06 HR PRPRY, P QP Furniture ccum. depr. - furniture 06 HR PRPRY, P QP ccum. depr. - furniture ffice and computer equipment 06 HR PRPRY, P QP ffice and computer equipment ccum. depr. - off & cmp equip 06 HR PRPRY, P QP ccum. depr. - off & cmp equi Warehouse equipment 06 HR PRPRY, P QP Warehouse equipment ys ate: 05/31/03 / 3:55 pm Page: 1 pp ate: 05/31/03 ser: John mith ee hart of ccounts for more information on this report. General edger anual

153 153 ppendix Report amples General edger Worksheet GR GR WRH istribution and ervice orp. PR G 05/31/03 RR J J R R RP R R RR ash on hand 1, ash in bank - Reg. checking 61, ash in bank - payroll 1, ash in bank - savings 504, ccts. receiv. - ast Warehse 293, ccts. receiv. - West Warehse 95, ote receivable 213, ther Receivables nventory - ast Warehouse 91, nventory - West Warehouse 112, nventory - entral Warehouse 184, Prepaid insurance Prepaid advertising 3, Prepaid income taxes 27, RR 1,529, : 61, PRPRY, P QP and 95, uildings 275, ccum. depr. - buildings 45, Furniture 23, ccum. depr. - furniture 7, ffice and computer equipment 42, ccum. depr. - off & cmp equip 21, Warehouse equipment 17, ccum. depr. - warehse equip 6, rucks 45, ccum. depr. - trucks 39, PRPRY, P 121, QP: 499, HR Rent deposits 2, Workmans' comp. deposit oftware costs (net) 4, HR 7, :.00 RR ccounts payable - trade 264, ccounts payable - other 47, Purchases clearing account 14, ustomer eposits otes payable 13, ccrued payroll ther accrued expenses F... taxes payable 47, Federal taxes withheld 34, tate tax withheld 12, ity tax withheld 1, RR 435, :.00 RPR : 2,036, , ys ate: 05/31/03 / 3:56 pm Page: 1 pp ate: 05/31/03 ser: John mith ee General edger Worksheet for more information on this report. General edger anual

154 154 ppendix Report amples udget & History Report istribution and ervice orp. G & HRY RPR G PR 1 PR 2 PR 3 PR 4 PR 5 PR 6 PR 7 PR 8 PR 9 PR 10 PR 11 PR 12 / istribution sales 1998 PG : ,575R ,575R 1998 RR G : RV G : ext Year udget : istribution sales - ast 1998 PG : 0 236,918R 220,334R 231,350R 226,723R 260,166R ,175,492R 1998 RR G : 220, , , , , , , , , , , ,000 2,640, RV G : 22,500 22,500 22,500 22,500 22,500 22,500 22,500 22,500 22,500R 22,500 22,500 22, , ext Year udget : 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 230,000R 2,760,000R istribution sales - West 1998 PG : 0 122,013R 113,472R 119,145R 116,762R 136,352R ,744R 1998 RR G : 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 1,440,000R 1998 RV G : 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120,000R 120, ,000R 120,000R 120,000R 120,000R 1,200,000R 1998 ext Year udget : 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 138,000R 1,656,000R ervice fees 1998 PG : ,000R ,000R 1998 RR G : RV G : ext Year udget : ervice fees - ast 1998 PG : 0 7,816R 7,269R 7,632R 7,480R 14,165R ,362R 1998 RR G : 8,000 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 80,000R 1998 RV G : 8,000 8,000R 8,000R 8,000R 8,000R 8,000R 8,000R 8,000 8,000R 8,000R 8,000R 8,000R 64,000R 1998 ext Year udget : 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 9,200R 110,400R ervice fees - West 1998 PG : 0 3,958R 3,681R 3,865R 3,788R 5,562R ,854R 1998 RR G : RV G : ext Year udget : Freight charges 1998 PG : RR G : 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 54,000R 1998 RV G : 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500R 4,500 4,500R 4,500R 4,500R 4,500R 45,000R 1998 ext Year udget : 5,175R 5,635R 4,485R 3,795R 4,255R 5,060R 5,865R 5,700R 6,095R 6,210R 6,555R 6,785R 65,615R ee udget & History Report for more information on this report. General edger anual

155 155 ppendix Report amples General edger Graphics ee General edger Graphics for more information on this report. General edger anual