MSI General Ledger Version 7.5

Transcription

1 MSI General Ledger Version 7.5 User s Guide Harris Local Government 1860 W. Winchester Road, Ste 204 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Harris Local Government Copyright All Rights Reserved. 1

2 TABLE OF CONTENTS 0.00 GENERAL LEDGER MAIN MENU JOURNALS JOURNAL ENTRY PRINT JOURNAL POST JOURNAL RECURRING JOURNAL ENTRY BUDGET ADJUSTMENT ENTRY a Budget Adjustment Reports Rev/Exp Account Comment Entry CASH RECEIPTS PROCESSING MENU CASH RECEIPTS ENTRY PRINT CASH RECEIPTS POST CASH RECEIPTS INQUIRY REVENUE & EXPENSE INQUIRY ACCOUNT ACTIVITY INQUIRY POSTED JOURNAL INQUIRY REPORTS MENU PRINT THE CHART OF ACCOUNTS POSTED JOURNAL LISTING PRINT ACCOUNT ACTIVITY PRINT GENERAL LEDGER ACTIVITY DETAILED BALANCE SHEET REVENUE AND EXPENSE REPORTS MENU SUMMARIZED REVENUE & EXPENSE REPORT TRIAL BALANCE BUDGET ADJUSTMENTS REPORTS MENU A0 GASB 34 REPORTS MENU A1 INVESTMENT MENU A2 UNDEFINED ACCOUNTS REPORT FILE MAINTENANCE MENU CHART OF ACCOUNTS FUND CODES MAINTENANCE DEPARTMENT CODES MAINTENANCE CLASS CODES MAINTENANCE SUB-CLASS CODES FUNCTION/ACTIVITY CODES INVESTMENT CODES APPLICATION SUPPORT MENU SYSTEM DEFAULTS RECALCULATE THE GENERAL LEDGER CREATE NEW CHART OF ACCOUNTS CLOSE FISCAL CHART OF ACCOUNTS BUDGET ENTRY DELETE POSTED HISTORY

3 6.60 REBUILD GENERAL LEDGER DATABASE UNBALANCED JOURNALS FILE IMPORT/EXPORT PROJECT COSTING MENU PROJECT COSTING MENU Maintain Project Data Project Listing Report A APPLY FUNCTION/ACTIVITY CODES B REVERSE/COPY JOURNALS C CHART OF ACCOUNTS AUDIT REPORT D BACKUP DATA FILES E BANK RECONCILIATION FOR AP F MERGE/TRANSFER GL ACCOUNT NUMBER APPENDIX A CASH RECEIPTS SYSTEM UPLOAD

4 Enter which fiscal year that you wish to process in, Press enter or click the OK button 4

5 0.00 GENERAL LEDGER MAIN MENU This is the main menu used for the General Ledger System. You can access each option in the system here and all processing begins with this menu. The following options are available: Journals This option is used for all general journal processing. It allows you to: Maintain, list, delete and post journals in the general ledger. Define a Recurring journal Perform budget adjustments and/or transfers Apply comments to a selected revenue/expense line item Cash This menu is used to enter and apply cash receipts via the general ledger. Inquiry This menu is used to make inquiries into the data in the system. It allows you to view the information, but no changes can be made to it with these programs. Reports This menu contains the options that generate reports for the General Ledger System. Maintenance 5

6 This menu is used to define the various codes and the account numbers used by the General Ledger system and other installed applications. The Chart of Accounts is maintained here along with any other codes that are used throughout the system. Support This menu contains programs that are used less frequently than other programs but are important for proper functioning of the system. Many are used each fiscal month, others are used at end of the fiscal year. Help This option offers different methods for contacting Municipal Support, Inc. and contains important program information. 6

7 1.00 JOURNALS The Journal Processing Menu is used for all general journal entries that need processing. It allows you to input journal entries, print journal details, post current journals, enter recurring journal entries, ect. The following options are available: Journal Entry This is the basic general ledger program where all general journal entries are made. All journals entered are considered "current" until they have been posted. Current journals can also be modified and/or deleted here until they have been posted. Print Journal This option allows you to print individual current journals that have been entered. This gives a detailed listing of the entries that were made for the journal number selected. It may be used to trouble shoot if a large journal is out of balance. (Consider this a print preview before you post a journal.) Post Journal This option is used when you wish to post a current journal to the general ledger. Once posted, a journal cannot be modified and/or deleted. Recurring Journal Entry This option allows you to define a recurring journal entry. This usually is a large repetitive journal. It is used for ease of entry so when the journal needs to be posted it will not need to be manually entered over and over again. Budget Adjustment Entry This option allows you to amend or transfer dollars from line item to another, once you budgeting is complete. This will also create an audit trail that in case you need to determine who made what changes. NOTE: If the Budget Adjustment Entry option is grayed out, then contact MSI Customer Support to activate this for you. Rev/Exp Account Comment Entry 7

8 If selected this option allows you to enter specific comment against a revenue and/or expense line. These comments may be printed on the Rev/Exp reports if selected JOURNAL ENTRY WHAT IS JOURNAL ENTRY? This is the program where general journal entries can made. The entries that are to be posted to the general ledger are first entered here and modified as needed. The journals are considered "current" until they have been posted to the general ledger using the Post a Current Journal program. HOW DO I ENTER A JOURNAL? From the General Ledger System Main Menu click Journals > Journal Entry, this will take you to the GL Journal Entry screen (see the example below). As you can see multiple line items can be entered within the same journal. The main requirement is that your funds are in balance, if the funds are not in balance the system will not allow you to post and out-ofbalance journal. The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. 8

9 Journal # This field is where the identifying number of the journal is entered. The prefix "GJ-" will automatically be assigned to the beginning of the number. This is used to indicate that the entry is a general journal entry. You cannot use the same journal id twice. Note: Journal Entries made automatically through other interfaced MSI systems will also have corresponding pre-fixes from the application it was received from. For example, Accounts Payable entries will have the prefix "AP-" as part of the journal number. Payroll entries will have the prefix PR- as part of the journal number. Entry Date Use this field to key in the date of the journal entry. By default the current date is automatically displayed, but can also be changed if needed. Accounting Period Use this field to enter the accounting period the journal should be posted to. By default the program will populate your current accounting period, but that can be changed if needed. Fiscal Year The system will default the fiscal year you are logged into. This field cannot be changed. If you need to post a journal to a different fiscal year, then back out of the Journal Entry program and select Fiscal Year from the File menu. Recurring Journal # For journals that are entered frequently, you may define those journals using the Recurring Journal Entry feature found in General Ledger off the Journals menu. Once a Recurring Journal is defined, then simply select that journal number via the lookup or type the journal number into the field. When you tab off of this field the system will prompt you with the below question: If you answer Yes to the above question, then you will be given the below screen in which to modify the transaction description before the pre-defined details are populated into the program. If you answer no, then the system will just default the current journal with your pre-defined details. 9

10 # The Line number identifies each specific line of detail for the journal entry. Each entry gets its own line number. Project If defined (under the Support Menu option) this field allows you to assign a project id to the journal line item. Account # This is the general ledger account number that will be credited or debited. The description of the account number will default and display from your Chart of Accounts. Transaction Description A description of transaction can be entered in this field to describe the purpose of the entry. Debit If the transaction for the line item has a debit value, the amount of the transaction line item is entered here. Credit If the transaction for the line item has a credit value, the amount of the transaction line item is entered here. Note: The Debit and Credit fields must be used exclusively for each line item. You cannot have a debit and credit value entered on the same line. Debit/Credit balance to be entered The remaining balance of debit or credit entries that must be made in order to keep the journal in balance is displayed here. 10

11 Note: The total amount of debit and credit entries made must equal each other before a journal can be updated and posted. Additionally, each fund code s debits and credits must be equal or you will get a warning message that will prevent you from posting the journal. This is to help ensure your general ledger stays in balance. Field Name Required Default Lookup Available Source Journal # Yes No Yes N/A Entry Date Yes Yes* No PC Date Accounting Period Yes Yes* Yes Install Screen Recurring Journal # No No Yes Recurring Journal Entry # Yes Yes* No N/A Account # Yes No Yes Chart of Accounts Transaction Desc No No No N/A Debit Yes/No No No N/A Credit Yes/No No No N/A Debit/Credit Balance Yes Yes No Calculated balance * = Defaults but can be overwritten Will print the Journal to your selected print Will clear the Journal ID you have entered and allow re-entry This button will delete the existing journal that is displayed, and will only allow deletion if the journal has not been posted Exits you from this program option Removes/Deletes line items from journal entry Add Line item details to journal entry 11

12 1.20 PRINT JOURNAL WHAT IS PRINTING A JOURNAL? This option is used to print individual non-posted journals that have been entered but not yet posted. It allows you to generate a printed copy of the journal for review before posting to the general ledger. The listing contains all the details that were entered for the specified journal. HOW DO I PRINT A JOURNAL? From the General Ledger System Main Menu click Journals > Print Journal, this will take you to the GL Print Journal screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Journal Number The number of the journal you wish to print. If a valid number is entered, the corresponding data for the remaining fields will be displayed. This can be selected from the binoculars or manually keyed in. You could, if needed; change the accounting period for the appropriate posting period. However; if the entry date or fiscal year needs to be modified, you will need to do that via the journal entry screen POST JOURNAL WHAT IS POSTING A JOURNAL? This option is used to post a current journal to the general ledger. A journal will remain current until it has been posted. The journal should be verified for accuracy before posting. If an incorrect journal is posted, an adjusting entry or a reversal must be made to correct the error. (See the support menu option.) HOW DO I POST A JOURNAL? 12

13 From your General Ledger Toolbar Menu click Journals. Click on Post Journal; the following fields are used to post a Journal. After each field is input press tab to accept the information and proceed to the next field for entry. Note: Two options are available for posting. If a Specified Journal is selected a journal id is required. If All General Journals is selected you may click ok and all current journals will be posted to the fiscal month and year displayed. If posting is to occur on a one by one basis the following fields are available: Journal # The number of the specific journal you wish to print. If a valid number is entered, the corresponding data for the remaining fields will be displayed. Entry Date 13

14 This will populate from the entered journal id, if you select to post all current journals this field will remain blank. Accounting Period This will populate from the entered journal id. Fiscal Year This will populate from the entered journal id. Print the Posted Journal?(Y/N) This field allows you to print a copy of the journal once it has been posted. If desired select (Y) for "Yes", if not, select (N) for "No" RECURRING JOURNAL ENTRY WHAT IS A RECURRING JOURNAL? This is an optional program. Journal entries that may be posted on a repetitive basis are entered here. The entries made here can be modified as needed. This template can be imported into the General Journal Entry option for posting to the general ledger. HOW DO I ENTER A RECURRING JOURANL? From your General Ledger Toolbar Menu click Journals. Click on Recurring Journal Entry; the following fields are used to enter a recurring. After each field is input press tab to accept the information and proceed to the next field for entry. Recurring Journal # 14

15 Identifying number for the journal that is being entered. The prefix "RJ-" will automatically be assigned to the beginning of the journal id. This is used to indicate that this entry is a recurring journal. Entry Date The date the recurring journal is entered. # (Item Number) The Line number identifies each specific detail for the journal entry. Account # This is the general ledger account number that is to be credited/debited. The description of the number will appear directly beneath it. account Transaction Description A description of the item being transacted can be entered in this field to describe its purpose. Note: During entry, if the debit and credit fields are left blank this will allow the opportunity to change them each time the recurring journal is processed. They would be left blank for line items in which the value is not consistent. Debit If the transaction for the line item has a debit value, the amount of the transaction line item is entered here. Credit If the transaction for the line item has a credit value, the amount of the transaction line item is entered here. Note: The Debit and Credit fields must be used exclusively for each line item. You can not have a debit and credit value entered on the same line. # of Items This field displays the number of line items entered for this journal. Dr/Cr balance to be entered, display only The remaining balance of debit or credit entries that must be made is displayed. NOTE: The total amount of debit and credit entries made must equal each other before a journal can be updated and posted. Also, each fund codes debits and credits must be equal or you will get a warning message (Fund(s) Out of Balance) that will forbid you to update. This is to help ensure your general ledger stays in balance. 15

16 Once completed your Recurring Journal is now available to be used during your general journal entry. From the Journal entry screen simply select the Recurring Journal ID and the remainder of the journal will self-populate BUDGET ADJUSTMENT ENTRY WHAT IS BUDGET ADJUSTMENT ENTRY? This option allows modifications to be made to existing budget amounts while tracking the Transfers and/or Amendments that are made. Previously budget modification could only be made via the Budget Entry screen found under the Support menu. Making changes to the budget using that method does not track the changes; it simply alters the existing budget figures. Now, however, there is the option to either make changes through Budget Entry (without a paper trail) or by using the new Budget Adjustment Entry (to report/track on the changes). HOW DO I ENTER A BUDGET ADJUSTMENT? From the General Ledger System Main Menu click Journals, then select Budget Adjustment Entry. NOTE: If the option for Budget Adjustment Entry is grayed out, please call MSI Support at 847/ and request to have the feature activated. 16

17 On the Budget Adjustment Entry screen the following fields are used for adjustment creation. After each field is input press tab to accept the information and proceed to the next field for entry. Adjustment number This field is where the identifying number of the adjustment is entered. (Normally just a sequential number to identify how many adjustments/transfers have been created. NOTE: The Adjustment number field will not save any leading zeros used. For instance, if an Adjustment number of is entered when the Adjustment is created, the number will appear as when going back in to view that Adjustment and on all associated reports. Entry Date The current date is automatically displayed in this field. It is the date to which the entry will be applied and can be changed if needed. Accounting Period The current accounting period is automatically displayed in this field. It is the period to which the entry will be applied and can be changed if needed. Fiscal Year The fiscal year currently signed into will automatically appear in this field. It is the year to which the entry will be applied and can be changed if needed. Amendment The Amendment option is automatically selected. Use Amendment as the type of adjustment when this entry is intended to alter the existing budget figures for a GL account number(s). For instance, if GL account number has a current budget of $14, and it has been approved to change that figure to $14,500.00, then Amendment is the type of adjustment to use. Amendments are entered as single sided entries. 17

18 Transfer Select Transfer as the type of adjustment when this entry is intended to convert budget dollars from one GL account number to another GL account number. For instance, if GL account number has a current budget of $40, and it has been approved to move a portion of that figure to GL account number , then Transfer is the type of adjustment to use. Transfers are entered as dual sided entries. NOTE: The debit and credit entries must balance before a Transfer adjustment can be saved. If the entries do not equal, a warning message stating the Fund(s) out of balance (shown below) will appear when clicking on OK, which will prevent the adjustment from being saved in the system. NOTE: Since budget adjustments cannot be made between funds, a separate adjustment will need to be entered for each fund affected. If an attempt is made to enter more than one fund into a given Transfer adjustment, the following message will appear: 18

19 The same fields are available whether you are performing an amendment or transfer. Item The Line number identifies each specific detail for the adjustment entry. This field defaults in and can be edited, if desired. 19

20 Account # This is the general ledger account number that will have its current budget adjusted. The description of the account number will appear directly beneath it. Adjustment Description This automatically fills in as either Budget Adjustment or Budget Transfer, depending on which adjustment type is selected. It can be modified as required. (Decrease) Adjustment From If the line item will decrease the current budget amount, then enter the amount of the difference here. For instance, if an account s current budget is being decreased from $500 to $300, then enter in the difference of $200. (Increase) Adjustment To If the line item will increase the current budget amount, then enter the amount of the difference here. For instance, if an account s current budget is being increased from $500 to $900, then enter in the difference of $400. NOTE: The (Decrease) Adjustment From and (Increase) Adjustment To fields must be used exclusively for each line item. You cannot have a value for each field entered on the same line. Items (display only) Displays the total number of line items entered for this adjustment. Debit/Credit balance to be entered (display only) Displays the remaining balance of debit or credit entries that must be entered before the adjustment will be in balance. This only pertains to Transfer type adjustments and does not take Fund balances into account. 1.50a Budget Adjustment Reports Under Reports, there is a new sub-menu titled Budget Adjustment Reports Menu. When using Budget Adjustments, these reports should be used instead of those typically run under the Revenue and Expense Reports Menu. The reports printed from the Revenue and Expense Reports Menu will not contain any figures made in the Budget Adjustments screen, but will only reflect the pre-adjusted budget amounts. Therefore, the reports in the Budget Adjustment Reports Menu should be used to accurately reflect adjusted budget amounts as they relate to Actual amounts. 20

21 21

22 Budget Adjustment Report Budget Adjustment Transfer Report 22

23 MTD/YTD with YTD Revised Budget 23

24 MTD/YTD with Revised Budget and Encumbrances 1.60 Rev/Exp Account Comment Entry This option allows you to assign comments to a specific Revenue and/or Expense account number. These comments can be used for whatever is deemed necessary. Possible explanation for a budget adjustment, description as to why a budget amount increased from prior years, ect. 24

25 2.00 CASH RECEIPTS PROCESSING MENU This option is used to process all cash receipt entries. It allows you to make cash receipt entries, print a listing of the entries and post current cash receipt journals. The following menu options are available. Cash Receipts Entry This is where cash receipt entries are input and maintained. All cash receipt journals entered are considered "current" until they have been posted to the appropriate applications, such as Utility Billing and Accounts Receivable, ect. Print Cash Receipts This option allows you to print individual current cash receipt listings. It gives a detailed listing of the entries that were made for the receipt journal number selected. Post Cash Receipts 25

26 This option is used to post a current cash receipts journal to the general ledger CASH RECEIPTS ENTRY WHAT IS CASH RECEIPT ENTRY? This program is used to enter cash receipts or maintain cash receipts entries. These entries are considered "current" until they have been posted to the general ledger. HOW DO I ENTER A CASH RECEIPT? From your General Ledger Toolbar Menu click Cash. Click on Cash Receipt Entry; the following fields are used to enter a cash receipt journal. After each field is input press tab to accept the information and proceed to the next field for entry. Journal Number This field is the identifying number of the receipt journal being entered. The prefix "CR-" will automatically be assigned to the beginning of the number. 26

27 Note: Journal entries made automatically through other interfaced Municipal Software, Inc. systems will also have a corresponding prefix relevant to the system. For example, postings from Accounts Payable will have a prefix of AP. Entry Date The date the entry is made. The current date is automatically displayed but can be changed if needed. Accounting Period Specify the accounting period to which the journal should be posted. Fiscal Year Display of the fiscal year to which the entry will be posted. This defaults in based on the fiscal year signed into when logging into the General Ledger application. Control Total This field is used to enter a control total for the amount of the receipts you are entering under the current journal number. If the total amount of the receipts entered does not equal this control total, a message will appear alerting you that your totals do not match. This is simply a warning and will not stop you from process the batch of receipts. Allow Offset Override By default the offset account for the journal s entries will post to the Depository Account Number specified in the Fund s setup (Maintenance > Fund Codes): If the offset should post to an alternate account, then select this checkbox. When posting the journal (Cash > Post Cash Receipts), you will be prompted to enter an offset account for each fund included in the CR journal. When selecting this checkbox, it then is really no different then creating a general journal (GJ), except for the fact that it will have a CR journal prefix. 27

28 Item Number The item number indicates a detail line item in the journal. Project If you use Project Costing and want to tie this cash journal to a Project that s been defined via the MSI Accounts Payable application, then specify the project code here. Account #/Desc. The general ledger account number for the line item entered. The description of the account number will appear directly beneath it. Transaction Description Description of the line item entered. Amount The total amount of the line item. Total Cash Receipts Entered, display only The total dollar amount of the lines entered on the journal PRINT CASH RECEIPTS WHAT IS A RECEIPT JOURNAL LISTING? This option is used to print individual cash receipts journals. It allows you to generate a printed copy of the receipts for review before they are posted to the general ledger. The listing contains all the data that is entered for the journal ID selected. HOW DO I PRINT A JOURNAL LISTING? From your General Ledger Toolbar Menu click Cash. Click on Print Cash Receipt; the following fields are used to print a cash receipt journal. After each field is input press tab to accept the information and proceed to the next field for entry 28

29 Journal # The journal id number for the cash receipts you want to print. If a valid number is entered, the corresponding data for the remaining fields will be displayed. Entry Date, default only The date the journal selected was entered. Accounting Period, default only The fiscal month the journal was applied to. Fiscal Year, default only The fiscal year the journal was entered. This report can be used as a check and balance for your journal entry POST CASH RECEIPTS WHAT IS POSTING A CASH RECEIPTS JOURNAL? This option is used to post cash receipts to the general ledger accounts numbers indicated by your cash entry. Once posted a journal is no longer considered current. The journal should be verified for accuracy before posting. If an incorrect journal is posted, an adjusting entry must be made HOW DO I POST A JOURNAL? From your General Ledger Toolbar Menu click Cash. Click on Post Cash Receipts; the following fields are used to post a cash receipt journal. After each field is input press tab to accept the information and proceed to the next field for entry. 29

30 Journal # The journal id number you want to post. If a valid number is entered, the corresponding data for the remaining fields will be displayed, but can be overwritten. Entry Date, default only The date the journal selected was entered. Accounting Period The fiscal month the journal is to be applied to. Fiscal Year The fiscal year the journal was entered. Print the Posted Journal? (Y/N) If you want a print out of the journal select Yes, if not select No. 30

31 3.00 INQUIRY This menu is used to make inquiries about various data that has been entered. Each option allows you to view the data, but no changes can be made to it in these programs. NOTE: As explained in 3.10 (Revenue and Expense Inquiry), each inquiry will have the same drilldown capabilities. This allows you to review more details without having to log in and out of each screen. If you are not sure how far an inquiry will drill-down, simply double click on the item you are trying to see. If nothing happens you have gone as far as the system will let you. The following inquiries are available. Revenue and Expense Inquiry This inquiry allows you to view information for revenue and expense accounts through a specified time period. This inquiry will display the revenue and expense accounts budgeted vs actual amounts for current fiscal year along with budgeted vs actual through the accounting period you select. Account Activity Inquiry This allows you to view all activity that has occurred to any general ledger account during the time period that you specify. Posted Journal Inquiry This will display all details of a posted journal from any application REVENUE & EXPENSE INQUIRY WHAT IS REVENUE INQUIRY? This inquiry lets you view information for the revenue and expense accounts in the general ledger during specified time periods. You select your account criteria and the time period you wish to inquire on. You may only view the data, no changes can be made in this program. This program allows you to inquire on all revenue/expense account numbers, all numbers within one fund, and/or all numbers within one department. HOW DO I INQUIRE ON A REVENUE/EXPENSE ACCOUNT? From your General Ledger Toolbar Menu click Inquiry. Click on Revenue and Expense inquiry; the following selections are available. 31

32 All Accounts If selected, the inquiry will retrieve all General Ledger revenue and expense account numbers. Accounts in a specified fund If selected the inquiry will retrieve all General Ledger revenue and expense account numbers within the specified fund you have entered. Accounts in a range of funds If selected the inquiry will retrieve all General Ledger revenue and expense account numbers within the range specified fund you have entered. Accounts in a specified department all funds If selected the inquiry will retrieve all General Ledger revenue and expenses account numbers for the specified department you have entered within all funds. Accounts in a specified department + fund If selected the inquiry will retrieve all General Ledger revenue and expenses account numbers for the specified department you have entered within the fund you select. Accounts in a specified department + rang of funds If selected the inquiry will retrieve all General Ledger revenue and expenses account numbers for the specified department you have entered within the range of funds you select. Display Activity through accounting period Retrieves the activity through the specified fiscal month that was selected. Once your selection is made click OK. The following display will appear. From this display you can double click any line item to view the journals that have accumulated your Fiscal YTD Actual. 32

33 From your inquiry display screen you can click any line items to view the posted journal. 33

34 From this screen you may click on any line items to see the display of the transaction within the journal. 34

35 From this screen display, you may click on a line item and the system will navigate you to the Accounts Payable module and display the check that was issued. Then from this screen you can click on a line item to see the details of the paid invoice. 35

36 3.20 ACCOUNT ACTIVITY INQUIRY WHAT IS AN ACCOUNT ACTIVITY INQUIRY? This allows you to view all activity that has occurred to any general ledger account during the time period that you specify. This is a display only; no modifications can be made. HOW DO I INQIRE ON ACCOUNT ACTIVITY? From your General Ledger Toolbar Menu click Inquiry. NOTE: As explained in 3.10 (Revenue and Expense Inquiry), each inquiry will have the same drilldown capabilities. This allows you to review more details without having to log in and out of each screen. If you are not sure how far an inquiry will drill-down, simply double click on the item you are trying to see. If nothing happens you have gone as far as the system will let you. Click on Account Activity inquiry; the following selections are available. Account Number Input the General Ledger account number you wish to inquire on. Activity for a Single Accounting Period This field is used if you wish to view data for a selected accounting period in a fiscal year. Activity through a Specified accounting Period If you wish to view data from fiscal month 01 thru another period, this field is used. Once the above fields have been completed click OK and the system will then display the budgeted, actual, encumbrances (if applies) and the ending balance on the account. 36

37 To view the Journals that make up the YTD total, click on the arrow next to the Fiscal YTD header. To view the Purchase Orders that comprise the Outstanding Encumbrances figure, click the arrow next to that amount. If the account being inquired on is a Revenue or an Expense account, then a Monthly Summary icon will appear. Click this icon to view the Budget vs. Actual detail broken out for each month POSTED JOURNAL INQUIRY WHAT IS A POSTED JOURNAL INQUIRY? This will display all details of a posted journal from any application. This is a view only selection, no changes can be made from this program. HOW DO I INQUIRE ON A POSTED JOURNAL? NOTE: As explained in 3.10 (Revenue and Expense Inquiry), each inquiry will have the same drilldown capabilities. This allows you to review more details without having to log in and out of each screen. If you are not sure how far an inquiry will drill-down, simply double click on the item you are trying to see. If nothing happens you have gone as far as the system will let you. From your General Ledger Toolbar Menu click Inquiry. 37

38 Click on Posted Journal inquiry; the following selections are available. Journal Number The journal id number you want to inquire on. If a valid number is entered, the corresponding data for the remaining fields will be displayed. The drop down box allows you to select the application that the journal was posted from. The binoculars displays all posted journals from the selected application the allows you to select a specific journal id. Entry Date The date the journal selected was entered. Accounting Period The fiscal month the journal was applied to. Fiscal Year The fiscal year the journal was entered NOTE: All journal id s will begin with the abbreviation from the application they were posted from. You can enter the application id and F4 to view all journals that were posted from the application. By selecting the line item of the journal you want all fields will default from the posted journal. APPLICATION ABBREVIATION AL AP AR BL CR FA GJ JC PO PR PT UB VL APPLICATION NAME Animal Licensing Accounts Payable Accounts Receivable Business Licensing Cash Register Fixed Assets General Ledger Job Costing Purchase Orders Payroll Permit Tracking Utility Billing Vehicle Licensing 38

39 Above listed applications by have journal entries posted to the General Ledger Once the information is entered click the OK button and the following information will appear: If you recognize that the journal you are viewing is one that is created repeatedly, you may click on the Create Recurring Journal. This will default all line items into the recurring journal fields. (See section 1.40 for creation of these journals) 39

40 4.00 REPORTS MENU This menu contains the options that print reports for the General Ledger System. Each has a special purpose and allows the user s to generate reports in a variety of ways. A brief description for each report is given below. NOTE: When you see this icon, ; if you click on it, a sub-menu will be displayed. Chart of Accounts This report prints the Chart of Accounts entered into the general ledger. It includes the account numbers, descriptions, type, balance (debit or credit), and either actual or budget for the current accounting period. Posted Journal This report is used to print journals that have been posted to the general ledger through this application or any others interfaced Municipal Software, Inc. system. Account Activity This report prints all activity for a single account number during a specified time frame. General Ledger Activity This option prints all activity for a single account or a group of accounts for a specified time frame. Detailed Balance Sheet This report generates a detailed balance sheet for a group of accounts, for a specified accounting period. 40

41 Revenue & Expense Reports A detailed revenue and expense report can be generated using this option for a specified accounting period, fund, and/or department. Numerous formats are available. Summarized Revenue & Expense Reports A summarized revenue and expense report can be generated using this option for a specified accounting period, fund, and/or department. Numerous formats are available. Trial Balance This option is used to print a trial balance for all accounts or all accounts within a fund, also to include a specified time frame. It can also be sorted by account type. Budget Adjustments Report Menu A report detailing adjustments made to budget amounts can be printed from this menu. Numerous reports are available. GASB 34 Reports Menu Statement of Net Assets and Statement of Activities reports may be printed from this menu for GASB 34 reporting purposes. Investment Report Cover various aspects of assets holdings, transactions, performance, and portfolio analysis, to mention a few and report on the assets from a management, custody, administrative, or consultative perspective.. Unidentified Accounts Reports Statement of Net Assets and Statement of Activities reports may be printed from this menu for GASB 34 reporting purposes PRINT THE CHART OF ACCOUNTS WHAT IS A CHART OF ACCOUNTS? A Chart of Accounts consists of all general ledger account numbers that have been input into your General Ledger Application. Dependant on how you have set up you account numbers is dependant on how the report will print. 41

42 Also, your selected criteria will affect how the report will print. Below are you selections. All Accounts This will print all account numbers entered in your chart of accounts. A range of account numbers This will print all account numbers from the first one entered to the last on selected and everything in between. Accounts within a specified fund This will print all account numbers within the specified fund code you have indicated. Accounts within a specified department This will print all account numbers within the specified department code you have selected (available if applicable) Accounts within a specified class This will print all account numbers within the specified class code you have selected (available if applicable) Print a budget amount If selected this report will include the budget for the selected accounts for the fiscal year. Print an actual amount If selected the report will include the ending balance for the last fiscal month selected 42

43 Print GASB Information Selecting this option will list the account s Function/Activity Code and Revenue Column Description. Print Inactive Accounts Selecting this option will include all inactivated accounts for the fiscal year you are logged into. Print activity for accounting period This will determine what accounting period to print for you budget and/or actual amounts POSTED JOURNAL LISTING This report prints journals that have been posted to the general ledger. This includes journals posted through this system, or any other interfaced Municipal Software, Inc. system. The listing contains all the data that was posted for the journal number selected plus totals for the debit and credit columns. The following options are available: A Single Journal This option is used if there is a single journal you wish to print All Journals This option is used if there a need to print all journals posted to the General Ledger. A Group of Journals This option will print all journals posted within the selected fiscal month. If a group of journals is selected the following fields are required: All Journal types - If select it will print all journals, if a specified type is requested enter the application id in the box provided and only that applications posted journals will print. Account Period - If you select all accounting periods it will print all posted journals. If a specific accounting period is selected it will only print journals from the entered period. Page Break by Journal - Indicates whether or not to input a page break between each journal id 43

44 Print Totals only - Indicates whether the report is to print the journal totals only or the details 44

45 4.30 PRINT ACCOUNT ACTIVITY This report prints all activity that has occurred for a specified general ledger account number during the time period selected. The following fields are required for report generation: Enter Account Number Indicates what account number you are trying to retrieve activity for. Enter Accounting Period Determines which activity to print Activity for a single accounting period Will include activity for only the period selected Activity through a specified account number Will include activity from the first fiscal month of your fiscal year through the fiscal month you have indicated 45

46 4.40 PRINT GENERAL LEDGER ACTIVITY This report prints all activity that has occurred for a singular, a group or all general ledger account numbers during a specified time period. The following options are available: Enter (+) s for those positions to be substituted You have the option of enter a singular general ledger account number or inputting + s where a field is to be substituted. (example: If you enter this report will print any fund that has had activity from department 20 class 333 account number 444). Activity for a single accounting period Will include activity for only the period selected. Activity through a specified account number Will include activity from the first fiscal month of your fiscal year through the fiscal month you have indicated. Sort by account type This will sort your account numbers by assets, capital, expenses, revenues and liabilities Exclude accounts with no activity Will not print any accounts that have not had activity within the specified time frame Summarize journal types other than GJ 46

47 Will print summary totals for all journals from other applications and the details from the GJ (general ledger) journal entries. Print Inactive Accounts Selecting this option will include all inactivated accounts for the fiscal year you are logged into. Only Print Total Account Activity Selecting this option will print only totals for the accounts, no detail. New page for each department Page breaks by each department 4.50 DETAILED BALANCE SHEET This report generates a detailed balance sheet for a group of accounts, a specific fund or a range of funds for a specified accounting period. The balance sheet will be based on posted journals during the time period selected. This will show the balance as of the fiscal period selected, net debits and credits and an ending balance. The following options are available: All accounts 47

48 If selected all general ledger account numbers will be included Accounts within a specified fund If selected the report will on include account numbers associated to the fund code you have selected. Accounts within a range of funds If the selected this report will print the first fund code selected and the last code selected, including any fund codes that fall within the two entered. Activity for a single accounting period Will include activity for the one fiscal month you have selected Activity through a specified accounting period Will include activity from the first fiscal month of your fiscal year through the fiscal month you have indicated. Summarized Selecting this option will include totals only by fund, no individual account information. Print Inactive Accounts Selecting this option will include all inactivated accounts for the fiscal year you are logged into. Exclude GASB Funds Selecting this option will exclude any account whose fund is coded to be a GASB fund. (See section 5.20) 4.60 REVENUE AND EXPENSE REPORTS MENU This program will generate a detailed revenue and expense report for a group of account numbers during a specified time period. You can select all account numbers, all numbers within one fund, and/or all numbers within one department. The report will be based on those numbers during the accounting period selected. The following options are available: 48

49 Budget vs. Actual with Percentage Variance This report will include your budgeted value for the fiscal month and fiscal year along with your actual disbursed balances and what percentage of the budget has not been disbursed Month and FYTD with FY Budget This report will include your actual accounting period balance, the fiscal year to date actual along with your fiscal year to date budget. This report will also show you what percentage of the budget has been disbursed for the year Month and YTD Actual vs. Budget This report will include your monthly budget Vs the actual for the fiscal month and your fiscal year budget. It will also include your fiscal year to date encumbrances with the annual budget and your uncollected encumbrance value Month and YTD Actual with Outstanding Encumbrances This report will include your monthly actual, the fiscal year budget and the year to date actual. It will also include the outstanding encumbrances, the uncollected encumbrance value and what percentage of the budget has been disbursed for the year. Month and YTD Actual vs. Budget with Prior YTD Actual This report will include the monthly actual and the fiscal year to date actual including the fiscal year budget total. This report also includes the % of collected/expended and the prior year to date actual. Actual vs. Prior vs. Budget This report includes this month and year actual as well as last fiscal month and year actual. Subclass Detailed Revenue & Expense Report This report includes the months actual, a year to date actual and the prior year to date actual. Class Detailed Revenue & Expense Report 49

50 This report includes the months actual, a year to date actual and the prior year to date actual. Dependent on which report you select, you will be able to choose one or more of the following options. Whichever option(s) you select will determine what is included and excluded from your report. All Accounts This option prints all General Ledger account numbers defined in your chart of accounts Accounts within a specified fund This will print the report for one fund Accounts within a range of funds This will print the report to include your selected beginning and ending fund also to include all funds in between Accounts within a specified department This will include all General Ledger account numbers that have the selected department assigned. New page for each department Creates a new page as the department code changes within the account number. Exclude fiscal closing entries This option will exclude any adjustments made from the closing of your chart of accounts Print activity for accounting period ** This will print all activity for the specified accounting period 4.70 SUMMARIZED REVENUE & EXPENSE REPORT This program will generate a summarized revenue and expense report for a group of account numbers during a specified time period. You can select all account numbers of all numbers within one fund. The report will be based on those numbers during the accounting period selected. The following options are available: 50

51 All Accounts This option include all General Ledger account numbers defined in your chart of accounts Accounts within a specified fund This will include all account numbers within the specific fund you select. Print Comments on Report This will include comments that have been entered against an account. (See section 1.60) Print Inactive Accounts Selecting this option will include all inactivated accounts for the fiscal year you are logged into. Print activity for accounting period This will include activity for the one fiscal month you have selected TRIAL BALANCE This program will generate a trial balance sheet for a group of account numbers during a specified time period. You can select either all account numbers, or all numbers within one fund. The total should be zero within funds. The following options are available: 51

52 All Accounts This option prints all General Ledger account numbers defined in your chart of accounts Accounts within a specified fund This will print the report for one fund Activity for a single accounting period Will include activity for the one fiscal month you have selected Activity through a specified accounting period Will include activity from the first fiscal month of your fiscal year through the fiscal month you have specified Print Inactive Accounts Selecting this option will include all inactivated accounts for the fiscal year you are logged into. Sort by account type This will sort the report by Assets, Expense, Revenues, Capital and Liability account number 4.90 BUDGET ADJUSTMENTS REPORTS MENU Under Reports, there is a sub-menu titled Budget Adjustment Reports Menu. When Budget Adjustments are entered off the Journals menu, these reports need to be used instead of those typically run under the Revenue and Expense Reports Menu. The reports printed from the Revenue and Expense Reports 52

53 Menu will not contain any figures made in the Budget Adjustments screen, but will only reflect the preadjusted budget amounts. Therefore, the reports in the Budget Adjustment Reports Menu should be used to accurately reflect adjusted budget amounts as they relate to Actual amounts. The following options are available: 4.A0 GASB 34 REPORTS MENU Reports related to GASB 34 reporting can be found off this menu. The following options are available: 53

54 4.A1 INVESTMENT MENU Cover various aspects of assets holdings, transactions, performance, and portfolio analysis, to mention a few and report on the assets from a management, custody, administrative, or consultative perspective.. ONLY accounts coded as an investment account will be included. (See section 5.10) The following options are available: 4.A2 UNDEFINED ACCOUNTS REPORT This will print any account number that has not been coded properly. (ie. The department code is not associated with the fund. 54

55 5.00 FILE MAINTENANCE MENU This menu is used to define various codes for General Ledger set up that is used in all MSI Applications. This includes the Chart of Accounts, Fund codes, Department codes, Class codes, Subclass codes, and Function/Activity codes. These programs allow the addition, modification, and/or deletion of the data processed here. The following is a description of the programs. If an option is nulled out that means those characters are not incorporated in you account number structure. Chart of Accounts This program is where the actual account numbers used in the general ledger are maintained. These numbers form the Chart of Accounts for the General Ledger and related systems. Fund Codes These codes represent the funds assignment in the General Ledger. Department Codes These codes represent the departments assigned to the funds in the General Ledger. Class Codes These codes represent the different classes of account numbers in the General Ledger. Sub-Class Codes These codes represent the different subclasses of account numbers in the General Ledger. Function/Activity Codes These codes represent different GASB 34 categories under which each account number falls. NOTE: These codes are affiliated with GASB 34 compliancy. Please consult with your auditors for further information concerning GASB 34. Investment Types These codes are assigned to the GL account numbers and determines were they would fall on the Investment Report. 55

56 5.10 CHART OF ACCOUNTS WHAT IS A CHART OF ACCOUNTS? The chart of accounts consists of all account numbers used in an accounting system. The Chart of Accounts Maintenance program is used to maintain the account numbers that are used in the general ledger. HOW DO I ENTER ACCOUNTS TO BE INCLUDED IN THE CHART OF ACCOUNTS? From your General Ledger Toolbar Menu click Maintenance. Click on Chart of Accounts; the following fields are available. Account Number This is where the number that represents the account is entered. The number must be in the same format as defined in your Chart of Accounts during installation. Description This field is used to give a brief description of the account being entered. Status This field indicates if an account number is allowed to be used for journal postings/entries. 56

57 Debit / Credit Balance This field indicates what the normal balance of the account number is, either (D) for Debit or (C) for Credit. The normal balance for the type of account will automatically be displayed, but can be changed for special circumstances. (See table below for example.) Type This field defines the type of the account. Valid type codes to be used are (A) for Asset, (L) for Liability, (C) for Capital, (R) for Revenue, (E) for Expense, and (I) for Interfund. ACCOUNT ACCOUNT TYPE DEFAULT DR/CR BALANCE A ASSET DEBIT L LIABILITY CREDIT C CAPITAL CREDIT R REVENUE CREDIT E EXPENSE DEBIT Beginning Balance Input beginning balance of the account number when it is defined to the system is entered here. This field should normally only be used once, when the account is first entered in the system. Normally it is used only for balance sheet data. If prior period transactions are to be entered, the use of General Journals is suggested. Always run a trial balance to review data entered. Investment Type If entered, this indicates where on the investment report the account number included. (Not a required field) Budget Type If you also use the MSI-Budget Planning module, then you will see the Budget Type associated with this GL Account number as it was defined in the Budget Planning system. There are 3 types of Budget Types: PAY, REG, and REX. Budget Types are only used within the Budget Planning module, but are displayed here for reference purposes. Any change made to a Budget Type in your current fiscal year, will populate over to the Budget Planning application when your new Budget Workfile is created. For more details on how to use these Budget Types, see the Budget Planning User Guide s section on Line Item Maintenance. (Not a required field) GASB Function / Activity Select from the lookup box available or hand-key in the Function/Activity code related to the GL Account Number. For more detail on setting up GASB 34 codes, see Appendix D. (Not a required field) GASB Revenue Column Specify which column this GL Account should be included in when printing on GASB 34 reports. For more detail on setting up your MSI system for GASB 34 requirements, see Appendix D. (Not a required field) 57

58 5.20 FUND CODES MAINTENANCE WHAT IS A FUND CODE? In governmental accounting, individual resources are allocated to and accounted for in separate accounting entities known as funds. Each fund is a separate fiscal and accounting entity, reporting its own revenues, expenses, assets, liabilities, and fund equity. The accounting equation (assets = liabilities + equity) must remain in balance within each fund. These codes are assigned to each account number defined in the chart of accounts. The length of this code is determined during installation. Each code entered must be the same length as that defined for your system. HOW DO I ENTER A FUND CODE? From your General Ledger Toolbar Menu click Maintenance. Click on fund codes; the following fields are required. Fund Code The code that represents the fund is entered in this field. Description A description for the fund is entered here. GASB Fund Type The code that represents the GASB category this fund falls under. Below are your available options. 58

59 GASB Only (Checkbox) If checked, these funds can be excluded from some of the available reports. Treasurer s Fund Type This code that represents where this fund should be included on the Treasurer s report. Below are your available options. Depository Account # This field is used to define the depository account number for the fund. The number is normally an asset account such as Cash or Checking. Disbursement Account # This field is used to define the disbursement account number for a fund. The number is normally an asset account such as Cash or Checking. Due To/From Summary Acct. Number This field is used to define the summary account number in which interfund transactions are recorded for the fund. This number is normally an asset account, and is the same fund as you are entering. Due To/From Detail Acct. Number This field is used to define the detail account number in which inter-fund transactions are recorded. This number is normally a liability account number. Fund Balance Account # This field is used to define the fund balance account number. This number is normally a capital account in the corporate or general fund, which is acting as the Bank or Treasury Fund for the entity. 59

60 5.30 DEPARTMENT CODES MAINTENANCE WHAT ARE DEPARTMENT CODES? This program is used to define departments and assign them to the general ledger account numbers. A department code is required. These codes are then entered as a portion of each account number used in the system. The length of this code for your Chart of Accounts is determined during installation. Each code entered must be the same length as that defined for your system. HOW DO I ENTER A DEPARTMENT CODE? From your General Ledger Toolbar Menu click Maintenance. Click on Department codes; the following fields are required. Fund Code The fund id that the department is to be associated to. Dept. Code The code that represents the department is entered in this field. Description A description that identifies the department is entered here. 60

61 5.40 CLASS CODES MAINTENANCE WHAT ARE CLASS CODES? The Class Codes Maintenance program is used to define the codes that represent the different classes of account numbers in the general ledger. These codes are then entered as a portion of each account number used in the system. Each code entered must be the same length as that defined for your system. The length of this code for your Chart of Accounts is determined during installation. Many entities use this code to define programs. NOTE: Class codes are not required, therefor, if they not defined as a part of the account number during your installation set up, they will not be available. Also, if they are not defined you will not be able to access this program. HOW DO I SET UP A CLASS CODE? From your General Ledger Toolbar Menu click Maintenance. Click on Class codes; the following fields are required. Fund Code Identifies what fund the class code is being assigned to Department Code Identifies what department code the class code is being assigned to. Account Type This field is used to determine the type of account for which the class code is being defined. Valid types are (A) for Asset, (L) for Liability, (C) for Capital, (R) for Revenue, and (E) for Expense. NOTE: This field is necessary because the same class code can be used for more than one type of account, but the description may be different. Class Code The code that represents the class is entered in this field. 61

62 Description A description that identifies the class is entered here. If there would be a redundancy of titles on the financial reports, this field may be left blank SUB-CLASS CODES WHAT ARE SUB-CLASS CODES? The Sub-Class Codes Maintenance program is used to further define the class codes that represent the different classes assigned to the account numbers in the general ledger. These codes are then entered as a portion of each account number used in the system. Each code entered must be the same length as that defined for your system. The length of this code for your Chart of Accounts is determined during installation. Many entities use this code to define programs. NOTE: Sub-class codes are not required, therefor, if they not defined as a part of the account number during your installation set up, they will not be available. Also, if they are not defined you will not be able to access this program. HOW DO I ENTER A SUB-CLASS CODE? From your General Ledger Toolbar Menu click Maintenance. Click on Sub-Class codes; the following fields are required Fund Code Identifies what fund the class code is being assigned to Department Code Identifies what department code the class code is being assigned to Account Type 62

63 This field is used to determine the type of account for which the class code is being defined. Valid types are (A) for Asset, (L) for Liability, (C) for Capital, (R) for Revenue, and (E) for Expense. NOTE: This field is necessary because the same Sub-class code can be used for more than one type of account, but the description may be different. Class Code The code that represents the class is entered in this field. Sub-Class Code The assigned code the represents the sub-class is entered in this field. Description A description that identifies the class is entered here. If there would be a redundancy of titles on the financial reports, this field may be left blank FUNCTION/ACTIVITY CODES Use this program to setup and define the Function/Activity Codes for GASB 34 Reporting INVESTMENT CODES Use this program to setup and define the investment codes for reporting purposes. 63

64 6.00 APPLICATION SUPPORT MENU This menu contains programs that are used less frequently than other programs but are important for proper functioning of the system. Some are used at the end of each fiscal accounting period to prepare the system for the next period. Others are used at the end of the fiscal year, other infrequent time periods, or for budget entry. Each option is described below. System Defaults Currently this program is simply used to set the default limit for the Lookup boxes Recalculate the General Ledger This option is used to recalculate your General Ledger to ensure all transactions have been accounted for in your general ledger balances. This is always used before closing a fiscal accounting period, printing financial reports, and at other times when the system requires the recalculation for proper functioning. Create New Fiscal Chart of Accounts This option is used prior to the beginning of a new fiscal year to prepare a Chart of Accounts for the next year. It is normally used towards the end of the fiscal year or whenever the budgeting process for the following year begins. This option creates a chart of accounts for your new year to eliminate manual entry for all account numbers. 64

65 Close Fiscal Chart of Accounts This option is used at the end of the fiscal year to close the Chart of Accounts for that year. It is normally used at the end of each fiscal year before processing begins in the following fiscal year. Budget Entry This program is used to enter the amounts budgeted for the general ledger numbers in the Chart of Accounts. Delete Posted History This program allows you to delete history that has been posted to the general ledger for entire fiscal years in the past. NOTE: If you choose to delete posted history make sure you have a complete back up of your General Ledger data. Rebuild General Ledger Database This decreases the amount of disk space that is occupied by general ledger history on the computer hard drive. This option is normally taken when option 5 (delete selected posted history) is performed. Unbalanced Journals This option allows you to copy or reverse a Journal that s been posted to the General Ledger. File Import/Export This option is only taken if you are interfacing with another data source that needs the information uploaded into MSI for processing through the General Ledger. Project Costing Menu This option allows you to create an ASCII file that includes your chart of accounts with the entered budget values, balances and transactions for each accounting period. Apply Function/Activity Codes This program allows you to quickly apply GASB34 detail to groups of GL Account Numbers. Reverse Journals This option allows you to copy or reverse a Journal that s been posted to the General Ledger. Chart of Accounts Audit Report This option allows you to copy or reverse a Journal that s been posted to the General Ledger. Backup Data files This option allows you to copy or reverse a Journal that s been posted to the General Ledger. Bank Reconciliation for AP This option allows you to copy or reverse a Journal that s been posted to the General Ledger. Merge/Transfer General Ledger Numbers This option allows you to copy or reverse a Journal that s been posted to the General Ledger. 65

66 6.10 SYSTEM DEFAULTS All the lookup boxes that are accessed from various screens by click in on the binoculars icon load a limited amount of detail so that the screen may be quickly accessed and search criteria specified. You may set the number of records that each lookup box loads from the System Defaults program. Lookup Limit This option allows you to default how many records are displayed (at first) when a search is performed AP Cash Account # This option allows you to have your Accounts Payable module post to a different cash account then what is assigned to the fund code disbursement account. Do NOT close Cash Receipts Upload program after processing If checked, when a cash receipt upload file has been processed through the GL the system will default back to the upload screen to perform another batch process. Audit Chart of Accounts This option, if checked; will track any changes made to your COA. It will track when the change was made, who made it and what the change was. Add New R and E Accounts to BP Module This option allows you to add newly recreated R&E accounts after the budget workfile has been created. 66

67 6.10 RECALCULATE THE GENERAL LEDGER This option is used to recalculate your General Ledger to ensure all transactions have been accounted for in your general ledger balances. This is always used before closing a fiscal accounting period, printing financial reports, and at other times when the system requires the recalculation for proper functioning. Recalculation prepares the system for additional processing and is required for proper functioning of the system. It should also be used after processing is performed in any other fiscal year or accounting period other than the current one. You may perform recalculation for one of the following groups of data. Place an X next to the selection you prefer and press enter. Simply click the OK button. This will run through all the transactions within the General Ledger and ensure all items have been accounted for CREATE NEW CHART OF ACCOUNTS This option is used to create a Chart of Accounts for a new fiscal year. It is normally used prior to the end of the current fiscal year when budgeting begins for the following year. This allows you to enter and maintain budget figures for the next year even though you are still working in the current year 67

68 When the option is selected, the system will prompt you with the number of the next fiscal year. You may then create the Chart of Accounts for that year or a following year. The system will make a copy of all the account numbers from the current fiscal year and create them in the new fiscal year. When creating the new fiscal chart of accounts it will also clear the balances for your revenue and expense accounts in the new chart, your offset will be the Fund Balance account set up under the fund maintenance option CLOSE FISCAL CHART OF ACCOUNTS This option is used at the end of each fiscal accounting year to prepare the general ledger for the next fiscal year. This is normally used at the end of each year before processing begins in the next year. Taking this option will ensure the proper balances a brought forward to the new fiscal chart of accounts and the closing entries will be posted and produce a printed report of those entries. NOTE: Before this option is used to close the fiscal period, you must first recalculate the entire general ledger. 68

69 After the general ledger is recalculated and this program selected, the system will prompt you with the number of the current fiscal period. You may close that accounting period or a previous one, if needed. The program will then carry all account balances forward for balance sheet accounts for the next period. It will also clear the revenue and expense accounts so that their balances will be zero at the beginning of the new period. This closing journal will be printed BUDGET ENTRY This program is used to enter budget amounts for the general ledger numbers in the Chart of Accounts. It can be used at any time when budgeted figures have to be added or maintained. Budget amounts can be entered for any year in which a fiscal Chart of Accounts has been created. Depending on which fiscal year you entered when signing into the General Ledger application, the budget amounts will be made for the account numbers in that year. This program is used most frequently when the budget is being entered for the current fiscal year, after the Chart of Accounts has been created for that year, and when starting a new client on the system. 69

70 The following fields are used in this program. Fiscal Year (defaults) The number of the fiscal year in which you are currently signed on to is displayed in this field. All budget entries or changes will be made to the account numbers under this year. NOTE: If budget entries are to be made for a different year, you must exit the system and enter the number of the appropriate year on the sign-on screen. Account # The number of the account in which you wish to maintain the budgeted amount is entered in this field. Budget Total This field indicates what the total budgeted amount is for this account for all fiscal periods. If this total is to be distributed evenly throughout all (12) periods, the total may be entered in this field. When you press [RTN], the system will automatically calculate the amount for each period. If you wish to enter a different amount in each field, leave the total field blank and press [RTN]. The system will then allow you to enter an amount in each period individually. This field will then display the total of all fields as you enter them. Month (defaults) The name of each month will appear consecutively in this column next to the fields where the budget amounts are maintained. Notice that the system automatically places the first month of your fiscal year in the first position. After entering budget data in field 01 or detailed entries in fields 2 through 13, a return will automatically bring up a (U)date. Another return brings the next account number forward. This allows you to enter your budget without having to manually enter each account number DELETE POSTED HISTORY This program is used to delete an entire fiscal year. It will purge the general ledger history (including all posted and un-posted journals, all account activity, and the full chart of accounts) for an entire fiscal year from the system. When the option is selected, the system will prompt you for the number of the year you wish to delete. 70

71 NOTE: Be sure that you have back-up copies of the data before this program deletes it. If no copies are made and you have to retrieve the data in the future, it will not be available. Also, if you wish to have a printed copy of this data, you may run a General Ledger Activity Report for the desired year before this program is used REBUILD GENERAL LEDGER DATABASE This option will decrease the amount of disk space that is occupied by the MSI-General Ledger data on the server computer s hard drive. This option is normally taken after the option to Delete Posted History is performed. 71

72 6.70 UNBALANCED JOURNALS This program offers two options. Unbalanced Journal Report This option will run through your General Ledger to determine if there are out of balance journals, it will then print a report to let you know if it has identified any. (Normally this report should be blank) Auditor Requested Entry This option allows you to enter a one-sided journal entry per the request of your auditor. It is not recommended you use this for any other purpose FILE IMPORT/EXPORT This program is used to upload cash receipts from third party software applications. Please see Appendix A for detail specifications regarding this program. 72

73 6.40 PROJECT COSTING MENU This menu contains programs that are used to setup, maintain, and report on Project Costing functionality in the Accounts Payable System. Before any set up can be accomplished you must go to the Support > System screen and check the box that states Allow Project Costing Functionality. The below options will then be available: Project Code Maintenance A Project Code is used to group Project detail under one heading. It is applied to an Accounts Payable invoice to indicate which Project the vendor and expenses relate. For instance, the example below shows a screen shot of a Project Code used for the building of the new Centennial Park 73

74 Maintain Project Data Once Accounts Payable Invoices are entered with Project Code(s), the Project detail can be edited and viewed in this program by Project. Project Listing Report Project detail is printed with this program. There are several options for filtering the data to print only what is required, or just click OK to print the entire report. 74

75 6.91 PROJECT COSTING MENU What is a Project Code? A Project Code is used to group Project detail under one heading. It is applied to an Accounts Payable Invoice to indicate which Project the vendor and expenses relate. For instance, the example below shows a screen shot of a Project Code used for the building of the new Caboose Park. How do I create a Project code? From the Accounts Payable System Main Menu click on Support > Project Costing Menu > Project Code Maintenance; this will take you to your Project Code entry screen. Code A unique identifier for the Project, this is what will be entered in the invoice (limit 10 characters). Description Enter in the expanded definition of the Project Code (limit 20 characters). NOTE: These codes can be used within multiple modules Maintain Project Data This program allows changes to be made to Project Codes associated with invoice line items once those invoices have been paid (prior to being paid the Project Codes can be maintained in invoice entry). In the below example, there are five different line items that have been entered and associated with the Caboose Park Project. If one of those lines was entered by mistake and should ve been tied to an alternate Project, this program will allow that change to be made. 75

76 How do I Maintain Project Data? From the bottom Display box, click on the line item to be changed. This will bring the detail to the top Entry part of the screen. Double Click Result: Select the New Project Code by either hand-keying it into that field or by using the binoculars to select it from the lookup list. 76

77 Click OK. This will transfer the detail from one Project to another. In the above example the Advertising Costs were transferred from the Caboose Park Project to the Improvements Project. NOTE: If a line simply needs to be removed from the Project (instead of being transferred to an alternate Project), click on the line to be removed and select the Delete button Project Listing Report This report is used to list the detail associated with your project(s). The screen offers the following options, which can be selected to filter the results on the report (if no options are taken the report will print detail for all Projects): 77

78 Items in a Range of Dates Prints Project detail within a specified Invoice Date range. Specified Project(s) Prints Project detail on up to 10 different projects as specified by the user. Specified Vendor(s) Prints Project detail associated with up to 10 different vendors as specified by the user. Specified Account(s) Prints Project detail associated with up to 10 different general ledger account numbers as specified by the user. Specified Accounts This will include any activity for a specific GL account number. 78

79 Specified Customers This will include any activity for a specific customer id. Cash Receipts Only Includes any Cash receipts keyed in against a project id. Accounts Payable Only Includes only items applied to the project id from the Accounts Payable Module. Accounts Receivable Only Includes only items applied to the project id from the Accounts Receivable Module. Payroll Only Includes only items applied to the project id from the Payroll Module. General Ledger Only Includes only items applied to the project id from the General Ledger Module. Purchase Order Only Includes only items applied to the project id from the Purchase Order Module. Subtotal for GL Accounts Includes a subtotal value for each GL account number. 6.1A APPLY FUNCTION/ACTIVITY CODES Use this program to quickly apply the Function/Activity Codes and Revenue Column detail to a group of account numbers. 79

80 6.1B REVERSE/COPY JOURNALS You must first log into the GL module and select the Support menu option. This menu bar option is used to access the programs that will allow you to reverse a journal. Use the Drop-down menu to select the Journal type that you d like to reverse: Then either use the binoculars to lookup the Journal Number OR if known this can be manually entered. 80

81 When you tab off of the Journal Number field, the Journal s detail will appear in the Display section: 81

82 If you want to Reverse the journal detailed in the Display area by debiting all the credits and crediting all the debits - then select the Reverse option.this is useful when a journal was posted in error and/or posted to a wrong account period. Reversing Journals are usually posted to the same Period and Fiscal as the Old Journal. If you ve selected to Reverse, then next you ll need to type in the New Journal Number (it will be a GJ Journal type), a new Transaction Description that will appear for each line item of the new journal, the Entry Date, Accounting Period, and Fiscal Year. When you are satisfied with the entries, click OK to create the Journal detailed in the New Journal section. After clicking OK, the screen will clear so that another entry can be made. If you are finished, just click Exit. To Copy a Journal You must first log into the GL module and select the Support menu option. This menu bar option is used to access the programs that will allow you to copy a journal. Use the Drop-down menu to select the Journal type that you d like to copy: 82

83 Then either use the binoculars to lookup the Journal Number OR if known this can be manually keyed in. When you tab off of the Journal Number field, the Journal s detail will appear in the Display section: 83

84 If you want to Copy the journal detailed in the Display area then select the Copy option. This is useful when needing to post the same detail to another Accounting Period or Fiscal Year. If you ve selected to Copy, then next you ll need to type in the New Journal Number (it will be a GJ Journal type) the Entry Date, Accounting Period, and Fiscal Year. Note: No matter which option is taken (Copy/Reverse) the General Ledger does not automatically post your journal(s), the following options must be taken. From the General Ledger System Main Menu, click on the Journals Menu, and then select Post Journal : 84

85 By default the option for A Specific General Journal will be selected: In the field, you may either use the binoculars to lookup the Journal Number OR if already known, simply type in the Journal Number and tab. At this point, the Journal s detail will appear and OK will highlight. If everything looks good, and you d like a copy of the Posted Journal report then click OK. If you are posting a Journal to a prior accounting period, then the below message will appear reminding you to recalculate the General Ledger after the Journal has finished posting: Next you will be asked which printer you d like the Post A Current Journal report to print. Highlight the printer and click Print. When the process is finished, you will receive two messages advising you that everything completed ok. Click OK on the above message and the next message will appear: After clicking OK on the prior two messages, check your printer because a report similar to the one below should be waiting for you. Once 85

86 the report prints out, Post Journal screen will clear so that another entry may be made. If you are finished posting journals, then just click Exit. 6.1C CHART OF ACCOUNTS AUDIT REPORT If activated, this option will allow you to print a report of any changes made to your Chart of Accounts via a range of dates and/or a specific account number. 6.1D BACKUP DATA FILES This option is only taken if you wish to back up the data files for the module you are logged into. Most facilities have and IT set up to back up their files on a daily basis. 6.1E BANK RECONCILIATION FOR AP This option is used to reconcile your bank statement to your AP checks (this does not include PR checks if they are printed on a separate check stock). 86

87 6.1F MERGE/TRANSFER GL ACCOUNT NUMBER This option allows you to transfer a GL account number and history to a new account number and/or merge two account numbers and their history into one account. 87

88 APPENDIX A Cash Receipts System Upload To upload cash receipts from a 3rd party application into the MSI-General Ledger System, complete the following steps: Enter the following information: Batch # This will be the Cash Receipts journal number in the MSI-GL System. In the example above, journal CR-R will be created. It is helpful, although not required, to begin the Batch # with a specific character to help differentiate which batches were created via the Cash Receipts Upload Vs those that were entered manually via Cash Receipts Entry. The R above designates that this journal was created via a recreation software system. Enter Date (MMDDYY) This will be the entry date used on the Cash Receipts journal. This option will compare the date entered to the PARKSGL-ENTRY-DATE field in the PARKSGL.DAT. If they match, the item will be included in the journal. Accounting Period This is the General Ledger fiscal accounting period that will be used on the Cash Receipts journal. Fiscal Year This is the general ledger fiscal year that will be used on the Cash Receipts journal. 88