General Ledger Manual

Transcription

1 General Ledger Manual Version 7.6 COINS COnstruction INdustry Software August 1996 SHAKER Computer & Management Services, Inc. 6 Airport Park Boulevard Latham, NY Support Center Phone: 518-C-4-COINS ( ) Support Center Fax:

2 COINS COnstruction INdustry Software GENERAL LEDGER MANUAL Version 7.6 COPYRIGHT NOTICE: copyright 1996 Shaker Computer and Management Services, Inc., a New York Corporation (hereinafter known as SHAKER). ALL RIGHTS RESERVED THROUGHOUT THE WORLD. PROPRIETARY RIGHTS NOTICE: This software and the documentation attendant thereto contain trade secrets and confidential information proprietary to SHAKER. The Licensee is bound to the proprietary nature of this material. The software and the associated documentation may be used and/or reproduced only by a SHAKER Licensee and then only in accordance with the terms and conditions of the SHAKER End User License Agreement. Any unauthorized use, dissemination or reproduction of the software, documentation, and/or information contained therein is strictly prohibited. While efforts have been taken during the preparation of this manual to assure its accuracy, SHAKER assumes no liability for errors or omissions in this manual, or from the use of information contained therein. A form for users' comments is provided at the back of this manual. You may address your comments to Shaker Computer & Management Services, Inc., 50 Century Hill Drive, Latham, NY COINS is a registered trademark of Shaker Computer & Management Services, Inc. Dig Deeper is a trademark of Shaker Computer & Management Services, Inc. PROGRESS is a registered trademark of Progress Software Corporation. Results is a trademark of Progress Software Corporation. UNIX is a registered trademark of AT&T Bell Labs. AIX is a registered trademark of International Business Machines Corporation. MS-DOS is a registered trademark of Microsoft Corporation.

3 Contents Table of Contents Introduction... I-1 How to Use this Manual... I-1 Integration with other COINS Modules... I-3 Features of COINS General Ledger... I-6 Navigating through the System... I-9 Signing On... I-9 Step 1 - Choose Accounting Activity... I-10 Step 2 - Enter Company Number... I-10 Step 3 - Enter User ID... I-10 Step 4 - Select COINS Accounting Module... I-10 Screen and Menu Layout... I-11 Commands... I-11 The Keyboard... I-14 Help Features... I-19 Getting Started Initial Considerations Tailoring Initial File Maintenance Enter Prior Year Balances Enter Current Balances Current Year Balances Current Month Balances Run Trial Balances File Maintenance Common features Relationships Between Files Commands Account File Budget Entry File Division File G/L Fixed Allocation Calculations File G/L Variable Allocation Calculations File Journal File Ratio Definition Recurring Journal Entries File Contents - 1

4 Table of Contents Report Definition/Ratio Factor File Report Definition Ratio Factor Definition Review Report/Ratio Definition Report Heading Definition File Journal Entries Enter Journal Entries Add Journal Entries Add Recurring Reviewing Journal Entries Changing Journal Entries Deleting Journal Entries Automatic Journal Entries Reviewing Automatic Journal Entries Import Depreciation Transactions General Procedures Import Depreciation Post Journal Entries Compress Journal Entries Budgets and Balances Budget Entries Add Budget Account Create from Actual Create from Budget Review Budget Entries Delete Budget Accounts During Year End Processing Change Prior Year Balances Export G/L Balances GL Allocations Fixed Allocations File Maintenance Process Fixed Allocations Variable Allocations Variable Allocations by G/L Account Contents - 2

5 Table of Contents Variable Allocations by Parameter Process Variable G/L Allocations Post Journal Entries EOM/EOY Common End-of-Month Processes Close Fiscal Periods Compress Journal Entries End of Year Processing Preparations Back Up End of Year Export G/L Balances Financial Statements Planning Financial Statements Report Definition General Process File Maintenance Commands Account Line Single Account Account Line Range of Accounts Header Line Total Line Constant Line Multiply/Divide Accumulator Additional Text Beginning of Year Balance Other Line Types Ratios Report Definition/Ratio Factor File Ratio Definition File Report Heading Definition General Process Year to Date Actual Column Year to Date Budget Column Total Column Printing Financial Statements User-defined Heading Reports Contents - 3

6 Table of Contents Reports & Inquiries Reports Report Selection Budget Worksheet Chart of Accounts General Ledger Journal Report Tax Report Trial Balance Trial Balance Worksheet Unposted Journal Entries Financial Statements Output to Spreadsheet Balance Sheet Budget Comparison Report Budget Report Comparative Income Statement - Budgets Comparative Income Statement - Prior Year Comparative Income Statement - Variance Four-way Variance Report Historical Income Statement - 12 Periods Ratios Statement of Cash Flow Three-way Variance Report User-defined Heading Reports Other Report Menu Options User-defined Reports Report Package Show Requested Reports Status Generate Foreground Reports Inquiries Account Inquiry Account Variance Balance Sheet Inquiry Income Statement Inquiry Trial Balance Inquiry Unposted Journal Entries Inquiry Contents - 4

7 Table of Contents Appendices Field Size Chart... A-1 Screen Pointers... B-1 Sample Chart of Accounts... C-1 Report Definition Worksheet... D-1 Report Heading Definition Worksheet... E-1 Organization Chart...F-1 Sales and Use Tax... G-1 Index Comment Form Contents - 5

8 Table of Contents Contents - 6

9 Introduction Contents Introduction... I-1 How to Use this Manual... I-1 Integration with other COINS Modules... I-3 Features of COINS General Ledger... I-6 Navigating through the System... I-9 Signing On... I-9 Step 1 - Choose Accounting Activity... I-10 Step 2 - Enter Company Number... I-10 Step 3 - Enter User ID... I-10 Step 4 - Select COINS Accounting Module... I-10 Screen and Menu Layout... I-11 Commands... I-11 The Keyboard... I-14 Help Features... I-19

10 Chapter 1 Introduction COINS General Ledger Module summarizes, on a company-wide basis, all the financial information about your business. It is updated automatically with information from all other COINS Modules. It provides financial statements, monthly or on an interim basis. It can handle completed contract or percentage-of-completion accounting, or both, and can process financial information for more than one month at a time. How to Use this Manual If you are new to COINS, you should read this Introduction for an overview of the General Ledger module. After that, read the chapters in sequence for details about how COINS G/L works. Once you are familiar with the system, use the detailed index and table of contents to zero in on specific topics as you need more information. This manual presents information in nine major chapters. Introduction Features of the General Ledger module, integration with the rest of the COINS system, signing on, using the screens. 1) Start Up and Tailoring Completing the G/L tailoring screens; overview of the initial file maintenance and processing steps. 2) File Maintenance Setting up the files and codes that you will refer to throughout the system. 3) Journal Entries Manual and automatic journal entries, recurring journal entries, importing depreciation amounts from Best Fixed Assets System, posting the journal entries, and compressing them. I - 1

11 Chapter 1 Introduction 4) Budgets and Balances Entering G/L account budgets, changing prior year balances, and exporting balance to Consolidated Financials. 5) G/L Allocations Processing G/L allocations, both fixed and variable. 6) EOM and EOY End-of-year processing and recommended reports. Purging old tax information. 7) Define Financial Statements Defining financial statement and ratios using the Report Definition/Ratio Factor File and the Report Heading Definition File. 8) Reports and Inquiries How to get information back out of the G/L module, with descriptions of the standard inquiries and reports and examples for each. Appendices, an index for the entire manual, and a comment form complete the manual. I - 2

12 Chapter 1 Introduction Integration with other COINS Modules The G/L module is integrated with the rest of COINS software, as shown on the following chart. (This manual focuses on the General Ledger module. See the other manuals in this series for detailed information on other modules.) COINS 6.5 System Integration General Ledger Scheduling (by Others) Document and Process Control Human Resources Interfacing with 3rd Party: Data Bases Electronic Mail Estimating Sales/Marketing Spread Sheets Word Processing Estimating Payroll ➂ Billing Job Status Equipment ➁ General Ledger ➃ Consolidated Financials ➀ ➈ ➇➆➅➄ Accounts Receivable Purchase Order/ Inventory Accounts Payable Common Modules Fast Track Graphics Progress Remote Site Entry Results Service Management Fixed Assets (by Others) Future 6/25/93 Transactions that are posted in other modules will create unposted journal entries in the General Ledger module. The activities with an impact on the General Ledger include those listed on the next page. I - 3

13 Chapter 1 Introduction 1 From Job Status, G/L journal entries are created for posted job cost and job revenue journal entries; completed job entries. 2 From Equipment, G/L journal entries are created for posted equipment time cards, equipment cost journal entries, fuel usage. 3 From Payroll, G/L journal entries are created for gross labor, reimbursables, taxes, union fringes and deductions, job calculations, and other withholdings when the payroll is posted. 4 To Consolidated Financials; it is the repository of account balances from the General Ledger modules of your various companies, used to prepare consolidated financial statements. 5 From Service Management, G/L journal entries are created for posted invoices for service calls and contract billings, as well as manual costs. 6 From PO/Inventory, G/L journal entries are created for posted purchase order receipts, inventory receipts and adjustments, and inventory transfers. 7 From Accounts Receivable, G/L journal entries are created for posted A/R invoices, cash receipts, reapplied cash receipts and finance charges. 8 From Best Fixed Assets System, G/L journal entries are created when equipment depreciation information is imported. I - 4

14 Chapter 1 Introduction 9 From Accounts Payable, G/L journal entries are created for posted invoices, manual payments, back charges, checks, and contract labor payroll. 10 I - 5

15 Chapter 1 Introduction Features of COINS General Ledger Cumulative detailed general ledger for the entire fiscal year or for a range of periods. Allowance for automatic recurring journal entries. User defined chart of accounts. Full financial statement preparation. Comparative financial statements using prior period and budget figures. User specified format for printing financial statements. On-line inquiry to determine account status. Custom tailoring of financial reports. Automatic monthly closing. Analysis of company s financial position with key ratios: profitability, liquidity, capital structure and asset composition. Other system features, available in all COINS modules, include: UNIX multi-user capabilities let you have many people working in COINS, even within the same module, at the same time. This fosters the sharing of data and the establishment of consistent company standards. An on-screen calculator is there whenever you need to compute a value and enter it on the screen. I - 6

16 Chapter 1 Introduction Strip menus list the activities available in a menu bar at the bottom of the screen. Use your arrow keys (, ) to select the desired option, or type the first few letters of the desired command. On-screen context-sensitive Help screens are available whenever you need help on a function or field in COINS. The system keeps track of where you are and provides Help for that field. The DOLLAR Key, normally, allows you to use an on-screen listing of codes or other data. You can use it whenever your cursor is in a field marked with an asterisk. The User-Defined Menus option on the main menu can be used to list up to 20 regularly used transactions and reports. It may also include custom programs and reports. Hot Keys can be defined by the user, to access specific programs and functions quickly. Screen colors can be customized, according to your hardware, operating system and personal preferences. You can set up user-defined menus, hot keys and the DOLLAR key for the system as a whole, or for individual user ID s. I - 7

17 Chapter 1 Introduction A variety of reports and inquiries are available from the General Ledger Module. You can request printouts of various transactions and files, as well as the following reports (which are available through the Report Menu and its Financial Statements submenu): Balance Sheet Budget Comparison Report Budget Report Budget Worksheet Chart of Accounts Comp. Inc. Stmt. - Budgets Comp. Inc. Stmt. - Prior Year Comp. Inc. Stmt. - Variance Four-way Variance Report General Ledger Hist. Inc. Stmt Periods Investors Report Journals Ratios Statement of Cash Flow Tax Report Three-way Variance Report Trial Balance Trial Balance Worksheet Unposted Journal Entries User-Defined Reports Report Package Show Requested Reports Status Generate Foreground Reports I - 8

18 Chapter 1 Introduction Navigating through the System On the next few pages, you will find some basic information about moving through the COINS system. This part of the Introduction covers how to sign on, what the screens look like, how to use the keyboard, and the COINS on-line help capabilities. Signing On Signing into the COINS General Ledger module involves four simple steps: Step 1 Step 2 Step 3 Step 4 Activity Selection = Accounting Enter Company Number Enter User ID Select COINS Accounting Module 06/25/93 C O I N S SCI V6.5c 6 General Ledger Menu 1. Enter Journal Entries 8. Inquiry Menu 2. Post Journal Entries 9. Change Prior Year Balances 3. Compress Journal Entries 10. Process Fixed G/L Allocations Process Variable G/L Allocations 4. End of Year Processing 12. Purge Tax Records 5. Export G/L Balances 13. Report Menu 6. File Maintenance Menu X. Exit 7. Import Depreciation Transactions I - 9

19 Chapter 1 Introduction Step 1 - Choose Accounting Activity The COINS Activity Selection Menu displays immediately after the Copyright/ Proprietary Rights Notice screen. It is used to access COINS Accounting, the Estimating system, and other COINS programs and functions. You use this menu to access Accounting, Estimating, and other COINS programs and functions. Choose option # 1, Accounting, to use any of the COINS Accounting modules (including Job Status). Option 3 gives you access to COINS Estimating The System Administrator menu, Option 6 on the sample screen, is discussed at length in the System Administrator s Manual. Step 2 - Enter Company Number Enter the number for the accounting company you wish to use. If this company has not already been defined, you will be instructed to use the System Administrator Menu s Database Utility to create the new Accounting company. After a brief pause, the COINS version number will display. This version number is important when contacting Shaker Client Support, since information and procedures may vary between versions. Step 3 - Enter User ID After a moment, another screen will display, on which to enter your User ID and optional password. Once your User ID has been accepted, the COINS Master Menu will display. Step 4 - Select COINS Accounting Module You will now see the COINS Main Menu. Choose the Accounting module that you wish to use. In this case, choose the General Ledger option. I - 10

20 Chapter 1 Introduction Screen and Menu Layout The current G/L main menu is shown below. Note that submenus are available from certain menu selections. 06/25/93 C O I N S SCI V6.5c 6 General Ledger Menu 1. Enter Journal Entries 8. Inquiry Menu 2. Post Journal Entries 9. Change Prior Year Balances 3. Compress Journal Entries 10. Process Fixed G/L Allocations Process Variable G/L Allocations 4. End of Year Processing 12. Purge Tax Records 5. Export G/L Balances 13. Report Menu 6. File Maintenance Menu X. Exit 7. Import Depreciation Transactions Account Inquiry Account Variance Balance Sheet Inquiry Income Statement Inquiry Trial Balance Inquiry Unposted Journal Entries Inquiry Account File Budget Entry File Division File G/L Fixed Allocation Calculations G/L Variable Allocation Calculations Journal File Ratio Definition Recurring Journal Entries File Report Definition/Ratio Factor File Report Heading Definition File Balance Sheet Budget Comparison Report Budget Report Budget Worksheet Chart of Accounts Comp. Inc. Stmt. - Budgets Comp. Inc. Stmt. - Prior Year Comp. Inc. Stmt. - Variance Four-way Variance Report General Ledger Hist. Inc. Stmt Periods Investors Report Journals Ratios Statement of Cash Flow Tax Report Three-way Variance Report Trial Balance Trial Balance Worksheet Unposted Journal Entries User-Defined Reports Report Package Show Requested Reports Status Generate Foreground Reports Commands On the first screen in a file, the strip menu includes basic options such as Add, Change, Delete, Print, Show, and Exit. Additional selections are available on some menus. Select the function that you want by entering the first letter of the command (for example, A for Add), or use your arrow keys to select the desired option. When the strip menu is displayed, you can select any of the displayed commands. I - 11

21 Chapter 1 Introduction Add Use this command to add new records to a file. The system will prompt you for data to identify this record. This is the key by which you will reference the item. Complete each screen according to the instructions provided in this manual. Browse Use this command to view complete records one at a time, in detail. Use your Arrow (, ), Home, End, Pageup and Page-down keys to move through all the records in the file and zero in on the desired record(s). Change Use this command to change an existing record. In general, you can change all but the key fields on a screen. Delete Use this command to delete an existing record from a file. Be careful when deleting records, so that you do not delete a code referenced in another file. There are several ways to move through the list, as described above under the Change Command. Exit Use this command to leave this screen and return to the previous one. You can also use the Exit Key on your terminal (normally ) to leave a screen. If you are not at the strip menu, the data you entered may be lost. Maint. When you are using the DOLLAR key to view records for a file or function, the MAINT command will allow you to add missing information to the file. You will see this command if you type a slash,, while on the DOLLAR key listing. Print Use this command to list the records in a file. You can send the report to a printer or display it on your screen. I - 12

22 Chapter 1 Introduction Search Use this command to locate a specific record in the list displayed. If the records in the file are currently sorted by code, you would enter the desired code. In many files, you can re-sort the list by description, and then search by description instead. (Other sort options may be available in some files.) Show Use this command to list the records in a file on your screen. There are several ways to move through the list, as described above under the Change Command. Sort Use this command to change the order in which the items in this File are displayed. When you enter SORT, the valid sort options for that file will display. I - 13

23 Chapter 1 Introduction The Keyboard Since COINS runs on such a wide variety of equipment, this manual discusses the use of the keyboard in general terms. Shown below is a typical 101-key keyboard; your equipment may differ from this. On this particular board, the function keys ( through ) are lined up across the top. There may be fewer function keys on some keyboards, or their placement may vary. Legend: 1 F1, Go 6 F8, to clear field 2 F2, Help 7 Return 3 F3, Insert 8 Arrow keys 4 F4, End/Error 9 Screen pointer key ( ) 5 F5, normal DOLLAR Key You will find here a description of the most important keys and how they work within COINS. I - 14

24 Chapter 1 Introduction 1 Go, This key signals the system that one function has been completed and you are ready to start another one. The key will bring you to the next screen or group of fields while saving whatever information you have entered on this screen so far. If used while entering data on a screen, it will take you to the next section of fields or to the next screen. If pressed while at a strip menu, the highlighted option will be selected. In many situations, the as the key. key has the same effect 2 Help Key, This is the COINS default Help key. During Company Tailoring, the System Administration chose what type of Help the key would invoke. Two types of Help are available from the system: On-line Context-Sensitive Help To retrieve a HELP message based on the position of the cursor when the HELP function is invoked. File Maintenance / Inquiry Help To access File Maintenance or Inquiry screens without loosing data from your current transaction. (Make sure you use to exit the File Maintenance Help menu, or any changes you made to the files will be lost.) The key will bring up only one type of Help; set up a Hot Key for the other type. (The Help features built into the system are discussed later in this Introduction.) I - 15

25 Chapter 1 Introduction 3 Insert Key, Use this key to toggle the Insert function on and off for the position before the cursor. 4 End/Error This key lets you leave the current screen without saving any data you may have just entered. It is useful if you made an error while entering data in a previous screen or section of fields. You can also use it to back out through a series of menus. 5 Default DOLLAR Key The DOLLAR utility is a feature of the COINS software that lets you scroll through a list of records and select one to use in the current transaction. It is available for any field flagged by an asterisk wherever you might want to look up a particular code. For example, if you use the DOL- LAR key (normally ) from a field requesting a G/ L Account number, you will see a numerical listing of the G/L accounts. is the system default for the DOLLAR key. If is not supported by your equipment, you can redefine this key. See the System Overview Manual for further information. The DOLLAR utility uses strip menus, allowing you to search and sort through the information. Enter a slash,, to bring this menu up at the bottom of the file listing. I - 16

26 Chapter 1 Introduction 05/19/92 G/L - Journal Entry SCI Add Reference number: TEST Fiscal Date: 05/31/92 Transaction number: 1 Journal* CA Reverse(Y/N): N Transaction date: 05/19/92 Description: TEST JOURNAL ENTRY Account #* G/L Account Listing Allow J/S EQ S/M Account Description Type Jour Last Post Cat Cat Cat CASH IN BANK - PAYROLL A Y ACCTS REC - CONST CONTRACTS A Y ACCTS REC - RETAINAGE A Y CIP - LABOR A Y LA MAINT you will have access to the File Maintenance file used for this listing. For example, you will be able to add a G/L account if the appropriate one does not already exist. SEARCH the system will prompt you for the value you want, e.g., Enter Account Number to Search for:. You can enter any number, and the display will begin with that number. SORT the system will ask how you want this information to be sorted on your screen, for example by Account Number or Account Description. The entries will appear in numerical or alphabetical order, 0 to 9 or A to Z. Use the EXIT command or the this listing. key to leave I - 17

27 Chapter 1 Introduction 6 Clear Field, Use the key to clear data in the field where the cursor is currently located, for example to clear the field so you can correct a typing error. 7 Return Key, When entering data on a screen, use the key to move in sequence through the fields. (On some equipment, this key may correspond to the ENTER key.) The question, Data Correct (Y/N) appears throughout the system. It lets you verify information on one screen before proceeding to the next one. When you see this question, you can use to accept the default response, or type a different answer and then press. 8 Arrow keys Use the arrow keys on your keyboard to select options from a menu screen or strip menu. You can also use this key to move the cursor back to a previously completed 9 Screen pointer key (.) Use the Period (.) key at any menu to use a screen pointer either a screen pointer number as provided by the system (e.g., 6.1.1) or your own screen pointer ID (e.g., ADDJNL ). You set up these ID s through Screen Pointer File Maintenance, as described in Appendix B (A/P Screen Pointers). I - 18

28 Chapter 1 Introduction Help Features COINS has two types of on-screen help. The first is online, context sensitive help that explains how to use a given screen, or a field on the screen. The other is File Maintenance/Inquiry help, which gives you access to files and inquiries without leaving your current transaction. The Help Key (normally ) can be set to access one of these types of help.. If you want to use both types, use the Help Key for one and set up a Hot Key for the other. See the System Overview Manual for information on setting up hot keys. On-Line Context Sensitive Help Use the Help Key (normally ) to retrieve a HELP message that is based on the position of the cursor when the HELP function is invoked. In most cases, the Help Text will discuss the type of information for a particular field. The HELP Text appears on your screen within a box; use your ARROW, HOME, and END (normally ) keys to move through the text. 05/19/92 G/L - Journal Entry SCI Add Reference number: Fiscal Date: Transaction number: Journal* Reverse(Y/N): Transaction date: D A Reference No. D CHARACTER LENGTH: 8 REQUIRED A This is the number given to this manual journal entry. Transactions with the same reference number will be considered part of the same journal entry. The reference numbers on the automatic + journal entries indicate in which module they were # OF TRANS I - 19

29 Chapter 1 Introduction An option on the System Utilities menu allows you to load textual help by module (or all) and to remove it from your database by module or all. See your System Administrator if On-line Help hasn t been loaded on your system. File Maintenance/Inquiry Help COINS File Maintenance/Inquiry Help utility is also available. It allows you to use File Maintenance and Inquiry screens from within other modules and functions. Through Company Tailoring, you are able to specify whether the COINS Help Key ( on most equipment) will access this type of Help, or the new textual Help. 05/19/92 C O I N S HELP H E L P M E N U FILE MAINTENANCE INQUIRY 1. Accounts Payable 13. Accounts Payable 2. Accounts Receivable 14. Accounts Receivable 3. Billing 15. Billing 4. Custom Module 16. Custom Module 5. Equipment 17. Equipment 6. General Ledger 18. General Ledger 7. Human Resources 19. Human Resources 8. Job Status 20. Job Status 9. Payroll 21. Payroll 10. Purchase Order/Inventory 22. Purchase Order/Inventory 11. Residential Rents 23. Residential Rents 12. Service Management 24. Service Management 25. Show COINS/Progress Versions 26. Show DOLLAR and Hot Keys X. Exit I - 20

30 Chapter 1: Getting Started Contents Getting Started Initial Considerations Tailoring Initial File Maintenance Enter Prior Year Balances Enter Current Balances Current Year Balances Current Month Balances Run Trial Balances

31 Chapter 1 Getting Getting Started The chart shown below illustrates the general procedures involved in setting up the COINS General Ledger Module. General Ledger Start-Up G/L Tailoring File Maintenance Prior Year Balances Current Balances Current Year Current Month Trial Balance Report Initial Considerations The General Ledger Module is the first COINS module to be set up. You will need: Basic financial decisions, with the assistance of your accountant: cash or accrual basis (required when you do Company tailoring) pay taxes by completed contract or percentage of completion (required when you do Company tailoring) number of fiscal periods period ending dates Chart of Accounts List of Journals normally including General Journal, Purchase Journal, Cash Disbursements Journal, Cash Receipts Journal. 1-1

32 Chapter 1 Getting Started Prior and current year balances for each account. You can enter the prior year balances as the yearly total for each account, or you can enter monthly balance. You should enter month-by-month totals for the current year, up to the current month. Previous financial statements and trial balance sheets. Decide how you want to format the COINS-generated financial reports. Budget amounts for each account. 1-2

33 Chapter 1 Getting Started General Ledger 1 Tailoring Start-Up Select System Utilities from the COINS Master Menu. Select G/L Tailoring File Maintenance Prior Year Balances Module Tailoring from the Utilities Menu. Use General Ledger Tailoring to enter tailoring information for the G/L module. 4 Current Balances Current Year Current Month 5 Trial Balance Report 04/08/94 G/L Tailoring SCI Temporary Retained Earnings Account: Net Income Current Year Account: Clearing Account: Fiscal Year: 1993 Number of Fiscal Periods: 12 Allow exiting from General Journal Entry in unbalanced condition (Y/N): N Allow Posting of the General Ledger to a period that has been closed to transaction entry (Y/N): N Accrue Use Tax (Y/N): : Y Standard Output Form: PR2 From your Chart of Accounts, enter the account numbers that will be used for temporary retained earnings and current year income. Also designate a clearing account. Be sure to add these accounts in the Account File when you do initial file maintenance. The Temporary Retained Earnings Account holds the prior year s profit or loss amount. The Income Current Year Account accumulates this year s revenues and expenses. The balance in this account is generated by the system, from 1-3

34 Chapter 1 Getting Started the balances of all type I and E accounts (income and expenses). THIS ACCOUNT CANNOT BE CHANGED ONCE ANY G/L ENTRIES HAVE BEEN MADE. The Clearing Account is a G/L account which will be used to correct errors and out-of-balance journal entries. Enter your current fiscal year and indicate the number of its fiscal periods (either 12 or 13). This information will be used by the system to set up fiscal period ending dates on the next screen. Indicate whether you will allow exiting the system with outof-balance unposted journal entries. If you respond Y to this question, the system will create an automatic entry to the Clearing Account if you make a one-sided or an unbalanced journal entry. If this is set to N, the system will force you to enter balanced journal entries. Indicate whether you will allow posting of the General Ledger for fiscal periods that have been closed (see the following screen). You cannot enter G/L journal entries for a closed fiscal period, or post transactions in other modules to it. The default for this is N If you respond Y, you can make an adjustment for a closed fiscal period, then post the G/L again. You will need to rerun your reports to reflect the current information. Indicate whether you want the system to accrue use tax automatically, i.e., to accrue the amounts for use tax calculated throughout the COINS system to the General Ledger as well as the appropriate costing module. See Appendix G for details. 1-4

35 Chapter 1 Getting Started Indicate the default output form type for printing to default onto report request screens. If you turned on user-specific form types in Company tailoring, the system will use the default from tailoring if no code exists for a given User ID. Enter Y when the data on this screen is correct. The second G/L tailoring screen will display. 04/08/94 G/L Tailoring SCI THIS Year NEXT Year Fiscal Period End Dates Stat Clsd Fiscal Period End Dates Stat Clsd* Period 1: 01/31/93 0 N Period 1: 01/31/94 0 N 2: 02/28/93 0 N 2: 02/28/94 0 N 3: 03/31/93 0 N 3: 03/31/94 0 N 4: 04/30/93 0 N 4: 04/30/94 0 N 5: 05/31/93 0 N 5: 05/31/94 0 N 6: 06/30/93 0 N 6: 06/30/94 0 N 7: 07/31/93 0 N 7: 07/31/94 0 N 8: 08/31/93 0 N 8: 08/31/94 0 N 9: 09/30/93 0 N 9: 09/30/94 0 N 10: 10/31/93 0 N 10: 10/31/94 0 N 11: 11/30/93 0 N 11: 11/30/94 0 N 12: 12/31/93 0 N 12: 12/31/94 0 N Status: (0) no activity (1) unposted entries (2) posted entries (3) mixed The system numbers the fiscal periods according to the number of fiscal periods you entered on the first screen. It also supplies fiscal period end dates. You can change the dates for each period of the current year ( THIS Year ) and next year, so long as there has been no General Ledger activity for that period. 1-5

36 Chapter 1 Getting Started The closing date of the thirteenth fiscal period, if used, must be less than the end date of the first fiscal period of the next year. (The thirteenth fiscal period is used by some companies for auditing purposes, to allow the entry of adjusting journal entries in a readily identifiable manner.) The screen shows the posting status for each fiscal period, as well as whether the period is closed to journal entries or not. When first setting up the G/L module: All periods will initially have 0 as the status code, meaning there has been no G/L activity for that period. An exception to this may occur if you copied this COINS company from another company; the G/L status and balances are copied, as well as any other information in that company. During start-up, all fiscal periods should be open; enter N for Clsd next to each fiscal period. After the beginning balances have been entered, you should close all but the currently active periods. This will protect them from unintended changes. The system will display a warning message if you close a fiscal period that contains any unposted invoices. If you did not allow the posting of closed fiscal periods on the first screen, you can make adjustments to closed periods by reopening the period, making the adjustment, then closing the period again. Rerun the reports after making the change. Enter Y when the data on this screen is correct. The next G/L tailoring screen will display. The information on this screen is used when creating the monthly distributions of budget information in the Budget Entry File. 1-6

37 Chapter 1 Getting Started 04/08/94 G/L Tailoring SCI Budget Preparation Create monthly distributions automatically? (Y/N): Y Default Method to use to create monthly distributions: E (E) - Distribute evenly (A) - Use Specific Year s Actual monthly distribution (B) - Use Specific Year s Budget monthly distribution (M) - Manually distribute Review monthly distributions after their creation? (Y/N): Y Indicate whether you want to create the monthly distributions automatically or manually. If you create budgets manually, you can use any distribution method; however, you should review the monthly distributions, so that you can review and/or enter the desired amount for each fiscal period. If you are using automatic distributions, select distribution method E, A or B to make use of the automatic features of the software. If you respond N to Review monthly distributions, the system will go on without further intervention on your part to distribute the amount budgeted for this account. Enter Y when the data on this screen is correct. The final G/L tailoring screen will display, on which to define the structure of your account numbers. 1-7

38 Chapter 1 Getting Started 04/08/94 G/L Tailoring SCI Account Structure: NNNNNDDPP (D s-division, P s-center, N s-natural Account) Use Divisional Accounting on Reports (Y/N): N If you track information by divisions and/or profit centers, enter the desired account structure here. Use this account structure throughout your Chart of Accounts. For example, NNNNNDDPP means that the first 5 digits in any account number are the natural (nominal) account number. The next 2 digits relate to the division, and the final 2 relate to the profit center. This information is when you set up your financial reports through the Report Heading Definition File. If you indicate that you want a column to include divisions 01 through 03, the system will look at the sixth and seventh positions within an account number to determine if it will be used in that column. If your account structure is divisional, you should use Divisional Reports, so that the divisional version of G/L report programs will apply. Enter Y when the data is correct and return to the COINS Master Menu. 1-8

39 Chapter 1 Getting Started Initial File Maintenance General Ledger Start-Up G/L Tailoring File Maintenance Prior Year Balances Current Balances Current Year Current Month Trial Balance Report You should set up the information in the Account File and Journal File at this time. If you wish, you can then finish tailoring the other COINS modules before completing G/L file maintenance. Set up your General Ledger Files in the following order. Information can be added to these files as needed. Account File Journal File Division File Budget Entry File G/L Allocation Calculations File Report Definition/Ratio Factor File Ratio Definition File Recurring Journal Entries File Report Heading Definition File From the COINS Master Menu, select General Ledger. Then select File Maintenance from the G/L menu. You will see the following menu on your screen, from which you can select the desired file. 1-9

40 Chapter 1 Getting Started 04/08/94 C O I N S SCI General Ledger File Maintenance Menu 1. Account File 2. Budget Entry File 3. Division File 4. G/L Fixed Allocation Calculations 5. G/L Variable Allocation Calculations 6. Journal File 7. Ratio Definition 8. Recurring Journal Entries File 9. Report Definition/Ratio Factor File 10. Report Heading Definition File X. Exit Once the Chart of Accounts has been completed and the Journal and Division Files established, you can start-up to the Job Status and Payroll Modules, returning to finish your General Ledger at a later time. Or, you can complete your General Ledger Module now, by setting up the optional files, entering account balances, and defining your financial statements. 1-10

41 Chapter 1 Getting Started Enter Prior Year Balances General Ledger Start-Up G/L Tailoring File Maintenance Prior Year Balances Current Balances Current Year Current Month Trial Balance Report You need to enter the Prior Year Balances so that prior year information will appear on the Comparative Income Statements. Although it is possible to enter the prior year balance as a total amount for each account, SHAKER recommends that you enter month-by-month information. Select Change Prior Year Balances from the General Ledger menu. Information entered on this screen will immediately update prior year account balances (and thus the current balance) without going through a posting procedure. You will see a screen similar to the following. 04/08/94 G/L - Change Prior Year Balances SCI Account Number* PETTY CASH - GENERAL Balance 2 years ago: /31/92: /31/92: /28/92: /31/92: /31/92: /30/92: /30/92: /31/92: /31/92: /30/92: /30/92: /31/92: Enter the balances on a month-by-month basis, for comparison with monthly data for the current year. 1-11

42 Chapter 1 Getting Started Enter the number of the account for which you want to enter prior year account balance information. Enter the year-end account balance from the Balance Sheet from the last fiscal period of two years ago. Enter monthly balances for last year, for all income and expense accounts. Enter Y when the data is correct. Continue adding each account s prior-year balances until all the information has been completed. Print a listing of the accounts, showing prior year balances, to review for accuracy. Make any necessary corrections through the Change Prior Year Balances option. 1-12

43 Chapter 1 Getting Started 4 Enter Current Balances General Ledger Start-Up If you are setting up the General Ledger module at a time other than the beginning of the fiscal year, you should make a journal entry for each completed month in the current fiscal year to establish year-to-date G/L account balances G/L Tailoring File Maintenance Prior Year Balances Current Balances Current Year Current Month Trial Balance Report It is also possible to input G/L balances as of the end of a given month without entering month-by-month information. However, your financial statements will reflect this with a lack of monthly detail. Current Year Balances Use this option only if you are setting up the General Ledger at the beginning of the fiscal year. You can then enter monthly transactions on a daily basis and posted them into the General Ledger monthly. If you entered prior year balances at the monthly level, you should also enter monthly information for the current year balances. Journal Entries Select Enter Journal Entries from the General Ledger Main Menu. Select Add from the G/L Journal Entry Menu to add G/L Transactions. You will see a screen similar to the following, on which you will enter the Year-to-date account balances from the last period of the previous fiscal year. 1-13

44 Chapter 1 Getting Started 04/08/94 G/L - Journal Entry SCI Add Reference number: INITIAL Fiscal Date: 12/31/93 Transaction number: 1 Description: BEGINNING BALANCE Journal* GJ Reverse (Y/N): N Transaction date: 04/08/94 Account #* Debit/Credit (D/C): C Amount: # OF TRANS. 0 DEBITS 0.00 CREDITS 0.00 Enter a reference number for this entry and the fiscal period end date for the first month in the current fiscal year. Use the same reference number/date for all the start-up entries; the system will automatically increment the transaction number. The reference number can not be one that is reserved by the system: AP, PR, etc. Indicate the journal affected by this transaction, using a valid code from the Journal File. Enter N to indicate that this is not a reversing entry. Enter the date of the transaction and a description of the nature of this transaction. 1-14

45 Chapter 1 Getting Started Indicate the account number affected by this transaction, C to credit this account, and the balance being brought forward from the previous year. Negative amounts can be used. A negative credit entry will reduce the credit balance of the account. Review Current Year Entries After all Balance sheet account beginning balances have been added to the journal(s), they should be edited for input accuracy. To do this, you can use either the Print function (on the Enter Journal Entries menu) or the Unposted Journal Entries Report (available on the G/L Report Menu). Corrections can be made by returning to the G/L Master Menu and selecting Enter Journal Entries and then CHANGE the transactions. 1-15

46 Chapter 1 Getting Started Post Beginning Balances After making any necessary corrections and reprinting the report, you are ready to post the transactions so that they become a permanent part of the General Ledger. Return to the General Ledger Master Menu. Select Post Journal Entries. You will see the following screen: 04/08/94 G/L - Post Journal Entries SCI Post Journal Entries(Y/N): Y Fiscal period to post: 12/31/93 Output Options Output Form* PR2 Number of Copies: 1 Printer Option Code* Enter the information requested on the G/L Post Journal Entries screen to post the first month s balances. A Journal Entry Posting Report will be printed, showing that the beginning balances journal entry has been posted into the current year s General Ledger. 1-16

47 Chapter 1 Getting Started Current Month Balances Once beginning balances have been entered for prior years, and the starting balances entered and posted for the current year, you are ready to enter transactions to reflect the NET of all postings that were made into any General Ledger Account, each month, in the current fiscal year. SHAKER recommends that you prepare a columnar worksheet showing the net amounts to be entered by G/L account by month, prior to entering the information in the system. If you wish to show more detail in each account, you can enter all of the separate postings that were made, each month, to that account. THE BEGINNING GENERAL LEDGER BALANCES (EN- TERED IN STEP 4) MUST NOT BE USED WHEN DETER- MINING THE NET POSTINGS. Journal Entries Select Enter Journal Entries from the General Ledger Master Menu. Select Add G/L Transactions from the Transaction Entry Menu. 04/08/94 G/L - Journal Entry SCI Add Reference number: INITIAL Fiscal Date: 04/30/94 Transaction number: 1 Description: BEGINNING BALANCE Journal* GJ Reverse (Y/N): N Transaction date: 04/08/94 Account #* Debit/Credit (D/C): C Amount: # OF TRANS. 0 DEBITS 0.00 CREDITS

48 Chapter 1 Getting Started Enter data one month at a time. Complete this screen as described in the previous section, remembering that you are entering the net debit/credit amounts. Review Monthly Entries When all journal entries for the month have been created, they should be edited for input accuracy. Return to the General Ledger Main Menu. Select Report Menu and again use the Unposted Journal Entries Report. The report should be used to edit the information entered for each journal entry. Corrections can be made by returning to the General Ledger Master Menu and selecting Enter Journal Entries and then selecting Change G/L Transactions. Post Monthly Balances Once the data is correct, you are ready to post each month s transactions to arrive at the month-end balance in each account. One month at a time, initiate the posting procedure. Return to the General Ledger Menu. Select Post Journal Entries. A Journal Entry Posting Report will be printed, for that month, showing the entries posted into the General Ledger. 1-18

49 Chapter 1 Getting Started Run Trial Balances General Ledger Start-Up G/L Tailoring File Maintenance Prior Year Balances Current Balances Current Year Current Month Trial Balance Report Use the Trial Balance Report to review the information entered for each account. This report shows the beginning balance, credits and debits, and net change for the fiscal period, and also includes cumulative totals. Repeat this process for each month, up to the current month in which you will begin COINS processing. When all of the monthly entries have been posted, your General Ledger Module will be set-up. Your G/L Module is now ready for day-to-day processing. 1-19

50 Chapter 1 Getting Started Notes: 1-20

51 Chapter 2: File Maintenance Contents File Maintenance Common features Relationships Between Files Commands Account File Budget Entry File Division File G/L Fixed Allocation Calculations File G/L Variable Allocation Calculations File Journal File Ratio Definition Recurring Journal Entries File Report Definition/Ratio Factor File Report Definition Ratio Factor Definition Review Report/Ratio Definition Report Heading Definition File

52 Chapter 2 File Maintenance File Common features You will use the information you establish in General Ledger File Maintenance throughout the COINS system. For example, G/L accounts are used in all modules. Serveral G/L files include a Remote Export Code field. Use this field if you do A/P invoice entry through the separate Remote Entry Module. Relationships Between Files The following illustration shows some of the relationships between the G/L master files, and where this information is used by the system. Budget Entries Integration of G/L Files and Functions Divisions Accounts Journals G/L Processing Journal Entries Account Balances Information from other modules G/L Allocations Recurring Jnl Entries Report Headings Report /Ratio Factor Definitions Ratio Definitions G/L Info & Analysis Reports Financial Statements Financial Ratios Inquiries 2-1

53 Chapter 2 File Maintenance To maintain the master files in the General Ledger module: a) Select General Ledger from the COINS Master Menu. b) Select File Maintenance from the G/L menu. c) Select the desired file from the G/L File Maintenance Menu (shown below). 04/08/94 C O I N S SCI General Ledger File Maintenance Menu 1. Account File 2. Budget Entry File 3. Division File 4. G/L Fixed Allocation Calculations 5. G/L Variable Allocation Calculations 6. Journal File 7. Ratio Definition 8. Recurring Journal Entries File 9. Report Definition/Ratio Factor File 10. Report Heading Definition File X. Exit 2-2