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ACTIVANT D2K General Ledger User's Guide Release 3.0 Version 9

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Release 3.0 Version 9 Publication Date: 3.22.2006

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Table of Contents

Preface

Overview to the User’s Guide .....................................................................................................1 How to Use the User’s Guide ......................................................................................................3

Chapter 1 - Introduction

Overview.................................................................................................................................. 1-1 What is the General Ledger? ................................................................................................... 1-2 Features and Benefits............................................................................................................... 1-4 The General Ledger Process .................................................................................................... 1-7 System Integration ................................................................................................................. 1-12 Knowledge Check.................................................................................................................. 1-13 Knowledge Check Answers................................................................................................... 1-14

Chapter 2 - Setup and Maintenance

Overview.................................................................................................................................. 2-1

Section A - Company Maintenance Overview..............................................................................................................................2-A-1 The Process of Setting Up a General Ledger Company ......................................................2-A-3 The GL.COMPANY.MAINT Function...............................................................................2-A-4 The General Information Screen (GL.COMPANY.MAINT)..............................................2-A-6 The Fiscal Period Information Screen (GL.COMPANY.MAINT) .....................................2-A-8 Adding Fiscal Periods for a Company (GL.COMPANY.MAINT)...................................2-A-10 The Year End Closing Accounts Screen (GL.COMPANY.MAINT)................................2-A-14 The SHOW.PERIOD.STATUS Function..........................................................................2-A-16 Knowledge Check..............................................................................................................2-A-18 Knowledge Check Answers...............................................................................................2-A-20

Section B - Source Code and Account Maintenance

Overview.............................................................................................................................. 2-B-1 The GL.SOURCE.CODES Function................................................................................... 2-B-3 Adding Source Codes (GL.SOURCE.CODES )..………………………………………….2-B-4 The GL.COA.MAINT Function .......................................................................................... 2-B-6 Adding Chart of Accounts ................................................................................................... 2-B-8 The SHOW.GL.COA Function.......................................................................................... 2-B-11 Knowledge Check.............................................................................................................. 2-B-13 Knowledge Check Answers............................................................................................... 2-B-15

Continued on next page

ii

Table of Contents, Continued

Chapter 3 - Key Entry and Posting Functions Overview.................................................................................................................................. 3-1

Section A -Making General Ledger Entries

Overview..............................................................................................................................3-A-1 The Journal Entry Process ...................................................................................................3-A-3 Type of General Ledger Journals.........................................................................................3-A-4 The JRNLS Function ...........................................................................................................3-A-7 Entering Journal Entries (JRNLS) .....................................................................................3-A-10 The SHOW.SUSP.JRNLS Function ..................................................................................3-A-17 Displaying or Printing Suspended Journals (SHOW.SUSP.JRNLS) ................................3-A-18 Guidelines for Recurring Journal Entries ..........................................................................3-A-19 The SHOW.REC.JRNLS Function....................................................................................3-A-21 Releasing Recurring Journals (REL.REC.JRNLS)............................................................3-A-22 Knowledge Check..............................................................................................................3-A-24 Knowledge Check Answers...............................................................................................3-A-26

Section B -Posting to the General Ledger

Overview.............................................................................................................................. 3-B-1 General Ledger System Integration ..................................................................................... 3-B-3 General Ledger Posting Process .......................................................................................... 3-B-5 The GL.POST Function ....................................................................................................... 3-B-7 Posting GL Entries (GL.POST) ........................................................................................... 3-B-9 The GL.POST Error Transaction Report (SHOW.GLT.ERRORS) .................................. 3-B-12 The GLT.ERR.MAINT Function ...................................................................................... 3-B-14 Correcting GL Posting Errors ............................................................................................ 3-B-15 Knowledge Check.............................................................................................................. 3-B-16 Knowledge Check Answers............................................................................................... 3-B-18

Chapter 4 - Closing Procedures

Overview.................................................................................................................................. 4-1 The General Ledger Closing Process....................................................................................... 4-3 The CLOSE.PERIOD Function ............................................................................................... 4-5 Closing a General Ledger Period (CLOSE.PERIOD) ............................................................. 4-7 The CLOSE.PERIOD Error Report ....................................................................................... 4-10 The REOPEN.PERIOD Function .......................................................................................... 4-12 Reopening a Closed General Ledger Period (REOPEN.PERIOD) ....................................... 4-14 The General Ledger Year End Process.................................................................................. 4-17


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The GEN.YE.JRNL Function ................................................................................................ 4-19 Closing the Fiscal Year (GEN.YE.JRNL) ............................................................................. 4-20 Knowledge Check.................................................................................................................. 4-22 Knowledge Check Answers................................................................................................... 4-24

Chapter 5 - Inquiries Overview.................................................................................................................................. 5-1 Key Inquiries............................................................................................................................ 5-2 Finding the Inquiry You Want................................................................................................. 5-3 The GLT.INQ Function ........................................................................................................... 5-6 Displaying Transaction Details (GLT.INQ) ............................................................................ 5-7 The COA.INQ Function......................................................................................................... 5-14 Displaying Posting History for a Specified Record (COA.INQ)........................................... 5-17 The SHOW.SUM.JOURNALS Function .............................................................................. 5-19 Displaying Journals (SHOW.SUM.JOURNALS) ................................................................. 5-20 The COA.PER.BAL Function ............................................................................................... 5-23 The COA.YTD.BAL Function .............................................................................................. 5-24 Knowledge Check.................................................................................................................. 5-25 Knowledge Check Answers................................................................................................... 5-26

Chapter 6 - Audit Reports

Overview.................................................................................................................................. 6-1 Key Audit Reports ................................................................................................................... 6-2 Finding the Report You Want.................................................................................................. 6-3 The AUDIT.GLT Report ......................................................................................................... 6-5 Printing a Detail Transaction Journal (AUDIT.GLT) ............................................................. 6-6 The PRINT.IT.JOURNALS Report....................................................................................... 6-13 The PRINT.LEDGER Report ................................................................................................ 6-14 The COA.PER.YTD.BAL Report ......................................................................................... 6-16 The COA.PER.BAL.TREND Report .................................................................................... 6-18 The EXTEND.COA Function................................................................................................ 6-19 Knowledge Check.................................................................................................................. 6-20 Knowledge Check Answers................................................................................................... 6-22

Chapter 7 - Trial Balance Reports

Overview.................................................................................................................................. 7-1 Trial Balance Reports .............................................................................................................. 7-2 Finding the Report You Want.................................................................................................. 7-3 The TB.ACTIVITY Report ..................................................................................................... 7-5 The TB.CLOSING Report ....................................................................................................... 7-7 The TB.ACT.CLOSE Report................................................................................................... 7-9 The TB.CONSOLIDATED Report ....................................................................................... 7-11 Knowledge Check.................................................................................................................. 7-12 Knowledge Check Answers................................................................................................... 7-14


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Chapter 8 - Budgets Overview.................................................................................................................................. 8-1 Budget Functions ..................................................................................................................... 8-2 Budget Methods ....................................................................................................................... 8-3 The BUDGET.SPREAD.MAINT Function ............................................................................ 8-5 Entering a Budget Spread Code (BUDGET.SPREAD.MAINT)............................................. 8-7 The SHOW.BUDGET.SPREAD Function.............................................................................. 8-9 The BUDGETS Function....................................................................................................... 8-12 Entering a Budget (BUDGETS) ............................................................................................ 8-13 The SHOW.BUDGETS Function.......................................................................................... 8-20 The BUDGET.INQ Function................................................................................................. 8-22 The BUDGETS.BY.ACCOUNT Function............................................................................ 8-24 Knowledge Check.................................................................................................................. 8-25 Knowledge Check Answers................................................................................................... 8-27

Chapter 9 - Accounting Entries

Overview.................................................................................................................................. 9-1 Section A - Inventory and Purchasing Functions

Overview..............................................................................................................................9-A-1 ENTER.PO.RECEIPTS/ENTER.MISC.RECEIPTS...........................................................9-A-2 ENTER.MRD.RECEIPTS ...................................................................................................9-A-5 ENTER.INV.ADJUSTMENTS ...........................................................................................9-A-5 VENDOR.RGA.ENTRY - Shipment of Merchandise ........................................................9-A-6 VENDOR.RGA.ENTRY - Receipt of Merchandise............................................................9-A-7 VENDOR.RGA.ENTRY - Close.........................................................................................9-A-8 VENDOR.RGA.ENTRY - Cash Close................................................................................9-A-9 ENTER.WTO.SHIPMENTS - “Origin” Option................................................................9-A-10 ENTER.WTO.SHIPMENTS - “DEST” Option ................................................................9-A-11 ENTER.WTO. RECEIPTS - “Origin” Option...................................................................9-A-13 ENTER.WTO.RECEIPTS - “DEST” Option ....................................................................9-A-16 BOM.TRANSACTIONS - Kit Order Picking (Work-In-Process) ....................................9-A-18 BOM.TRANSACTIONS - Kit Receipts (Finished Goods)...............................................9-A-20 BOM.TRANSACTIONS - Reverse Kit Receipts..............................................................9-A-22

Section B - Sales Functions

Overview.............................................................................................................................. 9-B-1 ORDER.INVOICING / DIRECT.INVOICING / COUNTER ............................................ 9-B-2 INVOICE.CANCEL ............................................................................................................ 9-B-5 CREDIT.ENTRY................................................................................................................. 9-B-6 DEBIT.ENTRY ................................................................................................................. 9-B-11


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Cost Overrides in Sales Functions ..................................................................................... 9-B-12 CUSTOMER.RGA.RECEIPT ........................................................................................... 9-B-13 CUSTOMER.RGA.CREDIT............................................................................................. 9-B-14

Section C - Accounts Receivable Functions

Overview.............................................................................................................................. 9-C-1 APPLY.CASH / DEPOSIT.ENTRY / REVERSE.CHECK................................................ 9-C-2 MISC.CASH ........................................................................................................................ 9-C-4 AR.JRNL.ENTRY ............................................................................................................... 9-C-4 FINANCE.CHARGES......................................................................................................... 9-C-5

Section D - Accounts Payable Functions

Overview..............................................................................................................................9-D-1 MISC.PAYABLE ................................................................................................................9-D-2 PO.PAYABLE.....................................................................................................................9-D-3 PRINT.AP.CHECKS / MANUAL.PAYMENT ..................................................................9-D-4 AP.MANUAL.CHECK .......................................................................................................9-D-5 VOID.CHECK (Voided Manual or A/P Checks) ................................................................9-D-6 VOID.INVOICE ..................................................................................................................9-D-7 Commissions........................................................................................................................9-D-9 AP.DEPOSIT.CHECK / PRINT.AP.CHECKS.................................................................9-D-10

Section E - Miscellaneous Functions

Overview.............................................................................................................................. 9-E-1 MNT.ITEM, CALC.COST, MOVE.COST.SETS............................................................... 9-E-2 Payroll Interface................................................................................................................... 9-E-2

Chapter 10 - Summary

Putting These Ideas to Work.................................................................................................. 10-1

Preface 1

Preface

Overview to the User’s Guide

Introduction Welcome to the General Ledger User’s Guide. We hope you enjoy learning

about your D2K system. We also hope you will use all of the resources available to you to learn the General Ledger D2K module as thoroughly as possible.

Purpose The purpose of this User’s Guide is to introduce you to the D2K General

Ledger Module, and to provide procedures and guidelines for using functions within the module. This User’s Guide has been designed as both a self-study training tool and a reference manual.

Objectives Upon completion of this User’s Guide, you will be able to

• describe the General Ledger , the process, its purpose, features and

benefits • create and maintain companies and chart of accounts • create and maintain additional source codes • create debit/credit journal entries • print journals • post entries to the General Ledger • close/reopen periods • close year and bring balances forward • review entries and postings using various inquiries • review entries and postings by printing various audit reports (General

Ledger, Trial Balances) • create and maintain budget entries using four different methods, and • audit accounting entries made through other D2K modules.


Preface

2

Overview to the User’s Guide, Continued

Guide content This guide contains the following chapters:

• Chapter 1 - Introduction • Chapter 2 - Setup and Maintenance • Chapter 3 - Key Entry and Posting Functions • Chapter 4 - Closing Procedures • Chapter 5 - Inquiries • Chapter 6 - Audit Reports • Chapter 7 - Trial Balance Reports • Chapter 8 - Budgets • Chapter 9 - Accounting Entries

Learning advice

Company or division have been used in procedures throughout this document to identify the major company break. Please note that your major break may differ.

Preface 3

How to Use the User’s Guide

Introduction This User’s Guide has been designed as both a self-study training tool and a

reference manual.

Audience The concepts and procedures presented in this guide are appropriate for new

D2K General Ledger users. Note: If you are already familiar with D2K, you may find the procedures in this guide to be helpful as you perform your job tasks.

Recommended prerequisite

We recommend that you complete the D2K System Conventions User’s Guide before completing this guide. D2K System Conventions User’s Guide provides you with the basic D2K concepts and navigation instruction that you will need to complete this guide.

Customizing your User’s Guide

This is your User’s Guide. Please make notes and customize the guide to help you complete the tasks for your job.

Menus, screens, and prompts

This User’s Guide displays standard D2K menus, screens, and prompts. Your system may be customized to meet your company’s needs. Therefore, your menus, screens, and prompts may not look the same. We provide a space called “Accessing the function” with each procedure in this guide. This space is for you to write in your system’s menu path to each function. Example: Use the boxes below to write your menu path to the AGE.AR function.

DIST-2000 GA AR AR.RPTS AGE.AR


D2K

Preface

4

How to Use the User’s Guide, Continued

The learning environment

To help you learn the contents of this guide, your System Administrator will

• provide a place where you can work without interruption • follow your progress • assist when difficulties arise, and • clarify the content when you need further explanation.

Review chapter objectives

Your first step in completing this guide is to review the objectives displayed in each chapter’s overview. If the material the objectives cover seems unfamiliar, assume that you need to study the entire chapter’s content.

Knowledge checks

This User’s Guide provides knowledge checks at the end of each chapter, that will assess your learning of general ledger concepts. Answers to the knowledge check are found on the pages following the questions. Responding to the knowledge checks helps you evaluate your learning. Review the text if you have trouble answering the questions correctly. Proceed at a comfortable rate. If you reach your limit of concentration, stop at a natural division in the text so that you can continue later without difficulty.

Completion time

The time you need to complete this guide depends on your previous experience with the concepts, and on the pace you set for your learning. The average time estimate for completion of this guide is 3 to 4 hours.

Introduction 1-1

Chapter 1

Introduction

Overview

Introduction D2K provides you with software that increases your productivity and gives

you tools to automate the tasks of operating a business.

Purpose The purpose of this chapter is to introduce you to the General Ledger (GL)

module. You will learn about the features and benefits of using the D2K GL, and the various types of reports that may be produced.

Objectives Upon completion of this chapter, you will be able to

• define General Ledger • describe the features and benefits of using General Ledger • describe the General Ledger process, and • describe the D2K system integration.

Note Financial statements and allocations are not covered in this User’s Guide.

Please refer to the Advanced General Ledger User’s Guide for detailed information on these processes.

1-2 Introduction

What is the General Ledger?

Definition D2K General Ledger (GL)is a module that provides up-to-date financial

information through its interaction with the Accounts Receivable, Accounts Payable, Purchasing, Inventory and Sales modules. Extensive reporting and inquiry capabilities allow for control over any financial situation and provide the environment for effective management planning and financial forecasting.

Background The General Ledger module was designed to meet the following objectives:

• increase efficiency and accuracy through a fully integrated system

• offer a flexible framework to meet the needs of various business environments

• support multiple companies with user-defined fiscal periods

• allow custom designed financial statements

• provide maximum versatility through a flexible chart of accounts

• maintain a detailed audit trail from the summarized financial data to the source of entry, and

• structure financial reporting to meet both internal management requirements and external financial reporting needs.

Example 1 A-1 Distributors, Inc. sells heating and air conditioning replacement parts.

A-1 purchases their stock from vendors that manufacture heating and air conditioning systems. When purchasing from their vendors, A-1 uses the D2K Purchasing and Accounts Payable modules to create purchase orders, track receipts, and make payments to the vendors. With the addition of the GL module, A-1’s financial reports are updated as changes are made through the Purchasing and AP modules.


Introduction 1-3

What is the General Ledger?, Continued

Example 2 Superior Packaging is a privately owned corporation that sells custom

packaging equipment. Superior’s Board of Directors is currently debating going public, selling 40% of the business to investors. Superior Packaging’s General Ledger module is installed. At any point in time, their Balance Sheet and Profit and Loss statements reflect exactly what is owed, the net worth of the corporation, and the projected year end profits.

Example 3 Kusin’s Kasuals, Inc. sells button and trim for designer garments. Being a

very seasonal business, Kusin’s must often rely on loans from the bank based on their Accounts Receivable. With the installation of the GL module, Kusin’s can print a current Balance Sheet for the bank upon request.

1-4 Introduction

Features and Benefits

Introduction Tracking all of your accounting entries can be a time consuming task. Totals

from your Accounts Receivable, Accounts Payable, Inventory, Sales, Purchasing, and Payroll must be entered into your journal. These totals must then be carried forward in order to produce financial statements and reports.

Features and benefits

There are many features and benefits to using the D2K General Ledger (GL) module. Some of them are:

Feature Benefits

Company Maintenance

Supports multiple companies and allows customized fiscal periods for posting and reporting.

Chart of Accounts Flexible account number meets the needs of the user. Chart of accounts maintenance provides the ability to duplicate a chart by account number by portion of the account number or from one company to another.

Budgets Provides multiple ways to enter budgets making it more flexible to the user.

Processing Provides the ability to: • use various types of journal entries including general

journal, recurring and automatic reversing entries

• post to multiple fiscal periods

• display or print audit reports, and

• reopen closed periods.


Introduction 1-5

Features and Benefits, Continued

Features and benefits (continued)

Feature Benefits Financial Reporting

Allows user defined formats.

Inquiries Provides easy access to general ledger transaction activity.

Reports Provides detail or summary transaction activity. Payroll Interface Automatic update of D2K Payroll data from a personal

computer to the General Ledger through the Payroll to GL Upload application (optional feature)

1-6 Introduction

Figure 1-1. The General Ledger Process.

Entries fromInterfacingmodules

Enter journalentries

Did youenter recurring

journals?

Release therecurring entries

Update allentries

Did theupdate detect

errors?

Correct theerrors

Close the fiscalperiod

Do you wishto reopen the period(s)

to make additionalentries?

Reopen thefiscal period(s)

Calculate datafor financialstatements

Print financialstatements

Close the fiscalyear

Yes No

YesNo

Yes No

Introduction 1-7

The General Ledger Process

Description The General Ledger process begins with all of the D2K modules that

interface directly into the General Ledger module. These entries, along with those you may enter directly through the JRNLS function to the General Ledger, provide the basis of the General Ledger module. The GL process includes many types of audit reports, closing and reopening of periods and various types of financial reporting capabilities.

Illustration Figure 1-1 is an illustration showing the General Ledger Process.

Process The table below describes the flow of the General Ledger module.

Stage Description 1 User enters journal entries.

Note: If any journals were suspended during the initial entry, the user must re-access those entries in order to balance the journal.

2 If the user created recurring journal entries, the user releases the recurring entries in order to create the postings for the identified period.

3 User updates (posts) all transactions. Note: All transactions processed, including those from other D2K applications to the General Ledger are updated.

4 If the update results in any errors, user reviews the audit report supplied and makes corrections. Note: User re-runs the update.

5 User closes the fiscal period. 6 If more entries need to be made to the closed period, user reopens

the period and makes the necessary entries. Note: User posts entries and re-runs the fiscal period close.

7 User calculates data in order to update balances for the financial statements.


1-8 Introduction

The General Ledger Process, Continued

Process (continued)

Stage Description 8 User prints financial statements. 9 At year end, user closes the fiscal year in order to generate the

year end closing journal, closing all income and expense accounts for the fiscal year to the balance sheet.

Introduction 1-9

Figure 1-2. General Ledger System Integration.

Inventory Control

Accounts Receivable

GeneralLedger

Purchasing Sales Functions

Accounts Payable

Journal Entries

General LedgerYear-to-DateAdjustments

PayrollInterface

1-10 Introduction

System Integration

Introduction The majority of transactions affecting the General Ledger will be created

through the integration of the modules into the general ledger. Note: This assumes that these other modules are enabled on your system.

Illustration Figure 1-2 is an illustration showing the General Ledger System Integration.

This is the flow of transactions from other D2K modules, and those made manually in the General Ledger module, to the General Ledger.

Learning advice

Only items updated through the posting function will display in account balances on financial statements. Please refer to Chapter 3, Section B, Posting to the General Ledger, for more information on posting entries.

Modules and descriptions

The following table, in conjunction with Figure 1-2, describes the system integration of the D2K modules into the General Ledger. The journal entries and the general ledger year to date adjustments are entered through the JRNLS function in the General Ledger module.

Module Description

Accounts Receivable Accounts receivable usually represents a significant portion of a company’s assets, and its effective management is a primary organizational concern. The goal of the Accounts Receivable module (AR) is to increase cash flow through the timely collection of cash, and management of accounts receivable.

Accounts Payable The main goal of the Accounts Payable module (AP) is to effectively manage the distribution of funds. This involves the tracking of payables and distribution of funds.


Introduction 1-11

System Integration, Continued

Modules and descriptions (continued)

Module Description Inventory Control The Inventory Control module (IVC) tracks the asset

management of inventory. Purchasing The Purchase Management module (PUM) tracks the

receiving of inventory to the business. Sales Functions The Sales Analysis Module (SA) tracks the invoicing

of merchandise to customers which creates the receivable and relieves the inventory.

General Ledger The General Ledger captures all postings from the other D2K modules, providing the ability to produce financial statements. The GL module also allows the direct entry of journal postings.

Payroll Interface The Payroll Interface allows payroll figures entered on an outside payroll system to be uploaded to the General Ledger.

1-12 Introduction

Knowledge Check

Directions Answer the following questions. This knowledge check is based on the

objectives stated in the beginning of this chapter.

Question 1 Which statement best describes the General Ledger module?

a. A module that facilitates accounting entries and financial reporting. b. A module that provides up-to-date financial information through its

interaction with the Accounts Receivable, Accounts Payable, Purchasing, Inventory and Sales modules.

c. A module whose main goal is to effectively manage the distribution of funds.

d. b. and c. above. e. none of the above.

Question 2 Which of the following is not a benefit of the D2K General Ledger module?

a. Allows customized fiscal periods for posting and reporting. b. Provides a quick means to duplicate a chart by account number segment

or from one company to another. c. Allows postings to multiple fiscal periods. d. Provides multiple ways to enter budgets including: even annual amount

spread, manual distribution, as a percentage of another budget account, using a budget spread code.

e. none of the above.

Question 3 Which of the following modules interface into the General Ledger?

a. Accounts Receivable. b. Accounts Payable. c. Sales. d. a. and c. above. e. all of the above.


Introduction 1-13

Knowledge Check, Continued

What’s next? Compare your answers to the ones provided on the next page.

The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.

1-14 Introduction

Knowledge Check Answers

Answer 1 Which statement best describes the General Ledger module?

b. A module that provides up-to-date financial information through its

interaction with the Accounts Receivable, Accounts Payable, Purchasing, Inventory and Sales modules.

Answer 2 Which of the following is not a benefit of the D2K General Ledger module?

e. none of the above.

Answer 3 Which of the following modules interface into the General Ledger?

e. all of the above.

Setup and Maintenance 2 -1

Chapter 2

Setup and Maintenance

Overview

Introduction In order to process in the General Ledger module, certain set up and

maintenance must be performed. If this is a brand new setup, some of this may be completed by your D2K Customer Care Consultant with input from your System Administrator.

Purpose The purpose of this chapter is to familiarize you with Company Maintenance,

Source Code, and Chart of Account Maintenance.

In this chapter This chapter contains the following sections:

Topic… See Section… Company Maintenance A Source Code and Account Maintenance B


• maintain GL companies • maintain fiscal periods • maintain year end closing accounts • display company information • create and maintain source codes • display and print source codes • create and maintain Chart of Accounts, and • print a Chart of Accounts listing.

Company Maintenance 2-A-1

Section A

Company Maintenance

Overview

Introduction General Ledger company name, general information, fiscal periods and year

end closing accounts may be set up and maintained through the function GL.COMPANY.MAINT.

Purpose The purpose of this section is to familiarize you with the setup and

maintenance features of the General Ledger Company Maintenance.

Objectives Upon completion of this section, you will be able to

• maintain GL companies • maintain fiscal periods • maintain year end closing accounts, and • display company information.

2-A-2 Company Maintenance

Figure 2-A-1. The Process of Setting Up a General Ledger Company.

GL.COMPANY.MAINT

GeneralInformation

Fiscal PeriodInformation

Year-EndClosingAccounts


The Process of Setting Up a General Ledger Company

Introduction The General Ledger Company Maintenance is created by your D2K Customer

Care Consultant with input from your System Administrator.

Learning advice

Although this information is initially input by your D2K Customer Care Consultant, you may access the information in order to add fiscal periods after the year end closing is performed. You should seek the assistance of your Customer Care Consultant before making changes to this function. Note: Automatic postings from all modules will default to a single company only. If more than one company is set up on the GL, it is only accessible using journal entries.

Illustration Figure 2-A-1 is an illustration showing the process of setting up a General

Ledger company.

Process The table below describes the process of setting up a General Ledger

company.

Stage Description 1 D2K Customer Care Consultant accesses the function

GL.COMPANY.MAINT. 2 Customer Care Consultant accesses the General Information

screen and adds the name and address information for the company.

3 Customer Care Consultant accesses the Fiscal Period Information screen and adds the fiscal period information for the company.

4 Customer Care Consultant accesses the Year end Closing Accounts screen and adds the closing account information for the company.


The GL.COMPANY.MAINT Function

Description The GL.COMPANY.MAINT function is composed of three screens. The

main screen offers the user the ability to identify which company and which section to access.

Screens The GL.COMPANY.MAINT function allows access to the following screens:

Screen Description General Information General descriptive information on the

company, including name and address, and key processing dates.

Fiscal Period Information User defined fiscal period opening and closing dates.

Year end Closing Accounts Account information used for the fiscal year closing function.

Audit reports and inquiries

The following audit reports and inquiries may be accessed in order to audit information entered in GL.COMPANY.MAINT. • GL.COMPANY.INQ • PRINT.GL.COMPANY, and • SHOW.PERIOD.STATUS.


Figure 2-A-2. The General Information Screen (GL.COMPANY.MAINT).

GL.COMPANY.MAINT - General Information Screen "CHG" Mode

Company Number 01

02 Name D2K DISTRIBUTION SERVICES 03 Street Address 1 D2K BLVD 04 City ROSELAND 05 State NJ 06 Zip Code 07068 07 Telephone 08 Fed Withholding ID 09 State Withholding

Last Posting Date 03-27-YY Last Statement Calc Period YY-03 Last Calc Alloc Codes Date Last Calc Alloc Codes Per Last Rec Jrnl Rel Period YY-04 Last YE Journal Period Last Period Closed YY-04 Last Purge Option Used

Change Which Field, END, TOP, \P ..........


The General Information Screen (GL.COMPANY.MAINT)

Description The first screen of GL.COMPANY.MAINT includes general information,

including the name and address of the company which are required. This screen also includes key information updated by various General Ledger functions, such as the last posting date, last period closed and last statement calculation period.

Illustration Figure 2-A-2 is an illustration showing the General Information Screen of

GL.COMPANY.MAINT.

Fields and descriptions

The table below describes the key fields (in bold text) from the General Information Screen of GL.COMPANY.MAINT.

Field Description

Last Posting Date The last time the posting function was run. Last Statement Calc Period

The last fiscal period in which statements were run.

Last Calc Alloc Codes Date

The last time allocations were automatically calculated.

Last Calc Alloc Codes Per

The last fiscal period in which allocations were automatically calculated.

Last Rec Jrnl Rel Period

The last fiscal period in which recurring journals were released for a company.

Last YE Journal Period

The last fiscal period for which a year end journal was generated.

Last Period Closed

The last fiscal period closed.

Last Purge Option Used

The last function which was purged and the last fiscal period purged for this program.


Figure 2-A-3 The Fiscal Period Information Screen (GL.COMPANY.MAINT).

GL.COMPANY.MAINT - Fiscal Period Information Screen "CHG" Mode Company Number 01 D2K DISTRIBUTION SERVICES Fiscal Periods 03 Start 04 End 05 06 Post IT Alloc Date Date Per Qtr Seq Seq Flag Status .01) 10-01-YY 10-31-YY YY-01 1 Closed .02) 11-01-YY 11-30-YY YY-02 1 Closed .03) 12-01-YY 12-31-YY YY-03 1 Closed .04) 01-01-YY 01-31-YY YY-04 2 Closed .05) 02-01-YY 02-29-YY YY-05 2 Closed .06) 03-01-YY 03-31-YY YY-06 2 Closed .07) 04-01-YY 04-30-YY YY-07 3 Closed .08) 05-01-YY 05-31-YY YY-08 3 Closed .09) 06-01-YY 06-30-YY YY-09 3 Closed .10) 07-01-YY 07-31-YY YY-10 4 Limited .11) 08-01-YY 08-31-YY YY-11 4 Closed .12) 09-01-YY 09-30-YY YY-12 4 Closed 13) 09-30-YY 09-30-YY YY-13 4 Reopened Entries 179 Change Which Field, END, TOP, \P ........


The Fiscal Period Information Screen (GL.COMPANY.MAINT)

Introduction The Fiscal Period Information screen of GL.COMPANY.MAINT allows you

to establish customized fiscal periods for posting and reporting purposes.

Learning advice

A fiscal year normally consists of fourteen periods. The first 12 periods are for 12 months of the fiscal year. The 13th period is used to make adjusting entries to the year end before running the fiscal year close. The 14th period is used by the year end process to close the profit and loss accounts to the balance sheet. Note: It is possible to have up to 52 fiscal periods. Example: A company using weekly periods, will have 52 fiscal periods. A company using a 4, 4, 5 week format may have 15 periods consisting of 13 months plus two months for adjusting and closing journal entries.

Illustration Figure 2-A-3 is an illustration showing the Fiscal Period Information screen

of GL.COMPANY.MAINT.


The table below describes the key fields (in bold text) from the Fiscal Period Information screen of GL.COMPANY.MAINT.

Field Description

Start Date The beginning date of a fiscal period. End Date The ending date of a fiscal period. Per The fiscal year (YY) and fiscal period (PP). The

format is YY-PP. Example: If this was the fourth month of fiscal year 1998, the entry would be 98-04.

Qtr The fiscal quarter which includes the fiscal period. Post Seq The sequence number of the last posting performed for

a fiscal period by the GL.POST function.



The Fiscal Period Information Screen (GL.COMPANY.MAINT), Continued

Fields and descriptions (continued)

Field Description IT Seq The last sequence number assigned to a General Ledger

Transaction (GLT) created for summarized Inventory Transactions (IT) for a fiscal period in the general ledger posting function. Note: For more information on GLT and IT, refer to the topic “System Integration” in Chapter 3/Section B.

Alloc Flag A flag indicating whether allocations have been calculated for a fiscal period. Values include: • A - ALLOCS has been run • R - REVERSE.ALLOCS has been run, or • Null - neither ALLOCS or REVERSE.ALLOCS has

been run. Note: For more information on allocations, refer to the Advanced General Ledger User’s Guide.

Status A flag indicating whether a fiscal period is open or has been closed. Values include:

Code Description Null the period is open. C the period is closed. R the period has been reopened

with access allowed to all users.

L the period has been reopened with access limited to selected users.


Adding Fiscal Periods For a Company (GL.COMPANY.MAINT)

Introduction You may access the Fiscal Period Information screen of

GL.COMPANY.MAINT in order to add fiscal periods.

When to use You will need to add fiscal periods before starting new year. Normally, you

will be adding fiscal periods at least one year in the future. Note: Please consult with your D2K Customer Care Consultant if you have questions about the fiscal period setup of your account.

Rule Do not change fiscal periods for current or past periods. This will cause

system out-of-balance errors. Future periods may be changed with the guidance of your D2K Customer Care Consultant.

Accessing the function

Use the boxes below to write your menu path to the GL.COMPANY.MAINT function.

Procedure Complete the steps in the table below in order to add fiscal periods.

Step Action 1 Access the function GL.COMPANY.MAINT.

Result: The prompt “Enter the Company Number” displays.

2 Type the company number press [Enter]. Result: The prompt “Enter the Sub Section" displays.



Adding Fiscal Periods For a Company (GL.COMPANY.MAINT), Continued

Procedure (continued)

Step Action 3 Type 2 to access the Fiscal Period Information Screen and press

[Enter]. Result: The Command Line “Change Which Field, END, TOP” displays.

4 Type F and press [Enter], repeating until you are at the last page of the screen.

Adding the Fiscal Periods

Note: Depending on your software release level, the following prompts may appear in a different sequence.

5 Type the field number you wish to add and press [Enter]. Example: Type 3.15 press [Enter] to add a period in field 15. Result: The prompt “Enter the Starting Date for the Period” displays.

6 Type the starting date and press [Enter]. Result: The prompt “Enter the Ending Date for the Period” displays.

7 Type the ending date and press [Enter]. Result: The prompt “Enter the Fiscal Period (YY-PP)” displays.

8 Type the fiscal period and press [Enter].. Example: Type 99-12 and press [Enter] for the 12th period of fiscal year 99. Result: The prompt “Enter the Quarter in which this Period belongs” displays.



Adding Fiscal Periods For a Company (GL.COMPANY.MAINT), Continued


Step Action 9 Type the quarter (1-4) and press [Enter].

Result: The prompt “Enter the Starting Date for the Period” displays.

10 Do you want to add another period? If yes, return to Step 6. If no, type END and press [Enter]. Result: You are returned to the first page of the screen. The Command Line “Change Which Field, END,TOP” displays.

11 Type END and press [Enter]. Result: The prompt “Enter Sub Section to Process, TOP, END” displays.

12 Type END and press [Enter]. Note: The screen will validate that the periods and their dates are in ascending sequence. An error message will display if the dates are out of sequence. You must correct any dates in error before you can exit the function. Result: The prompt “Enter the company number” displays.

13 Type END and press [Enter]. Result: The function is exited and you are returned to a menu.


Figure 2-A-4. The Year end Closing Accounts Screen (GL.COMPANY.MAINT).

GL.COMPANY.MAINT - Year-End Closing Accounts Screen "CHG" Mode

Company Number 01 D2K DISTRIBUTION SERVICES

03 Controlling Segment 04 Starting P&L Account 01-01-3100 05 Ending P&L Account 01-01-8300 06 Closing Account 01-01-2840

Change Which Field, END, TOP, \P ..........


The Year End Closing Accounts Screen (GL.COMPANY.MAINT)

Description The Year End Closing Accounts screen of GL.COMPANY.MAINT allows

you to establish year end closing accounts for use during the year end close routine.

Illustration Figure 2-A-4 is an illustration showing the Year End Closing Accounts screen

of GL.COMPANY.MAINT.


The table below describes the key fields (in bold text) from the Year End Closing Accounts screen of GL.COMPANY.MAINT.

Field Description

Controlling Segment

The portion of the account number by which year end closings are controlled. This can be left blank for the company number, or is commonly the division number segment. Note: If a controlling segment is chosen, an XX will display in its place on the account number.

Starting P&L Account

The first sequential profit and loss account for a company, used by the year end closing function when generating year end closing entries. Note: During the year end process, all of the balances in the profit and loss account types are offset to an account specified on the balance sheet. This account is known as the closing account.

Ending P&L Account

The last sequential profit and loss account for a company, used by the year end closing function when generating year end closing entries. Note: This is often a 999X account.

Closing Account The retained earnings account on the balance sheet. The year end closing function posts to this account when generating the year end closing entries.


Figure 2-A-5. The SHOW.PERIOD.STATUS Function.

SHOW.PERIOD.STATUS D2K DISTRIBUTION SERVICES Page 1 13:55:59 11 APR 19YY Acct ict Process 60040 Fiscal Period Status Listing Co Fiscal Period Logon Accounts Nbr Period Status with Open Access --- ------ ------ ---------------- 01 D2K DISTRIBUTION SERVICES YY-01 Limited Access ict YY-02 Closed YY-03 Closed YY-04 Closed ALL YY-05 Open ALL YY-06 Open ALL YY-07 Reopened ALL YY-08 Reopened ALL YY-09 Closed ALL YY-10 Limited Access ict train YY-11 Open ALL YY-12 Open ALL YY-13 Open ALL YY-01 Open ALL Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F1.


The SHOW.PERIOD.STATUS Function

Description The SHOW.PERIOD.STATUS function displays or prints fiscal period status

information.

Illustration Figure 2-A-5 is an illustration showing the SHOW.PERIOD.STATUS screen

display.


The table below describes the key fields (in bold text) from SHOW.PERIOD.STATUS.

Field Description

Fiscal Period The fiscal year (YY) and fiscal period (PP). The format is YY-PP.

Period Status A status indicating whether a period is closed or open to further transactions. Values include:

Status Description Open The period has never been closed in the

function CLOSE.PERIOD. General ledger transactions can be entered and posted.

Reopened The period has been closed in the function CLOSE.PERIOD then reopened for all users in the function REOPEN.PERIOD. General Ledger transactions can be entered and posted.

Limited The period has been closed in the function. CLOSE.PERIOD then reopened for selected users in the function REOPEN.PERIOD. Only the selected users entered during REOPEN.PERIOD can enter or post general ledger transactions.

Closed The period has been closed in the function CLOSE.PERIOD. No General Ledger transactions can be entered or posted.



The SHOW.PERIOD.STATUS Function, Continued


Field Description Logon Accounts with Open Access

User IDs that may still enter or post transactions to the period. Example: In Figure 2-A-5, user “ict” may enter or post transactions to period YY-01.


Knowledge Check


objectives stated in the beginning of this section.

Question 1 Match the screen, from GL.COMPANY.MAINT, on the left with the

description on the right, by placing the appropriate letter in the column provided.

a-c Screen Description

Year End Closing Accounts

a. Contains general information, including the name and address of the company. This screen also includes key information updated by various GL functions, such as the last posting date, last period closed and last statement calculation period.

General Information b. Contains the fiscal periods established and accessible to a particular company.

Fiscal Period Information

c. Contains the starting P&L account, ending P&L account and the balance sheet closing account for year end purposes.

Question 2 is the function used to display fiscal periods.

Question 3 Why would you need to add fiscal periods in the general ledger?




Question 4 Match the status of the periods, from GL.COMPANY.MAINT, on the left

with the description on the right, by placing the appropriate letter in the column provided.

a-c Screen Description

Reopened a. The period has never been closed in the function CLOSE.PERIOD. General ledger transactions can be entered and posted.

Open b. The period has been closed in the function CLOSE.PERIOD. General ledger transactions can not be entered or posted.

Limited c. The period has been closed in the function CLOSE.PERIOD, then reopened for all users in the function REOPEN.PERIOD. General ledger transactions can be entered and posted.

Closed d. The period has been closed in the function CLOSE.PERIOD, then reopened for selected users in the function REOPEN.PERIOD. Only those selected users can enter and post general ledger transactions.

Question 5 is the function used to display fiscal periods.


The information in this section provides a foundation for other sections within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Match the screen, from GL.COMPANY.MAINT, on the left with the

description on the right, by placing the appropriate letter in the column provided.

a-c Screen Description c Year End Closing

Accounts a. Contains general information,

including the name and address of the company. This screen also includes key information updated by various GL functions, such as the last posting date, last period closed and last statement calculation period.

a General Information b. Contains the fiscal periods established and accessible to a particular company.

b Fiscal Period Information

c. Contains the starting P&L account, ending P&L account and the balance sheet closing account for year end purposes.

Answer 2 SHOW.PERIOD.STATUS is the function used to display fiscal periods.

Answer 3 Why would you need to add fiscal periods in the general ledger?

You will need to add fiscal periods before starting a new year. Normally, you will be adding fiscal periods at least one year in the future.



Knowledge Check Answers, Continued

Question 4 Match the status of the periods, from GL.COMPANY.MAINT, on the left with the description on the right, by placing the appropriate letter in the column provided.

a-c Screen Description c Reopened a. The period has never been closed in the

function CLOSE.PERIOD. General ledger transactions can be entered and posted.

a Open b. The period has been closed in the function CLOSE.PERIOD. General ledger transactions can not be entered or posted.

d Limited c. The period has been closed in the function CLOSE.PERIOD, then reopened for all users in the function REOPEN.PERIOD. General ledger transactions can be entered and posted.

b Closed d. The period has been closed in the function CLOSE.PERIOD then reopened for selected users in the function REOPEN.PERIOD. Only those selected users can enter and post general ledger transactions.

Answer 5 SHOW.PERIOD.STATUS is the function used to display fiscal periods.

Source Code and Account Maintenance 2-B-1

Section B

Source Code and Account Maintenance

Overview

Introduction Source code and account maintenance offer ways to customize the standard

source code file and standard chart of accounts to fit your company’s specific needs.

Purpose The purpose of this section is to familiarize you with Source Code and Chart

of Account Maintenance.


• create and maintain source codes • display and print source codes • create and maintain Chart of Accounts, and • display and print a Chart of Accounts listing.

2-B-2 Source Code and Account Maintenance

Figure 2-B-1. The SHOW.GL.SOURCE.CODES Function. SHOW.GL.SOURCE.CODES Page 1 10:50:51 28 JAN 19YY Acct ict Process 60030 GL Source Codes Source Description System Code Reserved AC Accounting Cost Change S ACRL Accruals S AL Allocations S AP Accounts Payable S APAJ AP Adjustments S APDV AP Interdivisional Posting S ARAJ A/R Adjustments S CM Credit Memos S COGV Cost Override Variance S CR Cash Receipts S CS Cash Sales S DS Direct Shipments S FC Finance Charges S GJ GENERAL JOURNAL IT Inventory Transactions S NIR Non-Inventory Return S OBS Obsolete Inventory S PDAP Paid Accounts Payable S PO Purchase Order Receipts S PR Payroll S REC Recurring Entries S RVAL Reverse Allocations S RVSL Accrual Reversals S SL Sales S WC Work Order Closings S XX MISC YE Year End Entries S YTD Year-To-Date Adjustments S


The GL.SOURCE.CODES Function

Description The General Ledger module includes many standard source codes that

identify the types of transactions that interface from other D2K applications. Source codes may also be added to identify journal entries made by the user in the General Ledger module. Example: APAJ is standard source code used to identify adjustments made through the Accounts Payable module.

Learning advice

When entering journal entries through the General Ledger module, you may not use any source code marked as System Reserved for D2K applications. In order to identify special entries made through the General Ledger, you may create your own source codes by accessing the GL.SOURCE.CODES function. Example: GJ may be created for general journal entries.

Illustration Figure 2-B-1 is an illustration showing the SHOW.GL.SOURCE.CODES

function. Note: Items marked by “S” in the column labeled “System Reserved” cannot be used in the JRNLS function.

Audit report The SHOW.GL.SOURCE.CODES function allows the display or printing of

source codes.


Adding Source Codes (GL.SOURCE.CODES)

Introduction You may access the GL.SOURCE.CODES function in order to add source

codes that will be accessible through the General Ledger module.


Use the boxes below to write your menu path to the GL.SOURCE.CODES function.

Procedure Complete the steps in the table below to add general ledger source codes.

Step Action 1 Access the function GL.SOURCE.CODES.

Result: The prompt “Enter the Source Code” displays.

2 Type in the new source code and press [Enter]. Result: The prompt “Enter the Source Code Description” displays.

3 Type the description and press [Enter]. Result: The Command Line “Change Which Field, END, TOP” displays.

4 Type END and press [Enter] to file the entry. Result: The prompt “Enter the Source Code” displays.

5 Do you want to make another entry? If yes, go to Step 2. If no, type END and press [Enter] exit the function and return to a menu.


Figure 2-B-2. The GL.COA.MAINT function.

GL.COA.MAINT - Create, Maintain GL Chart of Accounts "CHG" Mode 01 Account Number 01-01-5245 02 Description Holiday Entertainment 06 Inactive Date 01-10-XX 03 Record Type D 07 Allocation Flag N 04 Balance Type D 05 AP Type Code 2 Payable Expense 08 Valid Source Codes Entries 0 .01) .02) .03) .04) .05) .06) .07) .08) Change Which Field, END, TOP, \P, (A)llocation Data .........


The GL.COA.MAINT Function

Description The GL.COA.MAINT function allows the creation and maintenance of the

general ledger chart of accounts.

Illustrations Figure 2-B-2 is an illustration showing the GL.COA.MAINT function.


The table below describes the key fields (in bold text) in the GL.COA.MAINT function.

Field Description

Account Number A two- to six-segmented number that identifies each account in the chart of accounts. Note: The format for your account number is established by your D2K Customer Care Consultant with input from your System Administrator.

Description The name of the account. Record Type A code indicating the type of chart of accounts record.

Valid codes include:

Code Description D Used to indicate detail accounts that

accept posting. H Used to indicate header accounts used

for titles. Note: You may not make entries to header type accounts.

Balance Type A code that indicates an account's normal balance. Valid

codes include:

Code Description D Debit C Credit



The GL.COA.MAINT Function, Continued


Field Description AP Type Code A code indicating the type(s) of accounts payable

transaction (if any) that can be posted to a general ledger account.

Code Description 1 Only inventory expense transactions can

be posted to this account.

2 Only payable expense transactions can be posted to this account.

3 Only cash and cash discount transactions can be posted to this account.

4 Only payable or offset account transactions can be posted to this account.

Null Any AP type code transaction can be posted to this account.

Note: This is not a required entry

Inactive Date A starting date that identifies that an account may no longer be used for posting. Note: This date must be equal to, or greater than today.

Valid Source Codes

A code indicating the type of transaction that can be posted to an account. Example: If AR is the only valid source code, an entry made in the MISC.PAYABLE function (in the Accounts Payable module) will not be permitted to this account. Note: This is not a required entry. If this field is left blank, all functions may post to this account.

Audit reports The following audit reports may be accessed.

• SHOW.GL.COA - a listing of the entire chart of accounts. • LIST.GL.COA.AUDIT - a listing of accounts where additions and

changes have been made.


Adding Chart of Accounts

Introduction If you choose to utilize the standard General Ledger Chart of Accounts, or

convert a custom chart of accounts from another general ledger system, you may make additions or changes to this file. If you want to completely customize your chart of accounts, all of your account numbers must be added before you can post from any D2K application, or make journal entries through the General Ledger module.


Use the boxes below to write your menu path to the GL.COA.MAINT function.

Procedure Complete the steps in the table below to add or change a general ledger

account number.

Step Action 1 Access the function GL.COA.MAINT.

Note: If you have multiple companies, the prompt, “Enter the Company Number” displays. Type the company number and press [Enter]. Result: Depending on your company setup, you are prompted to enter portions of your cart of accounts number.

2 Following the prompts on the screen, type the account number by entering the segments as requested. Result: The prompt “Enter the Account Description” displays.



Adding Chart of Accounts, Continued


Step Action 3 Type the account description and press [Enter].

Result: The prompt “Enter the Record Type” displays.

4 Type the record type and press [Enter]. 5 Was the record type entered a D for a detail type account?

If yes, go to Step 6. Result: The prompt “Enter the Normal Balance Type” displays. If no, go to Step 8.

6 Type the balance type and press [Enter]. Result: The prompt “Enter the AP Type Code” displays.

7 Type the AP type and press [Enter] or press [Enter] to skip this entry. Result: The Command Line “Change Which Field, END, TOP” displays.

8 Type END and press [Enter] to file this account. Result: The “Enter the Division Number” prompt displays.

9 Do you want to add additional account numbers? If yes, return to Step 2. If no, type END and press [Enter] to exit the function.


Figure 2-B-3. The SHOW.GL.COA Inquiry

SHOW.GL.COA Page 1 10:00:55 28 JAN YYYY Acct ict Process 60030 Chart of Accounts for Company 01 D2K DISTRIBUTION SERVICES CR-DB A/P Alloc Inactive Account Number Description Balance Type Flag Date --------------- ----------------------- ------- ---- ----- -------- ASSETS [01-01-1000] CURRENT ASSETS [01-01-1001] 01-01-1110 Cash on Hand D 3 01-01-1120 Cash in Bank D 3 01-01-1130 Petty Cash D 3 01-01-1150 Gains/Losses Account D 01-01-1200 Accounts Receivable D 01-01-1210 Allow for Doubtful Accts C 01-01-1220 A/R Unapplied Cash D 01-01-1300 Notes Receivable D 01-01-1400 Inventory - stock D 2 01-01-1420 Inventory In Transit D 01-01-1430 Inv Lost In Transit D 10-31-YY 01-01-1440 Damaged Inventory Returns D 01-01-1500 Prepaid Insurance D 2 01-01-1510 Prepaid Interest D 2 01-01-1530 Other Current Assets D FIXED ASSETS [01-01-1600] 01-01-1610 Land D 01-01-1615 Accum Amortization C 01-01-1620 Land Improvements D 01-01-1630 Building D 01-01-1640 Accum. Depreciation Build C 01-01-YY 01-01-1700 Furniture & Fixtures D 01-01-1705 Accum.Dep. Furn. & Fix C 01-01-1720 Automobiles D 01-01-1725 Accum. Depreciation Auto C 01-01-1730 Delivery Vehicles D OTHER ASSETS [01-01-1900] 01-01-1910 Deposits D 3 01-01-1920 Loans Receivable D 01-01-1930 Investments D LIABILITIES & EQUITY [01-01-2000] CURRENT LIABILITIES [01-01-2001] 01-01-2100 Accounts Payable C 4 01-01-2110 PO Clearing C 4


The SHOW.GL.COA Function

Description The SHOW.GL.COA function prints or displays the chart of accounts.

Illustration Figure 2-B-3 is an illustration showing the SHOW.GL.COA inquiry.


The table below describes the key fields (in bold text) in the SHOW.GL.COA function.

Field Description

Account Number A two- to six-segmented number that identifies each account in the chart of accounts. Note: The format for your account number is established by your D2K Customer Care Consultant with input from your System Administrator.

Description The name of the account. CR-DB Balance A code that indicates an account's normal balance. Valid

codes include:

Code Description D Debit C Credit



The SHOW.GL.COA Function, Continued


Field Description A/P Type A code indicating the type(s) of accounts payable

transaction (if any) that can be posted to a general ledger account.

Code Description 1 Only inventory expense transactions can

be posted to this account.

2 Only payable expense transactions can be posted to this account.

3 Only cash and cash discount transactions can be posted to this account.

4 Only payable or offset account transactions can be posted to this account.

Null Any AP type code transaction can be posted to this account.

Inactive Date A starting date that identifies that an account may no

longer be used for posting. Note: This date must be equal to, or greater than today.


Knowledge Check



Question 1 is the function used to create new source codes.

Question 2

Does the Notes Receivable account normally have a debit or credit balance in the chart of accounts displayed on Figure 2-B-3?

Question 3

Which account cannot accept entries after October 31, YYYY in the chart of accounts displayed on Figure 2-B-3?

Question 4 Identify the accounts with AP types of “4” in the chart of accounts displayed

on Figure 2-B-3?

Question 5 Match the four AP Type codes that may be entered in the GL.COA.MAINT

function., on the left with the description on the right, by placing the appropriate letter in the column provided.

a-d AP Type Description

1 a. Only payable expense transactions can be posted 2 b. Only payable or offset account transactions can be

posted. 3 c. Only cash and cash discount transactions can be

posted. 4 d. Only inventory expense transactions can be posted.





The information in this section provides a foundation for other sections within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 GL.SOURCE.CODES is the function used to create new source codes.

Answer 2

Does the Notes Receivable account normally have a debit or credit balance in the chart of accounts displayed on Figure 2-B-3? D or Debit balance

Answer 3

Which account cannot accept entries after October 31, YYYY in the chart of accounts displayed on Figure 2-B-3? 01-01-1430 Inv Lost In Transit

Answer 4 Identify the accounts with AP types of “4” in the chart of accounts displayed

on Figure 2-B-3? 01-01-2100 Accounts Payable 01-01-2110 PO Clearing

Answer 5 Match the four AP Type codes that may be entered in the GL.COA.MAINT

function., on the left with the description on the right, by placing the appropriate letter in the column provided.

a-d AP Type Description d 1 a. Only payable expense transactions can be posted a 2 b. Only payable or offset account transactions can be

posted. c 3 c. Only cash and cash discount transactions can be

posted. b 4 d. Only inventory expense transactions can be posted.

Key Entry and Posting Functions 3-1

Chapter 3

Key Entry and Posting Functions

Overview

Introduction In the General Ledger module, the main entry function is the JRNLS function.

Once entered, all journals must be posted to the GL through the GL.POST function which updates the chart of accounts for all of the financial reporting.

Purpose The purpose of this chapter is to familiarize you with the GL entry programs

and posting processes. You will also gain an understanding of the system flow and audit processes.


Topic… See Section… Making General Ledger Entries A Posting to the General Ledger B


• describe the journal entry process • use the JRNLS function to create general, recurring, and accrual journals • display and release recurring journals • display and correct suspended journals • describe the posting process • post GL transactions, and • audit and correct errors found during the GL posting process.

Making General Ledger Entries 3-A-1

Section A

Making General Ledger Entries

Overview

Introduction General, recurring, accrual, and year to date journals are all entered through

the JRNLS function.

Purpose The purpose of this section is to familiarize you with general ledger entries.


• describe the journal entry process • enter general, recurring, and accrual journals • display and release recurring journals, and • display and correct suspended journals.

3-A-2 Making General Ledger Entries

Figure 3-A-1. The Journal Entry Process.

Releaserecurring

journals forperiod

Other D2Kmodules entries

Enter journalentries

DoDebits = Credits?

File journal

Updates GLT fileUNPOSTED

Run GL.POST

Updates COA

Updates GLT filePOSTED

Suspendjournal ?

Correct journal

File suspendedjournal

Yes No

No

Yes


The Journal Entry Process

Description The general ledger journal entry process begins with the JRNLS function

where you may enter journals that do not interface from other D2K applications. Examples include payroll and depreciation journals.

Illustration Figure 3-A-1 is an illustration showing the journal entry process.

Process The table below describes the journal entry process.

Stage Description 1 User accesses JRNLS in order to enter journal entries.

Note: If any journals were suspended during a previous entry, the user must re-access JRNLS in order to balance the suspended journal.

2 If the debits equal the credits in journal entry, the user files the entry. If not, the user decides whether or not to suspend the entry until a later time.

3 If the user created recurring journal entries, the user selects REL.REC.JRNLS in order to create the entries for the identified period.

4 Journal entries along with entries from other D2K modules update the general ledger transaction (GLT) file in an unposted mode.

5 User updates all general ledger transactions by running GL.POST. 6 GL.POST updates the Chart of Accounts (COA) file and the GLT

file in a posted mode. Note: Only posted entries are included on financial statements. Please refer to the Advanced General Ledger User’s Guide for detailed information on financial statements.


Type of General Ledger Journals

Introduction There are four basic types of general ledger journals. These journals include:

• general journals • recurring journals • accrual journals, and • year to date journals.

Types and descriptions

The table below describes the four types of general ledger journals.

Type Description

General Uses user-defined source codes to identify miscellaneous journal entries.

Recurring Uses a system reserved source code, REC, to create journals that repeat period after period until a time specified by the user. Example: Depreciation.

Accrual Uses a system reserved source code, ACRL, to create journals that automatically reverse in the following period with a source code of RSVL. Examples: Accrued wages and salaries.

Year to date Uses a system reserved source code, YTD, to create year to date adjustments. Journals entered with this source code effect only the year to date, not the current period.


Figure 3-A-2. The JRNLS Function - Showing a Balanced Journal. JRNLS - Enter General/Accrual/Recurring Journals "ADD" Mode 01 Document Number 02 Source Code GJ GENERAL JOURNAL 03 Company Number 01 D2K DISTRIBUTION SERVICES Header 04 Document Date 02-17-YY Information 05 Fiscal/Starting Period YY-02 07 Annotation MISC EXPENSES 06 Reversal/Ending Period 08 Reference Number 09 Account Number 10 Line Annotation 11 Debit Amt 12 Credit Amt .01) 01-01-5499 Misc Delivery Expense 125.00 MISC EXPENSES .02) 01-01-1110 Cash on Hand 125.00 MISC EXPENSES Detail .03) 01-01-5870 Donations 250.00 Information MISC EXPENSES .04) 01-01-5750 Postage 133.00 MISC EXPENSES .05) 01-01-1110 Cash on Hand 383.00 MISC EXPENSES Entries 5 Balance Totals 508.00 508.00 Change Which Field, END, TOP, \P .........

Figure 3-A-3. The JRNLS Function - Showing an Unbalanced Journal. JRNLS - Enter General/Accrual/Recurring Journals "ADD" Mode 01 Document Number 02 Source Code GJ GENERAL JOURNAL 03 Company Number 01 D2K DISTRIBUTION SERVICES 04 Document Date 02-17-YY 05 Fiscal/Starting Period YY-02 07 Annotation MISC EXPENSES 06 Reversal/Ending Period 08 Reference Number 09 Account Number 10 Line Annotation 11 Debit Amt 12 Credit Amt .01) 01-01-5499 Misc Delivery Expense 50.00 MISC EXPENSES .02) 01-01-5635 Packing Materials 235.00 MISC EXPENSES .03) 01-01-5761 Copying Expense 45.00 MISC EXPENSES .04) 01-01-1110 Cash on Hand 285.00 MISC EXPENSES .05) Entries 4 Balance Totals 330.00 285.00 Debits don't equal Credits, suspend ? (Y/N) .


Figure 3-A-4. The JRNLS Function - Showing a Recurring Journal. JRNLS - Enter General/Accrual/Recurring Journals "ADD" Mode

01 Document Number 02 Source Code REC Recurring Entries 03 Company Number 01 D2K DISTRIBUTION SERVICES 04 Document Date 12-31-YY 05 Fiscal/Starting Period YY-01 07 Annotation MONTHLY ENTRIES 06 Reversal/Ending Period YY-12 08 Reference Number 09 Account Number 10 Line Annotation 11 Debit Amt 12 Credit Amt .01) 01-01-5110 Salesmen Salaries 10,000.00 MONTHLY ENTRIES .02) 01-01-5120 Payroll Taxes 3,000.00 MONTHLY ENTRIES .03) 01-01-5130 Insurance 2,200.00 MONTHLY ENTRIES .04) 01-01-5170 Auto Depreciation 1,395.00 MONTHLY ENTRIES .05) 01-01-5199 Misc. Sales Expense 16,595.00 MONTHLY ENTRIES Entries 5 Balance Totals 16,595.00 16,595.00 New Document Number Number Assigned = "49" --> Press <CR>


The JRNLS Function

Description The JRNLS function allows you to enter general journals, recurring journals,

accruals with automatic reversals, year to date adjustments, and journals with user-assigned source codes.

Illustration Figures 3-A-2 through 3-A-4 are illustrations of the JRNLS function showing

a balanced journal, an unbalanced journal and a recurring journal.

Fields & descriptions

The table below describes the key fields (in bold text on figure 3-A-2) from the JRNLS function.

Field Description

Header Information Document Number The number or name of a journal used by the system to

identify transactions. Note: This is normally system assigned when the journal is filed, but may be assigned by the user when entering the journal.

Source Code A code that indicates the type of transaction which can be posted to a journal. User-defined source codes are entered and maintained in the function GL.SOURCE.CODES. Note: System reserved source codes for interfacing D2K modules cannot be entered in the JRNLS function.

Company Number The company number to which this journal will be posted.



The JRNLS Function, Continued

Fields & descriptions (continued)

Field Description Document Date The effective date on which a journal is posted to the

general ledger. Fiscal/Starting Period

The fiscal period to which a journal is posted. For a recurring journal, it is the first period to be released. For an accrual journal, it is the period in which accruals will begin. Example 1: For a Recurring Journal a starting period of 98-07 would mean that the recurring journal could be released for the seventh period of 1998. Example 2: For an Accrual Journal a starting period of 98-07 would mean that the accrual would be effective for the seventh period of 1998 and will be automatically reversed in the eight period of 1998. Note: This is not a required field.

Reversal/Ending Period

• For a recurring, REC, journal, this is the fiscal period to which a recurring journal will stop.

• For an accrual, ACRL, journal, this is the period in

which an accrual entry will be reversed. Note: This prompt displays only if a recurring, REC, or an accrual, ACRL, source code was entered.

Annotation A description of the journal. Note: This is a required field.



The JRNLS Function, Continued


Step Action Reference An optional description of a journal. The reference

number entered here may be used in addition to the annotation to expand the description of the journal entry. Example: A journal entry may have a purchase order number or invoice number entered in the annotation field and the vendor number from which the document was received entered here.

Detail Information Account Number The chart of accounts number to which dollars will be

posted. Line Annotation A description for the detail line of entry.

Note: This is not a required field. This will default from the header annotation.

Debit Amt The dollar amount of a debit entry. Credit Amt The dollar amount of a credit entry. Balance Totals Sum of the debit or credit detail entries.

Note: A journal’s debits must equal its credits before it can be updated to the GLT file in an unposted state.

Audit reports The following audit reports may be accessed in order to track journal entries

before GL.POST. • AUDIT.GLT • GLT.INQ • SHOW.SUSP.JRNLS • SHOW.REC.JRNLS


Entering Journal Entries (JRNLS)

Introduction You may access JRNLS in order to enter journal entries with various source

codes or to update journals that you previously left suspended.


Use the boxes below to write your menu path to the JRNLS function.

Learning advice

On the following pages, you will find two procedures that cover the JRNLS function: • Procedure 1: Header Information. • Procedure 2: Detail Information. To create a journal, start with Procedure 1: Header Information, and continue with Procedure 2: Detail Information.

Procedure 1: Header information

Complete the steps in the table below to enter Header information for a journal entry.

Step Action

1 Access the function JRNLS. Result: The “Enter Document Number, <CR> for next number” prompt displays.

2 Press [Enter] for a system assigned document number or type a document number and press [Enter]. Result: The “Enter the Source Code” prompt displays.

3 Type a source code and press [Enter]. Result: The “Enter the Document Date” prompt displays, with today’s date as the default.



Entering Journal Entries (JRNLS), Continued

Procedure 1: Header information (continued)

Step Action 4 Type the document date and press [Enter] or press [Enter] for

today’s date. Result: The “Enter the Annotation” prompt displays.

5 Type a description of your journal and press [Enter]. Result: The “Enter the Reference Number” prompt displays.

6 Type a reference number and press [Enter] or press [Enter] to skip to the next prompt. Result: The “Enter the Division Number, “AL” to Allocate” prompt displays. Note: This result may vary depending on your account number segment setup.

7 Continue with Procedure 2: Detail information.




Procedure 2: Detail information

Complete the steps in the table below to enter Detail information for a journal entry.

Step Action

1 Does this journal use allocations? If yes, type AL and press [Enter] to allocate. If no, proceed to the next step. Note: For more information on Allocations, please refer to the Advanced General Ledger User’s Guide, or contact your D2K Customer Care Consultant.

2 Following the prompts on the screen, type the account number by entering the segments as requested. Result: The “Enter the Line Annotation” prompt displays.

3 Type a line annotation and press [Enter], or press [Enter] to use the default from the Header. Result: The “Enter the Debit Amount, <CR> for Credit Amount” prompt displays.

4 Make the following decision:

IF you want to enter a…

THEN…

Debit type the amount and press [Enter]. Go to Step 6.

Credit Press [Enter] Result: The “Enter the Credit Amount” prompt displays.

5 Type the credit amount and press [Enter].

Note: Credit amounts are entered as positive dollar amounts.

6 Return to Step 2 until all line items are completed.




Procedure 2: Detail information (continued)

Step Action 7 Press [Enter] to access the Command Line prompt.

Result: The Command Line “Change Which Field, END, TOP” displays.


IF you want to… THEN type... delete an entire detail

line or change the account number

the line number and press [Enter]. Example: Type 9.2 (to select the 2nd detail line). Type * and press [Enter] to delete the entire line, or type the new account number and press [Enter].

correct the dollar amount entered for a detail line

the field number to change and press [Enter]. Example: Type 11.4 (to select the debit column for detail line 4). Type the correct dollar amount and press [Enter].





Step Action 8

con’d IF you want to… THEN type... switch the dollar

amount from the debit to the credit column, or from the credit to the debit column

the field number where the amount should be, and press [Enter]. Example: A debit amount was entered for line item 1; it should have been entered as a credit. Type 12.1 (to select the credit column for detail line 1). Type the correct dollar amount and press [Enter]. Result: The dollar amount is erased from the opposite column.

add a line the line number you wish to add and press [Enter].

file the entry go to Step 9.


9 Type END and press [Enter] to file the journal.





Step Action 10 Do the Debit Totals equal the Credit Totals?

If yes, The “New Document Number Assigned = "NN" --> Press <CR>” prompt displays. Go to Step 12. If no, the “Debits don't equal Credits, suspend (Y/N)?” prompt displays. Go to Step 11.

11 Do you wish to suspend the journal? If yes, type Y to suspend the journal.

If no, type N and press [Enter]. Return to Step 8. Note: Make note of the journal number for future reference.

12 Press [Enter] to file the entry. Result: The “Enter the Document Number, <CR> for next number, END” prompt displays.


IF you want to… THEN… exit the function type END and press [Enter]. enter another journal go to Step 1 of Procedure 1:

Header information, to create a new journal.


Figure 3-A-5. The SHOW.SUSP.JRNLS Function. SHOW.SUSP.JRNLS D2K DISTRIBUTION SERVICES Page 1 Suspended Journals for Company 01 Document Source Fiscal Number Code Period Account Number Debit Amount Credit Amount -------- ------ ------ ------------------------- -------------- -------------- 06 GJ YY-02 01-01-5499 50.00 01-01-5635 235.00 01-01-5761 45.00 01-01-1110 285.00 -------------- -------------- * Document Totals 330.00 285.00 ============== ============== ** Report Totals 330.00 285.00 1 Suspended Journals Listed for Company 01


The SHOW.SUSP.JRNLS Function

Description The SHOW.SUSP.JRNLS function allows you to print or display the

Suspended Journals report for a company. This report is an audit trail of all suspended transactions, and can be used as a worksheet to indicate corrections to out-of-balance transactions. This report is only available as long as the journal remains unbalanced.

Illustration Figure 3-A-5 is an illustration showing the SHOW.SUSP.JRNLS function.

Inquiry uses The SHOW.SUSP.JRNLS function should be run at the end of each period to

ensure that no suspended journals exist.


The table below describes the key fields (in bold text) from SHOW.SUSP.JRNLS.

Field Description

Document Number

The number or name of a journal. Note: This number will be used to access the suspended journal.

Source Code A code which indicates the type of transaction which can be posted to a journal.

Account Number The chart of accounts number to which dollars will be posted.

Debit Amount The dollar amount of a debit entry. Credit Amount The dollar amount of a credit entry.


Displaying or Printing Suspended Journals (SHOW.SUSP.JRNLS)

Introduction You may access SHOW.SUSP.JRNLS in order to display or print suspended

journals.


Use the boxes below to write your menu path to the SHOW.SUSP.JRNLS function.

Procedure Complete the steps in the table below to display or print suspended journals.

Step Action 1 Access the function SHOW.SUSP.JRNLS.

Result: The “Do you want a printed report (Y,N)” prompt displays.

2 Do you want a printed report? If yes, type Y and press [Enter]. If no, press [Enter].

Result: The “Enter Company Number to list” prompt displays.

3 Type the company number and press [Enter].


4 Type END and press [Enter] twice. Result: The suspended journals report prints and you are returned to a menu.


Guidelines for Recurring Journal Entries

Introduction Recurring journals are those entered with the “REC” source code in the

JRNLS function. Recurring journals are those that repeat for a specified number of periods.

Important rule Recurring journals must be released in strict sequential order. The system

will not permit you to release a prior period once a more recent period has been released. The system will alert you if prior periods have not yet been released. Example: If you choose to release 98-03 and have not released 98-02, you will not be able to go back and release 98-02 at a later time.

Guidelines Follow these guidelines when releasing recurring journals.

• There is no function to reverse a released recurring journal. If you release

a recurring journal in error, you must create a journal in the JRNLS function to reverse your mistake.

• All recurring journals for the period are released by the REL.REC.JRNLS

function. You cannot selectively release recurring journals. • In order to permanently delete a recurring journal, you must access the

journal in the JRNLS function and type DELETE at the Command Line “Change Which Field, END, TOP” prompt.

• Amounts may not be changed in a recurring journal once it is filed. If the

amounts change or are incorrect, the journal should be deleted and a new one created with the changes.


Figure 3-A-6. The SHOW.REC.JRNLS Function. SHOW.REC.JRNLS D2K DISTRIBUTION SERVICES Page 1 Recurring Journals for Company 01 Document Ending Last Rel Number Period Period Account Number Debit Amount Credit Amount -------- ------ -------- ------------------------- -------------- -------------- 49 YY-12 01-01-5110 10,000.00 01-01-5120 3,000.00 01-01-5130 2,200.00 01-01-5170 1,395.00 01-01-5199 16,595.00 -------------- -------------- * Document Totals 16,595.00 16,595.00 ============== ============== ** Report Totals 16,595.00 16,595.00 1 Recurring Journals Listed for Company 01


The SHOW.REC.JRNLS Function

Description The SHOW.REC.JRNLS function allows you to display or print recurring

journals. Recurring journals are those entered with the “REC” journal source code.

Diagram Figure 3-A-6 is an illustration showing the SHOW.REC.JRNLS function.

Inquiry uses This function should be run before the REL.REC.JRNLS function in order to

identify which recurring journals are available for release.


The table below describes the key fields (in bold text) from the SHOW.REC.JRNLS function.

Field Description

Document Number

The number or name of a journal used by the system to identify transactions.

Ending Period The fiscal period in which a recurring entry will stop. Last Rel Period The fiscal period when a recurring journal was last

released.


Releasing Recurring Journals (REL.REC.JRNLS)

Introduction The REL.REC.JRNLS function releases all recurring journals for a specified

fiscal period from the JRNL file and writes them to the GLT file. Once released, these entries are ready to be posted through GL.POST.

Before you begin

Make sure you view the SHOW.REC.JRNLS function before running REL.REC.JRNLS in order to list all available recurring journals..


Use the boxes below to write your menu path to the REL.REC.JRNLS function.

Procedure Complete the steps in the table below to release recurring journals.

Step Action 1 Access the function REL.REC.JRNLS.

Result: The “Enter the Release Period (YY-PP)” prompt displays.

2 Type the period to release and press [Enter]. Result: The “Enter the Company Number, ALL” prompt displays.



Releasing Recurring Journals (REL.REC.JRNLS), Continued


Step Action 3 Make the following decision:

IF you want … THEN type… one company or selected

companies the company number and press [Enter]. Repeat as necessary. Press [Enter] when done.

all companies ALL and press [Enter].


4 Type END and press [Enter] to release the journals for the period specified. Result: An audit report displays with the number of journals that were released. The “NN Journals released --> Press <CR>” prompt displays. The recurring journals are released. Note: The audit is for information purposes only. You cannot abort the function at this point.

5 Press [Enter] to continue. Result: You are returned to a menu.

Audit reports The following audit reports may be accessed in order to track recurring

journal entries once the function REL.REC.JRNLS is run. • AUDIT.GLT • GLT.INQ • SHOW.REC.JOURNALS


Knowledge Check



Question 1 Which statement best describes the general ledger journal entry process?

a. The general ledger journal entry process begins with the entering of

journals where you may enter transactions that do not interface from other D2K applications. Once entered, these journals, along with those that interface, are immediately available on financial statements.

b. The general ledger journal entry process begins with the Accounting Department where journals are entered into the D2K system. Once entered, many types of financial reports may be accessed through the system.

c. The general ledger journal entry process begins with the JRNLS function which allows the entry of journals that do not interface directly from other D2K applications. Once entered, these journals, along with those that interface, must be posted to the General Ledger through the function GL.POST. The fiscal period must be closed in order to provide accurate financial reporting.

d. a. and c. above.


Question 2 Journal entries may be entered through the function:

a. JOURNALS. b. JRNLS. c. SUSP.ENTRY. d. b. and c. above. e. none of the above.




Question 3 Mark these statements true or false.

TRUE or FALSE In order to create recurring journal entries, the user accesses the function REC.JRNLS.

TRUE or FALSE The format for entering fiscal periods is YY-PP where YY stands for the year and PP is the period.

TRUE or FALSE Valid source codes that may be used in the JRNLS function include ”REC” “ACRL” “GJ” “YTD” and “AP”.

TRUE or FALSE In order to correct a suspended journal, the user must access the function SUSP.JRNLS.


The information in this section provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Which statement best describes the journal entry process?

c. The general ledger journal entry process begins with the JRNLS function which allows the entry of journals that do not interface directly from other D2K applications. Once entered, these journals, along with those that interface, must be posted to the General Ledger through the function GL.POST. The fiscal period must be closed in order to provide accurate financial reporting.

Answer 2 Journal entries may be entered through the function:

b. JRNLS.

Answer 3 Mark these statements true or false.

TRUE or FALSE In order to create recurring journal entries, the user accesses the function REC.JRNLS. Explanation: Recurring entries are entered in the function JRNLS.

TRUE or FALSE The format for entering a fiscal periods is YY-PP where YY stands for the year and PP is the period.

TRUE or FALSE Valid source codes that may be used in the JRNLS function include ”REC” “ACRL” “GJ” “YTD” and “AP” Explanation: AP is not a valid source code in the JRNLS function. This code is reserved by the system for items that interface from the Accounts Payable module.




Answer 3 (continued)

TRUE or FALSE In order to correct a suspended journal, the user must access the function SUSP.JRNLS. Explanation: Suspended journals are corrected in the function JRNLS.

Posting to the General Ledger 3-B-1

Section B

Posting to the General Ledger

Overview

Introduction Transactions entered into the General Ledger, whether through the JRNLS

function or from other D2K modules, must be posted in order to update the chart of accounts file and subsequently the financial reports.

Purpose The purpose of this section is to familiarize you with the general ledger

posting functions.


• describe the posting process • post GL transactions, and • audit and correct errors found during the GL posting process.

3-B-2 Posting to the General Ledger

Figure 3-B-1. General Ledger System Integration. Sales Functions (SL, DS, COGV source codes) Accounts Receivable (AR,CR source codes) Accounts Payable (AP, PDAP, APAJ source codes) Purchasing (Drop Ship Only) Inventory (AC source codes) General ledger Journal Entries General Ledger YTD Adjustments

Unposted

G L T

GL.POST

Posted

G L T

Figure 3-B-3. General Ledger Inventory Control Integration. Unposted

Detail

Posted Summary

Inventory Control Purchasing Receipts Stock Sales

I T

GL.POST

G L T


General Ledger System Integration

Introduction Transaction made through other D2K modules as well as those entered

through the JRNLS function update the General Ledger Transaction file (GLT) and Inventory Transaction file (IT) in an “unposted” state. Once the GL.POST function is run, the transactions are coded as “posted” in the GLT file and are available to all of the financial reports.

Transactions All D2K modules update the General Ledger with detail transactions, other

than the Inventory Control module. The inventory entries are summarized during the GL.POST process to reduce the amount of detail stored in the general ledger.

Illustrations Figure 3-B-1 is an illustration showing the General Ledger System

Integration. Figure 3-B-2 is an illustration showing the General Ledger Inventory Control Integration.


Figure 3-B-2. The General Ledger Posting Process.

Unposted GLTUnposted IT

GL.POST

Are thereerrors?

GLT.ERR.MAINTUpdatesChart ofAccounts

Yes No


General Ledger Posting Process

Description The General Ledger posting process updates the chart of accounts file and

checks for any errors in the entries (e.g. incorrect journal source codes, inactive accounts). This process can be run every night, once a week, once a month, or as you deem necessary. Note: See your D2K Customer Care Consultant for more specific information on how often you should run GL.POST.

Illustration Figure 3-B-3 is an illustration showing the General Ledger posting process.

Process The table below describes the General Ledger posting process.

Stage Description 1 User accesses D2K applications creating unposted GLT and IT

journals. 2 User runs the GL.POST function which summarizes the general

ledger detail transactions based on the period and modules selected.

3 The GL.POST process automatically produces an error report when errors are detected in the transactions.

4 User may correct errors encountered using the GL.ERROR.MAINT function.

5 User posts corrected transactions by re-selecting the GL.POST function.

6 The General Ledger chart of accounts file is updated with the posted transactions.

Note If a problem occurs while running the GL.POST function (i.e. power failure),

re-running the GL.POST function will resume the posting process where it left off.


Figure 3-B-4. The GL.POST Function.

GL.POST - Post General Ledger Transactions to GL Chart 01 Company Number .01) 01 D2K DISTRIBUTION SERVICES This function was last run from .02) port 11 by ict at 03:36PM .03) on 10-08-YY for .04) .05) Company : 01 Entries 1 02 Period YY-12 Period : YY-09 03 Starting Date 12-01-YY Start Date : 09-01-YY 04 Ending Date 12-31-YY End Date : 09-30-YY 05 Source Code Source Code: ALL .01) ALL .02) .03) .04) .05) Entries 1 Change Which Field, END, TOP, \P .........


The GL.POST Function

Description The GL.POST function updates general ledger transactions to the chart of

accounts for selected company(s), date range, fiscal period, and source code(s). When GL.POST function is run, the following steps occur: • An audit report of prior periods left unposted with unposted journals

prints. • Inventory transactions are summarized into a single General Ledger

transaction if “IT” or “ALL” source codes are selected. • All transactions are checked for errors and an error report is printed. • An audit report is printed with total debit and credit amounts posted to

each account. Note: Postings will not occur for an inactive account.

Illustration Figure 3-B-4 is an illustration of the GL.POST function.


The table below describes the key fields (in bold text) from the GL.POST function.

Field Description

Period The fiscal period for which transactions are to be posted to the general ledger. Enter the period in the format YY-PP where YY is the last two digits in a year, and PP is the fiscal period. Note: The period entered must be a valid and open period for all companies selected.

Starting Date The starting date in the range of transaction dates to be posted to the general ledger. Note: The date range selected cannot cover more than one fiscal period for the company(s) selected.



The GL.POST Function, Continued


Field Description Ending Date The ending date in the range of transaction dates to be

posted to the general ledger. Note: The date range selected cannot cover more than one fiscal period for the company(s) selected.

This function was last run

A tool that provides the user with information on when the GL.POST function was last run.

Audit reports The following audit reports and inquiries may be accessed after the GL.POST

is updated. • GLT.ERR.MAINT • SHOW.GLT.ERRORS • * AUDIT.GLT • PRINT.IT.JOURNALS • COA.YTD.BAL • GLT.INQ • COA.INQ • SHOW.SUM.JOURNALS • COA.PER.BAL • TB.ACT.CLOSE • COA.PER.YTD.BAL • TB.CONSOLIDATED • COA.PER.BAL.TRAND • TB.ACTIVITY • PRINT.IT.JOURNALS • TB.CLOSING • SHOW.SUM.JOURNALS • PRINT.LEDGER

* The AUDIT.GLT function may be run before the GL.POST is updated. This function offers the option to include unposted, posted, or both unposted and posted journals.


Posting GL Entries (GL.POST)

Introduction You may access the GL.POST function in order to post entries to the General

Ledger. These entries may have been entered through the JRNLS function or through other D2K applications.


Use the boxes below to write your menu path to the GL.POST function.

Procedure Complete the steps in the table below to post General Ledger entries.

Step Action 1 Access the function GL.POST.

Result: The “Enter the Company Number, ALL” prompt displays.


IF you want … THEN type… one company or selected

companies the company number and press [Enter]. Repeat as necessary, pressing [Enter] when done.

all companies ALL and press [Enter].

Result: The “Enter the Posting Period (YY-PP)” prompt displays. 3 Type the posting period and press [Enter].

Result: The “Enter the Starting Transaction Date” prompt displays.

4 Press [Enter] to accept the default start date or type in the date and press [Enter]. Result: The “Enter the Ending Transaction Date” prompt displays.



Posting GL Entries (GL.POST), Continued


Step Action 5 Press [Enter] to accept the default date or type in the date and

press [Enter]. Result: The “Enter the Source Code, ALL” prompt displays.


IF you want… THEN type… one source code or selected

source codes the source code and press [Enter]. Repeat as necessary, pressing [Enter] when done.

all source codes ALL and press [Enter].


7 Type END and press [Enter]. Result: Journals are posted to the general ledger, and an audit report prints. You are returned to the menu.


Figure 3-B-5. The SHOW.GLT.ERRORS Function.

SHOW.GLT.ERR0RS 10:32:18 27 MAR 19YY D2K DISTRIBUTION SERVICES Acct ict Process 0050 Page 1

Error Transactions for Company 01 General Journals for Period YY-02

Error Document Ref Tran Entry Logon Seq Number Nbr Date Date Account Annotation Account Number Debit Amount Credit Amount 1 04 02-03-YY 02-03-YY D2K Accounts Receivable 01-01-1200 232.00 01-01-5891 232.00 232.00 232.00

Journal Source code VS not on file

2 GJ 02-03-YY 02-03-YY D2K XMAS ENTERTAINMENT 01-01-5245 200.00 01-01-5140 200.00 200.00 200.00

Account Number 01-01-5245 is inactive as of 01-10-YY - cannot use


The GL.POST Error Transaction Report (SHOW.GLT.ERRORS)

Description The GL.POST Error Transaction Report runs automatically after the

GL.POST is generated if any errors exist. This audit report can be reprinted by running the function SHOW.GLT.ERRORS. An error message prints informing you what error condition has occurred.

Illustration Figure 3-B-5 is an illustration showing the SHOW.GLT.ERRORS function.


The table below describes the key fields (in bold text) from the SHOW.GLT.ERRORS audit report.

Field Description

Error Seq A number that is assigned by the GL.POST function which identifies a transaction to be corrected.

Tran Date The accounting or posting date that the entry was effective.

Entry Date The actual system entry date. Account Number The chart of accounts number to which the dollars are

posted. Debit Amount The dollar amount of a debit entry. Credit Amount The dollar amount of a credit entry.


Figure 3-B-6. The GLT.ERR.MAINT Function. GLT.ERR.MAINT - Correct Error Transactions "CHG" Mode Error Sequence Number 1 Document Number 04 02 Source Code VS **No Longer on File** 03 Document Date 02-20-YY Annotation ACCOUNTS RECEIVABLE 04 Fiscal Period YY-02 Reference Number 05 Account Number 06 Line Annotation 07 Debit Amt 08 Credit Amt .01) 01-01-1200 Accounts Receivable 232.00 .02) 01-01-5891 Credit & Collection Exp 232.00 .03) .04) .05) Entries 2 Balance Totals 232.00 232.00 Change Which Field, END, TOP, \P .........


The GLT.ERR.MAINT Function

Description Errors that result from the GL.POST function can be corrected in the

GLT.ERR.MAINT function. The sequence number assigned on the report is used to access errors for correction in this function. When an error is corrected, an unposted transaction is created. The GL.POST function must be run again to post the correction.

Reprinting the report

The SHOW.GLT.ERRORS function can be run if you need to reprint the error report.

Illustration Figure 3-B-6 is an illustration showing the GLT.ERR.MAINT function.


The table below describes the key fields (in bold text) from the GLT.ERR.MAINT function.

Field Description

Error Sequence Number

A number that is assigned by the GL.POST function which identifies a transaction to be corrected.

Source Code A code that identifies the type of transaction. Account Number The chart of accounts number to which the dollars are

posted.


Correcting GL Posting Errors

Introduction You may access the GLT.ERR.MAINT function in order to correct errors

found during the GL.POST process.


Use the boxes below to write your menu path to the GLT.ERR.MAINT function.

Procedure Complete the steps in the table below to correct errors using the

GLT.ERR.MAINT function.

Step Action 1 Access the function GLT.ERR.MAINT.

Result: The “Enter the Error Sequence Number” prompt displays.

2 Type the error sequence number and press [Enter]. Result: The screen displays the original entry. The Command Line “Change Which Field, END, TOP” displays.

3 Access the field and make the necessary correction to the entry. 4 Type END and press [Enter].

Result: A message displays, “Record written to GLT file Press <CR>” displays.

5 Press [Enter]. Result: The “Enter the Error Sequence Number” prompt displays.

6 Do you want to correct another error? If yes, return to Step2. If no, type END and press [Enter] to exit the function. Result: The correction is filed and you are returned to a menu. Note: The GL.POST function must be run in order to post the corrections.


Knowledge Check



Question 1 Which statement best describes the GL.POST function?

a. Summarizes inventory transactions into a single general ledger

transaction. b. Posts entries to the General Ledger that have been entered through JRNLS

or through other D2K applications. c. Checks all transactions for errors and an error report is printed. d. a and b above. e. all of the above.

Question 2 Inventory transactions are

a. summarized through the GL.POST update. b. posted in detail to the General Ledger chart of account file through the

GL.POST function. c. posted to the General Ledger chart of accounts interactively when entered

into the Inventory, Sales or Purchase Order modules. d. none of the above. e. all of the above.

Question 3 The GLT.ERR.MAINT function

a. is used to reverse posted entries. b. uses sequence numbers assigned in the GL.POST Transaction Error

Report or the SHOW.GLT.ERRORS function in order to access errors for correction.

c. uses account numbers assigned in the SHOW.GLT.ERRORS in order to access errors for correction.

d. none of the above. e. all of the above.





TRUE or FALSE GL.POST posts entries made during the JRNLS function to the GL Chart of Accounts.

TRUE or FALSE GL.POST may be run for selected companies or for all companies.

TRUE or FALSE SHOW.GLT.ERRORS runs automatically as part of the GL.POST function.

TRUE or FALSE GL.POST can only be run once a month.

TRUE or FALSE Postings will occur to “inactive” accounts.


The information in this section provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Which statement best describes the GL.POST function?


Answer 2 Inventory transactions are

a. summarized through the GL.POST update.

Answer 3 The GLT.ERR.MAINT function

b. uses sequence numbers assigned in the GL.POST Transaction Error

Report or the SHOW.GLT.ERRORS function in order to access errors for correction.


TRUE or FALSE GL.POST posts entries made during the JRNLS function to the GL Chart of Accounts.

TRUE or FALSE GL.POST may be run for selected companies or for all companies.

TRUE or FALSE SHOW.GLT.ERRORS runs automatically as part of the GL.POST function.

TRUE or FALSE GL.POST can only be run once a month. Explanation: GL.POST may be run as often as necessary.

TRUE or FALSE Postings will occur to “inactive” accounts. Explanation: Postings will not occur to accounts marked as “inactive” in GL.COA.MAINT. An error report will print.

Closing Procedures 4-1

Chapter 4

Closing Procedures

Overview

Introduction The closing of a fiscal period prevents additional transactions from being

made to that period. If, however, additional entries must be made to a closed period, the function REOPEN.PERIOD allows you to reopen and post additional transactions. All fiscal periods must be closed before the year end closing process is performed. The year end closing process will clear all profit and loss accounts and post the offset to the balance sheet.

Purpose The purpose of this chapter is to familiarize you with the General Ledger

closing functions.


• describe the GL closing process • close a fiscal period. • reopen a fiscal period, and • close a fiscal year.

4-2 Closing Procedures

Figure 4-1. The General Ledger Closing Process.

Enter additionalentries in JRNLSor via other D2K

modulesGL.POST

Did GL.POSTdetect errors?

GL.ERR.MAINT CLOSE.PERIOD

Do you wish toreopen the period(s)?

REOPEN.PERIODPeriod is closed

Yes No

YesNo


The General Ledger Closing Process

Description Once all of your entries have been entered and posted for a fiscal period, the

CLOSE.PERIOD function is run in order to prevent any additional transactions. If, however, a period is closed in error, and additional entries need to be made, REOPEN.PERIOD can be accessed in order to reopen the period.

Illustration Figure 4-1 is an illustration showing the General Ledger Closing process.

Process The table below describes the General Ledger Closing process.

Stage Description 1 User accesses CLOSE.PERIOD in order to prevent additional

transactions from being posted to the period. Note: The period must be closed for “ALL” User IDs the first time CLOSE.PERIOD is run for a particular period.

2 If the user needs to reopen the period in order to enter additional transactions, REOPEN.PERIOD is accessed.

3 Transactions are made to that period through the JRNLS function, or other D2K modules, once a period is reopened.

4 GL.POST must be run for the period where additional transactions have been made.

5 CLOSE.PERIOD must be run once the transactions are posted. 6 The period is closed.

Note Transactions for financial statements are updated through GL.POST.

Financial statements do not require that the fiscal period be closed.


Figure 4-2. The CLOSE.PERIOD function. CLOSE.PERIOD - Close Fiscal Period Company Number 01 D2K DISTRIBUTION SERVICES Fiscal Period YY-12 Period Status Open 03 User ID to be Closed .01) ALL .02) .03) .04) .05) Entries 1 Change Which Field, END, TOP, \P


The CLOSE.PERIOD Function

Description The CLOSE.PERIOD function is used in order to close a fiscal period to any

additional general ledger transactions. This function • allows a fiscal period to be closed to all User IDs or only to those User

IDs who were given open access via the REOPEN.PERIOD function • optionally closes open prior periods • checks the files for unposted general ledger transactions and if they exist,

terminates the closing process, and • results in an unsuccessful attempt to close a period when errors are

incurred.

Illustration Figure 4-2 is an illustration showing the CLOSE.PERIOD function.

Learning advice

You may no longer enter transactions through interfacing D2K modules to periods that are closed. You may want to promptly close the fiscal period after the period ending date to prevent mispostings, and reopen the period with limited access for those users that must complete additional transactions.


The table below describes the key fields (in bold text) from the CLOSE.PERIOD function.

Field Description

Company Number

The company number for which a fiscal period is to be closed.

Fiscal Period (YY-PP)

Identifies the fiscal period to be closed.



The CLOSE.PERIOD Function, Continued


Field Description Period Status Displays the fiscal period status.

Status Description Open Transactions may be entered or

posted to this period.

Closed Transactions may no longer be entered or posted to this period.

Limited Access

Transactions may only be entered or posted by designated users to this period.

Reopened Users are permitted to make additional entries and postings to this period.

User ID to be Closed

The individual User ID(s) to be closed. Note: This option is valid when the period being closed was previously closed, and has a status of "Limited Access" indicating that individual User IDs were given access through the function REOPEN.PERIOD. Limited Access status is used in order for adjustments to be made by one user or selected users only to a given period.

Audit reports The CLOSE.PERIOD Error Report runs automatically if the

CLOSE.PERIOD function incurs errors and cannot be closed. The following inquiries and reports can be accessed in order to identify the status of fiscal periods • GL.COMPANY.MAINT • GL.COMPANY.INQ • PRINT.GL.COMPANY • SHOW.PERIOD.STATUS


Closing a General Ledger Period (CLOSE.PERIOD)

Introduction You may access the CLOSE.PERIOD function in order to close a General

Ledger fiscal period.


Use the boxes below to write your menu path to the CLOSE.PERIOD function.

Procedure Complete the steps in the table below to close a fiscal period(s).

Step Action 1 Access the function CLOSE.PERIOD.

Result: The “Enter the Company Number, END” prompt displays.

2 Type the company number you wish to close and press [Enter] or press [Enter] to select the default company. Note: You may only close one company at a time. Result: The “Enter the Fiscal Period (YY-PP)” prompt displays.

3 Type the fiscal period and press [Enter]. 4 Did you receive the message “Period YY-PP is already closed for

company 01 Press <CR>”? If yes, press [Enter] and return to Step 3. If no, go to Step 5.

5 Did you receive the message, “Periods prior to YY-PP are open. Do you want them to be closed ? (Y/N)”? If yes, go to Step 6. If no, go to Step 7.



Closing a General Ledger Period (CLOSE.PERIOD), Continued


Step Action 6 Do you want to close the periods? (Y/N)”� IF… THEN… yes type Y and press [Enter]. no go to Step 3 to enter a new fiscal period.. 7 Make the following decision:

IF you want to close… THEN type… one or selected User IDs the User ID to be closed and

press [Enter]. Repeat as necessary. Press [Enter] to continue to Step 8.

all User IDs ALL and press [Enter].

Note: The first time a period is closed, you must close the period for all User IDs. Result: The Command Line “Change Which Field, END, TOP” displays.

8 Type END and press [Enter] to process the function. Result: If any errors exist, an error report will automatically print. If the period successfully closes, the “Period YY-PP closed as requested Press <CR>” prompt displays.

9 Press [Enter]. Result: You are returned to the menu.


Figure 4-3. The CLOSE.PERIOD Error Report. CLOSE.PERIOD 08:45:08 25 MAR 19YY D2K DISTRIBUTION SERVICES Acct ict Process 0050 Page 1 ERROR REPORT *** Unposted transactions exist in IT file *** *** GL.POST must be run for the following company(s) and period(s) before closing: *** Period Company ------ ------- YY-09 01 YY-10 01 YY-11 01 *** Unposted transactions exist in GLT file *** *** GL.POST must be run for the following company(s) and period(s) before closing: *** Period Company ------ ------- YY-11 01 Period YY-12 was not closed *** Error transactions exist in UNMATCHED.GLT file *** *** Use GLT.ERR.MAINT to correct the following transactions before closing *** Error Sequence Number --------------------- 1 Period YY-12 was not closed


The CLOSE.PERIOD Error Report

Description The CLOSE.PERIOD Error Report runs automatically after the

CLOSE.PERIOD processes and locates errors. You must run CLOSE.PERIOD again once all of the errors have been corrected.

Illustration Figure 4-3 is an illustration showing the CLOSE.PERIOD Error Report. This

report automatically runs when errors are incurred by CLOSE.PERIOD.

Errors The errors that print on this report are those located by the system during the

CLOSE.PERIOD process. All of the errors must be corrected before the selected fiscal period(s) is closed. It is necessary to re-run a GL.POST for some or all of your companies for a specific fiscal period in order to correct the errors. Note: The error report provides guidance on how to make the necessary corrections. After each error, the report provides a means of correcting that particular error. Example: Unposted transactions exist in GLT file. GL.POST must be run for the following company(s) and period(s) before closing.


Figure 4-4. The REOPEN.PERIOD Function.

REOPEN.PERIOD - Reopen Fiscal Period Company Number 01 D2K DISTRIBUTION SERVICES Fiscal Period YY-08 Period Status Closed 03 User ID to be Reopened .01) ict .02) .03) .04) .05) Entries 1 Change Which Field, END, TOP, \P


The REOPEN.PERIOD Function

Description The REOPEN.PERIOD function is used to reopen fiscal periods for a

company, enabling entry and posting of transactions to previously closed periods. Fiscal periods may be reopened for all User IDs or for selected User IDs. Note: Fiscal periods are closed by the CLOSE.PERIOD function.

Illustration Figure 4-4 is an illustration showing the REOPEN.PERIOD function

Learning advice

If a period that is reopened is prior to others that have been closed, the system will open all of the necessary periods. All of the periods will need to be closed when the postings are completed. Example: Assume periods YY-01, YY-02 and YY-03 are closed. If you reopen YY-01, the system will need to reopen YY-02 and YY-03. All three periods will need to be closed once the additional entries are made to YY-01. Note: If you reopen a period and enter transactions, you will need to reprint any reports that reflect these transactions.


The table below describes the key fields (in bold text) from the REOPEN.PERIOD entry screen.

Field Description

Company Number

The company number for which a fiscal period is to be reopened.

Fiscal Period (YY-PP)

The fiscal period to be reopened.



The REOPEN.PERIOD Function, Continued


Field Description Period Status The fiscal period status.

Note: A fiscal period can be reopened to ALL or specified User IDs only if its status is:

Status Description Limited Access Transactions may only be posted

by designated Users to this period.

Closed Transactions may no longer be posted to this period.

User ID to be Reopened

Users permitted to make additional postings to the period.

Audit reports The following inquiries and reports can be accessed in order to identify the

status of fiscal periods • GL.COMPANY.MAINT • GL.COMPANY.INQ • PRINT.GL.COMPANY • SHOW.PERIOD.STATUS


Reopening a Closed General Ledger Period (REOPEN.PERIOD)

Introduction The REOPEN.PERIOD function is used in to order to reopen a previously

closed General Ledger fiscal period.


Use the boxes below to write your menu path to the REOPEN.PERIOD function.

Procedure Complete the steps in the table below to reopen a fiscal period.

Step Action 1 Access the function REOPEN.PERIOD.

Result: The “Enter the Company Number, END” prompt displays.

2 Type the company number you wish to reopen and press [Enter] or press [Enter] to select the default company. Result: The “Enter the Fiscal Period (YY-PP)” prompt displays.

3 Type the fiscal period and press [Enter]. Result: The “Enter the User ID, ALL” prompt displays.



Reopening a Closed General Ledger Period (REOPEN.PERIOD), Continued



IF you want to reopen the

period for… THEN type…

one or selected User IDs the User ID to be reopened and press [Enter]. Repeat as necessary. Press [Enter] to continue to Step 5.

all User IDs ALL and press [Enter].


5 Type END and press [Enter] to process the function. Result: The message “Now beginning REOPEN.PERIOD processing. Period YY-PP reopened. Press <CR>” displays.

6 Press [Enter]. Result: You are returned to a menu. You may now enter additional transactions into this period.


Figure 4-5. The General Ledger Year End Process.

GL.POST

CLOSE.PERIOD(12th Period)

Make adjustingentries to Period 13


GEN.YE.JRNL

GL.POST(14th Period)



The General Ledger Year End Process

Introduction At the conclusion of your fiscal year you will need to close the final fiscal

period and make adjustments before closing the fiscal year with the GEN.YE.JRNL function.

Illustration Figure 4-5 is an illustration showing the General Ledger Year End Process for

a 12 month fiscal year.

Adjusting periods

We recommend that you add two fiscal periods to your normal fiscal year in order to enter and post adjustments. By using additional periods rather than posting to the final period in your normal year, you have the ability to compare the last period of the year to that of the prior year before adjustments are made. Each of these periods would be for one day, the last day of the final fiscal period. This provides you more flexibility in your financial reporting. Example: If the final fiscal period of a 12 month fiscal year included 12-01-YY through 12-31-YY, the 13th and 14th periods would run 12-31-YY through 12-31-YY.

Adding fiscal periods

During the year end process, you will need to add fiscal periods to the general ledger for at least one year in the future. For more information on adding fiscal periods, refer to the topic “Adding Fiscal Periods For a Company (GL.COMPANY.MAINT)“ in Chapter 2/Section A..

Process The table below describes the General Ledger Year End Process.

Note: This process assumes you are using a 12 month fiscal year. If you are using more than 12 periods in your fiscal year, replace periods 13 and 14 with the next two periods in your year.

Stage Description 1 User posts final fiscal period transactions using the GL.POST

function. 2 User closes final fiscal period using the CLOSE.PERIOD

function. 3 User makes adjustments to the 13th period. 4 User posts adjustments to the 13th period using the GL.POST

function. 5 User closes the 13th period using the CLOSE.PERIOD function.



The General Ledger Year End Process, Continued

Process (continued)

Stage Description 6 User closes the fiscal year using the GEN.YE.JRNL function. The

system performs the following: • credits the expense (debit balance) accounts • debits the income (credit balance) accounts • displays the retained earnings dollars for verification, and • writes unposted entries to the transaction file with a journal

source code of “YE.” 7 User posts year end closing entries to the 14th period using the

GL.POST function. Note: Income and expense accounts will now net to zero.

8 User closes the 14th period.


The GEN.YE.JRNL Function

Description The GEN.YE.JRNL function is accessed in order to close the fiscal year.

This function generates unposted general ledger transactions to reverse all income and expense accounts for a given company into a specified Balance Sheet retained earnings account. The purpose of this process is to zero out all income and expense accounts in order to begin a new fiscal year.

Learning advice

The GEN.YE.JRNL function does not need to be run before entries are made for the next fiscal year. You may continue with the next fiscal year, and close the previous year after all adjusting entries are made to that year.


Closing the Fiscal Year (GEN.YE.JRNL)

Introduction You may access the GEN.YE.JRNL function in order to close the fiscal year.


Use the boxes below to write your menu path to the GEN.YE.JRNL function.

Procedure Complete the steps in the table below to close the fiscal year.

Step Action 1 Access the function GEN.YE.JRNL.

Result: The “Enter the Document Number, <CR> for Next Number” prompt displays.

2 Type the document number and press [Enter] or press [Enter] to accept a system assigned number. Result: The “Enter the Company Number” prompt displays.

3 Type the company number and press [Enter] or press [Enter] to accept the default company number. Result: The “Enter the Period (YY-PP)” prompt displays.

4 Type the closing period and press [Enter]. Note: For a 12 month fiscal year, you would enter period 14.

5 Does the message “Periods still open for fiscal year YY (Y,N)” display If yes, go to Step 6. If no, go to Step 7.



Closing the Fiscal Year (GEN.YE.JRNL), Continued


Step Action 6 Do you wish to continue and have the system close these open

periods?

IF… THEN type… yes Y and press [Enter]. no N and press [Enter].

Result: You will be re-prompted for the period number. Note: You can return to Step 4 and type a new period number, or type TOP to exit out of the function.

Result: The message “P&L Accounts Processed” displays. The “OK to write year end closing journal? Y/N” prompt displays.

7 Do you want to write the entries to the year end journal?

IF… THEN type… yes Y and press [Enter].

Result: The year end journal prints and you are returned to a menu. This completes the process.

no N and press [Enter]. Result: The message, “Year end journal entry not generated” displays.

8 Press [Enter] to return to a menu.

Note: You will need to run the GEN.YE.JRNL at a later time.

What’s next After the GEN.YE.JRNL function is completed, you must post the

transactions to the fiscal period entered in Step 2.


Knowledge Check



Question 1 Which statement best describes the General Ledger closing process?

a. Entries made through the JRNLS function, along with those that interface,

must be posted to the General Ledger monthly. The period must be closed in order to provide accurate financial reporting.

b. CLOSE.PERIOD is used in order to close a fiscal period to any additional GL transactions.

c. CLOSE.PERIOD is used in order to close a fiscal period to any additional GL transactions. Once a period has been closed, it cannot be reopened.

d. a. and c. above.


Question 2 The CLOSE.PERIOD function

a. allows a fiscal period to be closed to all User IDs or only to those User

IDs who were given open access via the REOPEN.PERIOD function.

b. optionally closes open prior periods.

c. checks the files for unposted general ledger transactions and if they exist, terminates the closing process.

d. results in an unsuccessful attempt to close a period when errors are incurred.






TRUE or FALSE CLOSE.PERIOD closes fiscal periods from additional transactions.

TRUE or FALSE Once a period is closed, transactions can never be posted to that period.

TRUE or FALSE Before entering transactions for a new year, GEN.YE.JRNL must be run.

Question 4 In order to view the status of your fiscal periods, you may access the function

a. SHOW.PERIOD.STATUS. b. GEN.YE.JRNL. c. CLOSE.PERIOD. d. REOPEN.PERIOD. e. none of the above.

Question 5 In order to close a fiscal year, you may access the function

a. CLOSE.PERIOD. b. SHOW.FISCAL.PERIODS. c. GEN.YE.JRNL. d. PRINT.JOURNAL. e. none of the above.





Answer 1 Which statement best describes the GL closing process?

b. CLOSE.PERIOD is used in order to close a fiscal period to any additional

GL transactions.

Answer 2 The function CLOSE.PERIOD



TRUE or FALSE CLOSE.FISCAL.PERIOD closes fiscal periods from additional transactions.

TRUE or FALSE Once a period is closed, transactions can never be posted to that period. Explanation: You may access REOPEN.PERIOD in order to reopen a period and post additional transactions.

TRUE or FALSE Before entering transactions for a new year, GEN.YE.JRNL must be run. Explanation: Transactions may be posted into a new year before GEN.YE.JRNL is run.




Answer 4 In order to view the status of your fiscal periods, you may access the function

a. SHOW.PERIOD.STATUS.

Answer 5 In order to close a fiscal year, you may access the function

b. GEN.YE.JRNL.

Inquiries 5-1

Chapter 5

Inquiries

Overview

Introduction When utilizing the General Ledger module, many inquiries are available for

your reference. This chapter highlights those inquiries not previously mentioned.


Inquiries available through D2K.


• identify and describe the key inquiries found in the General Ledger module

• locate inquiries containing specific information using the learning aid provided, and

• display the key inquiries found in the General Ledger module.

Learning advice

For more information on sort and selection options for inquiries, refer to the chapter “Producing D2K Reports and Inquiries” in the D2K System Conventions User’s Guide.

5-2 Inquiries

Key Inquiries

Introduction The General Ledger module contains many inquiries, which present data in

different manners. Some of these inquiries have both display and print options.

Functions and descriptions

The table below describes the key inquiry functions found in the General Ledger module.

Function Description

GLT.INQ Displays summarized or detailed information for selected general ledger transactions based on options specified at run time.

COA.INQ Displays posting history for a specified General Ledger Chart of Accounts.

SHOW.SUM.JOURNALS Prints or displays a summarized journal of General Ledger postings based on options specified at run time.

COA.PER.BAL Prints or displays each account's debit and credit balance by fiscal period.

COA.YTD.BAL Prints or displays each account's debit and credit balance by fiscal year.

Inquiries 5-3

Finding the Inquiry You Want

Introduction There are many inquiries found in the General Ledger module. At times it ma

be an intimidating task to find the inquiry that provides you with the information you need.

Learning advice

The following inquiries are discussed in previous chapters in this guide. • SHOW.GLT.ERRORS • SHOW.PERIOD.STATUS • SHOW.SUSP.JRNLS • SHOW.REC.JRNLS

Learning aid The table below describes different types of information you may be looking

for on an inquiry, and suggested inquiries to display.

IF you’re looking for a balancing tool…

THEN consider…

that provides a summary of transactions for a specified, selected, or all account numbers within a specified or all source codes

GLT.INQ

that provides details of transactions for specified, selected, or all account numbers within a specified or all source codes

GLT.INQ

that provides a summary or detail transactions for a particular account number for a specific date range

GLT.INQ COA.INQ

that provides detail transactions for a specific date range for a particular account

COA.INQ

that provides opening and closing balances for a specific account number

COA.INQ


5-4 Inquiries

Finding the Inquiry You Want, Continued

Learning aid (continued)

IF you’re looking for a balancing tool …

THEN consider…

that determines if an audit needs to be performed

SHOW.SUM.JOURNALS

to insure that no incorrect source codes have been entered for a specific account number

SHOW.SUM.JOURNALS COA.INQ

that provides fiscal period debit and credit balances by account number for all account numbers

COA.PER.BAL

that provides fiscal year debit and credit balances by account number for all account numbers

COA.YTD.BAL

Inquiries 5-5

Figure 5-1. The Header Screen of the GLT.INQ Function.

Figure 5-2. The Transaction Detail Screen of the GLT.INQ Function.

GLT.INQ - Display GL Transaction Detail Page 1 01 Company Number 01 02 Earliest Trans Date 01-01-YY 03 Latest Trans Date 04-30-YY

04 Trans Status 05 Source Code 06 Account Number

ALL ALL ALL

Line Document Refer Annotation Line Document Refer Annotation

1 2294 508406 Douglass Industr 13 2233 508733 Jersey Shore F 2 2294 Douglass Industr 14 2233 Jersey Shore F 3 2209 507503 Gurnee Heating 15 2235 506304 GPU Nuclear C 4 2251 513611 Winter By the 16 2235 GPU Nuclear C 5 2251 Winter By the 17 2274 507408 N.HIGHLAND Com 6 2252 508722 Continental Scho 18 2274 N.HIGHLAND Com 7 2252 Continental Scho 19 2238 514901 Jersey Shore F 8 2263 516903 American Linen 20 2238 Jersey Shore F 9 2263 American Linen 21 2243 508403 Marthas Viney 10 2264 111222 Darling Industri 22 01215 508406 Mike Robad 11 2264 Darling Industri 23 2295 508406 Billows Electr 12 2230 506309 Garden Ridge El 24 2295 Billows Electr 8 Enter Line Nbr to View, (F)orward, (B)ack, (P)age Nbr, (S)earch, END: ...

GLT.INQ - Transaction Detail Screen "INQ" Mode Source Code SL Sales Transaction Date 01-01-YY Document Number 2294 Fiscal Period YY-01 Reference Number 508406 Status Posted Annotation Douglass Industrial Function Name ORDER.INVOICIN Entry Date 01-09-YY Account Number Line Annotation Debit Amount Credit Amount 01-01-1200 Accounts Receivable 88.51 01-01-2520 Sales Tax Payable 5.01 01-01-3100 Stock Sales 83.50 Entries 3 Balance Totals 88.51 88.51 Enter END or <cr> when finished reviewing this item ...

5-6 Inquiries

The GLT.INQ Function

Description The GLT.INQ function displays summary or detailed information for selected

General Ledger transactions.

Illustration Figure 5-1 is an illustration showing the Header screen of the GLT.INQ

function. Figure 5-2 is an illustration showing the Transaction Detail screen of the GLT.INQ function.

Selection options

Specific data may be viewed on the inquiry by choosing • a transaction date range • posted transactions, unposted transactions, or both • all or a specified source code, or • all or a specified account number.

Search feature Since hundreds of transactions can meet the specified selection criteria, a

search feature is available. This feature allows you to locate a specific transaction on the displayed list by entering the document number, reference number, or annotation contained on the transaction record.

Inquiries 5-7

Displaying Transaction Details (GLT.INQ)

Introduction You may access the GLT.INQ function in order to display the detail of a

general ledger transaction.


Use the boxes below to write your menu path to the GLT.INQ function.

Procedure Complete the steps below to display the detail GL transactions screen.

Step Action Header Screen 1 Access the function GLT.INQ.

Result: The “Enter the Company Number” prompt displays.

2 Type the company number and press [Enter] or press [Enter] to accept the default. Result: The “Enter the Starting Transaction Date” prompt displays.

3 Type the starting date and press [Enter]. Result: The “Enter the Ending Transaction Date” prompt displays.

4 Type the ending date and press [Enter]. Result: The “Enter the Transaction Status” prompt displays.

5 Choose the transaction status.

IF you want to display… THEN… posted transactions type P and press [Enter]. unposted transactions type U and press [Enter]. all transactions press [Enter].

Result: The “Enter the Source Code, <CR> for All” prompt displays.


5-8 Inquiries

Displaying Transaction Details (GLT.INQ), Continued


Step Action 6 Type the source code and press [Enter], or press [Enter] for all

source codes. Result: The “Enter the Division Number, All” prompt displays.

7 Following the prompts on the screen, type the GL account number by entering the segments as requested or press [Enter] for all GL account numbers. Result: “Press <CR> to Display Transactions” prompt displays.

8 Press [Enter]. Result: The Transaction Detail Screen displays showing the selected information. The Command Line “Enter Line Nbr to View, (F)orward, (B)ack, (P)age Nbr, (S)earch, END” displays.

Transaction Detail Screen 9 Make the following decision:

IF you want to… THEN type… exit this screen END and press [Enter].

Result: You are returned the Header screen. Type END and press [Enter] to return to a Blank Header screen. Type END and press [Enter] to exit the function.

review the detail of a transaction

the line number and press [Enter]. Result: The detail of the transaction displays. Press [Enter] when done. Repeat this step as necessary.

forward to the next page F and press [Enter]. Repeat this step as necessary.


Inquiries 5-9



Step Action 9,

con’d. IF you want to… THEN type… move back to a previous

page B and press [Enter]. Repeat this step as necessary.

move to a specific page number

Pn and press [Enter]. Example: To forward three pages, type P3. Repeat this step as necessary.

search for a particular document, reference or annotation

S and press [Enter]. Result: The “Search for (D)ocument#, (R)eference#, or (A)nnotation, END” displays. Go to Step 10.

Search options


IF you want to search for a(n)… THEN type… document number D and press [Enter]. reference number R and press [Enter]. annotation A and press [Enter].

Result: The “Enter the Search String” prompt displays.


5-10 Inquiries



Step Action 11 Type the data you wish to search on and press [Enter].

Note: You may type in any portion of the item you wish to search for, and do not need to type any wildcard options. Example: To search for a reference number that includes 407, type 407 and the system will respond with any reference number that includes the phrase 407 (i.e., 3407, 234075). Result: The “Enter the Starting Page for the Search” prompt displays.

12 Type the page number to begin the search and press [Enter]. Result: The first page where a match occurs displays. The “Continue Searching for …” prompt displays.

13 Do you want to continue searching for more matches? If yes, press [Enter]. Note: Repeat, as necessary, until you locate the transactions you want to reference.

If no, type N and press [Enter]. Return to Step 9.

Inquiries 5-11

Figure 5-3. The COA.INQ Function.

Figure 5-4. The COA.INQ Year-to-Date Activity Display.

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Available Display Options 1. Year-to-Date Activity (by Fiscal Year) 2. Period Activity (by Fiscal Period) 3. Period Activity with Opening/Closing Balances (by Fiscal Period) 4. Summarized Postings (for a Specific Fiscal Period) 5. Detailed Postings (for a Specific Date Range) 6 Enter the Display Option (1-5), TOP: ..

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Year-to-Date Activity Page 1 Fiscal Year YTD Debits YTD Credits Net Activity YY 358,368.06 358,368.06 YY 16,550.00 16,550.00 YY 65,532.91 651.83 64,881.08 YY 2,038,281.85 1,255,064.57 783,217.28 YY 2,102,971.09 2,484,775.05 381,803.96CR YY 1,789,081.51 2,146,510.85 357,429.34CR Enter "X" to exit the function, <CR> or "END" to continue ...

5-12 Inquiries

Figure 5-5. The COA.INQ Period Activity Display.

Figure 5-6. The COA.INQ Period Activity With Opening and Closing Balances Display.

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Period Activity Page 1 Period Period Debits Period Credits Period Activity YTD Adjustments YY-06 16,550.00 16,550.00 YY-03 12,458.60 12,458.60 YY-04 10,060.00 1.60 10,058.40 YY-06 28,695.00 28,695.00 YY-08 6,977.65 6,977.65 YY-09 695.00 695.00 YY-10 1,925.00 1,925.00 YY-11 1,000.00 1,000.00 YY-12 3,721.66 650.23 3,071.43 YY-01 317,452.50 500.00 316,952.50 YY-02 6,690.74 1,000.00 5,690.74 YY-03 6,928.28 2,850.00 4,078.28 YY-04 810,837.05 810,837.05 YY-05 5,401.50 5,401.50 YY-06 373,099.54 14,346.68 358,752.86 Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F1.

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Period Activity with Opening/Closing Balances Page 1 Period Opening Balance YTD Adjustments Period Activity Closing Balance YY-06 358,368.06 16,550.00 374,918.06 YY-03 374,918.06 12,458.60 387,376.66 YY-04 387,376.66 10,058.40 397,435.06 YY-06 397,435.06 28,695.00 426,130.06 YY-08 426,130.06 6,977.65 433,107.71 YY-09 433,107.71 695.00 433,802.71 YY-10 433,802.71 1,925.00 435,727.71 YY-11 435,727.71 1,000.00 436,727.71 YY-12 436,727.71 3,071.43 439,799.14 YY-01 439,799.14 316,952.50 756,751.64 YY-02 756,751.64 5,690.74 762,442.38 YY-03 762,442.38 4,078.28 766,520.66 YY-04 766,520.66 810,837.05 1,577,357.71 YY-05 1,577,357.71 5,401.50 1,582,759.21 YY-06 1,582,759.21 358,752.86 1,941,512.07 Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F1.

Inquiries 5-13

Figure 5-7. The COA.INQ Summarized Postings for a Specific Period Display.

Figure 5-8. The COA.INQ Detailed Postings for a Specific Period Display.

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Summarized Postings for Period YY-09 from 09-01-YY to 09-30-YY Page 1 Posting Seq Run Date End Date So Debit Amount Credit Amount YY-09*001 09-04-96 09-04-YY CR 2,000.00 YY-09*002 09-05-96 09-05-YY CR 42,418.24 YY-09*002 09-05-96 09-05-YY PDAP 30,383.70 YY-09*003 09-06-96 09-30-YY CR 10,808.78 YY-09*004 09-06-96 09-06-YY CS 15,821.70 YY-09*005 09-06-96 09-30-YY CS 30,201.50 YY-09*006 09-06-96 09-30-YY CR 9,620.06 YY-09*008 09-17-96 09-17-YY CR 23,266.87 YY-09*009 09-18-96 09-18-YY CS 240.82 YY-09*010 09-24-96 09-24-YY CR 49,335.96 YY-09*010 09-24-96 09-24-YY PDAP 24,044.23 ----------------- ----------------- Period Totals 183,713.93 54,427.93 Net (DB - CR) 129,286.00 Enter "X" to exit the function, <CR> or "END" to continue ...

COA.INQ - Display Posting History for Selected Account Account Number 01-01-1120 Record Type D Inactive Date Description Cash in Bank Balance Type D Detailed Postings for 09-05-YY through 09-06-YY Page 1 Tran Date So Document Ref Nbr Annotation Debit Amount Credit Amount 09-05-YY CR 01142 508408 Industrial Dynamics 25,000.00 09-05-YY CR 01143 507404 Bills Plumbing 2,200.00 09-05-YY CR 01146 509904 Walmart Store #400 4,200.00 09-05-YY CR 01147 507405 Danco Incorporated 800.00 09-05-YY CR 01148 509903 Walmart Store #354 3,500.00 09-05-YY PDAP M*456 1803 3M Corporation 1,197.84 09-05-YY PDAP M*457 9811 Ace Novelty Company 553.75 09-05-YY PDAP M*458 1801 Bridgeport Controls 6,444.96 09-05-YY PDAP M*459 1606 Bristol Myers Distri 727.60 09-05-YY PDAP M*460 1902 Canon Textile Mills 870.00 09-06-YY CR 01149 506306 Regency Lighting Inc 3,500.00 09-06-YY CR 01150 509905 Walmart Store #954 2,215.00 09-06-YY CR 01151 507206 Service Merchandise 2,968.25 09-06-YY CR 01152 507206 Service Merchandise 558.93 09-06-YY CR 01153 507503 Gurnee Heating & Air 1,566.60 09-06-YY CS 01154 509914 Sears and Roebucks 3,173.45 09-06-YY CS 01155 509901 Walmart Store #610 1,958.75 09-06-YY CS 01156 507206 Service Merchandise 6,679.50 Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F1.

5-14 Inquiries

The COA.INQ Function

Description The COA.INQ function displays posting history for a specified account in the

General Ledger Chart of Accounts.

Illustrations Figure 5-3 is an illustration showing the COA.INQ function.

Figure 5-4 is an illustration showing the COA.INQ Year-to-Date Activity display. Figure 5-5 is an illustration showing the COA.INQ Period Activity display. Figure 5-6 is an illustration showing the COA.INQ Period Activity With Opening and Closing Balances display. Figure 5-7 is an illustration showing the COA.INQ Summarized Postings for a Specific Period display. Figure 5-8 is an illustration showing the COA.INQ Detailed Postings for a Specific Period display.

Selection options

Specific data may be displayed on the inquiry by choosing • year-to-date activity (by fiscal year) • period activity (by fiscal period) • period activity with opening/closing balances (by fiscal period) • summarized postings (for a specific fiscal period), or • detailed postings (for a specific date range).

Inquiries 5-15

Displaying Posting History for a Specified Record (COA.INQ)

Introduction You may access the COA.INQ function in order to display posting history for

a specified record in the General Ledger Chart of Accounts.


Use the boxes below to write your menu path to the COA.INQ function.

Procedure Complete the steps in the table below to display information about a specific

chart of accounts number.

Step Action 1 Access the function COA.INQ.


2 Type the company number and press [Enter]. 3 Following the prompts on the screen, type the GL account number

by entering the segments as requested, or type END to exit the function and return to a menu. Result: The account number, description and balance type appear at the top of the screen. The “Enter the Display Option (1-5)” prompt displays.


IF you want to display…

THEN type…

Year-to-Date Activity (by Fiscal Year)

1 and press [Enter]. Result: The inquiry displays. Follow the prompts on the screen to display more pages, if necessary. Return to the display options prompt and go to Step 7.


5-16 Inquiries

Displaying Posting History for a Specified Record (COA.INQ), Continued


Step Action 4

con’d IF you want to display…

THEN type…

Period Activity (by Fiscal Period)


Period Activity with Opening/Closing Balances (by Fiscal Period)


Summarized Postings (for a Specific Fiscal Period)

4 and press [Enter]. Result: The “Enter the Period to Display (YY-PP)” prompt displays. Type in the period and press [Enter]. Result: The inquiry displays. Follow the prompts on the screen to display more pages, if necessary, or enter additional periods. Return to the display options prompt and go to Step 7.


Inquiries 5-17

Displaying Posting History for a Specified Record (COA.INQ), Continued


Step Action 4

con’d IF you want to display…

THEN type…

Detailed Postings (for a Specific Date Range) Note: Transactions with an IT source code do not show detail. You may access the functions PRINT.IT.JOURNALS or SHOW.IT.HISTORY for more detail.

5 and press [Enter]. Result: The “Enter the Starting Transaction Date to Display” prompt displays. Go to step 5.

5 Type in the starting date and press [Enter].

Result: The “Enter the Ending Transaction Date to Display” prompt displays.

6 Type in the ending date and press [Enter]. Result: The inquiry displays. Follow the prompts on the screen to display more pages, if necessary, enter new starting and ending dates. Return to the display options prompt.

7 Do you want to enter a new GL account number or exit the function? If yes, type END and press [Enter]. If no, return to Step 4.

8 Do you want to enter a new GL account number? If yes, return to Step 2. If no, type END and press [Enter] to exit the function and return to a menu.

5-18 Inquiries

Figure 5-9. The SHOW.SUM.JOURNALS Function - Summarized by Source Code.

Figure 5-10. The SHOW.SUM.JOURNALS Function - Summarized by Account.

SHOW.SUM.JOURNALS Page 1 Summarized G/L Postings by Source Code by Period Accounting Cost Change (AC) for Period YY09 (09/01/YY - 09/30/YY) Posting Posting Document Date Account Number Debit Amount Credit Amount --------- -------- ------------------------- ----------------- --------------- YY09*001 09-04-YY 01-01-1400 4,760.00 01-01-4900 4,760.00 ----------------- --------------- * Document Totals 4,760.00 4,760.00 YY09*002 09-05-YY 01-01-1400 4,465.50 01-01-4900 4,465.50 ----------------- ----------------- * Document Totals 4,465.50 4,465.50 YY09*007 09-09-YY 01-01-1400 18.88 01-01-4900 18.88 ----------------- --------------- * Document Totals 18.88 18.88 YY09*009 09-18-YY 01-01-1400 734.08

SHOW.SUM.JOURNALS Page 1 Summarized G/L Postings by Account Number for YY-09 thru YY-12 Account Number / Description Period Source Net Amt ---------------------------------------- ------ ------ ----------------- 01-01-1110 Cash on Hand YY-09 IT -16,504.75 ***** -16,504.75 ----------------- Total for Account Number 01-01-1110 -16,504.75 Total for Account Number 1110 -16,504.75 01-01-1120 Cash in Bank YY-09 CR 137,449.91 01-01-1120 Cash in Bank YY-09 CS 46,264.02 01-01-1120 Cash in Bank YY-09 PDAP -54,427.93 ***** 129,286.00 ----------------- Total for Account Number 01-01-1120 129,286.00 Total for Account Number 1120 129,286.00

Inquiries 5-19

The SHOW.SUM.JOURNALS Function

Description The SHOW.SUM.JOURNALS function displays or prints summarized

journals of General Ledger postings. This function provides an analysis of summarized postings by source code made to the general ledger.

Illustrations Figures 5-9 and 5-10 are illustrations showing the SHOW.SUM.JOURNALS

function.

Sort options The inquiry may be sorted by

• account number • account number segments, or • journal source codes.

Selection options

Specific data may be displayed on the inquiry by choosing • a selected company • a range or a selected fiscal period • all, a range, or a selected general ledger account number/segment value,

or • all or selected source codes.

5-20 Inquiries

Displaying Journals (SHOW.SUM.JOURNALS)

Introduction You may access the SHOW.SUM.JOURNALS function in order to display or

print summarized journals of General Ledger postings.


Use the boxes below to write your menu path to the SHOW.SUM.JOURNALS function.

Procedure Complete the steps in the table below to display journal information.

Step Action 1 Access the function SHOW.SUM.JOURNALS.

Result: The “Do you want a printed report? (Y,N)” prompt displays.

2 Do you want a printed report? If yes, type Y and press [Enter]. If no, press [Enter] for default of N. Result: The “Enter the Company Number” prompt displays.

3 Type the company number and press [Enter], or press [Enter] to accept the default. Result: The “Enter the Starting Period (YY-PP)” prompt displays.


Inquiries 5-21

Displaying Journals (SHOW.SUM.JOURNALS), Continued


Step Action 4 Type the starting period and press [Enter].

Result: The “Enter the Ending Period (YY-PP)” prompt displays.

5 Type the ending period and press [Enter]. Result: A box appears on the screen identifying sort and total options. The “Enter the Segment Number to Sort/Total, <CR> for Account Numbers” prompt displays.

6 Do you want to print all accounts? If yes, press [Enter] and go to Step 9. If no, go to Step 7.

7 Type the account segment from the display provided and press [Enter].

8 Following the prompts on the screen, type the starting and ending segments as requested or type ALL. Result: The “Enter the Source Code, <CR> for ALL” prompt displays.


IF you want to select… THEN type… one or specific source code the source code and press

[Enter]. Repeat until all necessary source codes are entered. Press [Enter] to move to the next prompt.

all source codes ALL and press [Enter].

Result: The “Enter Major Sort Option (A)ccount, (S)ource Code” prompt displays.


5-22 Inquiries

Displaying Journals (SHOW.SUM.JOURNALS), Continued



IF you want to sort by… THEN type… account A and press [Enter]. source code S and press [Enter].


10 Type END and press [Enter]. to run and exit the function.

Inquiries 5-23

The COA.PER.BAL Function

Description The COA.PER.BAL function prints or displays each account's debit and

credit balance by fiscal period. This function provides a review of all period postings for every general ledger account.

Illustration The figure below is an illustration showing the COA.PER.BAL function.

Sort options This inquiry sorts by account number by fiscal period.

COA.PER.BAL Page 1 09:44:15 09 MAY 19YY Acct. ict Process 60050 Fiscal Period Totals for Company Number 01 Account Number. Description............. Fiscal Period Debit Period Credit Period 01-01-1110 Cash on Hand YY-06 3,200,000.00 YY-08 5,645,001.80 316,032.02 YY-09 1,199.85 YY-10 4,175.00 YY-11 4,459.50 YY-12 58.00 YY-01 494.00 4.17 YY-03 12,837.00 YY-04 550.00 YY-06 77,833.60 YY-08 428.86 YY-09 16,504.75 YY-02 11,120.86 YY-03 368.17 YY-04 683.40 Enter <CR> to continue, Ctrl X to end

5-24 Inquiries

The COA.YTD.BAL Function

Description The COA.YTD.BAL function prints or displays each account's debit and

credit balance by fiscal year.

Illustration The figure below is an illustration showing the COA.YTD.BAL function.

Sort options This inquiry sorts by account number by fiscal year.

COA.YTD.BAL Page 1 10:03:19 09 MAY 19YY Acct ict Process 60050 Fiscal Year Totals for Company Number 01 Account Number. Description............. Yr YTD Debit YTD Credit 01-01-1110 Cash on Hand YY 2,089,025.01 YY 5,645,001.80 3,525,924.37 YY 78,327.60 30,324.78 YY 683.40 11,489.03 01-01-1120 Cash in Bank YY 358,368.06 YY 16,550.00 YY 65,532.91 651.83 YY 2,038,281.85 1,255,064.57 YY 1,812,902.31 2,146,510.85 YY 286,278.29 134,446.35 01-01-1130 Petty Cash YY 498.00 YY 98.00 01-01-1150 Gains/Losses Account YY 45.00 45.50 YY 18.00 Enter <CR> to continue, Ctrl X to end

Inquiries 5-25

Knowledge Check



Question 1 Match the inquiry, on the left with the description on the right, by placing the

appropriate letter in the column provided.

a-e Inquiry Description COA.PER.BAL a. Prints or displays each account's debit

and credit balance by fiscal year. COA.YTD.BAL b. Displays posting history for a specified

record in the General Ledger Chart of Accounts.

SHOW.SUM. JOURNALS

c. Prints or displays each account's debit and credit balance by fiscal year..

GLT.INQ e. Prints or displays a summarized journal of General Ledger postings based on options specified at run time.

COA.INQ d. Displays summary or detailed information for selected General Ledger transactions.

Question 2 The feature provides the user with the ability to locate a

specific transaction by entering the document number, reference number, or annotation on the displayed listing of the GLT.INQ.



5-26 Inquiries


Answer 1 Match the inquiry, on the left with the description on the right, by placing the

appropriate letter in the column provided.

a-e Inquiry Description c COA.PER.BAL a. Prints or displays each account's debit

and credit balance by fiscal year. a COA.YTD.BAL b. Displays posting history for a specified

record in the General Ledger Chart of Accounts.

d SHOW.SUM. JOURNALS

c. Prints or displays each account's debit and credit balance by fiscal year..

e GLT.INQ d. Prints or displays a summarized journal of General Ledger postings based on options specified at run time.

b COA.INQ e. Displays summary or detailed information for selected General Ledger transactions.

Answer 2 The Search feature provides the user with the ability to locate a specific

transaction by entering the document number, reference number, or annotation on the displayed listing of the GLT.INQ.

Audit Reports 6-1

Chapter 6

Audit Reports

Overview

Introduction D2K offers many audit reports in the General Ledger module in order for you

to audit transactions and balance your accounting books.

Purpose The purpose of this chapter is to familiarize you with the reports available

from the General Ledger module.


• identify and describe the key reports found in the General Ledger module

• locate reports containing specific information using the learning aid provided, and

• print the key reports found in the General Ledger module.

Learning advice

For more information on printing, selection and sort options for reports, refer to the chapter “Producing D2K Reports and Inquiries” in the D2K System Conventions User’s Guide.

6-2 Audit Reports

Key Audit Reports

Introduction The General Ledger module contains many reports, which present General

Ledger data in different manners. Note: The General Ledger Trial Balance reports will be discussed in a separate chapter.


The table below describes the key report functions found in the General Ledger module.


AUDIT.GLT An audit report of general ledger transactions. The user has the ability to analyze detailed transactions both prior to running the GL.POST function and after running the GL.POST.

PRINT.IT.JOURNALS A detail listing of all (posted and unposted) inventory transactions.

PRINT.LEDGER A detail or summary general ledger based on options selected at run time.

COA.PER.YTD.BAL Prints each account's debit and credit balance by fiscal year by fiscal period.

COA.PER.BAL.TREND A report showing period balances for selected accounts. This report provides a review of the period balances for twelve fiscal periods in report format.

Audit Reports 6-3

Finding the Report You Want

Introduction The General Ledger module provides you with many types of financial

reports.

Learning aid The table below describes the types of information you may be looking for on

a report, and suggested reports to print.

IF you’re looking for a report… THEN consider… to aid you in balancing the general ledger

AUDIT.GLT

that will provide an audit of detail transactions to your accountant

AUDIT.GLT

that provides information on the origin of a particular entry

AUDIT.GLT

that provides a summarized audit of inventory transactions after the GL.POST function is run

AUDIT.GLT

that provides an audit of inventory transactions before the GL.POST function is run

PRINT.IT.JOURNALS

that provides a general journal of all transactions and all accounts

PRINT.LEDGER

that provides an analysis of account activity for trends and comparisons

COA.PER.BAL.TREND COA.PER.YTD.BAL

a that can be used to audit trends of selected accounts

COA.PER.BAL.TREND

Important note When printing General Ledger reports, it is important to distinguish between

a transaction date and an entry date. The transaction date is the date entered for the transaction. An entry date is the date the transaction is entered into the D2K system. Example 1: An accounts payable invoice was entered on 11-14-YY into the AP module as a miscellaneous payable with an invoice date of 10-31-YY. The transaction date is 10-31-YY and the entry date is 11-14-YY. Example 2: A journal is entered on 06-08-YY with a document date of 05-03-YY. The transaction date is 05-03-YY and the entry date is 06-08-YY.

6-4 Audit Reports

Figure 6-1. The AUDIT.GLT Report.

AUDIT.GLT 08:52:44 13 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 60050 Page 1 Detail Transaction Journal by Transaction (Posted and Unposted) for Transaction Date 09-01-YY thru 12-31-YY

Document Ref Srce Tran Number Nbr Code Date Annotation Account Number Debit Amount Credit Amount ---------- ------ ---- -------- --------------- --------------- ----------------- ----------------- YY-09*001 IT 09-04-YY YY-09 Inv Trans 01-01-1110 16,200.00 01-01-1400 9,205.30 01-01-1420 01-01-2110 3,304.80 01-01-4100 10,299.50 ----------------- -----------------

* Trans Totals 19,504.80 19,504.80 304 1804 AP 09-04-YY Amitrol Inc 01-01-2100 3,240.00 01-01-2110 3,304.80 01-01-4800 64.80 ----------------- ----------------- * Trans Totals 3,304.80 3,304.80

Nbr Description A number that identifies a document.

Note: The document numbers may include invoice numbers from sales transactions, cash sequence numbers from APPLY.CASH, invoice numbers from AP transactions, or GL journal entry document numbers.

A description of a journal entered in the JRNLS function.

A code that identifies the source of the transaction.

The accounting or posting date that the entry was effective. Example: If a transaction was entered on June 1 for an April 30 posting, April 30 is the transaction date and June 1 is the entry date. The entry would effect the April fiscal period.

A description that identifies the transaction. This annotation may be entered in the JRNLS function or will interface from other D2K applications. Example: Vendor name will interface from Accounts Payable, The transaction date and “Inv Trans” interface from the Inventory Control module.

The sum of the debit and credit amounts for each transaction.

Audit Reports 6-5

The AUDIT.GLT Report

Description The AUDIT.GLT function prints a detail transaction journal that may be used

as an audit report of general ledger transactions.

Learning advice

Unposted inventory transactions (IT source code)do not appear on the AUDIT.GLT report. All other unposted and posted transactions will appear based on the selection.

Illustration Figure 6-1 is an illustration showing the AUDIT.GLT report.

Sort options If page break on source codes is selected, the report may be sorted by:

• Source Code By Period by Transaction Date by Document • Source Code By Account Number by Transaction Date by Document If page break on source code is not selected, the report may be sorted by • Period by Transaction Date by Document by Source Code • Account Number by Transaction Date by Document by Source Code The report in all sequences is sorted in ascending order. A new page starts each time a fiscal period or the controlling segment changes.

Selection options

Specific data may be printed on the report by choosing • transaction dates • transaction status (posted, unposted or both)

6-6 Audit Reports

Printing a Detail Transaction Journal (AUDIT.GLT)

Introduction In order to track your posted or unposted general ledger transactions you may

print the AUDIT.GLT report.


Use the boxes below to write your menu path to the AUDIT.GLT function.

Procedure Complete the steps below to print a detail transaction journal.

Step Action 1 Access the function AUDIT.GLT.


2 Type the company number and press [Enter] or press [Enter] to accept the default. Result: The “Select Transactions by (T)ransaction Date, (E)ntry Date, or (P)eriod, TOP” prompt displays.


IF you want to select by… THEN type… Transaction Date T and press [Enter]. Entry Date E and press [Enter]. Fiscal Period P and press [Enter].

Result: The “Enter Starting…Date (or Period) to be printed” prompt displays.

4 Type the starting date or period and press [Enter]. Result: The “Enter the Ending…Date (or Period) to be printed” prompt displays.

5 Type the ending date or period and press [Enter]. Result: The “Enter the Transaction Status (P)osted, (U)nposted, (B)oth” prompt displays.


Audit Reports 6-7

Printing a Detail Transaction Journal (AUDIT.GLT), Continued



IF you want… THEN type… posted transactions P and press [Enter]. unposted transactions U and press [Enter]. both posted and unposted

transactions B and press [Enter].

Result: The “Enter Starting Document Number to Print, ALL” prompt displays.


IF you want… THEN… one or a range of

documents type the starting document number and press [Enter]. Result: The “Enter ending document number to print” displays. Type the ending document number and press [Enter].

all documents press [Enter].

Result: The “Enter the Division Number” prompt displays. 8 Make the following decision:

IF you want to select… THEN… specific account

numbers following the prompts on the screen, type the account number by entering the segments as requested. Repeat this step, as necessary, to enter all selected account numbers.

all account numbers press [Enter] to bypass the account number selection.

Result: The “Enter the Sort Option (T)ransaction, (A)ccount” prompt displays.


6-8 Audit Reports




IF you want to sort by… THEN type… period by transaction date by

document by source code T and press [Enter].

by account number A and press [Enter].

Result: The “Enter the Source Code, ALL” prompt displays. 10 Make the following decision:

IF you want… THEN… one source code type the source code and press [Enter].

Press [Enter] to continue with the next prompt.

selected source codes

type the source code and press [Enter]. Continue typing a source code and pressing [Enter] until all source codes desired are entered. Press [Enter] to continue with the next prompt.

all source codes press [Enter].

Result: The “Print a Separate Report for each Source Code" prompt displays.

11 Do you want a separate report for each source code? If yes, type Y and press [Enter]. If no, press [Enter] for N. Result: Optional print fields, which may be printed on the report, are displayed on the lower right hand side of the screen. The length of the optional fields selected cannot exceed 33 characters.


Audit Reports 6-9



Step Action 12 Answer the optional print prompts by typing Y or N and pressing

[Enter]. Note: If the length of the selected print fields exceeds 33 characters, a warning message displays. Once you are at the Command Line, you are asked to modify optional print field flags by selecting the field number. Result: The Command Line “Change Which Field, END, TOP” displays.

13 Type END and press [Enter]. Result: The report prints and you are returned to the menu.

6-10 Audit Reports

Figure 6-2. The PRINT.IT.JOURNALS Detail Report. PRINT.IT.JOURNALS 11:55:16 07 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 00040 Page 1 Detailed Inventory Transaction Journals by Item/Part for 09-01-YY thru 09-30-YY Facility ALL / Posted and Unposted Transactions / Transaction Code ALL / Sequence Nbr ALL

Tran IT Trans Trans Stat Seq Date Type Quantity UM Debit Amount Credit Amount Reference Debit Acct Nbr Credit Acct Nbr ---- --- -------- -------- -------- -- --------------- --------------- -------- -------------- --------------

0-T385I|01 --- Turtle Wax-white P 008 09-17-YY Sale -200 EA 134.00 134.00 2220 01-01-4100 01-01-1400 --------------- --------------- Net Inv Change 134.00 CR 0-T386I|01 --- Turtle Wax-black P 008 09-17-YY Sale -10 EA 6.70 6.70 2220 01-01-4100 01-01-1400 --------------- --------------- Net Inv Change 6.70 CR 0-T387I|01 --- Turtle Wax-dark Blue P 004 09-06-YY Sale -500 EA 335.00 335.00 2197 01-01-4100 01-01-1400 P 010 09-23-YY Sale -300 EA 201.00 201.00 2211 01-01-4100 01-01-1400 --------------- --------------- Net Inv Change 536.00 CR

Figure 6-3. The PRINT.IT.JOURNALS Summary Report.

PRINT.IT.JOURNALS 11:55:16 07 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 00040 Page 1 Summarized Inventory Transaction Journals by Item/Part for 09-01-YY thru 09-30-YY Facility ALL / Posted and Unposted Transactions / Transaction Code ALL / Sequence Nbr ALL Item Number Account Number and Description Debit Amount Credit Amount Net Change ------------------------ ------------------------------ ----------------- ----------------- -------------------- 0-T385I|01 --- Turtle Wax-white 01-01-1400 Inventory - stock 134.00 134.00 CR 01-01-4100 Cost of Stock Sales 134.00 134.00 DB ----------------- ----------------- 134.00 134.00 0-T386I|01 --- Turtle Wax-black 01-01-1400 Inventory - stock 6.70 6.70 CR 01-01-4100 Cost of Stock Sales 6.70 6.70 DB ----------------- ----------------- 6.70 6.70

Figure 6-4. PRINT.IT.JOURNALS Management Summary Report.

PRINT.IT.JOURNALS 11:55:16 07 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 00040 Page 1 Summarized Inventory Transaction Journals by Item/Part for 09-01-YY thru 09-30-YY Facility ALL / Posted and Unposted Transactions / Transaction Code ALL / Sequence Nbr ALL Management Summary Inventory Transaction Journals Totals for YY-09 Debit Amount Credit Amount Net Change ---------------------------------------------------------------------------------------------------------------- Inventory Asset Account Transactions for 09/01/YY - 09/30/YY ---------------------------------------------------------------------------------------------------------------- Inventory - stock 01-01-1400 93,414.47 216,548.58 123,134.11 CR Inventory - Non-stock 01-01-1410 3,886.23 185.32 3,700.91 DB Drop Ship Purchases 01-01-4420 304.75 304.75 0.00 DB -------------- ------------ -------------- Transaction Total 97,605.45 217,038.65 119,433.20 CR


Audit Reports 6-11

Figures 6-2 through 6-4. The PRINT.IT.JOURNALS Detail Report, Continued

Nbr Description A code that identifies if a transaction is posted or unposted.

The accounting or posting date that the entry was effective.

A description that identifies the origin of the transaction. The description is stored as a code in the transaction file. The codes include:

Code Description

39 MRD Receipt

40 WIP Receipt

41 Purchase Order Receipt

42 Scrap

43 Miscellaneous Receipt

44 Issue

47 GL Issue

49 Sale

50 Inventory Adjustment

51 Transfer Out

52 Transfer In

53 Transfer Direct

54 Product Issue

55 Prod Rec

Note: You may select specific transaction codes to print on the report, allowing you to audit specific transactions. Example: If you want to audit items entered through MRD receipts, you can select the transaction type code of 39.

A description of a journal entered in the JRNLS function. Example: Invoice number, purchase order number.

The item number and the item description from the inventory transaction.

6-12 Audit Reports

The PRINT.IT.JOURNALS Report

Description The PRINT.IT.JOURNALS function prints a journal of all inventory

transactions occurring within a specified fiscal period, or a transaction or entry date range.

Illustrations Figure 6-2 is an illustration showing a PRINT.IT.JOURNALS Detail Report.

Figure 6-3 is an illustration showing a PRINT.IT.JOURNALS Summary Report. Figure 6-4 is an illustration showing a PRINT.IT.JOURNALS Management Summary Report.

Learning advice

A Management Summary Report automatically prints with both the Detailed Transaction and Summarized Transaction Reports.

Sort options The report is sorted by item/part number in date transaction sequence. The

report may be sorted by facility.

Selection options

Specific data may be printed on the report by choosing • posted transactions, unposted transactions or both • detailed, summary or management summary report • all or a range of item numbers • all or selected facility numbers • all or selected transaction type codes (e.g., 39 for MRD receipts) • all or selected General Ledger accounts

Audit Reports 6-13

Figure 6-5. The PRINT.LEDGER Report. PRINT.LEDGER 14:47:02 09 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 60060 Page 24 General Ledger with Transaction Detail for period YY-09 (09-01-YY to 09-30-YY)

Account Period Date So Ref Annotation Document Debit Amount Credit Amount Balance ------------ ------ -------- ---- --- ---------- -------- ------------ ------------- ------- GENERAL & ADM EXPENSE (Continued) 01-01-5810 Salaries Executives Balance Forward... 6,000.00 01-01-5820 Payroll Taxes Balance Forward... 1,976.00 01-01-5840 Travel & Entertainment Balance Forward... 1,200.00 OTHER INCOME 01-01-6100 Cash Discount Earned Balance Forward... 1,025.39CR YY-09 09-05-YY PDAP Posting Summary YY-09*002 74.43 148.86 ----------- -------------- ***** 74.43 148.86 1,099.82CR 01-01-6600 Miscellaneous Income Balance Forward... 4.04

Report Totals Net Debits Net Credits Net Balance Balance Forward 5,469,324.18 5,469,324.18 0.00 YTD Adjustments 0.00 Period YY-09 499,758.56 499,758.56 0.00 Closing Balance 5,626,115.22 5,626,115.22 0.00

Nbr Description

The chart of accounts number where the transaction was posted.

The accounting or posting date that the entry was effective.

The source code of the original transaction.

A description of a journal entered in the JRNLS function.

A description that identifies the transaction. This description may be entered in the JRNLS function or will interface from other D2K applications. Example: Vendor name will interface from Accounts Payable, The transaction date and “Inv Trans” interface from the Inventory Control module.

A number that identifies a document. Note: The document numbers may include invoice numbers from sales transactions, cash sequence numbers from APPLY.CASH, invoice numbers from AP transactions, or GL journal entry document numbers.

The net totals of debits and credits for each of the posted categories. Note: The Closing Balance is not equivalent to the Balance Forward +/- YTD Adjustments +/- Period YY-PP. It is the net total of the debits and a net total of the credits. This is used as a check that the ledger is in balance.

6-14 Audit Reports

The PRINT.LEDGER Report

Description The PRINT.LEDGER function prints a report of general ledger transactions

that have been posted through the GL.POST function.

Illustrations Figure 6-5 is an illustration showing the PRINT.LEDGER report.

Sort options The report may be sorted by

• selected account number segment • selected account number

Selection options

Specific data can be printed on the report by choosing • company • transaction dates for a period, quarter, or year • detail, summarized postings, or summarized postings by source code • to suppress zero-balance accounts • a selected range of general ledger account numbers

Audit Reports 6-15

Figure 6-6. The COA.PER.YTD.BAL Report. COA.PER.YTD.BAL 07:31:14 12 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 60050 Page 12 Fiscal Year and Fiscal Period Totals for Company Number 01

Account Number. Description.......... Bal. Yr YTD Debit YTD Credit Fiscal Period Debit Period Credit Type Period 01-01-2550 Accrued Commissions C YY 9,819.06 YY-03 9,819.06 01-01-2555 Accrued Interest C YY 1,100.00 YY-11 1,100.00 YY 2,000.00 2,190.25 YY-03 2,190.25 YY-06 2,000.00 01-01-2570 Mortgage Payable C YY 74,200.00 YY-08 74,200.00 YY 4,000.00 YY-03 4,000.00 01-01-2820 Preferred Stock C YY 2,700,000.00 YY-11 2,700,000.00 YY 1,691,031.64 YY-03 256,000.00 YY-04 70,110.00 YY-07 1,143,624.16 YY-08 101,635.93 YY-09 119,661.55

Nbr Description The chart of accounts number where the transaction was posted.

The description of the chart of accounts number.

The normal balance type of the account; debit or credit.

6-16 Audit Reports

The COA.PER.YTD.BAL Report

Description The COA.PER.YTD.BAL function prints each account's debit and credit

balance by fiscal year by fiscal period. This report provides both fiscal period and year-to-date information for every general ledger account. Note: Only transactions that have been posted to the GL chart of accounts from the various journals will be reflected in these balances.

Illustration Figure 6-6 is an illustration showing the COA.PER.YTD.BAL report.

Selection options

The only selection criteria available for this function is by company.

Audit Reports 6-17

Figure 6-7. The COA.PER.BAL.TREND Report. COA.PER.BAL.TREND 10:13:21 12 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 00040 Page 1 Trend Report showing Period Balances for Division Number 00 thru 99 Company 01 D2K DISTRIBUTION SERVICES Periods 1 thru 6

Div Account Number. Description...Period YY-01 Period YY-02 Period YY-03 Period YY-04 Period YY-05 Period YY-06 Actual Actual Actual Actual Actual Actual 01 01-01-1110 Cash on Hand 489.83 12837.00- 550.00- 77833.60 01 01-01-1120 Cash in Bank 272774.57 158317.60- 190278.22- 363094.80- 77557.24 63740.40- 01 01-01-1130 Petty Cash 98.00- 01 01-01-1150 Gains/Losses 18.00 01 01-01-1200 Accounts Rec 37222.29- 26034.01- 107093.57- 82184.71- 30329.45- 56274.05 COA.PER.BAL.TREND 10:13:21 12 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process 00040 Page 1 Trend Report showing Period Balances for Division Number 00 thru 99 Company 01 D2K DISTRIBUTION SERVICES Periods 7 thru 12 Div Account Number. Description.. Period YY-07 Period YY-08 Period YY-09 Period YY-10 Period YY-11 Period YY-12 Actual Actual Actual Actual Actual Actual 01 01-01-1110 Cash on Hand 428.86- 16504.75- 01 01-01-1120 Cash in Bank 79767.61- 18151.48 129286.00 23720.80 100.00 01 01-01-1130 Petty Cash 01 01-01-1150 Gains/Losses 01 01-01-1200 Accounts Rec 24514.02 123966.71 49520.49- 17081.47- 10117.75 488.64

Nbr Description The chart of accounts number where the transaction was posted.

The description of the chart of accounts number.

The amount posted to the specific fiscal (accounting) period.

Audit Reports 6-18

The COA.PER.BAL.TREND Report

Description The COA.PER.BAL.TREND function produces a report showing period

balances for selected accounts. The COA.PER.BAL.TREND provides a review of the period balances for twelve fiscal periods in report format. The first six periods are printed on a separate page from the second six periods. Note: The fiscal year chosen is entered in the EXTEND.COA function.

EXTEND.COA The data printed on this report is current as of the latest run of the

EXTEND.COA function. Any modifications made to the Chart of Accounts data since that execution are not reflected in the report. For more information on this function, refer to the topic “EXTEND.COA” on the following page.

Illustration Figure 6-7 is an illustration showing the COA.PER.BAL.TREND report.

Sort options The report may be sorted by the controlling segment.

Audit Reports 6-19

The EXTEND.COA Function

Description The EXTEND.COA function reformats the chart of accounts file to make it

available for General Ledger report printing and accessibility for IEP reports. It is necessary to run this function in order to update the data available on the COA.PER.BAL.TREND report and the BUDGETS.BY.ACCOUNT listing. Note: The GL Chart of Accounts file is not structured to provide inquiry capabilities, therefore the EXTEND.COA function is needed to make the information accessible to the user. Upon completion of this function, the user may build data base inquiry sentences to report account balances for any period during the selected fiscal year.

Function uses This function updates the following information in the chart of accounts file:

• closing balances • quarterly balances • period balances • YTD balances, and • budget amounts. Note: The EXTEND.COA function may be run while other functions are processing, but it will occupy a terminal for the duration of the run. For this reason, it is recommended that it be run as part of a Delayed Job Stream.

Audit Reports 6-20

Knowledge Check



Question 1 If you want to identify inventory transactions not yet posted, you must print:

a. AUDIT.GLT. b. PRINT.IT.JOURNALS. c. PRINT.LEDGER. d. a. and b. above. e. none of the above.

Question 2 If you entered transactions on Sept 3, for a June 15 posting date, you should

print a report by the if you want to view these transactions. a. transaction date of June 15 b. transaction date of September 3 c. entry date of June 15 d. entry date of September 3 e. a. and d. above

Question 3 In the sample AUDIT.GLT report below, what are the source code and

transaction date for the transaction identified by document 344?


AUDIT.GLT 08:52:44 13 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process Detail Transaction Journal by Transaction (Posted and Unposted) for Transaction Date 09-01-YY thru 12-31-YY Document Ref Srce Tran Number Nbr Code Date Annotation Account Number Debit Amount Credit Amount -------- --- ---- ---- ---------- -------------- ------------ ------------- 344 1999 CR 12-04-YY Amitrol Inc 01-01-1120 2000.00 01-01-1200 2,022.18 01-01-5470 22.18 ------------- ------------ * Trans Totals 2,022.18 2.022.18

Audit Reports 6-21


Question 4 In the sample portion of the PRINT.IT.JOURNALS report below, is the

transaction identified by sequence number 011, posted or unposted? Please circle the sequence number and the transaction status on the sample provided.



PRINT.IT.JOURNALS 11:55:16 07 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Detailed Inventory Transaction Journals by Item/Part for 09-01-YY thru 09-30-YY Facility ALL / Posted and Unposted Transactions / Transaction Code ALL / Tran IT Trans Trans Stat Seq Date Type Quantity UM Debit Amount Credit Amount Reference 1-02-521-WH|01 --- 9/A75 Finetex Powernet P 011 09-24-YY Sale -16000 HU 48.00 48.00 2247 --------------- --------------- Net Inv Change 48.00 CR 1-05-006-WH|01 --- Den Tricot/Secret Wear P 011 09-24-YY Sale -20000 HU 200.00 200.00 2247 --------------- --------------- Net Inv Change 200.00 CR

Audit Reports 6-22


Answer 1 If you want to identify inventory transactions not yet posted, you must print:

b. PRINT.IT.JOURNALS.

Answer 2 If you entered transactions on September 3, for a June 15 posting date, you

should print a report by the transaction date of June 15 and the entry date of September 3 if you want to view these transactions. e. a. and d. above

Answer 3 In the sample AUDIT.GLT report below, what are the source code and

transaction date for the transaction identified by document 344? The source code is CR and the transaction date is 12-04-YY.


AUDIT.GLT 08:52:44 13 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Process Detail Transaction Journal by Transaction (Posted and Unposted) for Transaction Date 09-01-YY thru 12-31-YY Document Ref Srce Tran Number Nbr Code Date Annotation Account Number Debit Amount Credit Amount -------- --- ---- ---- ---------- -------------- ------------ ------------- 344 1999 CR 12-04-YY Amitrol Inc 01-01-1120 2000.00 01-01-1200 2,022.18 01-01-5470 22.18 ------------- ------------ * Trans Totals 2,022.18 2.022.18

Audit Reports 6-23


Answer 4 In the sample portion of the PRINT.IT.JOURNALS report below, is the

transaction identified by sequence number 001, posted or unposted? Posted Please circle the sequence number and the transaction status on the sample provided.

PRINT.IT.JOURNALS 11:55:16 07 MAY 19YY D2K DISTRIBUTION SERVICES Acct ict Detailed Inventory Transaction Journals by Item/Part for 09-01-YY thru 09-30-YY Facility ALL / Posted and Unposted Transactions / Transaction Code ALL / Tran IT Trans Trans Stat Seq Date Type Quantity UM Debit Amount Credit Amount Reference 1-02-521-WH|01 --- 9/A75 Finetex Powernet P 011 09-24-YY Sale -16000 HU 48.00 48.00 2247 --------------- --------------- Net Inv Change 48.00 CR 1-05-006-WH|01 --- Den Tricot/Secret Wear P 011 09-24-YY Sale -20000 HU 200.00 200.00 2247 --------------- --------------- Net Inv Change 200.00 CR

Trial Balance Reports 7-1

Chapter 7

Trial Balance Reports

Overview

Introduction During the General Ledger cycle you may want to print or display an audit

report of your account balances. You may also need source documents for internal purposes.


Trial Balance Reports.


• identify and describe the trial balance reports • locate trial balance reports containing specific information using the

learning aid provided, and • print the trial balance reports found in the General Ledger module.

Learning advice

For more information on printing, selection and sort options for reports, refer to the chapter “Producing D2K Reports and Inquiries” in the D2K System Conventions User’s Guide.

7-2 Trial Balance Reports

Trial Balance Reports

Introduction The General Ledger module contains four trial balance reports that can assist

you with auditing your accounting transactions.


The table below describes the trial balance reports found in the General Ledger module.


TB.ACTIVITY This function prints net accounting activity (debits and credits) for a specific period of time.

TB.CLOSING This function prints opening and closing balances as of a specified fiscal period.

TB.ACT.CLOSE This function prints opening balances and accounting activity over a specified time frame.

TB.CONSOLIDATED This function prints a consolidated trial balance for selected companies over a specified time frame. Closing balances are included on this report.

Important note The totals printed at the end of each report are to ensure that debits and

credits net to zero and are in balance for each totaling level. These are not meant to be used to prove closing balances.


Finding the Report You Want

Introduction The General Ledger module contains four trial balance reports. These reports

print or display trial balance activity over a specified time frame.

Learning aid The table below describes the types of information you may be looking for on

a trial balance report, and suggested reports to print.

IF you’re looking to… THEN consider… verify that debit and credit balances are accurate for a selected range of account numbers

TB.ACTIVITY TB.CLOSING TB.ACT.CLOSE

identify a period of transactions for the financial statements

TB.ACTIVITY

identify period closing balances for the financial statements.

TB.CLOSING

verify that all debit and credit balances are equal for each account

TB.CLOSING

identify activity and closing balances for combined companies

TB.CONSOLIDATED

identify opening balances, year to date adjustments and closing balances for a range of accounts

TB.ACT.CLOSE

balance to reports from other D2K modules (i.e. AR Aging, Ending AP, Inventory Value)

TB.ACTIVITY TB.CLOSING TB.ACT.CLOSE


Figure 7-1. The TB.ACTIVITY Report.

TB.ACTIVITY Page 1 14:35:59 01 MAY 19YY Acct ict Process 60030 Trial Balance for period YY-09 (09-01-YY to 12-31-YY) Account Debit Credit Balance Balance ASSETS CURRENT ASSETS 01-01-1110 Cash on Hand 16,504.75 01-01-1120 Cash in Bank 129,286.00 01-01-1200 Accounts Receivable 49,520.49 01-01-1400 Inventory - stock 124,202.87 FIXED ASSETS OTHER ASSETS LIABILITIES & EQUITY CURRENT LIABILITIES 01-01-2100 Accounts Payable 49,974.02 01-01-2110 PO Clearing 31,508.52 01-01-2113 PO Clearing - Direct 1,060.00 01-01-2310 State Income Tax Payable 1,111.31 01-01-2520 Sales Tax Payable 1,271.44 LONG TERM LIABILITIES EQUITY 01-01-2820 Preferred Stock 119,661.55 NET SALES 01-01-3100 Stock Sales 248,472.42 01-01-3300 Drop Ship Sales 2,059.89 COST OF GOODS SOLD 01-01-4100 Cost of Stock Sales 203,977.67 01-01-4300 Cost of Drop Ship Sales 1,629.75 01-01-4420 Drop Ship Purchases 1,099.75 01-01-4700 Freight-In 226.74 01-01-4800 AP Variance 64.80 01-01-4900 Inventory Acctg Value Adj 1,068.76 SELLING EXPENSE Totals from Bottom of last page Report Totals 499,758.56 499,758.56


The TB.ACTIVITY Report

Description The TB.ACTIVITY function prints or displays a trial balance showing net

accounting activity (i.e., debits - credits), over a specified time frame.

Illustration Figure 7-1 is an illustration showing a TB.ACTIVITY report.


• account number segment • account number.

Selection options

Specific data may be printed on the report by choosing • optional printing/display of zero-balance accounts • a selected range of general ledger account numbers • period, quarter, or year


Figure 7-2. The TB.CLOSING Report. TB.CLOSING Page 3 07:21:44 02 MAY 19YY Acct ict Process 60050 Trial Balance thru period YY-09 (as of 09-30-YY) Account Debit Credit Balance Balance DELIVERY EXPENSE 01-01-5410 Truck Drivers Wages 10,465.70 01-01-5420 Payroll Taxes 2,469.36 01-01-5430 Insurance 1,325.99 01-01-5440 Truck Operating & Maint 5,981.89 01-01-5450 Truck Insurance 3,700.00 01-01-5460 Depreciation - Trucks 3,246.00 01-01-5470 Outgoing Freight 2,267.07 01-01-5499 Misc Delivery Expense 464.00 LAND AND BUILDING EXP 01-01-5510 Salaries 17,500.00 01-01-5520 Payroll Taxes 5,520.00 01-01-5530 Insurance 1,408.40 01-01-5540 Depreciation - Buildings 550.00 01-01-5550 Repair & Maintenance 2,450.00 01-01-5560 Insurance on Buildings 388.40 01-01-5590 Rent 985.00 OFFICE EXPENSE 01-01-5710 Salaries Office 4,000.00 01-01-5720 Payroll Taxes 1,337.20 01-01-5730 Insurance 320.00 01-01-5740 Stationery & Office Sup 1,862.00 01-01-5750 Postage 305.00 01-01-5760 Telephone & Telegraph 2,918.00 GENERAL & ADM EXPENSE 01-01-5810 Salaries Executives 6,000.00 01-01-5820 Payroll Taxes 1,976.00 01-01-5840 Travel & Entertainment 1,200.00 OTHER INCOME 01-01-6100 Cash Discount Earned 1,099.82 01-01-6250 Excise Taxes 273.54 01-01-6600 Miscellaneous Income 4.04 01-01-6700 Miscellaneous Over/Under 111.44 Totals from Bottom of last page Report Totals 5,626,115.22 5,626,115.22


The TB.CLOSING Report

Description The TB.CLOSING function prints or displays a trial balance showing closing

balances as of a specified fiscal period.

Illustration Figure 7-2 is an illustration showing a TB.CLOSING report.


• account number segment • account number

Selection options

Specific data may be printed on the report by choosing • selected companies • optional printing/display of zero-balance accounts • range of general ledger account numbers


Figure 7-3. The TB.ACT.CLOSE Report. TB.ACT.CLOSE 07:45:01 02 MAY 19YY Acct ict Process 60050 Page 4 Trial Balance with balance forwards for period YY-09 (09-01-YY to 09-30-YY) Opening ----------- Period YY-09 ----------- Closing Account Balance YTD Debit Credit Balance (09-01-YY)Adjustments Balance Balance 09-30-YY) OFFICE EXPENSE 01-01-5710 Salaries Off 4,000.00 4,000.00 01-01-5720 Payroll Taxes 1,337.20 1,337.20 01-01-5730 Insurance 320.00 320.00 01-01-5740 Stationery & 1,862.00 1,862.00 01-01-5745 Stationary 1,160.00 1,160.00 01-01-5750 Postage 305.00 305.00 01-01-5760 Telephone 2,918.00 2,918.00 01-01-5770 Dep. Furn.&Equip 150.00 150.00 01-01-5780 Repair & Maint 1,080.00 1,080.00 01-01-5790 Insurance 175.00 175.00 01-01-5799 Misc. Office Sup 870.00 870.00 OTHER INCOME 01-01-6100 Discount Earned 1,025.39CR 74.43 1,099.82CR 01-01-6600 Misc Income 4.04 4.04 01-01-6700 Misc Over/Under 111.44 111.44 OTHER DEDUCTIONS 01-01-6600 Discount Allowed 4,250.49 434.59 4,685.08 01-01-6600 Loss Bad Debts 200.00CR 200.00CR INCOME TAXES 01-02-5590 Rent - Div II 360.30 360.30 01-02-5591-0001 Electricity 655.00 655.00 Report Totals Total Debits Total Credits Opening Balance 5,469,324.18 5,469,324.18 YTD Adjustments Period YY-09 499,758.56 499,758.56 Closing Balance 5,626,115.22 5,626,115.22


The TB.ACT.CLOSE Report

Description The TB.ACT.CLOSE function prints a trial balance showing opening account

balances, accounting activity over a specified time frame, and closing account balances.

Illustration Figure 7-3 is an illustration showing a TB.ACT.CLOSE report.


• account number segment • account number

Selection options

Specific data may be printed on the report by choosing • optional printing of zero-balance accounts • a range of general ledger account numbers


Figure 7-4. The TB.CONSOLIDATED Report. TB.CONSOLIDATED Page 9 08:51:06 21 MAY 19YY Acct ict Process 60040 Consolidated Trial Balance thru period YY-09 (as of 09-30-YY) Account / Company Debit Credit Balance Balance DATA PROCESSING EXPENSE 01-5920 Payroll Taxes 01 D2K DISTRIBUTION SERVICES 88.00 02 D2K2 45.00 Consolidated balance 133.00 01-5999 Misc Data Processing Exp 01 D2K DISTRIBUTION SERVICES 232.00 02 D2K2 343.00 Consolidated balance 575.00 OTHER INCOME 01-6100 Cash Discount Earned 01 D2K DISTRIBUTION SERVICES 1,099.82 02 D2K2 864.00 Consolidated balance 1,963.82 01-6250 Excise Taxes 01 D2K DISTRIBUTION SERVICES 273.54 02 D2K2 124.00 Consolidated balance 397.54 01-6600 Miscellaneous Income 01 D2K DISTRIBUTION SERVICES 4.04 Consolidated balance 4.04 01-6700 Miscellaneous Over/Under 01 D2K DISTRIBUTION SERVICES 111.44 02 D2K2 4,053.00 Consolidated balance 3,941.56 OTHER DEDUCTIONS 01-7100 Cash Discount Allowed 01 D2K DISTRIBUTION SERVICES 4,685.08 02 D2K2 3,293.00 Consolidated balance 7,978.08 01-7500 Loss from Bad Debts 01 D2K DISTRIBUTION SERVICES 200.00 02 D2K2 100.00 Consolidated balance 300.00 INCOME TAXES 02-5590 Rent - Div II 01 D2K DISTRIBUTION SERVICES 360.30 Consolidated balance 360.30 02-5591-0001 Electricity 01 D2K DISTRIBUTION SERVICES 655.00 Consolidated balance 655.00 Report Totals 626,115.22 626,115.22


The TB.CONSOLIDATED Report

Description The TB.CONSOLIDATED function prints or displays a consolidated trial

balance for selected companies showing closing balances as of a specific fiscal period. This report lists the balances for each company selected and the consolidated balance by general ledger account number.

Learning advice

It is only beneficial to print this report if you have multiple companies.

Illustration Figure 7-4 is an illustration showing a TB.CONSOLIDATED report.

Selection options

Specific data may be printed on the report by choosing • optional printing of zero-balance accounts • selected or all companies


Knowledge Check



Question 1 Match the trial balance report title on the left with the description on the right,

by placing the appropriate letter in the column provided.

a-d Report Title Description TB.ACTIVITY a. This function prints opening and

closing balances and accounting activity over a specified time frame.

TB.CLOSING b. This function prints a consolidated trial balance for selected companies over a specified time frame. Closing balances are included on this report.

TB.ACT.CLOSE c. This function prints net accounting activity (debits and credits) for a specific period of time.

TB.CONSOLIDATED d. This function prints closing balances as of a specified fiscal period.

Question 2 Which trial balance report includes Opening and Closing balances?

Question 3 Which of the following features is not a feature of the TB.ACT.CLOSE

report? a. Prints or displays a trial balance showing closing balances as of a

specified fiscal period. b. Prints or displays a closing Trial Balance by company. c. Allows report items to be printed or displayed for a selected range of

general ledger account numbers. d. Lists the balances for each company selected and the consolidated balance

by general ledger account number. e. a. and d. f. none of the above.








Answer 1 Match the trial balance report title on the left with the description on the right,

by placing the appropriate letter in the column provided.

a-d Report Title Description c TB.ACTIVITY a. This function prints opening and

closing balances and accounting activity over a specified time frame.

d TB.CLOSING b. This function prints a consolidated trial balance for selected companies over a specified time frame. Closing balances are included on this report.

a TB.ACT.CLOSE c. This function prints net accounting activity (debits and credits) for a specific period of time.

b TB.CONSOLIDATED d. This function prints closing balances as of a specified fiscal period.

Answer 2 Which trial balance report includes Opening and Closing balances?

TB.ACT.CLOSE

Answer 3 Which of the following features is not a feature of the TB.ACT.CLOSE

report? d. Lists the balances for each company selected and the consolidated balance

by general ledger account number. Explanation: This is a feature of the TB.CONSOLIDATED report.

Budgets 8-1

Chapter 8

Budgets

Overview

Introduction Budgeting is a very flexible feature available through D2K. There are four

methods of entering budgets that are interchangeable by account number. Budget information is available for printing on financial statements.

Purpose The purpose of this chapter is to familiarize you with the methods of entering

budgets, and the inquiries and reports available to view your entries.


• identify and create budgets by one of four methods • create budget spread codes, and • display or print your budgets in various ways.

8-2 Budgets

Budget Functions

Introduction The General Ledger Budget functions offer flexibility in creating budgets, as

well as various formats with which to display and print them.


The table below describes the budget functions available in the General Ledger module.


BUDGETS Allows the creation and maintenance of a budget.

SHOW.BUDGETS Displays budget information for all accounts of a selected company.

BUDGET.INQ Displays budget information for one account number.

BUDGET.SPREAD.MAINT Allows the entry of budget spread codes which can optionally be used when defining budgets for a general ledger account number in the BUDGETS function.

SHOW.BUDGET.SPREAD Prints a listing of user defined general ledger budget spread codes.

EXTEND.COA Reformats data in the chart of accounts file to make it available for report printing. Note: This function updates information necessary to run the BUDGETS.BY.ACCOUNT function.

BUDGETS.BY.ACCOUNT Prints a listing of budget information for 12 fiscal periods for a range of accounts.


Budgets 8-3

Budget Methods

Description Budgets are maintained at the account level for the purpose of generating

financial statements and user-written reports that compare actual amounts to budgeted amounts.

Four methods The table below describes the four methods of budgeting.

Method Description Even Spread An annual budgeted amount is spread equally over all

periods in the fiscal year by the system. Example: An annual budget of $12,000 is entered, and the system divides this into 12 equal parts for the 12 fiscal periods.

Budget Spread Code

A code identifies a table of percentages assigned to each of the fiscal periods in the year. Each period is a result of the percentage of the annual amount assigned to that period in the spread code function. Note: Spread codes are created and maintained in the function BUDGET.SPREAD.MAINT. Example: An annual budget of $12,000 is entered with a budget spread code of 2. The code of 2, set up in the BUDGET.SPREAD.MAINT function, tells the system how to divide the annual dollars among the fiscal periods.

Manual Budget

A budget amount for each fiscal period is manually entered by the user. The annual budget is the total of the fiscal period budgets.

Variable Budget

The system automatically calculates each period's budget amounts using a specified percentage of another account's budget for the same fiscal year. Example: An annual budget of $24,000 is entered for the Corporate Building expense account. The T&D Building Expense account is entered with a variable budget of 70% of the corporate account. The system makes the proper budget calculations for each of the fiscal periods on the T&D Building Expense account.

8-4 Budgets

Figure 8-1. The BUDGET.SPREAD.MAINT Function. BUDGET.SPREAD.MAINT - Create, Maintain GL Budget Spread Codes "ADD" Mode Budget Spread Code 03 02 Description Seasonal 03 Percent By Period .01) 3.000 .02) 3.000 .03) 3.000 .04) 10.000 .05) 10.000 .06) 10.000 .07) 5.000 .08) 5.000 .09) 6.000 .10) 15.000 .11) 15.000 .12) 15.000 Total Percent 100.000 Entries 12 Change Which Field, END, TOP, \P .........

Budgets 8-5

The BUDGET.SPREAD.MAINT Function

Description The BUDGET.SPREAD.MAINT function allows the entry of codes that

identify percentages of the annual budget to be allotted to specific periods. Note: The total budget of the fiscal periods must equal 100 percent.

Illustration Figure 8-1 is an illustration of the BUDGET.SPREAD.MAINT function.

8-6 Budgets

Budgets 8-7

Entering a Budget Spread Code (BUDGET.SPREAD.MAINT)

Introduction You may access the BUDGET.SPREAD.MAINT function in order to create

new spread codes for budget entry. These codes enable you to enter an annual budget, and have the system calculate, based on the code, the budget amounts for each fiscal period.


Use the boxes below to write your menu path to the BUDGET.SPREAD.MAINT function.

Procedure Complete the steps in the table below to enter a budget spread code.

Step Action 1 Access the function BUDGET.SPREAD.MAINT.

Result: The “Enter the Budget Spread Code” prompt displays.

2 Type a code and press [Enter]. Result: The “Enter the Description” prompt displays.

3 Type the description and press [Enter]. Result: The “Enter the Percent of the annual budget for this Period” prompt displays.

4 Type the percent for each period and press [Enter] until all periods have a percentage entered. Note: To enter no percentage for a period, type 0 and press [Enter]. Result: The Command Line “Change Which Field, END, TOP” prompt displays.

5 Type END and press [Enter] to file the entry. Result: The “Enter the Budget Spread Code, END” prompt displays.

6 Do you want to enter another code? If yes, return to Step 2. If no, type END and press [Enter] to exit the function.

8-8 Budgets

Figure 8-2. The SHOW.BUDGET.SPREAD Report. SHOW.BUDGET.SPREAD Page 1 14:17:07 15 MAY 19YY Acct ict Process 60080 G/L Budget Spread Codes Budget Description................... Period Percent Spread Number By Period Code 01 SEASONAL SPREAD CODE 1 35.000 5.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000 5.000 20.000 35.000 02 SELLING EXPENSE 1 10.000 12.000 15.000 5.000 6.000 7.000 10.000 8.000 7.000 5.000 10.000 5.000 03 Seasonal 1 3.000 3.000 3.000 10.000 10.000 10.000 5.000 5.000 6.000 15.000 15.000 15.000

Budgets 8-9

The SHOW.BUDGET.SPREAD Function

Description The SHOW.BUDGET.SPREAD function displays or prints a listing of user

defined budget spread codes. These codes define different ways in which the annual budget for an account can be spread across the periods within a fiscal year.

Illustration Figure 8-2 is an illustration showing the SHOW.BUDGET.SPREAD report.

8-10 Budgets

Figure 8-3. The Even Spread Budget Method.

Figure 8-4. The Budget Spread Code Method.

BUDGETS - Create, Maintain Budgets Account Number 01-01-5745 Stationary Budget Year YY (01/01/YY-12/31/YY) Annual Budget 150,000.00 Budget Spread Code Fiscal Budget Per Fiscal Budget Per Period Amount Cent Period Amount Cent YY-01 12,500.00 8.333 YY-02 12,500.00 8.333 YY-03 12,500.00 8.333 YY-04 12,500.00 8.333 A=Revise Annual YY-05 12,500.00 8.333 Budget Amount YY-06 12,500.00 8.333 D=Delete Budget YY-07 12,500.00 8.333 for Fiscal Year YY-08 12,500.00 8.333 S=Revise Budget YY-09 12,500.00 8.333 Spread Code YY-10 12,500.00 8.333 V=Revise to YY-11 12,500.00 8.333 Variable Budget YY-12 12,500.00 8.333 4 Enter the Fiscal Period to Change (YY-PP), (A,D,S,V), TOP: .....

BUDGETS - Create, Maintain Budgets Account Number 01-01-5245 Holiday Entertainment Budget Year YY (01/01/YY-12/31/YY) Annual Budget 30,000.00 Budget Spread Code 03 Fiscal Budget Per Fiscal Budget Per Period Amount Cent Period Amount Cent YY-01 900.00 3.000 YY-02 900.00 3.000 YY-03 900.00 3.000 YY-04 3,000.00 10.000 A=Revise Annual YY-05 3,000.00 10.000 Budget Amount YY-06 3,000.00 10.000 D=Delete Budget YY-07 1,500.00 5.000 for Fiscal Year YY-08 1,500.00 5.000 S=Revise Budget YY-09 1,800.00 6.000 Spread Code YY-10 4,500.00 15.000 V=Revise to YY-11 4,500.00 15.000 Variable Budget YY-12 4,500.00 15.000 4 Enter the Fiscal Period to Change (YY-PP), (A,D,S,V), TOP: .....

Budgets 8-11

Figure 8-5. The Manual Budget Method.

Figure 8-6. The Variable Budget Method.

BUDGETS - Create, Maintain Budgets Account Number 01-01-5750 Postage Budget Year YY (01/01/YY-12/31/YY) Annual Budget 59,000.00 Budget Spread Code Fiscal Budget Per Fiscal Budget Per Period Amount Cent Period Amount Cent YY-01 5,000.00 8.474 YY-02 5,000.00 8.474 YY-03 3,000.00 5.084 YY-04 5,000.00 8.475 A=Revise Annual YY-05 5,000.00 8.475 Budget Amount YY-06 6,000.00 10.169 D=Delete Budget YY-07 5,000.00 8.475 for Fiscal Year YY-08 5,000.00 8.475 S=Revise Budget YY-09 3,000.00 5.085 Spread Code YY-10 5,000.00 8.475 V=Revise to YY-11 5,000.00 8.475 Variable Budget YY-12 7,000.00 11.864 4 Enter the Fiscal Period to Change (YY-PP), (A,D,S,V), TOP: .....

BUDGETS - Create, Maintain Budgets Account Number 01-01-5760 Telephone & Telegraph Budget Year YY (01/01/YY-12/31/YY) Annual Budget 138,000.00 Var Budget Account 01-01-5745 Stationary Var Budget Percent 92.000 Fiscal Budget Per Fiscal Budget Per Period Amount Cent Period Amount Cent YY-01 11,500.00 8.334 YY-02 11,500.00 8.334 YY-03 11,500.00 8.334 YY-04 11,500.00 8.334 YY-05 11,500.00 8.333 YY-06 11,500.00 8.333 YY-07 11,500.00 8.333 YY-08 11,500.00 8.333 YY-09 11,500.00 8.333 YY-10 11,500.00 8.333 YY-11 11,500.00 8.333 YY-12 11,500.00 8.333 10 Enter (R) for Revise or END to accept Variable Budget, TOP: ...

8-12 Budgets

The BUDGETS Function

Introduction You may enter budgets in one of four methods using the BUDGETS function.

These methods include: • Even Spread • Budget Spread Code • Manual Budget, and • Variable Budget.

Illustrations Figure 8-3 is an illustration showing an Even Spread Method entry.

Figure 8-4 is an illustration showing a Budget Spread Code Method entry. Figure 8-5 is an illustration showing a Manual Budget Method entry. Figure 8-6 is an illustration showing a Variable Budget Method entry.

Budgets 8-13

Entering a Budget (BUDGETS)

Introduction You may access the BUDGETS function in order to enter budget information

for GL chart of account numbers.


Use the boxes below to write your menu path to the BUDGETS function.

Learning advice

On the following pages, you will find two procedures that cover the BUDGETS function: • Procedure 1: Entering a Budget • Procedure 2: Entering Variable Budget Information To create a budget, start with Procedure 1: Entering a Budget. You may be directed to continue with Procedure 2: Entering Variable Budget Information.

Procedure 1: Entering a Budget

Complete the steps in the table below to enter budgets for an account number.

Step Action

1 Access the function BUDGETS. Result: The “Enter the Division Number” prompt displays.

2 Following the prompts on the screen, type the account number entering the segments as requested, or type END to exit the function. Result: The “Enter the Budget Year” prompt displays


8-14 Budgets

Entering a Budget (BUDGETS), Continued

Procedure 1: Entering a Budget (continued)

Step Action 3

Type the budget year and press [Enter]. Note: The year entered must have valid fiscal periods set up in the GL.COMPANY.MAINT function. Result: The “Enter Annual Budget, (V)ariable Budget, (M)anual Input” prompt displays.


IF you want to enter a(n)… THEN type… annual budget the annual amount of the

budget and press [Enter]. Result: The “Enter the Spread Code, <CR> for Existing Code, (E)ven Spread” prompt displays. Go to Step 5.

variable budget go to Procedure 2: Entering Variable Budget Information

manual budget M and press [Enter]. Result: The “Enter Budget Amount for Fiscal Period YY-01” prompt displays. Type the amount and press [Enter] until all periods are entered. Note: Type 0 and press [Enter] to bypass a period. Go to Step 6.


Budgets 8-15




IF you want to enter

a(n)… THEN type…

budget spread code a spread code and press [Enter] or press [Enter] to accept an existing code. Note: A budget spread code may already exist if this account was previously set up with a budget using the budget spread code.

even spread E and press [Enter].

Result: The annual budget amount is distributed. The “Enter the Fiscal Period to Change (YY-PP), (A,D,S,V)” prompt displays.


IF you want to… THEN type… file the budget as entered END and press [Enter] enter a fiscal period for

which the budgeted amount is to be changed

the period number and press [Enter].

reprompt for the annual budget

A and press [Enter] Result: The “Enter the Revised Annual Budget” prompt displays. Type the revised annual budget amount and press [Enter]. Return to Step 5.


8-16 Budgets



6 con’d IF you want to… THEN type…

delete a budget D and press [Enter]. Result: The “Enter DEL to confirm delete” prompt displays. Type DEL and press [Enter]. Return to Step 2.

reprompt for the budget spread code

S and press [Enter]. Result: The “Enter the Spread Code, <CR> for Existing Code, (E)ven Spread” prompt displays. Return to Step 5.

delete the current annual or manual budget and prompt for variable budget information

V and press [Enter]. Result: The “Enter DEL to confirm delete” displays. Type DEL and press [Enter]. Go to Procedure 2: Entering Variable Budget Information, Step 2.

7


Budgets 8-17


Procedure 2: Entering Variable Budget Information

Complete the steps in the table below to enter variable budget information. This is assuming that you are at the “Entering the Company Number (or your controlling segment) for Variable Budget” prompt.

Step Action

1 Type V press [Enter]. Result: The “Enter the Company Number for Variable Budget” prompt displays.

2 Following the prompts on the screen, type the account number entering the segments as requested. Note: This is the account upon which you want to base the variable budget. Result: The “Enter the Percent for Variable Budget” prompt displays.

3 Type the percent and press [Enter]. Note: This is the percentage of the annual budget from the account in Step 2. Format: 50% is entered as 50.00. Result: The “Enter (R) for Revise, (D) for Delete, TOP, END” prompt displays.


IF you want to… THEN type… revise your entry R and press [Enter].

Result: Return to Step 2 and revise the entry.

calculate the budget as a variable % of the specified account number

END and press [Enter]. Result: The budgets are calculated for each fiscal period. The “Enter (R) for Revise or END to accept Variable Budget” prompt displays.


8-18 Budgets


Procedure 2: Entering Variable Budget Information (continued)

4 con’d IF you want to… THEN type…

delete your entry D and press [Enter]. Result: The “Enter DEL to confirm delete” prompt displays. Type DEL and press [Enter]. Return to Step 2 of Procedure 1: Entering a Budget.

file your entry Go to Step 5. 5 Type END and press [Enter].


6 Do you want to enter another budget? If yes, return to Step 2 of Procedure 1: Entering a Budget. If no, type END and press [Enter] to exit the function.

Budgets 8-19

Figure 8-7. The SHOW.BUDGETS Function.

SHOW.BUDGETS Company 01 D2K DISTRIBUTION SERVICES Page 2 15:45:11 15 MAY 19YY Acct ict Process 60050 Budget Listing for 'YY Account Number Description D/C Period Budget Amount 01-01-5420 Payroll Taxes D YY-01 4,000.00 YY-02 4,800.00 YY-03 6,000.00 YY-04 2,000.00 YY-05 2,400.00 YY-06 2,800.00 YY-07 4,000.00 YY-08 3,200.00 YY-09 2,800.00 YY-10 2,000.00 YY-11 4,000.00 YY-12 2,000.00 Annual budget 40,000.00 Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F..

8-20 Budgets

The SHOW.BUDGETS Function

Description The SHOW.BUDGETS function displays or prints the period budgets for

each account on the chart of accounts for a selected fiscal year.

Illustration Figure 8-7 is an illustration showing the SHOW.BUDGETS function.

Budgets 8-21

Figure 8-8. The BUDGET.INQ Function.

BUDGET.INQ - Display Budget for Selected Account Account Number 01-01-5745 Stationary Budget Year YY (01/01/YY-12/31/YY) Annual Budget 150,000.00 Budget Spread Code Fiscal Budget Fiscal Budget Period Amount Period Amount YY-01 12,500.00 YY-02 12,500.00 YY-03 12,500.00 YY-04 12,500.00 YY-05 12,500.00 YY-06 12,500.00 YY-07 12,500.00 YY-08 12,500.00 YY-09 12,500.00 YY-10 12,500.00 YY-11 12,500.00 YY-12 12,500.00 YY-13 End of inquiry for this account--> Press <CR>

8-22 Budgets

The BUDGET.INQ Function

Description The BUDGET.INQ function displays the period budgets for a specific

account on the chart of accounts for a selected fiscal year.

Illustration Figure 8-8 is an illustration showing the BUDGET.INQ function.

Budgets 8-23

Figure 8-9. The BUGETS.BY.ACCOUNT Report.

BUDGETS.BY.ACCOUNT 16:01:06 15 MAY 19YY Acct ict Process 60050 Page 1 Company 01 D2K DISTRIBUTION SERVICES

Periods 1 thru 6

Acct Account Number. Description. Period YY-01 Period YY-02 Period YY-03 Period YY-04 Period YY-05 Period YY-06 Budget Budget Budget Budget Budget Budget 5745 01-01-5745 Stationary *** 1200.00 1200.00 1200.00 1200.00 1200.00 1200.00 5750 01-01-5750 Postage *** 2700.00 2700.00 2700.00 2700.00 2700.00 2700.00 5760 01-01-5760 Telephone & Telegraph *** 1000.00 1300.00 1600.00 1000.00 1300.00 1600.00 5761 01-01-5761 Copying Expense *** 1200.00 1200.00 1200.00 1400.00 1400.00 1400.00

BUDGETS.BY.ACCOUNT 16:01:06 15 MAY 19YY Acct ict Process 60050 Page 1 Company 01 D2K DISTRIBUTION SERVICES

Periods 7 thru 12

Acct Account Number. Description. Period YY-07 Period YY-08 Period YY-09 Period YY-10 Period YY-11 Period YY-12 Budget Budget Budget Budget Budget Budget 5745 01-01-5745 Stationary *** 1200.00 1200.00 1200.00 1200.00 1200.00 1200.00 5750 01-01-5750 Postage *** 2700.00 2700.00 2700.00 2700.00 2700.00 2700.00 5760 01-01-5760 Telephone & Telegraph *** 1000.00 1200.00 1800.00 1100.00 1500.00 1500.00 5761 01-01-5761 Copying Expense *** 1200.00 1200.00 1200.00 1400.00 1400.00 1400.00

8-24 Budgets

The BUDGETS.BY.ACCOUNT Function

Description The BUDGETS.BY.ACCOUNT function prints a report of budgets for twelve

fiscal periods, and allows budgets to be printed for all or a range of general ledger account numbers or account number segments. Note: Budgets are available for printing on financial statements.

Important note The BUDGETS.BY.ACCOUNT report is only as current as the last run of the

EXTEND.COA. Reference: For more information on the EXTEND.COA function, refer to the topic “The EXTEND.COA Function” in Chapter 6.

Illustration Figure 8-9 is an illustration showing the BUDGETS.BY.ACCOUNT report.

Budgets 8-25

Knowledge Check



Question 1 Match the budget function on the left with the description on the right, by

placing the appropriate letter in the column provided.

a-d Budget Function Description BUDGETS a. Prints a listing of user defined

general ledger budget spread codes

SHOW.BUDGETS b. Displays budget information for one account number.

BUDGET.INQ c. Allows the creation and maintenance of a budget.

SHOW.BUDGET.SPREAD d. Displays budget information for all accounts of a selected company.

Question 2 Which inquiry or report would be run to review budgets for all accounts for

twelve fiscal periods? a. BUDGET.INQ b. SHOW.BUDGETS c. EXTEND.COA d. BUDGETS.BY.ACCOUNT e. none of the above.


TRUE or FALSE Once a budget has been entered for a particular account, it can be altered.

TRUE or FALSE BUDGET.INQ displays budget information for a range of accounts.

TRUE or FALSE The EXTEND.COA is only as current as the BUDGETS.BY.ACCOUNT.


8-26 Budgets




Budgets 8-27


Answer 1 Match the budget function on the left with the description on the right, by

placing the appropriate letter in the column provided.

a-d Budget Function Description c BUDGETS a. Prints a listing of user defined

general ledger budget spread codes

d SHOW.BUDGETS b. Displays budget information for one account number.

b BUDGET.INQ c. Allows the creation and maintenance of a budget.

a SHOW.BUDGET.SPREAD d. Displays budget information for all accounts of a selected company.

Answer 2 Which inquiry or report would be run to review budgets for all accounts for

twelve fiscal periods? d. BUDGETS.BY.ACCOUNT.


TRUE or FALSE Once a budget has been entered for a particular account, it can be altered.

TRUE or FALSE BUDGET.INQ displays budget information for a range of accounts. Explanation: BUDGET.INQ displays budgets for all accounts.

TRUE or FALSE The EXTEND.COA is only as current as the BUDGETS.BY.ACCOUNT. Explanation: BUDGETS.BY.ACCOUNT is only as current as the last run of the EXTEND.COA.

Accounting Entries 9-1

Chapter 9

Accounting Entries

Overview

Introduction When you process in other D2K modules, entries are made automatically to

the General Ledger module. These entries are identified by the chart of accounts set up by you and your D2K Consultant.

Purpose The purpose of this chapter is to familiarize you with the accounting entries

made to the general ledger from other D2K modules. This chapter will be beneficial when you are ready to balance your General Ledger.


Topic… See Section… Inventory and Purchasing Functions A Sales Functions B Accounts Receivable Functions C Accounts Payable Functions D Miscellaneous Functions E

Objectives Upon completion of this chapter you will be able to

• identify entries made by the inventory and purchasing module • identify entries made by the sales module • identify entries made by the accounts receivable module • identify entries made by the accounts payable module, and • identify entries made by miscellaneous modules.


9-2 Accounting Entries

Overview, Continued

Note When balancing your General Ledger, remember that entries may be made to

the accounts listed in this chapter directly through the JRNLS function in the General Ledger module, and not only from the functions mentioned in this chapter.

Inventory and Purchasing Functions 9-A-1

Section A

Inventory and Purchasing Functions

Overview

Introduction Entries made through the D2K Inventory and Purchasing modules interface

directly to the general ledger. The accounts affected are determined by the functions where the entries originate and the account numbers stored in the D2K files.

Purpose The purpose of this section is to familiarize you with the accounting entries

made to the General Ledger from the Inventory and Purchasing modules.

Objectives Upon completion of this section you will be able to identify entries made

from the following D2K functions: • ENTER.PO.RECEIPTS • ENTER.MISC.RECEIPTS • ENTER.MRD.RECEIPTS • ENTER.INV.ADJUSTMENTS • VENDOR.RGA.ENTRY • ENTER.WTO.SHIPMENTS • ENTER.WTO.RECEIPTS, and • BOM.TRANSACTIONS.

9-A-2 Inventory and Purchasing Functions

ENTER.PO.RECEIPTS/ENTER.MISC.RECEIPTS

Standard costing

• Note: AV = Accounting Value • The Item Master is not changed with a new cost.

INVENTORY PO CLEARING

DEBIT CREDIT DEBIT CREDIT Material @ AV $ Freight @ AV $

Material @ PO $ Burden @ AV $

Burden @ AV $ Duty @ AV $ Other 1 @ AV $ Other 2 @ AV $

Duty @ AV $ Other 1 @ AV $ Other 2 @ AV $

PO VARIANCE FREIGHT CLEARING

DEBIT CREDIT DEBIT CREDIT Difference between AV $ and

PO $ for Material Freight @ AV $

Weighted average costing

• Note: AV = Accounting Value • The Item Master material cost is updated with a new average cost.


DEBIT CREDIT DEBIT CREDIT Material @ PO $ Material @ PO $ Freight @ AV $ Burden @ AV $

Burden @ AV $ Duty @ AV $

Duty @ AV $ Other 1 @ AV $ Other 1 @ AV $ Other 2 @ AV $ Other 2 @ AV $

FREIGHT CLEARING

DEBIT CREDIT Freight @ AV $



ENTER.PO.RECEIPTS/ENTER.MISC.RECEIPTS, Continued

Replacement costing

• Note: AV = Accounting Value • The Item Master material cost is updated with a new replacement cost. • These are the same entries as weighted average costing, except an

additional accounting entry is made to re-value old on-hand quantities at new cost.


DEBIT CREDIT DEBIT CREDIT Material @ PO $ Material @ PO $ Freight @ AV $ Burden @ AV $


Duty @ AV $ Other 1 @ AV $ Other 1 @ AV $ Other 2 @ AV $ Other 2 @ AV $

FREIGHT CLEARING


INVENTORY INV.ACCTG.VALUE

ADJUSTMENTS DEBIT CREDIT DEBIT CREDIT

If increased If decreased If decreased If increased cost cost cost cost


ENTER.MISC.RECEIPTS, Continued

Year to date average costing

• The Item Master is updated with a new cost, determined by the weighted average of all receipts.


DEBIT CREDIT DEBIT CREDIT Material @ PO $ Material @ PO $ Burden @ AV $ Duty @ AV $


Other 1 @ AV $ Other 1 @ AV $ Other 2 @ AV $ Other 2 @ AV $

FREIGHT CLEARING


• An additional accounting entry is made to re-value the old on hand

quantities at the new cost.

INVENTORY

INV.ACCTG.VALUE ADJUSTMENTS

DEBIT CREDIT DEBIT CREDIT If increased If decreased If decreased If increased

cost cost cost cost


ENTER.MRD.RECEIPTS

DROP SHIP PURCHASES PO CLEARING - DROP SHIP DEBIT CREDIT DEBIT CREDIT PO $ PO $

ENTER.INV.ADJUSTMENTS

INVENTORY INVENTORY QUANTITY ADJ

DEBIT CREDIT DEBIT CREDIT Increase in units Decrease in units Decrease in units Increase in units


VENDOR.RGA.ENTRY - Shipment of Merchandise

Action Codes “CR” and “REP”

a - Shipment reduces inventory (Inventory Return Code 1 or 3) b - Shipment does not reduce inventory (Inventory Return Code 2 or 4)

INVENTORY NON-INVENTORY

DEBIT CREDIT DEBIT CREDIT a - Acct. Cost b - Acct. Cost

VRGA RETURN CLEARING DEBIT CREDIT a & b -

Acct. Cost

Notes • Inventory Return Codes are identified by the RGA Reason Code attached

to the Vendor RGA line item. • A Reverse Shipment performs the opposite accounting entry shown

above.


VENDOR.RGA.ENTRY - Receipt of Merchandise

Receive Into Inventory = Y

INVENTORY VRGA RETURN CLEARING

DEBIT CREDIT DEBIT CREDIT Acct. Cost for Acct. Cost for qty received qty received

Receive Into Inventory = N

NON-INVENTORY VRGA RETURN CLEARING

DEBIT CREDIT DEBIT CREDIT Acct. Cost for Acct. Cost for qty received qty received

An additional accounting entry is made when the accounting cost for an item

changes between the RGA Shipment and the RGA Receipt. The “Difference $” is the difference between the extended unit accounting cost at the time of the shipment vs. the accounting cost at the time of the receipt:

VRGA RETURN CLEARING VRGA RETURN VARIANCE -

RECEIPTS DEBIT CREDIT DEBIT CREDIT

Difference $ Difference $ Difference $ Difference $

Notes • User identifies whether items are received into inventory or not, on the

Vendor RGA Receipts Detail screen. • A Reverse Receipt performs the opposite accounting entry shown above.


VENDOR.RGA.ENTRY - Close

Notes • Vendor RGA line items may be closed from further receipt or credit using

the VENDOR.RGA.ENTRY function. The CLOSE command backs out the dollars left in the RGA Return Clearing account for the line item, and posts the difference to the RGA Disallowed/Lost Returns account.

• Both “CR” and “REP” line items may be closed.

VRGA RETURN CLEARING VRGA DISALLOWED/LOST

RETURNS DEBIT CREDIT DEBIT CREDIT

Acct. Cost for Acct. Cost for unreceived qty

or unreceived qty

or uncredited $ uncredited $


VENDOR.RGA.ENTRY - Cash Close

Notes • Vendor RGA line items may be Cash Closed when the vendor sends cash

or a check in lieu of credit for returned items using the VENDOR.RGA.ENTRY function. The accounting entry is similar to that of a MISC.CASH entry.

• Both “CR” and “REP” line items may be Cash Closed.

A “CR” Source Code is written for the cash received:

CASH VRGA RETURN VARIANCE - CREDITS

DEBIT CREDIT DEBIT CREDIT Check $ Check $

An “IT” Source Code is written for the line items flagged to close. The

amount posted to these accounts is the shipped accounting cost for items flagged to Cash Close. The net effect to the Return Variance Credit account, therefore, is the difference between the extended unit accounting cost at the time of the shipment vs. the cash/check amount entered.

VRGA RETURN VARIANCE -

CREDITS VRGA RETURN CLEARING

DEBIT CREDIT DEBIT CREDIT Shipped AV$ Shipped AV $


ENTER.WTO.SHIPMENTS - “ORIGIN” Option

Standard costing

INVENTORY INVENTORY IN TRANSIT

DEBIT CREDIT DEBIT CREDIT Sending Sending warehouse cost warehouse cost




Replacement costing




ENTER.WTO.SHIPMENTS - “DEST” Option

Standard costing



• An additional entry is made for the change in value.

TRANSFER VARIANCE INVENTORY IN TRANSIT DEBIT CREDIT DEBIT CREDIT

Decrease in cost Increase in cost Increase in cost Decrease in cost from sending to from sending to from sending to from sending to

receiving whse receiving whse receiving whse receiving whse










ENTER.WTO.SHIPMENTS - “DEST” Option, Continued

Replacement costing








ENTER.WTO.RECEIPTS - “ORIGIN” Option

Standard costing


DEBIT CREDIT DEBIT CREDIT Receiving Receipt quantity

warehouse cost at receiving cost. Lost quantity at sending cost.

TRANSFER VARIANCE DEBIT CREDIT Sending

warehouse cost







ENTER.WTO.RECEIPTS - “ORIGIN” Option, Continued



DEBIT CREDIT DEBIT CREDIT Receiving Receipt quantity

warehouse cost at receiving cost. Lost quantity at sending cost.


warehouse cost







ENTER.WTO.RECEIPTS - “ORIGIN” Option, Continued

Replacement costing


DEBIT CREDIT DEBIT CREDIT New Receiving Receipt quantity warehouse cost at receiving cost.

Lost quantity at sending cost.


warehouse cost






ENTER.WTO.RECEIPTS - “DEST” Option

Standard costing


DEBIT CREDIT DEBIT CREDIT Receiving Receiving

warehouse cost warehouse cost

INV. LOST IN TRANSIT DEBIT CREDIT

Receiving warehouse cost









ENTER.WTO.RECEIPTS - “DEST” Option, Continued

Replacement costing






Note The new material cost for the receiving warehouse will be the total cost of the

sending warehouse, including freight, burden, other 1, and other 2.


BOM.TRANSACTIONS - Kit Order Picking (Work-In-Process)

Standard costing

• IT = Inventory Transaction

INVENTORY WORK-IN-PROCESS

DEBIT CREDIT DEBIT CREDIT IT record for IT record for component cost component cost

• Variance accounts are used only if the cost in MNT.ITEM is different

than the total of all component costs.

WORK-IN-PROCESS VARIANCE MATERIAL

WORK-IN-PROCESS VARIANCE OTHER

DEBIT CREDIT DEBIT CREDIT












BOM.TRANSACTIONS - Kit Order Picking (Work-In-Process), Continued

Replacement costing










BOM.TRANSACTIONS - Kit Receipts (Finished Goods)

Standard costing


DEBIT CREDIT DEBIT CREDIT Finished Good Finished Good

Cost Cost









Cost Cost








BOM.TRANSACTIONS - Kit Receipts (Finished Goods), Continued

Replacement costing




Cost Cost Accounting Cost

Change (AC Record)

INVENTORY VALUE

ADJUSTMENT

DEBIT CREDIT Accounting Cost

Change (AC Record)







BOM.TRANSACTIONS - Reverse Kit Receipts

Standard, Weighted Average, and Replacement Costing

Example A: The total of component costs equals the kit cost. a = Finished Good cost (kit to work-in-process) b = Component cost (components returned to inventory)


DEBIT CREDIT DEBIT CREDIT b - Component a - Finished a - Finished b - Component

Cost Good Cost Good Cost Cost

WORK-IN-PROCESS

VARIANCE MATERIAL WORK-IN-PROCESS

VARIANCE OTHER DEBIT CREDIT DEBIT CREDIT

Example B: The total of component costs differs from the kit cost (i.e. kit

cost = $ 50.00, component cost = $ 40.00) a = Finished Good cost (kit to work-in-process) b = Component cost (components returned to inventory)


DEBIT CREDIT DEBIT CREDIT b - Component a - Finished Good a - Finished Good b - Component Cost ($40.00) Cost ($50.00) Cost ($50.00) Cost ($50.00)



DEBIT CREDIT DEBIT CREDIT b - Component / Kit difference

($10.00)



BOM.TRANSACTIONS - Reverse Kit Receipts, Continued

Notes • The Reverse Kit Receipt accounting entry is the same for Standard,

Weighted Average, and Replacement Costing. • No update is performed on the Item Cost. Any changes to the cost in

MNT.ITEM must be performed manually.

Sales Functions 9-B-1

Section B

Sales Functions

Overview

Introduction Entries made through the D2K Sales module interface directly to the general

ledger. The accounts affected are determined by the functions where the entries originate and the account numbers stored in the D2K files.


made to the General Ledger from the Sales module.


from the following D2K functions: • ORDER.INVOICING • DIRECT.INVOICING • COUNTER • INVOICE.CANCEL • CREDIT.ENTRY • DEBIT.ENTRY • Cost Overrides in Sales Functions • CUSTOMER.RGA.RECEIPT, and • CUSTOMER.RGA.CREDIT.

9-B-2 Sales Functions

ORDER.INVOICING / DIRECT.INVOICING / COUNTER

Introduction Depending on the type of sale, the following sales accounts/cost of goods

accounts could be affected (defined in CONTROL.ACCOUNTS)

• Stock Sales • Cost of Drop Ship Sales • Drop Ship Sales • Cost of Non-Stock Sales • Non Stock Sales • SALES.ACCOUNTS • Cost of Stock Sales • COGS.ACCOUNTS

Stock sale a - Accounting that occurs for an “AR” type transaction.

b- Accounting that occurs for an “CASH” type transaction.

INVENTORY COST OF GOODS SOLD DEBIT CREDIT DEBIT CREDIT

a - Acct. Val $ a - Acct. Val $ b - Acct. Val $ b - Acct. Val $

TRADE ACCTS RECEIVABLE CASH

DEBIT CREDIT DEBIT CREDIT a - Total Invoice$ b - Total

Invoice$

SALES ACCOUNTS EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT

a - Sales $ a - Extra Chg. $ b - Sales $ b - Extra Chg. $

SALES TAX DISCOUNT

DEBIT CREDIT DEBIT CREDIT a - Sales Tax $ a - Discount $ b - Sales Tax $ b - Discount $



ORDER.INVOICING / DIRECT.INVOICING / COUNTER, Continued

Direct Ship Invoices

a - Accounting that occurs for an “AR” type transaction. b- Accounting that occurs for an “CASH” type transaction.

PURCHASES DROP SHIP COST OF GOODS SOLD

DROP SHIP DEBIT CREDIT DEBIT CREDIT



DEBIT CREDIT DEBIT CREDIT a - Total Invoice$

b - Total Invoice$

b - Total Invoice$

b - Total Invoice$

SALES INCOME DROP SHIP EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT


SALES TAX DISCOUNT




ORDER.INVOICING / DIRECT.INVOICING / COUNTER, Continued

Non-Stock Items

a - Accounting that occurs for an “AR” type transaction. b- Accounting that occurs for an “CASH” type transaction.

NON-STOCK PURCHASES COST OF GOODS SOLD

NON-STOCK DEBIT CREDIT DEBIT CREDIT



DEBIT CREDIT DEBIT CREDIT a - Total Invoice$

b - Total Invoice$

b - Total Invoice$

b - Total Invoice$

SALES INCOME NON-STOCK EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT


SALES TAX DISCOUNT



INVOICE.CANCEL

INVENTORY COST OF GOODS SOLD

DEBIT CREDIT DEBIT CREDIT Accounting Accounting

Value $ Value $

TRADE ACCTS RECEIVABLE SALES ACCOUNTS

DEBIT CREDIT DEBIT CREDIT Total Invoice$ Sales $

EXTRA CHARGES SALES TAX DEBIT CREDIT DEBIT CREDIT

Extra Chg. $ Sales Tax $

DISCOUNT

DEBIT CREDIT Discount $


CREDIT.ENTRY

Notes a - Accounting that occurs for an “AR” type transaction.

b - Accounting that occurs for a “CASH” transaction.

Credit Code = 1 (Return of Warehouse Stock to Inventory)


a - Acct. Value $ a - Acct. Value $b - Acct. Value $ b - Acct. Value $

SALES OR SALES RETURNS CASH DEBIT CREDIT DEBIT CREDIT

a - Sales $ b - Total Credit b - Sales $ Memo $

TRADE ACCTS RECEIVABLE EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT

a - Total Credit a - Extra Chg. $ Memo $ b - Extra Chg. $

b - Total Credit Memo $


SALES TAX DISCOUNTS




CREDIT.ENTRY, Continued

Credit Code = 2 (Return of Warehouse Stock, Not to Inventory)

NON-INVENTORY RETURNS COST OF GOODS SOLD DEBIT CREDIT DEBIT CREDIT


SALES OR SALES RETURNS CASH DEBIT CREDIT DEBIT CREDIT

a - Sales $ b - Total Credit b - Sales $ Memo $





SALES TAX DISCOUNTS





Credit Code = 3 (Return of Drop Ship Stock to Inventory)

INVENTORY COST OF DROP SHIP SALES DEBIT CREDIT DEBIT CREDIT


DROP SHIP SALES OR DROP SHIP RETURNS

CASH

DEBIT CREDIT DEBIT CREDIT a - Sales $ b - Total Credit b - Sales $ Memo $





SALES TAX DISCOUNTS





Credit Code = 4 (Return of Drop Ship Stock, Not to Inventory)

NON-INVENTORY RETURNS COST OF DROP SHIP SALES DEBIT CREDIT DEBIT CREDIT


DROP SHIP SALES OR DROP SHIP RETURNS

CASH

DEBIT CREDIT DEBIT CREDIT a - Sales $ b - Total Credit b - Sales $ Memo $





SALES TAX DISCOUNTS





Credit Code = 5 (Credit Adjustment)

SALES or SELECTED GENERAL LEDGER ACCOUNTS

CASH

DEBIT CREDIT DEBIT CREDIT a - Credit Memo$ b - Total Credit b - Credit Memo$ Memo $

TRADE ACCTS RECEIVABLE DEBIT CREDIT

a - Total Credit Memo $




DEBIT.ENTRY

Note a - Accounting that occurs for an “AR” type transaction.


SALES ACCOUNTS CASH DEBIT CREDIT DEBIT CREDIT

a - Debit b - Debit Adjustment $ Adjustment $ a - Debit Adjustment $

TRADE ACCTS RECEIVABLE

DEBIT CREDIT a - Debit

Adjustment $ b - Debit b - Debit

Adjustment $ Adjustment $


Cost Override in Sales Functions

Notes • AV = Accounting Value

• Cost can be overridden for a line item on the Extended Detail screen.


AV $ AV $

COST OF GOODS SOLD

VARIANCE

DEBIT CREDIT Difference between AV $

and entered cost

For Standard Cost, the system writes these additional transactions:

IT FILE:

INVENTORY COST OF GOODS SOLD

DEBIT CREDIT DEBIT CREDIT AV $ AV $

GLT FILE:

COGS VARIANCE COST OF GOODS SOLD DEBIT CREDIT DEBIT CREDIT Difference between AV $ Difference between AV $

and entered cost and entered cost


CUSTOMER.RGA.RECEIPT

Credit Code = 1 (Return of Warehouse Stock to Inventory)


Acct. value $ Acct. value $

Credit Code = 2 (Return of Warehouse Stock, Not to Inventory)

DAMAGED INVENTORY COST OF GOODS SOLD DEBIT CREDIT DEBIT CREDIT


Credit Code = 3 (Return of Drop Ship Stock to Inventory)

INVENTORY COST OF DROP SHIP SALES DEBIT CREDIT DEBIT CREDIT


Credit Code = 4 (Return of Drop Ship Stock, Not to Inventory)

DAMAGED INVENTORY COST OF DROP SHIP SALES DEBIT CREDIT DEBIT CREDIT


Notes • Credit codes are determined by the RGA Reason Code of each line item.

• Reverse Receipts post to the same accounts, using an opposite D/C entry. • G/L Source Codes for these transactions = IT.


CUSTOMER.RGA.CREDIT

Notes a - Accounting that occurs for an “AR” type transaction.


Credit Code = 1 Credit Code = 2

(Return of Warehouse Stock to Inventory) (Return of Warehouse Stock, Not to Inventory)

SALES RETURNS TRADE ACCTS RECEIVABLE

DEBIT CREDIT DEBIT CREDIT a - Sales $ a - Total Credit b - Sales $ Memo $

CASH EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT

b - Total Credit a - Extra Chg. $ Memo $ b - Extra Chg. $

SALES TAX DISCOUNTS


UNEARNED COMMISSIONS COMMISSIONS DEBIT CREDIT DEBIT CREDIT

a - Commission $ a - Commission $b - Commission $ b - Commission $



CUSTOMER.RGA.CREDIT, Continued

Credit Code = 3 Credit Code = 4

(Return of Drop Ship Stock to Inventory) (Return of Drop Ship Stock, Not to Inventory)

DROP SHIP SALES RETURNS TRADE ACCTS RECEIVABLE

DEBIT CREDIT DEBIT CREDIT a - Sales $ a - Total Credit b - Sales $ Memo $

CASH EXTRA CHARGES DEBIT CREDIT DEBIT CREDIT

b - Total Credit a - Extra Chg. $ Memo $ b - Extra Chg. $

SALES TAX DISCOUNTS


UNEARNED COMMISSIONS COMMISSIONS DEBIT CREDIT DEBIT CREDIT

a - Commission $ a - Commission $b - Commission $ b - Commission $

Notes • If the Receipt of inventory is done during the function

CUSTOMER.RGA.CREDIT, the accounting entries performed in CUSTOMER.RGA.RECEIPT are also performed by this function.

• Credit Codes are determined by the RGA Reason Code of each line item. • GL Source Codes for these transactions = CM.

Accounts Receivable Functions 9-C-1

Section C

Accounts Receivable Functions

Overview

Introduction Entries made through the D2K Accounts Receivable module interface directly

to the general ledger. The accounts affected are determined by the functions where the entries originate and the account numbers stored in the D2K files.


made to the General Ledger from the Accounts Receivable module.


from the following D2K functions: • APPLY.CASH • DEPOSIT.ENTRY • REVERSE.CHECK • MISC.CASH • AR.JRNL.ENTRY, and • FINANCE.CHARGES.

9-C-2 Accounts Receivable Functions

APPLY.CASH / DEPOSIT.ENTRY / REVERSE.CHECK

Cash Receipts with A/R Discounts

CASH A/R DISCOUNTS /

ALLOWANCES DEBIT CREDIT DEBIT CREDIT Check $ Discount /

Allowance $


DEBIT CREDIT Invoice $

Deposit receipt entry

CASH A/R DEPOSITS

DEBIT CREDIT DEBIT CREDIT Check $ Check $



APPLY.CASH / DEPOSIT.ENTRY / REVERSE.CHECK, Continued

Applying a deposit to an invoice

TRADE ACCTS RECEIVABLE A/R DEPOSITS DEBIT CREDIT DEBIT CREDIT

$ Amt. Applied $ Amt. Applied

Reverse check Reversal of a check entered through APPLY.CASH. This reopens the

Accounts Receivable item.

CASH TRADE A/R DISCOUNTS / ALLOWANCES

DEBIT CREDIT DEBIT CREDIT Check $ Allowance $ Discount / Allowance $



Finance Charges

This GL transaction would be generated only when a Deferred Finance Charge account is used and a finance charge open item is paid in APPLY.CASH. See also FINANCE.CHARGES.

DEFERRED FINANCE CHARGES FINANCE CHARGES INCOME

DEBIT CREDIT DEBIT CREDIT Fin Chg $ Fin Chg $


9-C-4 Accounts Receivable Functions

MISC.CASH

Notes • Cash receipt with no affect to any specific customer’s Accounts

Receivable. • To reverse a check entered through MISC.CASH, a negative check

amount must be entered in the MISC.CASH function.

CASH SPECIFIED G/L ACCOUNTS DEBIT CREDIT DEBIT CREDIT Check $ Check $

AR.JRNL.ENTRY

Notes a - Accounting that occurs when an “AR AMOUNT” is entered.

b - Accounting that occurs when a negative “AR AMOUNT” is entered.

TRADE ACCTS RECEIVABLE SPECIFIED G/L ACCOUNTS DEBIT CREDIT DEBIT CREDIT a - AR $ b - AR $ b - AR $ a - AR $


FINANCE.CHARGES

Notes • The function FINANCE.CHARGES should only be run once per period.

ARH records are created each time this process is run. • When a Deferred Finance Charges account is used, APPLY.CASH will

debit the Deferred account and credit the Income account at the time a finance charge open item is paid.


DEFERRED FIN CHGS (if used) or

FINANCE CHARGES INCOME DEBIT CREDIT DEBIT CREDIT

Fin Chg $ Fin Chg $

Accounts Payable Functions 9-D-1

Section D

Accounts Payable Functions

Overview

Introduction Entries made through the D2K Accounts Payable module interface directly to

the general ledger. The accounts affected are determined by the functions where the entries originate and the account numbers stored in the D2K files.


made to the General Ledger from the Accounts Payable module.


from the following D2K functions: • MISC.PAYABLE • PO.PAYABLE • PRINT.AP.CHECKS • MANUAL.PAYMENT • AP.MANUAL.CHECK • VOID.CHECK • VOID.INVOICE, and • Commissions.

9-D-2 Accounts Payable Functions

MISC.PAYABLE

Invoices or credits

SELECTED ACCOUNTS TRADE ACCOUNTS PAYABLE DEBIT CREDIT DEBIT CREDIT

Invoice $ Total Invoice $ Misc. Chg. $

Vendor RGA Credits

Credits applied to “CR” Vendor RGA line items using the MISC.PAYABLE function.

TRADE ACCOUNTS PAYABLE VRGA RETURN CLEARING

DEBIT CREDIT DEBIT CREDIT Invoice $ Invoice $

An additional accounting entry is made when the amount of the vendor

invoice is different than the shipped accounting value of the remaining “CR” line items on the Vendor RGA. The “Difference $” is the difference between the extended accounting cost at the time of shipment for open “CR” items vs. the invoice amount entered in MISC.PAYABLE (plus or minus any extra charges added to the RGA).

VRGA RETURN VARIANCE -

CREDITS VRGA RETURN CLEARING

DEBIT CREDIT DEBIT CREDIT Difference $ Difference $ Difference $ Difference $


PO.PAYABLE

Note After PO Receipts, the PO Clearing account contains not only the material

portion of the cost, but also Burden, Duty, Other 1, and Other 2 (if they were valued in the item file). At PO.PAYABLE, the PO Clearing account is debited with only the material portion, thus leaving a balance for the other four costs. It would be necessary to apportion other expenses (such as light, heat, etc.) to the PO Clearing account through journal entries or an allocation routine.

PO CLEARING TRADE ACCOUNTS PAYABLE

DEBIT CREDIT DEBIT CREDIT Purchase Order $ Total Invoice $ Misc. Chg. $

FREIGHT CLEARING or MISC CHARGES

AP VARIANCE ACCOUNT

DEBIT CREDIT DEBIT CREDIT Misc. Chg. $ Difference between PO and Chg. $ related Invoice $ (DB or CR)


PRINT.AP.CHECKS / MANUAL.PAYMENT

Note Invoices/credits paid through PRINT.AP.CHECKS or

MANUAL.PAYEMNT.

TRADE ACCOUNTS PAYABLE CASH DEBIT CREDIT DEBIT CREDIT

Invoice $ Discount/Allow $ Net Check $

A/P DISCOUNTS TAKEN DEBIT CREDIT

Discount $


AP.MANUAL.CHECK

Invoices/credits Invoices/credits paid through AP.MANUAL.CHECK.

SELECTED ACCOUNTS CASH DEBIT CREDIT DEBIT CREDIT Check $ Check $

Deposits Deposits entered via AP.MANUAL.CHECK

DEPOSITS CASH DEBIT CREDIT DEBIT CREDIT

Deposits $ Check $


VOID.CHECK (Voided Manual or A/P Checks)

Notes • This function will void either a manual check or an Accounts Payable

check. The accounting for both types of checks effectively posts the invoice or invoices back into the Trade Accounts Payable account. It will debit the default cash account (either the manual or A/P Cash account, depending on which type is voided) and credit the Accounts Payable account.

• It should be noted that the debit side of a manual check was not originally

posted to the Trade Accounts Payable account. VOID.CHECK does not reverse the original debit, because it assumes the invoice paid with the manual check still needs to be paid. An example of the appropriateness of this transaction would be as follows:

Rent for the month of February is paid with a manual check, with the debit posted to rent expense. In March, it is discovered that the check was lost, so VOID.CHECK is run to void the check from the system. If the system were to credit the original debit to rent expense, the credit would appear in March rather than February. By crediting Accounts Payable, there is no P&L affect of the void transaction in a future period. The reissued check can then be processed through the normal PRINT.AP.CHECKS routine or through MANUAL.PAYMENT, which allows a manual check to be written for an item in accounts payable.

CASH A/P DISCOUNTS TAKEN

DEBIT CREDIT DEBIT CREDIT Check $ Discount $

TRADE ACCOUNTS PAYABLE



VOID.INVOICE

Important Point

An important point should be made about PO.PAYABLE, MISC.PAYABLE, and VOID.INVOICE. The D2K general ledger system is an open vs. hard close system. If you have determined that you don’t want any further transactions posted to a particular period, you must manually control transactions from being posted to that period. The Accounts Payable module has the most potential for posting transactions to a period that you have considered “closed”. Invoices recorded via MISC.PAYABLE or invoices voided via VOID.INVOICE need special attention. In the case of invoices recorded via MISC.PAYABLE, it is not unusual to receive invoices several days after the item or service was received. If the invoice date of an item carries a date for a period that has been “closed”, and you don’t want to “reopen” that period, then you must override the general ledger date, so that it reflects a date within the current period. Likewise, when voiding invoices, the default general ledger date of the void transaction is the general ledger date of the original transaction, and that might be a date within a period that has been “closed”. So, unless your intention is to “reopen” a prior period, the general ledger date of the voided transaction must be overridden to reflect a date within the current period.

Invoice entered

in MISC.PAYABLE

Invoices voided in VOID.INVOICE, where the original invoice was entered in MISC.PAYABLE.

SELECTED ACCOUNTS TRADE ACCOUNTS PAYABLE DEBIT CREDIT DEBIT CREDIT

Invoice $ Invoice $



VOID.INVOICE, Continued

Invoice entered

in PO.PAYABLE

Invoices voided in VOID.INVOICE, where the original invoice was entered in PO.PAYABLE.

PURCHASE ORDER CLEARING TRADE ACCOUNTS PAYABLE

DEBIT CREDIT DEBIT CREDIT PO $ Invoice $

MISC CHARGE ACCOUNTS ACCTS PAYABLE VARIANCE

DEBIT CREDIT DEBIT CREDIT Misc. Charge $ Reverses whatever variance was recorded in original transaction.

Credit applied

against a Vendor RGA in MISC.PAYABLE

When the credit applied to a Vendor RGA (entered in MISC.PAYABLE) is voided, the “CR” RGA line items are reopened, and the accounting entry made when the Vendor RGA was credited is reversed.

VRGA RETURN CLEARING TRADE ACCOUNTS PAYABLE

DEBIT CREDIT DEBIT CREDIT Invoice $ Invoice $

If the credit was over or under the accounting value of “CR” RGA line items,

the difference is applied as follows:

VRGA RETURN CLEARING VRGA RETURN VARIANCE - CREDITS

DEBIT CREDIT DEBIT CREDIT Difference $ Difference $ Difference $ Difference $


Commissions

Payable at time of invoice

a - All sales transactions b - Manually book the liability - MISC.PAYABLE Note: The accounts for this entry can be locked into the vendor master file for a sales rep: A/P Merch/Purch Account = Unearned Commission Account Number A/P Offset Account = A/P or Commission Payable

COMMISSION EXPENSE UNEARNED COMMISSION DEBIT CREDIT DEBIT CREDIT

a - Commission $ a - Commission $

UNEARNED COMMISSION ACCOUNTS PAYABLE

DEBIT CREDIT DEBIT CREDIT b - Commission $ b - Commission $

Payable at time of cash receipt

At time of invoicing, the following transaction is created:

COMMISSION EXPENSE UNEARNED COMMISSION DEBIT CREDIT DEBIT CREDIT

Commission $ Commission $

When the invoice is paid, the following transaction is created:

UNEARNED COMMISSION ACCOUNTS PAYABLE DEBIT CREDIT DEBIT CREDIT

Commission $ Commission $


AP.DEPOSIT.CHECK / PRINT.AP.CHECKS

Deposits entered

Deposits entered via AP.DEPOSIT.CHECK.

DEPOSITS DEPOSIT CLEARING

DEBIT CREDIT DEBIT CREDIT Deposit $ Deposit $

Deposits paid Deposits paid via PRINT.AP.CHECKS

DEPOSIT CLEARING CASH DEBIT CREDIT DEBIT CREDIT

Deposit $ Check $

Deposits applied

Deposits applied via PRINT.AP.CHECKS.

ACCOUNTS PAYABLE DEPOSITS

DEBIT CREDIT DEBIT CREDIT Deposit and

Invoice $ Deposit $

CASH

DEBIT CREDIT Difference $

Miscellaneous Functions 9-E-1

Section E

Miscellaneous Functions

Overview

Introduction Entries made through D2K modules interface directly to the general ledger.

The accounts affected are determined by the functions where the entries originate and the account numbers stored in the files.


made to the General Ledger from the miscellaneous functions.


from the following D2K functions: • MNT.ITEM • CALC.COST • MOVE.COST.SETS, and • Payroll Interface.

9-E-2 Miscellaneous Functions

MNT.ITEM, CALC.COST, MOVE.COST.SETS

Note If the accounting cost set is modified by any of these functions, the following

accounting entry is made:

INVENTORY INVENTORY ACCOUNTING VALUE ADJUSTMENTS

DEBIT CREDIT DEBIT CREDIT If cost in increased

If cost in decreased

If cost in decreased

If cost in increased

Payroll Interface

Note The Payroll Interface uploads payroll data into D2K. The specific GL

accounts updated vary by client, but would typically include payroll expense accounts, federal, state and local taxes, etc.

Summary 10-1

Chapter 10

Summary

Putting These Ideas to Work

Introduction This concludes the General Ledger User’s Guide. At this point, you should

have enough information about General Ledger to complete the objectives listed in the Preface of this manual.

Essential ideas of this User’s Guide

You should now be able to • describe the General Ledger, the process, its purpose, features and

benefits • create and maintain companies and chart of accounts • create and maintain additional source codes • create debit/credit journal entries • print journals • post entries to the General Ledger • close/reopen periods • close a fiscal year and bring balances forward • review entries and postings using various inquiries • review entries and postings by printing various audit reports (General

Ledger, Trial Balances), and • create and maintain budget entries using four different methods.

For more information

The on-line prompt help and function documentation available on your D2K system can provide additional information about General Ledger.

Learning advice

If you are not comfortable with the information presented, or have additional questions not answered by this User’s Guide, please speak with your System Administrator or D2K Customer Care Consultant.

General Ledger User’s Guide Evaluation Name: ____________________________________ Date: _____________ Company/Region: ____________________________________ We depend on your feedback to help us improve our user’s guide. Please print and complete this form and fax it to: Manager, Technical Communications, D2K, at (215) 321-8015. For each of the statements below, check the box that reflects your reaction to a particular aspect of the user’s guide. Then use the Comments area to elaborate. Be as specific in you comments as possible. User’s Guide Organization 1. Did the sequence of information enhance your understanding by

leading you from simple to complex topics? Comments:________________________________ ___________________________________________

2. Was the guide’s level of difficulty appropriate for your level of

experience on the job? Comments:________________________________ ___________________________________________

3. Did this guide cover topics you need to know to perform your job?

Comments:________________________________ ___________________________________________

4. Was the length of the guide comfortable (informative but not taxing)?

Comments:________________________________ ___________________________________________

User’s Guide Objectives 1. Were the objectives written clearly?

Comments:________________________________ ___________________________________________

2. Did the objectives cover tasks you expect to perform on the job?

Comments:________________________________ ___________________________________________

Instruction 1. Do you feel you can perform the tasks stated in the objectives?

Comments:________________________________ ___________________________________________

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continued…

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Comments:________________________________ ___________________________________________

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Presentation of Information 1. Did the text help you to understand the illustrations?

Comments:________________________________ ___________________________________________

2. Did the illustrations supplement and clarify the information in the text? Comments:________________________________ ___________________________________________

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Documents

General Ledger User's Guide - Epicor Customer Web Site · Introduction Welcome to the General Ledger User’s Guide. We hope you enjoy learning about your D2K system. ... Please make