From the main menu, selecting #6 General Ledger will display the general ledger main menu. The selections on this menu are divided into two groups.
The first group, selections 1 through 4, is the maintenance group. It is in these selections that you will set up your general ledger accounts, divisions and other basic information necessary for the general ledger system to work.
The second group, selections 5 through 16, is the processing group. It is in these selections that you will actually process numbers into and reports out of the ledger.
To get to this field, select 13-1, specify field # 7 and press ENTER through the union payroll. Now you will enter the number (1 through 12) of the first month of your fiscal year. As in the example above, if your fiscal year end (FYE) is December, specify month number 1 (January) for the first month of your fiscal year (FY).
It is important that this month be specified and specified correctly because this controls anything in general ledger that has to have a beginning balance. Some of the specific areas that depend on this setup are:
CAUTION: You cannot divisionalize or undivisionalize a GL account without special handling; this is normally done only at the end of your fiscal year. Always call SI support before you make changes of this kind.
In this procedure you may add, modify or just review your divisions or profit centers. If you do not use divisions, then skip this section.
You may use up to six digit numbers to designate divisions; the system therefore will accommodate up to 999999 divisions. If you have sub profit centers within major profit centers, it is important to organize your division numbers to reflect this. Careful organization of the sub-division numbers allows you to produce financial reports for individual profit centers or all of a major profit center. The following is an example of this type of sub-division numbering:
100 - Orlando Service
110 - Orlando Construction
120 - Orlando Rental
200 - Tampa Service
210 - Tampa Construction
220 - Tampa Rental
In this example you can produce an income statement for any individual profit center by specifying in step 6-10 the exact division number (i.e. 120 for Orlando Rental) or you can produce an income statement for all Orlando profit centers by specifying "1" for the division number.
This selection will display the following screen (items in bold type are examples):
Press INS, type an up to six digit division number, and press ENTER. Then type a division description up to 30 characters long and press ENTER.
Repeat the procedure until all divisions have been entered. If you need to correct or change a division number or description, use the ARROW or PAGE keys to move the cursor to the desired line and press ENTER to make changes or DEL to delete that entry.
When you are finished, press END to exit this screen and return to the GL account maintenance menu.
This procedure is used to set up your general ledger accounts in the system. After the accounts are set up and the system is in operation, you will only use these procedures to add new accounts to the general ledger, delete accounts, or modify existing ones.
This selection will display the following input screen (items in bold type are examples):
Enter Account # / Sub #:
While you may use any numbering scheme you wish, it is suggested that you number the four categories of accounts as follows:
Asset accounts = Begin with a "1"
Liability & Equity accounts = Begin with a "2"
Income accounts = Begin with a "3"
Expense accounts = Begin with a "4" on up.
The Sub # is blank for all normal accounts and 50 for titles and totals. It is entered when the account is first set up.
1 = Allocate by Division ?:
This is automatically set by the system as follows:
Yes if you have set up divisions in step 6-1-1 above and the Report Type is I (income statement) and this is not a title or heading (Account Type is not H or TI).
No if you have not set up divisions.
2 = Account Description:
Type the name of the account. There is no need to indent any descriptions of accounts. The system will format the financial statements.
3 = Account type:
R = Regular account - one which has a balance and can receive postings. The description and balance will be printed on reports only if the balance is not zero.
NOTE: The only accounts which must be entered in order to use the system are regular accounts. Title, total and heading accounts are used only when financial statements are printed.
Ti = Title account - one which does not have a balance and will not accept postings. The description will always be printed on reports.
To = Total account - one which does not maintain balances and will not accept postings. When a report is generated, a total is calculated, and the description and the total will print on reports.
H = Heading account - serves the same purpose as a title account (Ti). No dollar balances are maintained and the account cannot receive postings.
4 = Report type:
I = This account is part of the Income statement
B = This account is part of the Balance sheet
5 = Normal balance:
D = The normal balance of this account is a debit balance.
C = The normal balance of this account is a credit balance.
This information is used when reports are printed. If the actual balance of an account is normal (debit or credit as you specify), then the account balance will be shown on reports without brackets. If the actual balance of an account is not normal as specified here, then the balance will be printed with (brackets).
6 = Total level:
Total level is an account designation that governs which account balances are added together for subtotals and totals and the degree of indentation of subtotals and totals on the financial statements.
"Total levels" relate to type "To", total accounts. A level may be from 1 to 9 with 1 being the lowest level and 9 being the highest level.
Only regular accounts must have a level of 1. Total accounts should have higher levels as needed.
Example: A total account such as "Total Assets" will always have a level of 9. If so, then the amount calculated for total assets will include the balances in the account above total assets, plus the next account up, plus the next, and so forth until the total account with a level of 9 is reached.
You may change these levels at any time.
7 = Extra lines:
Extra lines refers to the spacing of the accounts, subtotals, and totals on the financial statements.
0 = Single spacing after this account.
1‑8 = 1 to 8 blank lines will be printed after this account name and balance (if any).
9 = Skip to new page after this account.
8 = Special code:
R = Must be on the current year retained earnings account, a regular account.
I = Set this on the total account which is to be used as the 100% figure on the income statement. This is normally the net income account or the total gross income account.
P = Should be on the profit/loss account, a total account - the last account.
X = Code to specify to print this account when an abbreviated report is run.
9 = Underline S or D:
S = Single underline to print under this account's amount.
D = Double underline to print under this account's amount.
10 = Allocate by job ?:
There is a balance kept between certain ledger accounts (prime cost accounts) and the job cost records. By typing YES to this question, the system will demand that any amounts posted to this account also be posted to a job.
This procedure will print a complete list of your general ledger accounts.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER.
This procedure will print a list of your general ledger divisions.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER.
This procedure will allow you to review balances for all years, and adjust if necessary, the balance of any prior year ledger account for any month. Changes should only be made to set beginning balances while setting up the ledger. After the ledger is in use, do not make changes here - use 6-5-1 Manual posting to the ledger instead.
This selection will display the following menu:
This selection will display the following input screen (items in bold type are examples):
Enter account #
Type a 5 digit general ledger account number [H]. If the number is not valid, you will be prompted for another. If the account number is valid, you will be prompted at the bottom of the screen, as shown above, to choose one of three year's figures to view.
Specify the year you wish to see and press ENTER. This will display the following input screen (items in bold type are examples):
There are two amounts for each month. The amount on the left (Current) is the net amount of the activity during the month. The amount on the right (Year-to-Date) is the balance at the end of the month for the fiscal year.
You may not adjust the current activity on the left for the current fiscal year - this balance comes from postings. However, you may adjust the YTD balances on the right.
NOTE: You should adjust these totals only during system startup. Do not adjust these totals after the system is in use. After you have started to use the system, you should adjust the totals by making manual postings to the ledger via 6-5-1 Manual posting to journal.
Per the screen prompt, type a field number to be changed and press ENTER. Now type the new balance and press ENTER. When you have completed all changes, press ENTER again. If you wish you may select another year to view and make adjustments, or press ENTER to exit this screen.
NOTE: Input credit balances as a minus number.
This selection is used simply to view the current year's month-end balances and no changes may be made in this area.
This selection will display the following screen (items in bold type are examples):
It is in this area that the account numbers used by the accounts payable system are set. To make or change an entry, type a field number to change, and press ENTER. Follow the instructions below and then press ENTER to exit this area.
This selection will display the following input screen (items in bold type are examples):
1 ‑ AP Bank Acct #:
Type your general ledger account number of the account from which accounts payable checks are drawn. The accounts payable system will credit this account in the amount of checks written. If more than one disbursing account is used, specify the most frequently used one.
2 ‑ Liability Acct #:
Type your general ledger account number of the liability account called accounts payable. The accounts payable system will credit this account in the amount of monies owed, but not yet paid.
3 ‑ Discount Acct #:
Type your general ledger account number of the income account called discounts earned. The accounts payable system will credit this account in the amount of discounts earned by payment of invoices by the due date.
4 ‑ Retainage Acct #:
Type your general ledger account number of the liability account called retainage payable. The accounts payable system will credit this account in the amount of retainage being held by you from invoices you owe. If retainage payable is not available in your chart of accounts, use the accounts payable liability account.
This is a specialized area for users very familiar with their chart of accounts. This area allows you to set up custom general ledger reports which are then printed in step 6-11 Print special reports. This selection will display the following menu:
This area allows you to set up custom general ledger reports and name them for future use. You select the sequence of GL accounts you wish to print on a report which may be month-to-date or year-to-date. You also have the option of creating report lines which are the sum of a series of GL accounts.
These reports are then printed in step 6-11 Print special reports and may be printed in a variety of ways choosing what information you want to compare. See step 6-11 for the details on the printing formats. This selection will first prompt for the report name. You may type in a new report name to create, or an existing report name [H] you may wish to modify. After the name is selected, specify the heading for this report as it will appear on the printout. The input screen will then be displayed as follows (items in bold type are examples):
PrtSeq
Specify a line number where you want this GL account to appear. It is suggested that you number the lines by 10's to allow you room to insert accounts in between others.
Acct#
Specify the GL account number [H].
Description
If you selected a valid GL account number, the system will display that account's description. You may change that description if you wish for this report.
D/C
The normal balance of this account will be displayed (D=debit, C=credit). This may be changed for this report if required.
Tab
Specify the indentation amount by the number of spaces (1, 2, 3, etc.).
Sk
Specify how many lines to be skipped after this account on reports.
U
Specify if and how may underlines you want after this account (S=single underline, D=double underline, or blank for no underline)
After each entry, the system will prompt:
NO ENTRIES ADD: Yes
Answer NO to take this line as it is. Answer YES, if you wish this line to be the sum of two or more other accounts. This will take you to a sub-menu where you will list the account numbers to be included in this total account and whether to Add or Subtract each account.
As long as you have numbered your lines with some space in between line numbers, you may add new lines, delete lines, or update lines as required, until the report is designed exactly to your needs. When you are finished, press END.
This selection will print the layout of one or all special reports you have created in step 6-4-1 above. The actual reports will be printed in 6-11 Print special reports.
This selection will display the following menu:
This procedure allows you to make manual postings to the general ledger. It does not affect the check register. This selection will first prompt:
Access recurring entries?
Normally answer No (see page 33 for recurring GL entries).
You'll next be prompted:
Is this a fiscal year end posting after: NO
the fiscal year has been closed?
If you answer YES here, you are posting to the hidden "13th month", which contains your FYE balances for the year just ended. If you answer NO, you are posting to the current fiscal year.
This selection will next display the following input screen (items in bold type are examples):
Source #
The source number is the computer's way of identifying a group of postings. If you press ENTER without giving a source number, the system will prompt:
Do you want to create a new GL entry? YES
If you press just ENTER the system will create a new source number and prompt you for the post date. Type NO ENTER to exit here.
Enter Post Date MMDDYY:
This is the date on which the postings will be entered into the general ledger. Make certain that you enter the correct month and year. You will be prompted to verify that the date is correct. if YES, press ENTER and the horizontal menu will appear at the bottom of the screen.
If this is a new posting just press ENTER when prompted:
NO ENTRIES - add?
Otherwise press the INS key to add a new line.
Accnt #
Type the account number [H] of the account to which you are posting.
Div #
If applicable, type the division number [H].
Description
This field is provided to type a short description of, or comment about, this transaction. If you choose not to type a description and press just ENTER here, the system will default to the source number. If you do type a description, that description will carry forward to the next line or lines of postings until you type another description.
D / C
Are you posting a debit or a credit? The system will fill in the normal balance for this account, or the Debit or Credit as required to balance the prior entries. Type D or C to change as applicable.
Debits + / Credits -
Enter the amount of this posting.
Note: After the first posting line, the system will automatically try to balance your group of postings by filling in the amount that balances the debits against the credits.
You may add as many lines as you wish. To end the session press END. The system will not allow you to leave this area until these entries are in balance.
If you are not in balance, you will be prompted ***Out of Balance*** with the total of the debits and credits and the amount you are out.
You will now be returned to the GL posting screen. When you are finished, press END to end. You'll then be prompted:
Post entries to job?
The default answer will be Yes if any of these general ledger accounts are coded job related; otherwise No.
Answering Yes will present the following screen:
Make your job cost entries here and press END to exit. If your entries do not balance, the system will prompt the amount you are out of balance and you cannot leave this area until the entries are in balance.
The system will next prompt:
Do you wish to have reversing: NO
entries automatically created?
If you answer YES here, the system will automatically create reversing entries for the GL and job cost entries you just entered and post them on the date you specify next:
Enter reversing entry post date: / /
Specify the posting date for the reversing entries and press ENTER. The system will return you to the first screen and prompt you for a new source number. Press the E or END key to exit.
If you answered Yes to Access recurring entries?, this menu will appear:
This selection first shows any recurring entries already entered:
Use the ENTER, INS and DEL to update, add or delete entries, as needed.
You may enter either dollar amounts:
or percentages:
If you use percentages, you'll be asked for a dollar amount each time you run step 6-5-1-2, Recurring GL entry selection/use.
In either case the total must be zero before you're allowed to leave the screen.
Press ENTER repeatedly to step through each field, or press F1 to accept all values as shown.
This selection will first prompt you:
Posting Date:
Enter the date for the postings you will be making and press ENTER, and the following screen will appear:
Use the ARROW keys to highlight the entry you want to post, and press ENTER to select it for processing. Note the asterisk (*) in front of the entries you have selected for processing. You may press the ENTER key again to de-select a highlighted entry.
When you are satisfied that you have selected the entries you want for processing, press END, and the recurring entries as set up in 6-5-1-1, Recurring GL entry maintenance, above, will be made.
WARNING! Any entry with an asterisk in front of it will be processed when you press the END key, so be sure to remove all asterisks (*) before pressing the END key, if you decide not to make these postings at this time.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will then be displayed (items in bold type are examples):
Enter run date MMDDYY:
This is simply a date which will print on this report to show when the report was printed. This system does not use this date for anything else.
Enter distribution date MMDDYY:
This date must be the same as the posting date entered above in 6-5-1 if you wish to verify only the postings through that date.
If you are not sure, or if you have lost track, you may type today's date and you will print a report of all manual GL posting entries through today which have not been distributed to the ledger.
NOTE: If you print this report and it is empty, or has the wrong information, this date is probably wrong.
Are the dates correct?: NO
Verify the accuracy of these dates and type YES ENTER. The report will now be printed.
This procedure distributes the manual postings to the journal. It is necessary that this step be done for the postings to be entered into the general ledger system.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will then be displayed (items in bold type are examples):
Cutoff date for this update:
This date must be the same or later than the posting date entered above in 6-5-1. This procedure will update all manual entries through this cutoff date.
Are the dates correct? (Y/N/E): N
Verify the accuracy of these dates and type Y ENTER to run the report, or type N ENTER to go back and correct the date, or type E ENTER to abandon printing the report and return to the menu.
This procedure will allow you to post entries directly to your check register. These postings do not affect the general ledger, so it is up to you to also make postings to the GL. This selection will first prompt:
Enter Check/Deposit date:
GL account:
Type the default date of the checks or deposits and the general account number for the bank account involved. Leaving the date blank will let you exit this area.
Next you'll see the following input screen (items in bold type are examples):
NOTE: This function should be used with care, and only limited entries should be made here.
Date
Type the date of the check or deposit.
Ck/Dep #
Type the check number, or fill in a unique entry for other debits or credits or deposits to the account. A suggested pattern for other debits or credits is the date plus a one or two letter designation. For example:
date + I = interest (052096I)
date + SC = service charge (052096SC)
Vendor/desc
Type the vendor ID [H] or a description of the deposit.
Amount
Type the amount of the check or deposit.
Account
This is the general account number for the bank account involved.
Ck/Dep
Specify Check or Deposit.
Use the INS, DEL and F7 keys to add, delete and update lines.
Press END and leave the date blank and press ENTER ENTER to exit this procedure.
One common use for this procedure is entering void or canceled checks into the check register. You may sometimes have loose checks left at the beginning or end of a check run or other void or canceled checks and you want, for audit purposes, your check register to reflect all checks. To record these checks, use procedure 5-4 Post manual checks/receipts to register and enter the date of the check and the check number. Show void for the description and 0.00 for the amount.
This selection will display the following menu:
This procedure updates the general ledger with all journal postings since the last time this step was run and updates the general ledger totals (current and year-to-date). The journal contains postings distributed from manual postings, accounts receivable, accounts payable and payroll. These postings will not show up in the general ledger totals and reports unless this step is performed.
These journal postings will only be updated one time and will not duplicate if this step is re-run for any reason. If you have to update the totals again, this may be done using step 6-7 Recalculate YTD totals.
This procedure will first display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will the be displayed (items in bold type are examples):
The pattern for updating the ledger is to run this update step on at least a monthly basis, starting with the first day of the month after the month with correct YTD balances and ending with the last day of the month you are updating. In other words, you enter a date range from the first of the month to the last of the month you wish to update. If this step is run monthly with these date ranges, the year‑to-date totals will be automatically calculated correctly.
Enter the date from which to start the update:
Type the first day of the month after the month with correct YTD balances and press ENTER.
Enter the last date through which to update:
Type the last day of the month you are updating and press ENTER.
NOTE: Proper use of this date allows holding postings past a certain date out of the ledger totals - as at FYE.
Are entries correct Y/N:
Be sure these dates are correct before you continue and type YES ENTER.
This procedure will print a detailed, line by line, report of every transaction posted to the general ledger for the specified date and account range.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will then be displayed:
Enter the date of this report (MMDDYY) :
This date prints on the report to show when it was run. It has no other significance.
Enter the date of the first of starting month:
Enter the date of the last date of ending month:
You may print the report for one or several months by specifying these two dates.
Print detail transactions or summary only D/S :
A Detailed report shows every individual posting.
A Summary report shows only total debits and total credits to each account, not every individual posting.
Print non zero accounts only:
Answer Yes if you only want accounts with other than zero balances printed.
Starting account #:
Ending account #:
You may print the report for one account or several accounts by supplying the starting and ending account numbers.
If you leave the starting account # entry blank, then the report will start with the first account.
If you leave the ending account # entry blank, then the report will end with the last account.
Leaving both accounts blank will print all account numbers.
Starting division#:
Ending division#:
You may print the report for one division or several divisions by supplying the starting and ending division numbers.
If you leave the starting division # entry blank, then the report will start with the first division.
If you leave the ending division # entry blank, then the report will end with the last division.
Leaving both divisions blank will print all divisions.
Are all entries correct? (Y/N/E):
Verify the accuracy of the entries and press ENTER to print the report. Or type N and press ENTER to go back and correct an entry, or type E to abandon this report and return to the menu.
This inquiry procedure allows you to view the journal entry details behind GL postings for any account for any month in the current, first prior year or second prior fiscal year. This selection will display all your GL accounts.
Press F6 to select the month and year you wish to look at.
Use the ARROW, PAGE, HOME (first/last) keys, or type the first part of the account description to highlight the account you want to look at. If the balance is not zero, you may press ENTER, and you'll be prompted:
Division # (blank for all):
If you want the following display of transactions to be limited to just one division, enter its number here, otherwise leave blank; press ENTER.
Year: 1996
Confirm the year you're looking at by pressing ENTER.
Next, the postings which make up the balance will be displayed:
Use the ARROW, PAGE and HOME keys to scroll up and down through the transactions.
If a transaction is from a single AP invoice, you may view that invoice by pressing ENTER with its transaction highlighted.
If the transaction description begins with "AR Sales", you may press ENTER on that transaction, and will then be shown the list of AR invoices which make up that transaction. Highlighting any of these invoices and pressing ENTER will then show you that invoice in detail.
Press END when done viewing transactions.
Press END to return to the menu.
This procedure is similar to 6-6-1 Update journal to ledger, except it does not print a report. Refer to 6-6-1 on page 41 for the details of filling in the correct dates.
This step is optional.
This step causes the system to go through all postings for the date range specified in order to re-establish YTD totals which may have been have been altered. This is used to bring forward the results of postings made to prior months.
This procedure prints a trial balance for any specified month within the fiscal year.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will then be displayed:
Enter the run date of this report MMDDYY:
This date prints on the report to show when it was run. It has no other significance.
Enter the month end date MMDDYY:
Type the month end date of the month for which you wish to print and review the trial balance figures.
Summary by account or detail by division:
Type D if you want the balance for each division listed.
Type S if you only want a total for each account listed.
List ZERO balance accounts:
Answer Yes if you also want accounts with zero balances listed.
Are all entries correct?: NO
Verify the accuracy of these choices and type YES ENTER to continue. If the month end date you have specified is any month end other than your fiscal year end date (FYE), the system will skip over the next question and print your report. If the month end date you have specified is your fiscal year end (FYE) date, the system will prompt you for the next question as follows:
Current balances (or FY beginning balances) : YES
Answering YES allows you to print a trial balance of your current month end general ledger balances for the month end you have specified. This is the standard monthly report with MTD and YTD figures.
Answering NO allows you to print a trial balance of the system's "13th month", which contains your FYE balances after closing. This "13th month" is generated when you run step 6-14 Close ledger for fiscal year. Step 6-14 automatically adds the current year's profit/loss figure into your retained earnings account (or whatever balance sheet account you have specified). That adjusted retained earnings balance, along with the other year end GL account balances is then put into the "13th month" (your FYE balances after closing) from which the figures for the financial statements are drawn.
Your report will now be printed as specified.
This selection will display the following menu screen:
Selecting this procedure will first display the printer selection screen. Type the printer number and the number of copies and press ENTER. The following input screen will then be displayed:
Enter check account #:
Type the general ledger account number [H] for the checking account for which you wish to print a check register or display a current balance.
Beginning date:
This is normally the first day of the month. If left blank it will print all transactions since day one. If it is not the first day of the month, the report will print without a beginning balance.
Ending date:
This is normally the last day of the month.
Statement date:
This is normally blank. If used, the system will print only items cleared on this date.
Uncleared transactions only:
Type NO if you want to print all transactions.
Type YES to print only uncleared transactions.
Print detail or Display balance only
Type D to have the balance only displayed, or P to have the report printed.
Use current balance (or FY beginning)
Normally answer Yes.
Answering No allows you to use the balance of the system's "13th month", which contains your FYE balances after closing. This "13th month" is generated when you run step 6-14 Close ledger for fiscal year. Answer Yes when the beginning date selected is the first day of your fiscal year.
Press ENTER and the check register will be printed as specified.
This procedure will update the system with the "cleared" items on your bank statement. Selecting this procedure will first prompt for the following:
Clearing date:
Type the bank statement date and press ENTER.
Check account #:
Type the general ledger number [H] for the checking account involved and press ENTER.
Next, the following menu will be displayed:
The system will display each outstanding check one-at-a-time, as shown above, prompting you to mark it cleared. Press Yes for the checks and deposits shown cleared on the bank statement and No for those that are not cleared. When you have marked all cleared checks and deposits, press End to exit this procedure.
This selection is used to make corrections. It will prompt:
Enter number of check to mark uncleared ________
Type the number of the check you wish to mark uncleared and press ENTER. Repeat the procedure entering check numbers one-at-a-time. When you are finished press ENTER to exit this procedure.
This procedure allows you to scan a range (by date) of checks to view the following:
Check/deposit number (may be updated)
Date of check/deposit (may be updated)
Vendor ID
Amount
Cleared? Yes or No (may be updated)
This selection will first request the range of dates you wish to scan as follows:
Beginning date / /
Ending date / /
Type the beginning and ending dates you wish to view and press ENTER. The following input screen will then be displayed (items in bold type are examples):
Type Skip and press ENTER to page through the entries one-at-a-time. If you wish to update any of the fields as shown above, type Yes or No and make the changes. When you are finished, press End to exit this procedure.
Check #
From your bank statement, type the first check number you wish to mark as cleared and press ENTER.
Statement $
Next, type in the dollar amount of that check number from the statement and press ENTER.
Ck $
The system will display the dollar amount of that check number from the database, pause a couple of seconds, and then prompt for another check number.
If the amount entered from the bank statement does not match the amount in the system for that check number, the system will display the message, "Amount doesn't match".
Continue to enter the check numbers and amounts from the statement, one-at-a-time, until all cleared checks have been entered. As long as the check numbers and amounts agree with those in the database, the system will mark these checks as cleared as they are entered.
Beginning Check #
Ending Check #
Enter the first and last check numbers of the checks to be cleared. Use the ranges on the bank statement without breaks to specify these check numbers.
Be sure to enter the same amount of digits in beginning and ending numbers, e.g. 012301 - 012356.
Clear all in range
When you are sure that the numbers entered are correct, type Yes and press ENTER to automatically clear all checks in the selected range. Type No and press ENTER to step through the checks in the selected range with the same function as 6-9-2-1 above.
NOTE: The prior month must have been reconciled before attempting this month's reconciliation. The system uses the GL account balance from the prior month as the beginning balance for the check register for the current month.
This procedure may be used to help you reconcile your bank statement each month and will print a reconciliation report you may file with your bank statement. This reconciliation aid is similar to the procedure you would use to reconcile your statement by hand.
First, before you run this step, mark the cleared checks and deposits using one or more of the procedures in 6-9-2 Update check register. Next, enter the bank statement balance and any adjustments from the statement that have not been entered into the system such as bank fees and adjustments. The system will provide a net amount for the uncleared checks and deposits, and compare the calculated account balance with the computer account balance.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. The system will then prompt:
Enter check account #
Beginning date / /
Ending date / /
Type the check GL account number, the beginning and ending dates for the month you wish to reconcile.
NOTE: The beginning date must be the first day of the month because the system uses this date to pull the beginning balance, adds the deposits and subtracts the checks, to calculate the computer account balance. The ending date must be the last day of the month, because this controls where the system stops calculating uncleared items. The ending date often coincides with the statement date.
The system will then display the following input screen (items in bold type are examples):
Bank statement balance
Type the ending balance from you bank statement and press ENTER.
Uncleared checks and deposits
The system will display the net sum of any checks and deposits not marked as cleared from day one to the ending date entered in the previous screen.
Adjustments
The system provides five lines to type any adjustments such as check charges or debit or credit adjustments made by the bank which have not yet been entered into your system. Type a short description and press ENTER. Then, type the amount of the adjustment, being careful to specify a negative adjustment with a minus sign.
Press F1 when you are finished entering adjustments. The system will calculate the account balance, compare it with the computer account balance, and calculate the difference, if any.
Calculated account balance
This is the sum of your bank statement balance, the net uncleared checks and deposits, and any adjustments you have entered.
Computer account balance
The system will display your computer account balance calculated from the beginning balance plus deposits and minus checks for the month.
Difference
This is the difference between the calculated account balance and the computer account balance. If you are in balance, this difference should be 0.00. If it is not, this difference should help you find the error to reconcile your statement.
If the account doesn't reconcile, use 6-9-1 print check register, filling in the statement date, to print out the computer's version of the bank statement for comparison.
Finished? Y/N/E
Type No if you need to go back and make changes. Type Yes if you are ready to print this reconcilement. Type End if you want to exit this procedure without printing. The system will return you to the #4 AP main menu.
This procedure will update the financial statement report generator with the latest figures for the month processed. It is necessary to perform this procedure prior to printing a balance sheet or an income statement. These reports may be run for any month within the current fiscal year.
This selection will display the following input screen (items in bold type are examples):
Enter the month to be processed (MM):
Enter the year (YYYY):
Type the month and year for which you want to prepare financial statements. (This date must be within the current fiscal year).
Consolidate from other companies:
Normally answer No. If you do want to add the balances from other companies (databases) to the totals of this company (database), answer Yes here. This requires that the chart of accounts, with their divisions, for all companies (databases) are identical. (See below for information you will need to have in order to do this.)
TOTALS WILL BE UPDATED FOR THE MONTH ENDING
This will show you the month and date you have entered for verification.
Are these entries correct?
Verify the entries and press ENTER to start the procedure. This may take several minutes to perform. As the procedure progresses you will be prompted with the following messages:
Updating income statement totals
Updating balance sheet totals
Report totals updating complete
When the processing is complete, you will be returned to the general ledger main menu.
If you did answer Yes to Consolidate from other companies, you'll be prompted:
You will need to know the full path and name of each database you want to consolidate into this database. Contact SI Systems, Inc. if you don't have this data.
In the above example the full path and name is /uu/ACC/acc2. You can consolidate up to 10 companies (databases), including the main company the others are consolidated into.
This is a specialized area used in conjunction with 6-4-1 GL report maintenance for users very familiar with their chart of accounts. Step 6-4-1 is a set up area for creating custom general ledger reports which are then printed here in step 6-11. This selection will display the following menu:
For any of the custom reports created in step 6-4-1, you may now print the reports in a variety of formats with one or two columns, specifying the type of account balance, as is shown in the following menu selections.
This selection will first prompt you for the special report ID [H]. If you specify a valid report the system will display the name of the report and prompt: "Correct YES". Press just ENTER to continue. The following menu will be displayed:
Select the number of the type of account balance you wish to print from the list above and press ENTER. The system will prompt:
Break up by divisions?: NO
If you want a separate printout for each division, answer YES here. If you want a report with totals of all divisions, press just ENTER. The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER and your report will be printed.
This selection will first prompt you for the special report ID [H]. If you specify a valid report the system will display the name of the report and prompt: "Correct YES". Press just ENTER to continue. The following menu will be displayed:
Select the number of the type of account balance you wish to print from the first list, then the second list above and press ENTER. The system will prompt:
Break up by divisions?: NO
If you want a separate printout for each division, answer YES here. If you want a report with totals of all divisions, press just ENTER. The system will next prompt:
Send report to file on disk?: NO
If you want to save a copy of this report to a file press YES ENTER. If you want a printout, press just ENTER.
The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER and your report will be printed.
This selection works just like 6-11-3 above, except the printout shows the two columns as specified and the difference between the columns and the percentage difference between the two columns.
This report works just like 6-11-3 above, except the printout shows each column with an adjacent percentage column listing the percentage of each item in the column measured against the item you specify as the 100% account. After the prompt, "report by divisions", the system will prompt:
Enter the account # that is to be 100%:
Specify the GL account number on your report that is the 100% item and press ENTER. Next, specify the printer number and the number of copies, and the report will be printed.
This selection will first prompt you for the special report ID [H]. If you specify a valid report the system will display the name of the report and prompt: "Correct YES". Press just ENTER to continue. The following menu will be displayed:
Select the number of the type of account balance you wish to print from the first list, then the second list above and press ENTER. The system will prompt:
Break up by divisions?: NO
If you want a separate printout for each division, answer YES here. If you want a report with totals of all divisions, press just ENTER. The system will next prompt:
Send report to file on disk?: NO
If you want to save a copy of this report to a file press YES ENTER. If you want a printout, press just ENTER.
The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER and your report will be printed.
This selection works just like 6-11-5 above, except the printout shows the two columns as specified and the difference between the first and second column and the percentage difference between the two columns.
This report works just like 6-11-3 above, except the printout shows each column with an adjacent percentage column listing the percentage of each item in the column measured against the item you specify as the 100% account. After the prompt, "report by divisions", the system will prompt:
Enter the account # that is to be 100%:
Specify the GL account number on your report that is the 100% item and press ENTER. Next, specify the printer number and the number of copies, and the report will be printed.
This selection works just like 6-11-5 above, except you'll be prompted for each of the 4 column numbers one at a time, and you need to print it on a wide-carriage printer.
This selection works similar to 6-11-6 above, except you'll be prompted for each of the 4 column numbers one at a time, and you need to print it on a wide-carriage printer.
Also, each line may have the percentage calculated in relation to a specified account number, rather than the default 100% account number. This is done when setting up the special report in 6-4, by adding %#acctnum to the account description, e.g. Car expenses %#60000. (The %# and following account number is filtered out so it will not be displayed on any report.)
This procedure will print an income statement through the month and for the division (or all divisions) you specified in step 6-10 above. The default for this report is three columns as follows: 1) Current year MTD, 2) Current year YTD, 3) 1st prior year YTD.
You may easily customize this report to meet your needs by specifying the type of account balances you want in each of the three columns. The choices are self explanatory and are shown in the sample screen below. Selecting this procedure will first display the following selection screen:
Specify, for each of the three columns, the type of account balances you wish to see on your report. You will then be prompted:
Enter code for summary report, or blank for normal _
Press ENTER for a detailed report with all general ledger income and expense accounts with balances listed. Type the summary code you used in the chart of accounts, and then press ENTER for a summary report with only major headings listed.
Division (blank for all)
If you want the report limited to just one division, enter it here. Otherwise leave blank.
Print account numbers?
If you want the account numbers printed in front of the account descriptions, answer Yes here.
Report comments
Here you may type comments to be printed on top of the report.
If you entered a number other than zero in the selection for column 3, you will next be prompted to enter your selection for column 4. Unless you are printing to a wide-carriage printer, enter 0 for the fourth column.
The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER and your report will be printed.
This procedure will print a balance sheet as of the month you specified in step 6-10 above.
Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. You will then be prompted:
Enter code for summary report, or blank for normal _
Press ENTER for a detailed report with all general ledger income and expense accounts with balances listed. Type the summary code you used in the chart of accounts, and then press ENTER for a summary report with only major headings listed.
Print account numbers?
If you want the account numbers printed in front of the account descriptions, answer Yes here.
Report comments
Here you may type comments to be printed on top of the report.
CAUTION - This must be used ONLY by the operator in charge of the GL.
This step should only be run at the end of your fiscal year, and then only after all general ledger postings for the year just finished have been updated to the general ledger and all reports printed.
This procedure will close out your general ledger income and expense accounts for your fiscal year and shift the totals back one year, leaving zero balances in the current year for income statement accounts.
This procedure also generates a hidden "13th month" of FYE after closing balances, with the current year's profit/loss amount added into the balance sheet. In this step, the system automatically adds the current year's profit/loss figure into your retained earnings account (or whatever balance sheet account you have specified). That adjusted retained earnings balance, along with the other year end GL account balances, is then put into the "13th month" from which the figures for the financial statements are drawn.
NOTE: Shifting back the totals refers to the system's archiving of the current year's month-end totals, the first previous year's month end totals, and the second previous year's month end totals for each general ledger account as may be viewed in 6-2-1 Account totals maintenance.
Selection of this procedure will prompt:
ALL CURRENT FISCAL YEAR TOTALS WILL BE SHIFTED BACK ONE YEAR.
Be SURE that the fiscal year beginning month 1 is correct!
Are you sure that you want to close the GL for FY NO
The default is NO. If you are not sure you are ready to continue, or if the fiscal year beginning month (months 1 through 12) is not correct press ENTER to exit this procedure. The month is set in 13-1 Client information, field #7.
If you are ready to continue, type YES ENTER and the system will display a message, "Updating GL year-end totals". The system will then prompt (items in bold type are examples):
Verifying retained earnings account number 23060
Retained Earnings
Is this the correct account? NO
The account number that will show on this screen is the one you have assigned the special code of "R". The account number that should be entered here is the balance sheet account into which you want to roll current profit/loss at year-end. Normally this is the retained earnings account coded "R", however, the correct account is an accounting decision you or your accountant must make. You may press just ENTER and change the account number, or type YES ENTER to complete the procedure.
CAUTION - This must be used ONLY by the operator in charge of the GL. All detail through the date specified will be deleted forever. Step 6-6-2 and step 6-6-3 will no longer be able to print or display this detail.
This procedure will delete each individual posting to the general ledger. Normally this step would only be run at the end of a fiscal year, the same as 6-14 above. This selection will display the following input screen:
Clear Detail General ledger (Y/N)?
Type NO to exit this procedure.
Type YES to continue.
Enter the date through which to delete transactions (MMDDYY)
Type the date through which you wish to delete transactions. This is typically the fiscal year-end date SEVERAL YEARS IN THE PAST, however, deletion of one or a few months at a time is practical. Please retain all of last fiscal year data as a minimum.
This date must not be within the current fiscal year.
Is this date correct?
Check the date again and type YES ENTER to run the procedure.
This procedure may take several hours. When it is finished, follow the screen prompt and press the space bar to continue. The following input screen will then be displayed:
You will now be able to clear the master check register.
Clear Master Check Register (Yes/No) ?
Type YES to continue.
Enter the date through which to delete transactions:
Type the fiscal year-end date of the year you are clearing.
Enter the GL account number for this register:
Type the general ledger account number [H] for this checking account.
Is this information correct?
Check one last time and type YES ENTER to run this procedure.
NOTE: This procedure will delete only items which have cleared the bank.
This procedure will allow you to load budget figures into the ledger.
This selection will display the following menu screen:
Selection of this procedure will first prompt:
Enter account #
Type the general ledger account number [H] of the first account for which you wish to input budget figures.
Division #
Type the division number [H] if applicable.
The following input screen will then be displayed (items in bold type are examples):
For this procedure, you will be using only the Current area of this screen.
You will be able to set a budget amount for the account as either an equal amount for each month <E>, or as a percentage <P> of a specified yearly amount.
Choose either Even or Percentage and press ENTER. You will be prompted:
Enter Annual Budget Amount 0.00
Type the total annual budget and press ENTER.
If you specified Even, one-twelfth of the annual budget will be inserted after each month. Press ENTER, and you will be prompted for the next general ledger number.
If you specified Percentage, you will be prompted to type the percentage for each month. Then press ENTER, and you will be prompted for the next general ledger number.
Continue repeating the same steps until all general ledger budget figures have been entered.
As shown on the screen menu, you may change any of these numbers by typing the field number (from 1-12) and making the change. These figures may also be revised at any time during the year as required. It is necessary to perform the next step after these figures are entered and after any revisions have been made.
This procedure will calculate the year-to-date totals of the monthly budget figures (YTD figures in the input screen shown in 6-16-1 above). It is necessary to do this step once after the budget is entered and again if you make any revisions.
This selection will display the following input screen (items in bold type are examples):
Enter starting month:
Type the first month of your fiscal year.
Press ENTER to run this procedure. If you look back on step 6-16-1, you will see that the screen now has the YTD figures.
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