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1 December Camino Ramon, Suite 210 San Ramon, CA Voice: Fax: Website:

2 Copyright 2004 All rights protected and reserved

3 TABLE OF CONTENTS I. General Ledger Interface Screen Overview Company and Reporting Group Maintenance (FMSM050) General Company and Reporting Group Maintenance (FMSM050) Bank info Company and Reporting Group Maintenance (FMSM050) Interfaces Company and Reporting Group Maintenance (FMSM050) Non-US TAX Company and Reporting Group Maintenance (FMSM050) EFT i

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5 I. GENERAL LEDGER INTERFACE SCREEN OVERVIEW A company record needs to be created for each corporate entity. The company number, name and address are created to enable the chart of accounts to be developed as each chart is tied to a specific company number. Then, as the chart is developed, the required control account numbers are entered where appropriate to enable the interfaces from e.g. Accounts Receivable and Accounts Payable to be automatically generated. Of specific note, is the account named "Profit and Loss G/L Account Number". This is a specific account which is created to enable the End of Year roll to take place. At the end of Year, during the end of year roll, the profit and loss items (including Net Profit) are zeroed, and only the balance sheet items are carried forward. Subsequently a journal entry is necessary to transfer the net profit from the profit and loss account to the balance sheet before the end of year roll takes place as follows: Account Name Account# Amount Description Net Profit HC001 $ Balance after all Transactions Transfer Amt HC010 (120.00) Journal to transfer profit to Balance Sheet Balance A/C HC099 0 Balance remaining after Journal Entry In this example: it is the account HC999 which is the profit and loss General Ledger account number shown in the company master maintenance. The End of Year Roll process will discuss this functionality in greater detail. The screen is also used to identify the GL Interfaces to other programs. This screen also enables the user to determine whether full details of each transaction will be transferred or whether summary information from control file totals will be transferred. It is our recommendation to update the GL with transaction details in all cases. Additionally, the Cash at Bank GL code is defined in this screen, along with a number of other system defaults such as: Tasting Room default customer number Starting Check number and default Check Printer Sequence numbers for Vendors, Customers and Invoices Electronic Banking details GST & WET tax information for international customers. 1

6 COMPANY AND REPORTING GROUP MAINTENANCE (FMSM050) GENERAL Company - Reporting Group Enter a company or reporting ID code with no spaces, * or. characters. Must be two characters. The company code is incorporated into the General Ledger numbers (first 2 characters) and Customer and Vendor numbers. Name Enter the company name. This will be displayed on inquiry screens throughout the system and utilized on Financial Reports. Address Address - this is a multi lined grid and any number of lines may be entered. Enter the address to be printed on the Financial Reports. 2

7 Zip Code Enter the 5 or 9 postal zip code. Tax ID Enter the Federal Reporting Tax Identification number for the company. Phone No Enter the company main telephone number. Fax No Enter the company main fax number. Address Enter the company address. ID Type Enter the Company type. Vintners Advantage supports several company types. C is the company type for a true Company. R is the company type for Reporting only Company structures. D is the company type for Departmental Company structures. This may be used for grouping creditors and debtors together. A is the company type for setting up a Cash Accounting Company structure. Cash Accounting Company ID If you have setup a R (Reporting only) Company Structure, then you will need to enter the Cash Accounting Company Code in this prompt. Funds Check Type Enter the funding check method required. Funds checking is used as an option for Budgeting in combination with Purchasing and Accounts Payable. When this option is in use, the Budget is checked according to the parameters established in this option, and a warning is generated if the purchase or invoice exceeds the budgeted amount.the following options are available: Y Yearly totals used M Year to date totals used C Current month total used This field may also be left blank, which indicates no selection. Creditors Control Account Enter the General Ledger number that Accounts Payable will use to post the control balances of batches or detailed transactions being passed from the Accounts Payable System. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. 3

8 Discount Taken Control Account Enter the General Ledger number that Accounts Payable will use to post discounts taken from the Accounts Payable System. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Debtors Control Account Enter the Debtors Accounts Receivable General Ledger number that will be used to post the control balances of batches or detailed transactions being passed from the Accounts Receivable System. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Discount Allowed Control Account Enter the General Ledger number that Accounts Receivable will use to post discounts taken from Account Receivable invoice payments. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Non Debtors Cash Control Account Enter the customer account number to be able to enter miscellaneous cash receipts in the Accounts Receivable system. By establishing a customer account number for your Company, you can allow AR personnel to enter miscellaneous cash receipts that do not have an open invoice to post against. The receipt will be processed in the daily cash balance and bank deposit slip. The cash receipt will be posted to the Non Debtors Cash Control Account number. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Provisions Control Account Enter the General Ledger number that will be used to post the control balances of the various Provisions accounts. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Accruals Control Account Enter the General Ledger number that will be used to post the control balances of the various Accrual accounts. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Prepayments Control Account Enter the General Ledger number that will be used to post the control balances of the various Prepayment accounts. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. 4

9 Assets Control Account As Vintners Advantage US Version does not provide Fixed Assets as a module, please leave this field empty. Profit & Loss Control Account The profit and loss General Ledger account number is required so that the end of the financial year roll procedure can check that this account number is zero before proceeding. At the end of year, during the end of year roll, the profit and loss items (including net profit) are zeroed and only the balance sheet items are carried forward. Subsequently a journal entry is necessary to transfer the net profit from the profit and loss account to the balance sheet before the end of year roll takes place as follows: Account Name Account# Amount Description Net Profit HC001 $ Balance after all Transactions Transfer Amt HC010 (120.00) Journal to transfer profit to Balance Sheet Balance A/C HC099 0 Balance remaining after Journal Entry In this example: it is the account HC999 which is the profit and loss General Ledger account number shown in the company master maintenance. The End of Year Roll process will discuss this functionality in greater detail. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Balance Sheet Control Account Enter the General Ledger number for the account that is the Balance Sheet Control Account. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Taxation Suspense Account Enter the General Ledger number to be used to post control balances of various tax accounts. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. General Suspense Account Enter the General Ledger number to be used for posting miscellaneous suspense account transactions. This is used by the system in the event any batch or transaction data has been posted incorrectly by a program problem in the system. This is extremely rare, but if the situation is encountered, the General Suspense account is utilized to balance the entry. The contents of entries to the General Suspense account then provide the user with an audit trail of what system problems may have occurred. This must be a valid General Ledger number in the Chart of Accounts. Use the Lister to the right of the prompt for a list of valid General Ledger Numbers. Payroll Suspense Account As Vintners Advantage US Version does not provide Payroll as a module, please leave this field empty. 5

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11 COMPANY AND REPORTING GROUP MAINTENANCE (FMSM050) BANK INFO Cash at Bank Enter the General Ledger number for the Bank Cash Account. For a list of valid General Ledger numbers, double click in the white box to the right of the yellow highlighted prompt. Then enter the Bank Code for the Bank Account that this General Ledger account corresponds to. For a valid list of Bank Codes, double click in the white box to the right of the yellow highlighted prompt. Tasting Room Customer Number Enter the default Customer Number for the Tasting Room. This customer number is used to post miscellaneous Tasting Room Sales transactions for customers who may not wish to be identified by name and address. For a valid list of Customer Numbers, double click in the white box to the right of the yellow highlighted prompt. You must first have setup a Tasting Room default customer number in the Customer Maintenance program. 7

12 COMPANY AND REPORTING GROUP MAINTENANCE (FMSM050) INTERFACES Sales Tax GL Account Code Enter the General Ledger account number for Sales Tax to be posted to. This must be a valid GL number in the Chart of Accounts. Press the lister next to the prompt for a list of valid GL codes. Sales Tax Exempt No. Enter the Sales Tax Exemption or ID number for your company. License Number Enter the License number your company has to sell Beer, Wine or Liquor. 8

13 Invoice/Credit Nos Entered Enter Y for Yes if credit memo and invoice numbers will be entered into the system (user assigned). Leave this field blank if the system is to generate invoice and credit memo numbers. Pricing Warehouse Enter the warehouse number to be used to generate casegood prices for Sales & Distribution. The warehouse number must be a valid warehouse setup in the system. Press the lister key for a valid list of warehouses. ID s of Customers Owned Enter the customer account numbers of customers owned by this company. This is for reporting. For a valid list of customer numbers, double click in the white box to the right of the yellow highlighted prompt. ID s of Creditors Owned Enter the vendor numbers of vendors owned by this company. This is for reporting. For a valid list of vendor numbers, double click in the white box to the right of the yellow highlighted prompt. Interface to GL from AP Enter Y for Yes in this prompt to activate the interface posting from Accounts Payable to the General Ledger. Leave the prompt blank, or enter N for No if you do not wish Accounts Payable to interface to the General Ledger. Update Summary or Detail The system has the capability of posting Accounts Payable summary batch only totals to the General Ledger, or posting detailed transactions. Indicate your choice by entering one of the two following options in this prompt. S -Summary D Detail Interface to GL from AR Enter Y for Yes in this prompt to activate the interface posting from Accounts Receivable to the General Ledger. Leave the prompt blank, or enter N for No if you do not wish Accounts Receivable to interface to the General Ledger. Update Summary or Detail The system has the capability of posting Accounts Receivable summary batch only totals to the General Ledger, or posting detailed transactions. Indicate your choice by entering one of the two following options in this prompt. S -Summary D Detail 9

14 A/R Cash Sum or Detail The system has the capability of posting Accounts Receivable Cash receipts by summary batch only totals to the General Ledger, or posting detailed transactions. Indicate your choice by entering one of the two following options in this prompt. S -Summary D Detail Interface to GL from Assets and related Summary/Detail prompts As Vintners Advantage US Version does not provide Fixed Assets as a module, please leave these fields empty. Interface to GL from Payroll and related Summary/Detail prompts As Vintners Advantage US Version does not provide Payroll as a module, please leave these fields empty. Interface to GL from Inventory Enter Y for Yes in this prompt to activate the interface posting from Inventory to the General Ledger. Leave the prompt blank, or enter N for No if you do not wish Inventory to interface to the General Ledger. Funds Check Required Inv This prompt is part of the Budget Funds checking functionality. Enter Y at the prompt if you would like Budget Funds to be checked when entering Inventory transactions. Funds Check Required P/O This prompt is part of the Budget Funds checking functionality. Enter Y at the prompt if you would like Budget Funds to be checked when entering Inventory transactions. Next Vendor No The system will automatically assign the next vendor number sequentially if you choose. If you wish this functionality, then enter a starting or the next vendor number in this prompt. The system will automatically add 1 to the number each time a new vendor is entered. Leave this prompt blank if you choose to assign your own vendor numbers. Next Customer No The system will automatically assign the next customer number sequentially if you choose. If you wish this functionality, then enter a starting or the next customer number in this prompt. The system will automatically add 1 to the number each time a new customer is entered. Leave this prompt blank if you choose to assign your own customer numbers. Next Invoice Number The system will automatically assign the next invoice number sequentially if you choose. If you wish this functionality, then enter a starting or the next invoice number in this prompt. The system will automatically add 1 to the number each time a new invoice is entered. Leave this prompt blank if you choose to assign your own invoice numbers. 10

15 Next Invoice No Prefix Enter a unique prefix for invoice numbers. This prefix works for all companies. When present invoices will be generated with this prefix in front of the number. COMPANY AND REPORTING GROUP MAINTENANCE (FMSM050) NON-US TAX The prompts on the Tax screen related to tax requirements for International countries like Australia, Canada and New Zealand and are not addressed in this document. The Capital Account GL Types prompts related to Fixed Assets. The Fixed Assets module is not supported in the Vintners Advantage US version of the software. AP Foreign Currency Variance Enter the General Ledger Account number to post variances in the Foreign Currency exchange rates to. 11

16 COMPANY AND REPORTING GROUP MAINTENANCE (FMSM050) EFT Company Bank BSB No Enter the Company Bank BSB number for electronic bank wire transfers. Company Bank Account No Enter the Company Bank Account number for electronic bank wire transfers. Users Identification No Enter the User ID number for electronic bank wire transfers. Company Bank User Acct Name Enter the Company Preferred name or Doing Business As (DBA) name. Transfer File Bank Code Enter the name of the Company Bank name or Financial Institution. 12

17 Lodgement Prefix Enter the Lodgement prefix. Print Checks Enter Y for Yes if you wish to print checks from a check run. Check Printer ID Enter the name of the printer to print checks to. Press the lister to the right of the prompt for a valid list of printers. Print Test Page Check Enter Y for Yes if you have a dot matrix printer that requires alignment before check printing. This is not necessary for laser printed checks. Check Printing Program Name If you have a custom check printing program, the developers at Modular Information Systems will put the name of your program here. Please do not modify this field. 13

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