GENERAL LEDGER. Version 10

Transcription

1 GENERAL LEDGER Version 10

2 General Ledger Manual Version 10 ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE BILLING CONTROL FILES FIXED ASSETS GENERAL LEDGER INVENTORY PAYROLL PERSONNEL ii N/Compass Hotline ó

3 Contents N/Compass Version 10 Introduction General Ledger Highlights Report Writer Highlights General Ledger Overview General Ledger Roadmap General Ledger Setup Guide Table Files Menu Option 1: Chart of Accounts File Option 2: Source Code File Option 3: G/L Posting Method File Option 4: Inter-Company Account File Maintenance Option 5: G/L Budget Type Code File Maintenance Option 6: Financial Statement Download Format Table Files Listings Option 21: Chart of Accounts Option 22: Source Code File Option 23: General Ledger Posting Method File Listing Option 24: General Ledger Inter-Company Account File Listing Option 25: General Ledger Budget Type Code File Listing Option 26: Used/Unused Account Listing Processing/Inquiry Menu Option 1: General Journal Entry Option 2: General Journal Edit Listing Option 3: Post General Journals to Master Option 10: Display Account Balances Option 11: Display Detail Postings Option 21: Automatic Journal File Maintenance Option 22: Automatic Journal File Listing Option 23: Budget File Maintenance Option 24: Budget File Listing Option 25: Duplicate Budgets Option 31: Listing of Account Balances Option 32: Listing of Detail Postings Option 33: Detail Trial Balance for the Period Option 34: Detail Trial Balance For The Year Option 35: Detail Period Trial Balance Summarized by Source Option 36: Detail Trial Balance Summarized by Source iii

4 General Ledger Manual Financial Statement Table Files Menu Option 1: Heading File Maintenance Option 2: Line Description Maintenance Option 3: Account Statement Maintenance Option 4: Calculation Sequence Option 5: Percentage File Maintenance Option 6: Division Line Description Maintenance Option 7: Period Description File Option 8: Report Selection File Option 9: Report Selection Consolidated by DIV Option 10: Report Selection Consolidated by DEP Option 11: Report Selection Consolidated by Company Option 12: Report Selection Consolidated for All Co Option 13: Report Selected Consolidations Option 14: Multiple Reports Options are listings that print information from the files created in Options Option 40: Duplicate Financial Statements Option 41: Financial Statement Display Option 42: Financial Statement Increment Financial Statement Processing Menu Option 1: Individual Financial Statements Option 2: Consolidated by Division Option 3: Consolidated by Department Option 4: Consolidated by Company (Level 3) Option 5: All Companies Consolidated Statements Option 6: Statements by Selected Consolidations Option 7: Multiple Report Selection Option 8: Financial Statement Drill-Down Inquiry Year End Processing Menu Option 1: Close Out a Year Option 2: History File Reorganization Reorganize G/L Master Files Project System Menu Option 1: Project Type Maintenance Option 2: Project Assignment Maintenance Option 3: Project Master Maintenance/Inquiry Option 21: Project Type Listing Option 22: Project Assignment Listing Option 23: Project Master Report iv N/Compass Hotline ó

5 N/Compass Version 10 Q & A Finding and Printing the AS/400 Job Log Using Units in a Financial Statement Closing a Year Starting a New General Ledger System Comments on Financial Statements Options for Financial Statement Columns v

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7 Version 10 GENERAL LEDGER chapter 1 Introduction

8 General Ledger Manual 1-2 N/Compass Hotline ó

9 N/Compass Version 10 General Ledger Highlights ó Flexible posting periods, closable by application. ó 4, 12, or 13 month accounting cycle. ó Multi-company/Multi-level reporting. ó Double-entry accounting. ó Computer generated journal reference numbers. ó Recurring journal entries. ó Budget file for each period. ó History files are maintained separately, may process a new year before closing the old. ó Auto accrual reversal. ó Inquiry into account balances and detail postings. ó Detail trial balance for the year and period. ó Units Accounting. ó Inter-company processing. ó Extended use of units reporting. ó Select detail or summary ledger postings. ó Batch journal entry sessions. ó Attention Key Pop-Up Utility Window. ó Window Inquiry during entry by cursor positioning and pressing F4. ó Complete Project expense and revenue tracking system. ó Financial Statements able to process amounts to the billions. Introduction 1-3

10 General Ledger Manual Report Writer Highlights ó ó ó ó ó ó ó ó ó ó Account Ranges in Report Writer set up. Report Writer that duplicates your existing financial reports. Select absolute value for percentages. Financial statements can cross over a year. Financial statements can be printed as a period spreadsheet. Financial statements can be printed in thousands or millions of dollars. Financial statements support multiple report types. Changes may be made to the financial statement during financial statement inquiry. An Exception Report can be printed listing the account numbers not used in the financial statement. Financial Statement Drill-Down Inquiry, for account balances and detail in financial statements. 1-4 N/Compass Hotline ó

11 N/Compass Version 10 General Ledger Overview Report Writer Design custom financial statements. Allows up to 14 columns, using any of 45 column calculation options; and a choice between standard or spreadsheet format. Unit accounting Compare dollar accounts to the unit account. Multi-budgeting Plan budgets for the entire chart of accounts. Access and adjust financial figures from any period in history or enter new budget figures ad hoc. Introduction Unlimited history Access to as much historical information as you need. Compare, contrast, and identify growth departments. Distribution journal entries Pre-set your entries so that they are automatically allocated across the departments you choose, in the percentages you designate. Auto journal entries Eliminate entering the same journal entries by setting up a template of recurring entries. Inter-company Processing Credit an account in one company and apply the debit in a different company. Both sets of books will adjust automatically. Project Expense Tracking Attach a project number to accounts and track internal projects and report against them. 1-5

12 General Ledger Manual General Ledger Roadmap You must setup the N/Compass Control Files and Chart of Accounts first. Detailed instructions are provided in the Control Files Manual. Each company has it s own General Ledger Control File Maintenance records in the Table Files. You must enter a control record for each company you have. General Ledger control options and system defaults need to be setup first. Setup the General Ledger source code in the General Ledger Table Files Option 2 Source Code File. General Ledger Setup Guide 1. Setup the Chart of Accounts: ó General Ledger Table Files, Option 1: Chart of Accounts File ó Control Files Menu, (F2= Master Chart of Accounts) Choose an account type: B=Balance Sheet O=Operating Statement U=Units (used in Financial Statements) X=Deactivated (cannot post to the account, history still exists) 2. Source Code: Table Files option 2 Source Codes are used for each installed application when posting to the General Ledger. Once information is posted with a source code, you can generate General Ledger reports by source code. 3. General Ledger Posting Method: Table Files, option 3 This entry determines how the account transactions are posted to the General Ledger system from the source code. S=Summary D=Detail 4. Inter-Company: Controls File Menu, Option 2: (Company Name File Maintenance) To process inter-company journals, setup an inter-company processing clearing account. 5. Budget: Group by a user defined type code, i.e. Accounts Payable fiscal and annual budget. 1-6 N/Compass Hotline ó

13 N/Compass Version 10 Financial Statement Setup Guide STEP 1: Create the layout: From the Financial Statements Table Files Menu: ó Set up the heading: Option 1 Financial Statement Heading File ó Set up the line format and spacing: Option 2 Fin. Stmt. Line Desc. File ó Set up the accounts on the statement: Option 3 Fin. Stmt. Acct/Stmt File ó Set up the calculations: Option 4 Fin. Stmt. Calc. Seq. File Introduction STEP 2: Create report consolidation(s) Select at least 1 report consolidation from the Financial Statements Table Files, Options These selections correspond to the Financial Statement Processing Menu Options: 1-6. From the Financial Statements Table Files Menu Select: ó By file: Option 8 ó By company (level 3): Option 11 ó By division (level 2): Option 9 ó By all companies (level 3): Option 12 ó By department (level 1): Option 10 ó By Rpt. Selected Consolidations: Option 13 STEP 3: Create Financial Statement Report: From the Financial Statements Processing Menu select the following to run your report: ó Individual Financial Statements: Option 1 ó Financial Statements Consolidated by DIV (level 2): Option 2 ó Financial Statements Consolidated by DEP (level 1): Option 3 ó Financial Statements Consolidated by Co. (level 3): Option 4 ó All Companies (level 3) Consolidated Statements: Option 5 ó Statements by Selected Consolidations: Option 6 Print a listing of files created in the Financial Statements set up: Financial Statements Table Files Options are the corresponding listings to Options Duplicate a Financial Statement: Create a heading file for the new statement, then duplicate lines, accounts, calculations, and sequences from an already existing statement. Financial Statements Table Files, (Option 40: Duplicate Financial Statements). Display a Financial Statement: Inquire and modify reports you have created. Financial Statements Table Files, (Option 42: Financial Statement Display). ó By report heading ó By column headings ó By column selection codes ó By line numbers Renumber a Financial Statement: Automatically increment line numbers, without losing accounts, line formats, and calculations. Financial Statements Table Files, (Option 42: Financial Statement Increment). Troubleshoot a Financial Statement: View data line by line. Financial Statements Processing Menu, (Option 8: Financial Statements Drill Down Inquiry). 1-7

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15 Version 10 GENERAL LEDGER chapter 2 Table Files Menu

16 General Ledger Manual 2-2 N/Compass Hotline ó

17 N/Compass Version 10 Table Files Menu Purpose: The Table Files hold values used by the General Ledger program. These files must be set up prior to beginning processing in General Ledger. Options 1-5 contain data; options are reports of the data entered in 1-5. Use the General Ledger Setup Guide in the front of this manual as a reference and guideline for essential steps to follow. Table Files Menu 2-3

18 General Ledger Manual Option 1: Chart of Accounts File This option is mandatory. Description: The Chart of Accounts file must be completed prior to setting up table files for all other N/Compass applications. There is one Chart of Accounts file for all companies. You use these account numbers in other N/Compass table files. Data is stored by the unique combination of company number, level two number, level one number, and the account number. If you are in ADD mode, enter the account number you are creating. If you are in CHANGE or DELETE mode, you can press F2 to view account numbers and their descriptions. Select the account number you wish to edit by placing a 1 next to it and pressing the enter key. You can also simply enter the account number if you know it. Account Description: Enter a 30-character account description. Account Type: ó B for a balance sheet account ó O for an operating statement account ó U for a unit account number. Maximum Posting Amount: Enter the Maximum amount to post to this account during journal entry. This is an optional field. Press Enter to update. 2-4 N/Compass Hotline ó

19 N/Compass Version 10 Option 2: Source Code File This option is mandatory. Description: The source codes are used for each installed application when posting to the General Ledger. Once information is posted with a source code, you can generate General Ledger reports by source code. Table Files Menu Source Code: 2-digit number defining a source code. Source Abbreviation: 3-character field to give a source code an abbreviated name. Source Description: A description of the source for your General Ledger postings. Press Enter to update. 2-5

20 General Ledger Manual Option 3: G/L Posting Method File This option is mandatory. Description: You choose here whether you would prefer each source code to post detailed or summarized transactions from a source. This screen will present all applications that were entered in the source code file maintenance. The default value is D. If S is specified, all detail postings for an account will be summarized when you post to the General Ledger. You can save disk space by using S, but choose this option only if you do not require detailed posting reports and history. Press Enter to update 2-6 N/Compass Hotline ó

21 N/Compass Version 10 Option 4: Inter-Company Account File Maintenance This option is not mandatory. Description: This feature allows you to process a journal entry for multiple companies within the same journal entry. The system automatically makes offsetting entries to the inter-company accounts that are entered here, so that each company can stay in balance. The inter- company accounts are automatically posted to during General Ledger posting. Table Files Menu Company: Each company that specified Y to the inter-company option in Company File Maintenance (Control Files Menu option 2) will appear here. Clearing Account: Enter the appropriate general ledger account for inter-company activity. 2-7

22 General Ledger Manual Option 5: G/L Budget Type Code File Maintenance This option is mandatory if you wish to use budgets. Description: Budgets are grouped together by their type code. This allows different budget amounts to be kept for the same account. These different budget amounts can be used on the financial statement for various comparisons. Type Code: A 2-character field to define a budget code. Description: 30-character field used to describe a budget type code. Press Enter to update 2-8 N/Compass Hotline ó

23 N/Compass Version 10 Option 6: Financial Statement Download Format Description: Each time a Financial Statement or group of Financial Statements is submitted, the file GLRPTP is created. The file will be created in either a Comma-quote Delimited format or a Fixed Length format as specified here. The file is created as text, not defined as numeric. Table Files Menu The file can be downloaded to Excel, Lotus, and other PC programs using IBM s Client Access or other file transfer applications. Please see your Business Partner for assistance procuring, installing or configuring your file transfer applications. This file is overwritten EACH time a Financial Statement or group of Financial Statements is processed. You must download the file or copy it to another physical file before running more statements if you wish to keep the information. The GLRPTP file will always contain the last statement or group of statements processed. 2-9

24 General Ledger Manual Table Files Listings Option 21: Chart of Accounts File Listing Lists the account number, description and type of account. Option 22: Source Code File Lists the defined sources for posting. Option 23: General Ledger Posting Method File Listing Lists company, Posting Method, Source Code, Source Abbreviation, and Source Descriptions for each company. Option 24: General Ledger Inter-Company Account File Listing Lists inter-company combinations and clearing accounts. Option 25: General Ledger Budget Type Code File Listing Lists budget type codes and descriptions Option 26: Used/Unused Account Listing Select Option 1 to list all accounts on the Chart of Accounts that have had any activity posted to them and the date of the last posting. You can opt to process a range of companies by entering a company range at the bottom of the screen. Select Option 2 to list all accounts on the current Chart of Accounts that have no activity posted to them in ANY company. This can help identify inactive accounts that could possibly be deleted. Before deleting any accounts from the Chart of Accounts, make sure that they do not currently appear on G/L posting tables within ANY of your applications N/Compass Hotline ó

25 Version 10 GENERAL LEDGER chapter 3 Processing/Inquiry Menu

26 General Ledger Manual 3-2 N/Compass Hotline ó

27 N/Compass Version 10 Processing/Inquiry Menu Purpose: This menu allows manual posting of Journal Entries, real-time inquiry into account balances and detail postings, set up of automatic and distribution Journal Entries, and extensive listing options including trial balances. Processing/Inquiry Menu 3-3

28 General Ledger Manual Option 1: General Journal Entry Description: This option allows you to enter new journal entries and to change or delete existing entries. You may only change journal entries that have not been posted through Option 3 on the processing menu. The following are several types of journal entries that are selected by function keys: ó ó ó Manual Journal Entries Auto Journal Entries (defined in option 21 of the GL processing menu) Distribution Journal Entries (defined in option 21 of the GL processing menu) Auto Roll Function Allows the screen to roll automatically when pressing field exit on the last comment line of the page. This also automatically s to a new screen when you reach the end of the last comment line while typing a character. You can still use your page up and down to see distribution line entries on other screens. 3-4 N/Compass Hotline ó

29 N/Compass Version 10 Batch Processing Journal entries are organized by batches. You can add a new batch, or change an existing batch. While changing a batch, you can edit existing entries (CHANGE mode) or enter a new journal entry (ADD mode). To add a batch: Type a description and press enter. The system will assign a new batch number and take you to the journal entry screen. To change a batch: Press the F10 key. J-Count: The number of assigned journal entry numbers per batch. Status: The batch status will display. An OPEN batch has not been posted. If a batch has previously been selected to post, it will display as posted. To select a batch, place a 1 next to your selection and press enter to execute. Processing/Inquiry Menu 3-5

30 General Ledger Manual The entry screen appears by default in ADD MANUAL J. E. mode. To begin entering a manual journal entry, you must type in the posting date and posting period. Posting Date: Enter the posting date in MMDDYY format. The posting date must be defined within the posting period entered in the next field. Posting dates and posting periods are defined in the N/ Compass Control Files, Option 6. Posting Period: Enter the posting period in MMYY format. Reverse Next Period: Enter Y or N. If you are entering an accrual, you can have N/Compass automatically create reversing entries in the next period by placing a Y in this field. Press enter to begin entering Journal Entry detail lines. DIV: Enter a valid Level 2 value. This field may appear titled differently in your company. DEP: Enter a valid Level 1 value. This field may appear titled differently in your company. Account: Enter a valid account number from your Chart of Accounts. Amount: Enter the debit or credit amount. The credit amount must be typed with a trailing minus sign (you can use the field minus key; the trailing minus sign will appear if you press F6, Validate). Up to two decimals can be entered after a decimal point. 3-6 N/Compass Hotline ó

31 N/Compass Version 10 Comment: Comments can be entered for auditing and descriptive purposes. The previous comment may be copied by simply typing an asterisk (*) in the comment field and pressing F6 (you can copy a comment to several lines doing this). These comments also appear in real-time detail inquiry and several different listings. Units Processing: Normally, journal entry requires a balancing of debits and credits. When a unit account number is used, the system will allow a one sided entry. Unit accounts are used to keep track of a quantity that is not monetary, i.e. a customer head count or square footage. These unit accounts can be used in the Financial Statements to calculate sales per square foot or sales per customer figures. See the Questions and Answers section for more information. F5=Complete Will assign a journal entry number. F6=Validate Press F6 to validate the entries balance. F8=Co./Use Tax/Project Project numbers can be assigned to each journal entry line item. Reporting is available to track project entries F13=Comments: With the F13 key you can add additional 30-character comment lines for your journal entry. This will allow you to maintain multiple comment lines. Note: These comments are tied to every line in the journal entry. Processing/Inquiry Menu Press enter to confirm comments then F3 to return to the previous screen. 3-7

32 General Ledger Manual To Add a Project Number: Press F8 for Project Number. A Project Number field is available for each journal entry line item. Reporting is available to track project-related journal entries in Option 32, Listing of Detail Postings and Option 23 of the Project System menu. Inter-company Posting: If you wish to have a line of a Journal Entry post to a different company, press F8. The number of the company you are entering the Journal Entry in will appear as the default in the Company field. Override the company number to the desired company number. You must have both companies set up to allow for inter-company posting to use this feature. Use Tax Tracking: The Use Tax code field can be accessed by pressing F8 during journal entry processing. As you enter the distribution for a journal entry, you may assign a 2-digit Use Tax code to a distribution entry. Leave this field blank if you do not want to assign a Use Tax to this line item. The Use Tax code is posted into General Ledger. The General Ledger Detail Posting Report (Option 32 on the G/L Processing Menu) can be produced to show the Use Tax. Use Tax codes and respective percentages are set up in the Use Tax Code File Maintenance (Control Files Menu Option 11). Use Tax codes can also be entered in A/P Entry when completing the expense distribution for a voucher. If you want to validate your entries prior to completing the journal entry with the F5 key, press F6 (Validate) to validate all entries, copy comments, and check for balanced entries. Once any errors are corrected, press F5 to complete. If you press F5 instead of F6, the system will still validate all entries and notify you of any problems. When finished with the Journal Entry, press F5 to update. 3-8 N/Compass Hotline ó

33 N/Compass Version 10 If your journal entries are out of balance, you will receive the message, TOTAL MUST BE EQUAL TO ZERO. The amount you are out of balance will appear in the balance field. If the amount is positive, it is indicating that the debits are greater than the credits. When the journal entries are in balance and you have pressed F5, the system automatically assigns and displays a journal number. The journal numbers will start at 1, unless you change the LAST JOURNAL ENTRY # field in N/Compass Control files, Option 1-Master Control files. Auto Journal Entry Auto Journal Entries can be used for frequently occurring journal entries. These must set up through Option 21: Automatic Journal File Maintenance. To enter an Auto Journal Entry, press the F5 key after you have created a new batch or accessed an existing batch. If you know the Auto Journal Entry number you wish to use, enter the number on the line and press enter. You can look up Auto Journal Entry numbers by pressing the F7 key and pressing enter. A list of J.E. s will appear; select the one you wish to use and press enter twice. Posting Date: Enter the posting date in MMDDYY format. The posting date must be defined to be within the posting period. Posting dates and posting periods are defined in the N/ Compass Control Files, Option 6. Posting Period: Enter the posting period in MMYY format. Reverse Next Period: N defaults. If you are entering an accrual, you can have N/Compass automatically create reversing entries in the next period by placing a Y in this field. Processing/Inquiry Menu 3-9

34 General Ledger Manual Press enter to begin editing distribution lines. The distribution of the entry, the G/L account numbers, and the amounts will all appear from the Auto Entry file that was created in Option 21. Make any necessary changes and press F5 to update. The system will assign and display a journal entry number. You may continue processing any type of Journal Entry. Distribution Journal Entry Distribution Journal Entries are used to distribute expenses to different accounts. These must be set up through Option 21: Automatic Journal File Maintenance. To enter a Distribution Journal Entry, press the F6 key after you have created a new batch or accessed an existing batch. If you know the Distribution Journal Entry number you wish to use, enter the number on the line and press enter. You can look up Auto Journal Entry numbers by pressing the F7 key and pressing enter. A list of accounts with Distribution J.E. s will appear; select the one you wish to use and press enter twice. Press enter to advance to the next screen N/Compass Hotline ó

35 N/Compass Version 10 Posting Date: Enter the posting date in MMDDYY format. The posting date must be defined to be within the posting period. Posting dates and posting periods are defined in the N/ Compass Control Files, Option 6. Posting Period: Enter the posting period in MMYY format. Reverse Next Period: N defaults. If you are entering an accrual, you can have N/Compass automatically create reversing entries in the next period by placing a Y in this field. Press enter to see your distribution journal entry. The system displays the reversing entry for the clearing account and automatically calculates the amounts for all the distribution accounts based on the percentages you set up in Option 21. Make and necessary changes and press F5 to update. The system assigns the next available journal entry number. You may continue processing any type of Journal Entry. Processing/Inquiry Menu 3-11

36 General Ledger Manual Option 2: General Journal Edit Listing Description: This report is used to verify transactions and balances before posting. It lists all current journal entries in number sequence. Information includes posting date and period, source of entry, whether it is a reverse entry, account number, debit and credit amounts, and all comments. Enter a From Batch and a To Batch to process specific batches. Leave blank to process all batches. Press Enter to Submit 3-12 N/Compass Hotline ó

37 N/Compass Version 10 Option 3: Post General Journals to Master Description: This option completes the journal entry process. The posting process performs the following: ó ó ó Posts all transactions to the appropriate general ledger account. Create reversing entries if necessary. Prints a detailed General Ledger Posting Journal. This option should only be selected after running and reviewing the General Journal Edit Listing. Once you have posted a batch, you cannot change or delete any journal entries. You must make reversing journal entries. A list of all batches in your General Ledger system appears for selection. Batch #: Batch number from General Journal Entry. This number is automatically assigned by the system. Processing/Inquiry Menu Batch Description: User defined batch description entered through General Journal Entry. J-Count: Number of journal entries that were entered through General Journal Entry. 3-13

38 General Ledger Manual Status: The batch status will display. An OPEN batch has not been posted. If a batch has previously been selected to post, it will display as POSTED. Place a 1 next to all the batches you need to post and press enter to submit the posting job. You may post up to 10 batches at the same time. The batch cannot be changed while posting N/Compass Hotline ó

39 N/Compass Version 10 Option 10: Display Account Balances Description: This option is used to display account balances for a specific LVL2, LVL1, account number combination. The detail for each period may also be displayed in this option or Option 11. The screens in this section will display prior year information as long as this information is retained on our system. If you have purged balances from previous years, these balances will not be displayed. Division No.: Level 2 distribution as defined in the Control Files. For example: Division or Region. Department No.: Level 1 distribution as defined in the Control Files. For example: Department or Branch. Account number: Account number as defined in the Chart of Accounts. Fiscal Year: The fiscal year whose balances you wish to view. Balances for the year you select and the year previous to this fiscal year will appear in inquiry. Processing/Inquiry Menu Enter the above fields if you know all the values. If you need to lookup values, press the F2 key for an Account Number Lookup. 3-15

40 General Ledger Manual Enter any value you would like the selection value to begin with and press enter. To select a combination, place a 1 next to the account number and press enter twice. Balance Forward: The balance forward for the account number is displayed. Only accounts with a type of B for balance sheet will show a balance forward. This field is updated by closing a year. The balance forward value can be forced by entering journal entries for account numbers in the last period of the year, then closing that year N/Compass Hotline ó

41 N/Compass Version 10 Period Activity This Year: The amount for the relevant posting period that has been posted to the selected account number. Included are all General Journal postings plus any postings from other applications. Period Activity Last Year: The amount for the relevant posting period that has been posted to the selected account number. Included are all General Journal postings plus any postings from another application. Ending Balance This Year: The ending balance of the account for the period in the current year. Ending Balance Last Year: The ending balance of the account for the period in the previous year. Credit amounts are designated by CR to the right of the amount. To move to the next account number that has activity against the same LVL2/LVL1 combination, press F8. To inquire about the previous account number, press F9. If you come to a screen that says NO MORE RECORDS FOR THIS FISCAL YEAR, press F3. To review period information in detail, place a T or L in the selection field. By selecting a T you will be able to review detailed posting transactions for the period in the selected year. By selecting a L you will be able to review detail postings for the period in the fiscal year prior to the selected year. Press enter to view detailed posting information. Processing/Inquiry Menu 3-17

42 General Ledger Manual One record appears for each detailed posting to this account combination. The following information is displayed: Posted: The posting date of the General Ledger transaction. Source: This code identifies where the transaction originated. For example: GL=General Ledger, AP=Accounts Payable. Source codes are defined in the GL Table Files option 2 and assigned to an application in the application s Control File. Amount: The dollar amount of the transaction. Reference: The reference number for the transaction. For Example: Accounts Payable voucher number or Payroll check number. Remarks/Comments: Comments or remarks that were entered during the journal entry creation. Does not include comments that were entered in General Ledger Journal Entry using the F13 key. If a use tax code or project number is associated with these postings, it can be displayed by pressing F5. If the transaction was from another application, (i.e., PR, AP, RC) the user who initiated the posting program will be displayed as well N/Compass Hotline ó

43 N/Compass Version 10 Option 11: Display Detail Postings Description: You may review detailed posting records in this option. You can inquire into prior year information as long as this information is retained on your system. If you have purged detail information from a previous year, the information will no longer be available. Division: Enter the Level 2 you would like to display postings for. This field may not be titled Division in your company. Department: Enter the Level 2 you would like to display postings for. This field may not be titled Department in your company. Account Number: Enter the account number you wish to display postings for. Posting Period: Enter a single posting period or range of posting periods to display appropriate postings. OR Processing/Inquiry Menu Posting Date: Enter a single posting date or a range of posting dates to display appropriate postings. Press enter key to display the postings which match your selection criteria. 3-19

44 General Ledger Manual One record appears for each detailed posting to this account combination. The following information is displayed: Posted: The posting date of the General Ledger transaction. Source: This code identifies where the transaction originated. For example: GL=General Ledger, AP=Accounts Payable. Source codes are defined in the GL Table Files option 2 and assigned to an application in the application s Control File. Amount: The dollar amount of the transaction. Reference: The reference number for the transaction. For Example: Accounts Payable voucher number or Payroll check number. Remarks/Comments: Comments or remarks that were entered during the journal entry creation. Does not include comments that were entered in General Ledger Journal Entry using the F13 key. If a use tax code or project number is associated with these postings, it can be displayed by pressing F5. If the transaction was from another application, (i.e., PR, AP, RC) the user who initiated the posting program will be displayed as well. To move to the next account number that has activity against the same LVL2/LVL1 combination, press F8. To inquire about the previous account number, press F9. If you come to a screen that says NO MORE RECORDS FOR THIS FISCAL YEAR, press F3. You may need to use your page down/up keys to view the entire period N/Compass Hotline ó

45 N/Compass Version 10 Option 21: Automatic Journal File Maintenance Description: In this option you will enter Automatic Journal Entries. These journal entries will allow you to store and retrieve all of the repetitive transactions you do frequently. There are two types of entries: ó ó Distribution Journal Entries Automatic Journal Entry Automatic Journal Entry The Automatic Journal Entry Screen will appear in Add Mode. To ADD an Automatic Journal Entry, enter an Auto Entry Number and press enter. To review Automatic Journal Entries, Press F10 for change mode and then press F6 for Auto Journal Entry Lookup. While in update or delete mode you can press F2 to view auto J.E. numbers. You can select the J.E. you wish to edit by placing a 1 next to it. Processing/Inquiry Menu 3-21

46 General Ledger Manual Source Code: The system defaults this entry to the source code you have assigned to General Ledger. You can override this field. DIV: Enter a valid Level 2 value. This field may appear titled differently in your company. DEP: Enter a valid Level 1 value. This field may appear titled differently in your company. Account: Enter a valid account number from your Chart of Accounts. Amount: Enter the debit or credit amount. The credit amount must be typed with a trailing minus sign. Up to two decimals can be entered after a decimal point. Comment: Comments can be entered for auditing and descriptive purposes. The previous comment may be copied by simply typing an asterisk (*) in the comment field (you can copy a comment to several lines doing this). These comments also appear in on-line detail inquiry and several different listings. Units Processing: Normally, journal entry requires a balancing of debits and credits. When a unit account number is used, the system will allow a one sided entry. Unit accounts are used to keep track of a quantity that is not monetary, i.e. a customer head count or square footage. These unit accounts can be used in the Financial Statements to calculate sales per square foot or sales per customer figures N/Compass Hotline ó

47 N/Compass Version 10 To Add a Project Number: Pressing F8 Allows you to assign a Project Number to each journal entry line item. Reporting is available to track project entries in Option 32, Listing of Detail Postings as well as the Project System Menu. Inter-company Posting: If you wish to have a line of a Journal Entry post to a different company, press F8. The number of the company you are entering the J. E. in will appear as the default in the Company field. Override the company number to the desired company number. You must have both companies set up to allow for inter-company posting to use this feature. If your journal entries are out of balance, you will receive an error message on the bottom of the screen. The amount you are out of balance will appear in the balance field. If the amount is positive, it is indicating that the debits are greater than the credits. Correct the entry and press F5 to update. The Automatic Journal File Maintenance is only a set up option; it does not update General Ledger until used in Option 1, General Journal Entry. Distribution Journal Entry Distribution Journal Entries will allow you to distribute funds to different account numbers within your General Ledger. The first account number entered will be the account number from which you wish to distribute expenses. The following account numbers will be automatically debited. Press F5 to enter a distribution journal entry. To review Distribution Journal Entries, press F10 for change mode, Press F5 for Distribution J.E., then press F6 for Dist. # Lookup. Processing/Inquiry Menu 3-23

48 General Ledger Manual Percent: Enter the percentage of the total amount that each account will be debited. For example: 20% will be entered as Comments: Comments may be entered for auditing or descriptive purposes. To copy a comment place an asterisk (*) in the comment field on the line(s) below the comment you wish to copy. Comments will appear on GL listings. Project Number: Pressing F8 Allows you to assign a Project Number to each journal entry line item. Reporting is available to track project entries in Option 32, Listing of Detail Postings as well as the Project System Menu. Inter-company Posting: If you wish to have a line of a Journal Entry post to a different company, press F8. The number of the company you are entering the J. E. in will appear as the default in the Company field. Override the company number to the desired company number. You must have both companies set up prior to inter-company posting. Press F5 to Update The Distribution Journal Entry is only a set up option; these entries do not update General Ledger until used in Option 1, General Journal Entry N/Compass Hotline ó

49 N/Compass Version 10 Option 22: Automatic Journal File Listing Description: This option lists automatic journal and distribution entries. Enter a From and To Automatic Journal Entry number. You can use the F4 key to lookup Journal Entry numbers. Leave blank for all Journal Entry numbers. The following information is included: ó Description ó Debit and credit amounts ó Comments ó Distribution accounts and their percentages Processing/Inquiry Menu 3-25

50 General Ledger Manual Option 23: Budget File Maintenance Description: Budget file maintenance lets you set up budgets for each account combination in your system. You can further break your budgets down by Level 2 and Level 1. You can also specify a Budget Type, using Budget Type Codes that you set up in the General Ledger Table Files Option 5. Budgets that are set up here can be used with our Report Writer (see Chapters 5 and 6) to produce a Budget Analysis Financial Statement. You can enter budgets several ways. By using the F9 (ADD), F10 (CHANGE), and F11 (DELETE) keys you can manipulate budgets on an individual basis. By using the F6 (Multiple Budgets) key you will be able to manipulate multiple budgets from one screen. You can also duplicate previous budgets by using Option 26: Duplicate Budgets. To enter individual budgets, enter the following information into the fields: Fiscal Year: Enter the fiscal year for the budget you want to work with. Budget Type: Enter a valid type code for budget from the Budget Type Code File Maintenance (Option 5 of the G/L Table Files Menu). You can maintain several different budgets for the same account numbers by establishing multiple budget types. DIV: Enter the Level 2 distribution for this budget. The Level 2 must first be defined in Option 3 of the Control Files Menu. This field may be described differently in your company. DEP: Enter the Level 1 distribution for this budget. The Level 1 must first be defined in Option 4 of the Control Files Menu. This field may be described differently in your company N/Compass Hotline ó

51 N/Compass Version 10 Account Number: Enter the Chart of Accounts number for the budget. The account number must first be defined in Option 1 of the G/L Table Files Menu. Exclude Per 13 From Budget Options: If your fiscal year consists of 13 periods, you have the option of excluding period 13 from the budget manipulation options. Enter Y to exclude period 13 when setting up your budget. If you do not wish to exclude Period 13 leave the default of N. Press enter to advance to the budget file maintenance screen. Use these options to manipulate the budget. Percentage Increase (+)/Decrease (-): This section will apply the percentage increase/ decrease that is entered here to each period of the budget. F6=Dup Per 1: Key in your budget amount for period 1 and press F6 to duplicate the amount into all periods. F7=Dup FY Actual: Press F7 to duplicate the last fiscal year s Actual amounts to this year s budget. Last year s Actual is displayed for you on this screen. To make changes to individual periods after duplicating, key over the budget amounts. Processing/Inquiry Menu F8=Dup FY Budget: Press F8 to duplicate last year s Budget amounts to this year s budget. Last year s Budget is displayed for you on this screen. To make changes to individual periods after duplicating, key over the budget amounts. 3-27

52 General Ledger Manual F9=Distribute: The F9 Key will distribute a total budget amount evenly between all periods. You selected in the previous screen whether or not to include Period 13 in this distribution function. To use this function, enter the total budget amount into the total field and press F9. Press F3 to exit or enter to update. Maintain Multiple Budgets Press F6 on the initial budget screen to maintain multiple budgets. Fiscal Year: Enter the fiscal year for the budget you want to work with. Budget Type: Enter a valid type code for your budget from the Budget Type Code File Maintenance (Option 5 of the G/L Table Files Menu). You can maintain several different budgets for the same account numbers by establishing multiple budget types. Enter selection criteria: Enter range(s) of reporting levels and account numbers you would like to work with. Leave blank for all budgets. Press enter to advance to the Budget Screen N/Compass Hotline ó

53 N/Compass Version 10 All budgets matching your criteria appear. Budgets that have already been set up will have dollars in the current FY Budget Column. Use these options to manipulate the budgets: Option 1=Add: If this is a new budget enter a 1 next to the budget to add the new budget. See the Maintaining Individual Budgets section for further instructions for further instructions for adding a new budget. Option 2=Edit: If you need to change an existing budget by period, enter a 2 next to the budget. See the Maintaining Individual Budgets section for further instruction on editing a new budget. Option 4=Delete: If you want to delete an existing budget, enter a 4 next to the budget. This will delete all current FY budget information for this budget. Option 5= Duplicate: FY Actual: Enter a 5 to duplicate last year s Actual amounts into this year s budget. Last year s Actual is displayed for you on the screen. Option 6=Duplicate: FY Budget: Enter a 6 to duplicate last year s Budget amounts into this year s budget. Last year s Budget is displayed for you on the screen. F8=Account Description: Press F8 to see the chart of account description for each account. Processing/Inquiry Menu 3-29

54 General Ledger Manual Option 24: Budget File Listing Description: This report will list budgets for the specified year. Fiscal Year: Enter the fiscal year whose budgets are to appear on the report. Budget Type Code: Enter a budget type to appear on the report. The following fields are optional but can be used to limit the scope of the report. Division (Level 2): Enter a single Division or range of Divisions. Leave the default to report all Divisions. Department (Level 1): Enter a single Department or range of Departments. Leave the default to report all Departments. Account Number: Enter a single Account Number or range of Account Numbers. Leave the default to report all accounts. Print Totals (Y/N): If you select Y, Quarterly and Annual Totals for each account specified will print on the report in addition to summarized report totals. If you select N, the report will print period information only N/Compass Hotline ó

55 N/Compass Version 10 Option 25: Duplicate Budgets Description: You may globally duplicate or delete budgets by range of account numbers. This procedure will eliminate the need for reentering information for every account number. Select an option and press enter. Processing/Inquiry Menu 3-31

56 General Ledger Manual Options 1-3, Duplicating Budgets: All of the fields described below may not appear on the following screen, depending on your selection. From fields: Enter information identifying the budgets you want to copy from for the duplication function. Fiscal Year: Enter the fiscal year. For example: 01 Budget Type Code: Enter valid type code from the Budget Type Code Table File. Division: Level 2 distribution as defined in the Master Control Files. Your Level 2 may be defined differently in your company. Department: Level 1 distribution as defined in the Master Control Files. Your Level 1 may be defined differently in your company. Percentage Increase(+)/Decrease(-): When you choose one of the updating function keys, you may increase that budget by typing a percentage and pressing enter. To: Enter the information for the range that you wish to be updated by the duplication function. Fiscal Year: Enter the fiscal year. For example: 01 Budget Type Code: Enter valid type code from the Budget Type Code Table File. Company: Enter the company number you would like to duplicate information to. This can be the same company or a different company number. Division: Level 2 distribution as defined in the Master Control Files. Your Level 2 may be defined differently in your company. Department: Level 1 distribution as defined in the Master Control Files. Your Level 1 may be defined differently in your company. Option 4-6: Deleting Budgets - Identify the budgets you would like to delete. All of the following fields may not appear depending on your selection. Fiscal Year: Enter the fiscal year. For example: 01 Budget Type Code: Enter valid type code from the Budget Type Code Table File. Division: Level 2 distribution as defined in the Master Control Files. Your Level 2 may be defined differently in your company. Department: Level 1 distribution as defined in the Master Control Files. Your Level 1 may be defined differently in your company. Press Enter to Complete 3-32 N/Compass Hotline ó

57 N/Compass Version 10 Option 31: Listing of Account Balances Description: The General Ledger Account Balances Report will show account balances for the current period and year to date. Period: Select the posting period you would like displayed on the report. Division: Enter the Level 2 value or range of values for the report. This field may not be titled Division in your company. Leave blank for all Level 2 values. Department: Enter the Level 1 value or range of values for the report. This field may not be titled Department in your company. Leave blank for all Level 1 values. Account Number: Enter the account number you wish to display postings for. Leave blank for all accounts. Sequence: Enter 1 to print the report in Level 2, Level 1, Account number sequence. Enter 2 to print the report in Account, Level 2, Level 1 sequence. Processing/Inquiry Menu 3-33