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General LedgerReference Manual

FASPAC 3.5

FPD/201

Faspac Systems, Inc.7590 Fay Avenue, Suite 301La Jolla, CA 92037

Confidential and ProprietaryCopyright 1999 Faspac Systems, Inc.All Rights Reserved

This document is the trade secret property of Faspac Systems, Inc. and is protected bycopyright law and international treaties. Its use by you is strictly governed by a licenseagreement. Unauthorized reproduction or distribution may result in severe civil or criminalpenalties.

Trademarks:FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registeredtrademarks, names, or product names contained in this publication are the property oftheir respective owners, and Faspac Systems, Inc. neither endorses nor otherwisesponsors any such product or services referred to herein.

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Outline of General Ledger Programs . . . . . . . . . . . . . . . . . . . . . . . 6

Interface Listing And Update (IL) . . . . . . . . . . . . . . . . . . . . . . 12

Interface Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Interface Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Journal Entry (JE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Journal Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Journal Entry Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Journal Entry Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Monthly Transaction Register (MTR) . . . . . . . . . . . . . . . . . . . . 22

Income Statement Print (ISP) . . . . . . . . . . . . . . . . . . . . . . . . . 24

Balance Sheet Printing (BSP) . . . . . . . . . . . . . . . . . . . . . . . . . 25

Yearly Transaction Register (YTR). . . . . . . . . . . . . . . . . . . . . . 26

Month-End Closing (MC) . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Delete Interface Listing File (DIL) . . . . . . . . . . . . . . . . . . . . . . 30

Year-End Closing (YCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Chart Of Accounts List No Balances (CA) . . . . . . . . . . . . . . . . . . 33

Periodic Operating Report (POR). . . . . . . . . . . . . . . . . . . . . . . 34

Comparison Report (CR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Chart Of Accounts Listing With Balances (CAL) . . . . . . . . . . . . . . 36

Master File Maintenance (MFM) . . . . . . . . . . . . . . . . . . . . . . . 37

Master File Listing (MFL). . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Chart Of Accounts Maintenance (CM) . . . . . . . . . . . . . . . . . . . . 44

Consolidation (CON) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Consolidation Processing (COP) . . . . . . . . . . . . . . . . . . . . . . . . 46

Consolidation Income Statement (COI) . . . . . . . . . . . . . . . . . . . . . 47

Consolidation Balance Sheet (CBS) . . . . . . . . . . . . . . . . . . . . . . . 48

Consolidation Master Listing (CML) . . . . . . . . . . . . . . . . . . . . . . 49

FPD/201 GL - 3

Interface Maintenance (IM) . . . . . . . . . . . . . . . . . . . . . . . . . . 50

History Report (HR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Posting Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

FASPAC Posting Accounts Listing . . . . . . . . . . . . . . . . . . . . . . . 53

Mandatory Posting Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Mandatory Posting Accounts if Updating the AR Invoice Register to the GL . 58

Posting Accounts Entry (PAE) . . . . . . . . . . . . . . . . . . . . . . . . . 60

Posting Accounts Listing (PAL). . . . . . . . . . . . . . . . . . . . . . . . . 62

GL - 4 FPD/201

TABLE OF CONTENTS

Introduction

The interface from other systems to the General Ledger is controlled by universal

posting accounts. This allows any general ledger account number scheme set up

in the system to be interfaced without modifications to the chart of accounts.

The system comes with a working general ledger and Posting Accounts files

already on file. These may be used as is until the general ledger system is ready

to be used. Another chart of accounts may be created or the existing chart of

accounts can continue to be used. General ledger and posting account numbers

can be added and deleted as necessary. The corresponding general ledger account

number must be on file on the general ledger Master file (GL/MFM) before you

can enter a posting account.

This is a double entry general ledger system requiring each transaction to have a

balancing debit or credit entry. Entries must be printed and proofed before any

updating to the Master files can be done. Journal entries are entered into a

temporary file.

Each month, journal entries (GL/JE) and system interface entries (GL/IL) are

updated to the Master files (GL/MFM). The Monthly Transaction Register

(GL/MTR) must be run before the financial statements (GL/ISP, GL/BSP) will

reflect the entries made during the month and calculate the net profit. The

financial statements are necessary to verify that the chart of accounts is in

balance. After all entries have been balanced and updated and all reports have

been printed, run the Monthly Closing (GL/MC). The monthly closing will roll

all history balances in the Master file (GL/MFM).

Additional general ledger reports that are not part of the monthly processing

cycle include:

• A chart of accounts with balances (GL/CAL)

• A chart of accounts without balances (GL/CA)

• A full list of the Master file (GL/MFL)

• A comparative yearly analysis (GL/YCR)

• A periodic operating report (GL/POR)

• A History Report (GL/HR)

When you enter GL from the FASPAC menu, the sign on date, company number,

and name display. You have the option to exit or continue.

FPD/201 GL - 5

The general ledger system may be started at any time and does not have to be

current with the rest of the system. When the general ledger is started for the first

time, you must enter the GL current month in the System file (SYS) for the GL

month the entries will be started with, and for the fiscal year offset. You must

enter beginning balances into the general ledger through Journal Entry (GL/JE).

We suggest that you enter the ending balances for the last month the reports were

manually completed or from another system, so that all the accounts will be

balanced. When you run Monthly Closing (GL/MC), the next month’s

transactions will reflect that month correctly.

Outline of General Ledger Programs

I. GENERAL LEDGER PROCESSING

A. INTERFACE LISTING & UPDATE-IL

1. Prints a listing of all transactions posted to the GL interface through

the accounts payable (AP/IR, AP/CKR, AP/MCN/MCA, AP/DIR,

AP/MAR/VC) and accounts receivable (AR/CRR, AR/AR, AR/SCC,

AR/MIR) programs.

2. Checks for out of balance situations for all transactions.

3. Option to update the current GL month.

4. Listed:

a. NOT POSTED—future months saved on the Interface file until

that month is updated.

b. DELETED—previous months, will be deleted when the interface

is updated for the current month.

5. If updating the current GL month:

a. Checks for any out of balance situation within the current GL

month.

b. Deletes any previous month’s transactions from the GL Interface

file.

c. Updates the GL Master and History files if the GL current month

is in balance.

d. Future month transactions will be left on the GL Interface file.

6. Other files/programs affected if updated:

a. Updates the GL Master, History, and Transaction files.

b. Deletes previous and current month transactions from the GL

Interface file.

GL - 6 FPD/201

INTRODUCTION

B JOURNAL ENTRY-JE

1. The entry point for journal transactions to a temporary journal

Transaction file.

2. Ability to print journal transactions for the current month checking

for out of balance situations.

3. Option to update the current GL month journal transactions to the

GL Master, History, and Transaction files.


a. Updates the GL Master, History, and Transaction files.

b. Deletes previous and current month transactions from the

temporary journal entry Transaction file.

C. MONTHLY TRANSACTION REGISTER-MTR

1. Prints all activity for the current GL month of one GL account.

2. Checks for any out of balance situations for current GL month and

year-to-date transactions.

3. Prints for all transactions, or for total debits and credits only.

4. Calculates the GL Profit account for the GL account number entered

in the posting accounts (PAE) file as PFT if printing for all accounts.

5. Other files/programs affected:

a. Updates the GL Master file profit account with the calculated

amount if printing for all accounts.

D. INTERFACE LISTING MAINTENANCE-IMA

1. Allows modification to existing records in the Interface file.


a. Updates the GL Interface file (GL/IL).

II. MONTHLY CLOSING

A. INCOME STATEMENT PRINT-ISP

1. Prints an income statement from the income and expense accounts in

the GL Master file.

2. No other files/programs are affected.

FPD/201 GL - 7

OUTLINE OF GENERAL LEDGER PROGRAMS

B. BALANCE SHEET PRINT-BSP

1. Prints a formal balance sheet for all asset, liability, and equity

accounts in the GL Master file.


C. YEARLY TRANSACTION REGISTER (THE LEDGER)-YTR

1. Prints all activity for the current GL fiscal year.

2. Checks for any out of balance situations for the current GL fiscal

year-to-date transactions.


D. MONTH END CLOSING -MC

1. Closes the GL month.

2. Rolls the history totals in the GL Master file.

3. Account types 1, 2, and 3 current month and year totals are

cumulative, no change is made by the monthly closing.

4. Account types 4, 5, and 6 have the current month set to zero.

5. Deletes the GL Transaction file if closing the last month of the fiscal

year or the system Master file (SYS) Clear G/L Transaction is M.


a. Updates the GL Master file and history files.

b. Rolls the GL fiscal month in the system Master file (SYS)

forward one month.

c. Updates the GL Transaction file.

E. DELETE INTERFACE LISTING-DIL

1. Deletes the Interface Listing file.

2. This program to be run only if the interface is not being used.


a. Updates the GL Interface file.

GL - 8 FPD/201

INTRODUCTION

III. YEARLY CLOSING

A. YEAR END CLOSING-YCR

1. Closes the GL fiscal year.

2. Moves the current year-end balances to the last year-ending

balances.

3. Clears the profit account by adding the amount to the retained

earning account. The accounts are designated by PFT and R/E in the

Posting Accounts file (PAE).


a. Updates the GL Master file and history files.

b. Resets the GL fiscal month in the system maintenance file (SYS) to 1.

c. Updates the GL Transaction file.

IV. LISTING AND REPORTS

A. CHART OF ACCOUNTS LIST NO BALANCES-CA

1. Prints a listing of the accounts without the balances from the GL

Master file.

2. Only accounts with transaction codes 1, 2, and 4 are printed.


B. PERIODIC OPERATING REPORT-POR

1. Prints a report from the GL Master file of accounts with a transaction

code of 2.

2. Prints totals for the specified period, month-to-date, and year-to-date.


C. COMPARISON REPORT-YCR

1. Prints a comparative report from the GL Master file of this year’s

balances with last years balances.


D. CHART OF ACCOUNTS LIST WITH BALANCES-CAL

1. Prints a listing from the GL Master file of accounts with their

balances.

2. Only accounts with transaction codes 1, 2, and 4 are printed.


FPD/201 GL - 9


E. MASTER FILE LISTING-MFL

1. Prints a listing of all accounts that have been entered in the Master

File Maintenance (GL/MFM).

2. Includes the account number, title, codes, and the current month,

year, and last years totals on the report.


V. MAINTENANCE

A. MASTER FILE MAINTENANCE-MFM

1. Used to enter new accounts to the GL Master and History files.

2. Ability to inquire into an existing GL account.

3. Ability to delete an account with NO transaction and a zero balance.

4. Ability to modify an existing account.

Note: Only months 2 through 12 can be changed without causing an out

of balance situation.


B. CHART OF ACCOUNTS MAINTENANCE-CM

1. Ability to delete a company’s chart of accounts.

2. Ability to copy a company’s chart of accounts to another company.


a. Updates the GL Master file.

VI. G/L CONSOLIDATION PROCESSING

A. CONSOLIDATION PROCESSING-COP

1. Combines the charts of accounts from 2 to 20 companies into a

consolidated file. A consolidation company is entered in the System file

(SYS) specifying the company numbers to be consolidated.


a. Updates the consolidation file.

B. CONSOLIDATION INCOME STATEMENT-COI

1. Prints an income statement from the income and expense accounts in

the GL Consolidation file.


GL - 10 FPD/201

INTRODUCTION

C. CONSOLIDATION BALANCE SHEET-CBS

1. Prints a formal balance sheet for all asset, liability, and equity

accounts in the GL Consolidation file.


D. CONSOLIDATION MASTER LISTING-CML

1. Prints a listing of all accounts stored in the GL Consolidation file.


FPD/201 GL - 11


Interface Listing And Update (IL)

The Interface file is a holding file for all transactions posted by the accounts

payable and accounts receivable systems. All transactions are left on file until

printed and updated to the GL Master file (GL/MFM) for the current GL month.

The Interface Listing prints all transactions in the Interface file for all dates. The

debits and credits are totaled at the end of the report. Any difference between the

debit and credit totals will be printed. This report must be in balance before any

option to update will be given.

The Interface Update takes the transactions for the current general ledger month

and updates them to the Master file (GL/MFM) and the Transaction file

(GL/MTR, GL/YTR). This is the same process you perform when you enter and

update transactions in Journal Entry (GL/JE).

The Interface Listing And Update (IL) is an optional program. If it is not used,

you must make all entries to the general ledger in Journal Entry (GL/JE).

The following are the only reports that are updated to the interface listing:

Accounts Payable

• Invoice Register (AP/IR)

• Delete Invoice Register (AP/DIR)

• Manual Invoice Register (AP/MCN/MCA)

• Check Register (AP/CKR)

• Voided Checks (AP/MAR/VC)—receiving entries are updated to the

Interface file (GL/IL) for the bank account, discount amount (if taken),

and distribution amounts entered.

Accounts Receivable

• Invoice Register (AR/IR)

• Cash Receipts Register (AR/CRR)

• Adjustment Register (AR/AR)

• Manual Invoice Register (AR/MIR)

• Service Charge Calculation (AR/SCC)

GL - 12 FPD/201

INTERFACE LISTING AND UPDATE (IL)

Interface Listing

You can run the interface listing as often as needed. If the report is in balance,

you can update the current month transactions to the Master file (GL/MFM).

The status of each transaction will be printed. If no status (or message) is printed

for a transaction, this transaction is for the current GL month and will be updated

to the Master file (GL/MFM) when the interface update option is run. No

transactions are deleted from the Interface file until the interface update option is

run.

Field Explanations

CONTINUE? (Y/N)

To begin printing the Interface file, type Y and press Return.

To exit, type N and press Return.

DO YOU WANT TO POST TO G/L? (Y/N)

The interface listing is in balance. To update the current month entries on

the interface listing to the general ledger Master file (GL/MFM), type Y

and press Return. To exit without updating, type N and press Return.

INVALID

Prints next to transactions for the current GL month when the GL

account number was not found in the GL Master file (GL/MFM). This

must be corrected before the Interface file can be updated. Enter the

account number for this transaction in the GL Master file (GL/MFM).

FPD/201 GL - 13

INTERFACE LISTING

Sample Interface Listing

Messages

The following messages may print on the interface listing for one or more

transactions:

NOT POSTED

Prints next to transactions for future months. These transactions are left

on the Interface file when the update is run.

DELETED

Prints next to transactions for previous months. These transactions will

be deleted when the Interface file is updated to the Master file

(GL/MFM). If these amounts need to be updated to the current GL

month, journal entries (GL/JE) must be made.

***ONE OR MORE TRANSACTIONS ARE FLAGGED TO BE DELETED****

Prints at the end of the report if any transaction has a DELETED

message.

GL - 14 FPD/201

INTERFACE LISTING AND UPDATE (IL)

COMPANY: 10 BEST BASTENERS, INC. PAGE 1

RUN ID: IL G / L I N T E R F A C E L I S T I N G RUN DATE 12/12/96

RUN BY: WPD FOR PERIOD 01 ENDING 12/12/96 RUN TIME 11:47:04

ACCOUNT NO JRNL TRAN NO DATE TITLE REFERENCE DESCRIPTION DEBIT CREDIT

==================================================================================================================================

101400 A/P 00352 09/27/94 INVENTORY REG NO 7 AP/IR 21,182.32 DELETED

105390.01 A/P 00353 09/27/94 FREIGHT REG NO 7 AP/IR 919.06 DELETED

102020 A/P 00354 09/27/94 ACOUNTS PAYABLE TRADE REG NO 7 AP/IR 22,101.38 DELETED

101400 A/P 00437 09/27/94 INVENTORY REG NO 8 AP/IR 410.95 DELETED


102020 A/P 00439 09/27/94 ACOUNTS PAYABLE TRADE REG NO 8 AP/IR 475.57 DELETED




101400 A/P 00686 10/08/94 INVENTORY REG NO 10 AP/IR 13,876.01 DELETED


105360.01 A/P 00688 10/08/94 EQUIPMENT RENTAL (NO LEASES)REG NO 10 AP/IR 2.60 DELETED

102020 A/P 00689 10/08/94 ACOUNTS PAYABLE TRADE REG NO 10 AP/IR 14,132.37 DELETED

101400 A/P 00729 10/10/94 INVENTORY REG NO 8 AP/DIR 6,222.79 DELETED

105390.01 A/P 00730 10/10/94 FREIGHT REG NO 8 AP/DIR 84.96 DELETED

102020 A/P 00731 10/10/94 ACOUNTS PAYABLE TRADE REG NO 8 AP/DIR 6,307.75 DELETED




101400 A/P 00799 10/12/94 INVENTORY REG NO 9 AP/DIR 878.66 DELETED

102020 A/P 00800 10/12/94 ACOUNTS PAYABLE TRADE REG NO 9 AP/DIR 878.66 DELETED

Interface Update

You can run the interface update as often as needed. Only transactions for the

current GL month will be updated to the Master file (GL/MFM).

The current month transactions will be balanced. If an out of balance situation

occurs, an error message will display indicating the out of balance amounts.

Transactions with the DELETED message will be deleted from the Interface file.

For a DELETED transaction needing to be updated to the current month on the

Master file (GL/MFM), make journal entries (GL/JE). Transactions with no

message are updated to the Master file (GL/MFM) and then deleted from the

Interface file. All other transactions are left on the Interface file.

Field Explanations

CONTINUE? (Y/N)

To update, type Y and press Return.


Error Messages

The following are error messages that may occur. Press Skip to exit after each

message is read and all necessary data displayed has been noted.

MONTHLY CLOSING IS IN PROGRESS OR HAS RUN UNSUCCESSFULLY...

UPDATE CANNOT BE RUN UNTIL MC HAS BEEN RUN SUCCESSFULLY

The Monthly Closing (GL/MC) is currently being run at another terminal

or was not completed correctly. Press Skip to exit.

YEARLY CLOSING HAS NOT BEEN RUN

The Monthly Closing (GL/MC) for the last month of the fiscal year has

been run and the Yearly Closing (GL/YCR) has not been run. The

current GL month in the System file (SYS) will be 13.

G/L INTERFACE FILE CANNOT BE POSTED, DEBITS AND CREDITS

CANNOT BE POSTED FOR CURRENT ACCOUNTING MONTH SEE G/L

MANUAL DEBITS = .XX CREDITS = .XX

The transactions in the Interface file for the current GL month are not in

balance. Use the debit and credit amounts displayed on the screen to

locate out of balance transactions on the interface listing.

Note: If the credit and debit amounts displayed are zero, then the sign on

month is not equal to the current GL month. Sign on to the correct month

and run the interface listing again.

FPD/201 GL - 15

INTERFACE UPDATE

Journal Entry (JE)

Use this program to enter journal transactions in an Audit file. Since this is a

double entry general ledger system, you must post two or more entries for each

transaction. When a transaction is added, a transaction number is assigned to it so

that you can modify or delete it if necessary.

Journal entries can be made for any month regardless of the current GL month.

Any future dates will be held in the audit file for updating when that month is

reached. In this respect, the journal entry program saves transactions the same as

the Interface file (GL/IL); current month transactions will be updated, previous

months transactions deleted and future month transactions saved on the audit file.

The Journal Entry Audit file report must be in balance for all transactions (all

debits and credits for all dates) before any updating is allowed. If any difference

is found, the amount will print at the end of the report and no option to update

will be given.

Field Explanations

SELECT...(ADD, CHG, DEL, PRT)

To enter new journal entries, enter ADD and press Return.

To print all transactions in the Journal Entry Audit file, enter PRT and

press Return.

Note: If the report is in balance, you can update the transactions to the

Master file (GL/MFM).

To modify an existing transaction, enter CHG and press Return. The

transaction number is needed to make any modifications to the record.

Print the Journal Entry Audit file for the transactions numbers assigned

to each entry.

To delete an existing transaction, enter DEL and press Return. The

transaction number is needed to delete any records. Print the Journal

Entry Audit file for the transaction numbers assigned to each entry.

To exit, press CMD.

GL - 16 FPD/201

JOURNAL ENTRY (JE)

Journal Entry

Each journal entry has a maximum of 29 characters of space available for a

reference and/or description. A three-character Journal code is also available to

identify the source of the input. An account number will not be accepted if it is

not on the GL Master file (GL/MFM).

Field Explanations

ACCT NO

To exit, press CMD.

To begin recording a journal entry, enter a valid GL account number that

is on the GL Master file (GL/MFM). The Account type will display on

the screen.

ACCOUNT NUMBER NOT ON FILE - SKIP

The Tran code for the account number is not a 1, 2, or 4, or the account

was not found on the G/L Master file (GL/MFM). Skip to re-enter the

account number.

JRNL

(Optional) Enter up to a three-character Journal code to identify the

source of the transaction (such as A/P, A/R, IM).

When you run the consolidate monthly transaction option of Monthly

Closing (GL/MC), all transactions updated to the Transaction file

(GL/MTR, GL/YTR) with the same Journal code will be consolidated

into one transaction for that Journal code on the transaction register. You

can run the Consolidate Monthly Transaction option of Monthly Closing

(GL/MC) at any time without closing the GL month. See Monthly

Closing (GL/MC) for a more detailed explanation.

You can enter ACC or PRE, and a reversing entry will automatically be

made for the next month when you run Monthly Closing (GL/MC). No

reversing entry will be made for the next month if this is the last month

of the fiscal year.

DATE

The sign on date displays; change if necessary.

REFERENCE

(Optional) Enter a reference number up to 12 characters.

DESCRIPTION

(Optional) Enter a description up to 17 characters.

FPD/201 GL - 17

JOURNAL ENTRY

DEBIT/CREDIT

Enter either a debit or a credit total for the transaction. The cumulative

totals for debits and credits will display at the bottom of the screen while

in the ADD mode.

Debit entries subtract from Account types 2, 3, 4, and 6 and add to

Account types 1 and 5. Credit entries subtract from Account types 1 and

5 and add to Account types 2, 3, 4, and 6.

CONTINUE? (Y/N)

To continue, type Y and press Return.

To re-enter starting and ending transaction numbers, type N and press

Return.

DELETING TRAN NO

Displays as the transaction numbers are deleted when in the delete mode.

NONEXISTENT TRANSACTION

The specified transaction number was not found in the Journal Entry

Audit file.

YEARLY CLOSING HAS NOT BEEN RUN

The Monthly Closing (GL/MC) for the last month of the fiscal year has

been run and the Yearly Closing (GL/YCR) has not been run. The

current GL month in the System file will be 13.

GL - 18 FPD/201

JOURNAL ENTRY (JE)

Journal Entry Print

This program lists all transactions in the Journal Entry Audit file. The transaction

number is printed. The number is needed to modify or delete any transaction

from the Journal Entry Audit file.

The debits and credits are totaled at the end of the report. Any difference will be

printed. The audit file cannot be updated until the entire report is in balance. Any

out of balance situation may be corrected by deleting or modifying the

transactions. If the report is in balance, an option to update will be given.

Field Explanations

UPDATE TRANSACTIONS? (Y/N)

To update the transactions, type Y and press Return.


Error Messages

The following messages may print on the Journal Entry Audit file listing:

NOT POSTED

prints next to transactions for future months. These transactions are left

on the Journal Entry Audit file when the update is run.

DELETED

prints next to transactions from previous months. These transactions will

be deleted when the Journal Entry Audit file is updated to the Master file

(GL/MFM). If these amounts need to be updated to the current GL

month, the journal entry date should be corrected to be within the current

GL month.

INVALID

prints next to current GL month transactions if the GL account number

was not found in the GL Master file (GL/MFM). This must be corrected

before the Interface file can be updated by entering the account in the GL

Master file (GL/MFM) or deleting the journal entry transaction. If the

transaction is deleted, the offsetting entry must also be deleted or

modified to keep the entries in balance.

FPD/201 GL - 19

JOURNAL ENTRY PRINT

Journal Entry Update

This program only updates transactions for the current GL month to the Master

file (GL/MFM). The Audit file must be printed and transactions in balance before

the option to update will be given.

The current month transactions will be balanced. If an out of balance situation

occurs, an error message will display indicating the amounts that are out of

balance.

Transactions with the DELETED message will be deleted from the Journal Entry

Audit file. Transactions with no message are updated to the Master file

(GL/MFM) and then deleted from the Journal Entry Audit file. All other

transactions are left on the Journal Entry Audit file.

Error Messages

The following are messages that may be displayed during the update:

AUDIT FILE BEING UPDATED DO YOU WISH TO OVERRIDE? (Y/N)

The Journal Entry Audit file update is currently being run on another

terminal or was not completed correctly. To exit without override, type N

and press Return.

JOURNAL ENTRIES BEING BALANCED DO YOU WISH TO OVERRIDE?

(Y/N)

The journal entry audit listing is currently being run at another terminal.

To override, type Y and press Return. This should only be done to

correct an error situation that may have occurred. Do not override if the

listing is running at another terminal. To exit without overriding, type N

and press Return.

JOURNAL ENTRIES NOT IN BALANCE

displays if tTnot in balance. Check the listing to find the error. Correct

the error and run the update again.

JOURNAL ENTRIES NOT IN BALANCE FOR CURRENT MONTH DEBITS =

.XX CREDITS = .XX

The transactions in the Journal Entry Audit file for the current GL month

are not in balance. Use the debit and credit amounts displayed on the

screen to locate out of balance transactions on the interface listing.

Note: If the credit and debit amounts displayed are zero, then the sign on

month is not the current GL month. Sign on to the correct month and run

the audit file listing again.

GL - 20 FPD/201

JOURNAL ENTRY (JE)

UPDATE FINISHED PRESS RETURN TO CONTINUE

The Journal Entry Audit file update has completed successfully.

MONTH HAS ALREADY BEEN CLOSED NO ADDITIONAL ENTRIES ARE

ALLOWED BEFORE JE IS RUN.

The Monthly Closing (GL/MC) has been accessed but no transactions

have been updated to the Master file (GL/MFM) for the current month.

MONTHLY CLOSING IN PROGRESS OR HAS BEEN RUN

UNSUCCESSFULLY. UPDATE CANNOT BE RUN UNTIL MC HAS BEEN RUN

SUCCESSFULLY.

The Monthly Closing (GL/MC) is currently being run at another terminal

or was not completed correctly. Skip to exit.

FPD/201 GL - 21

JOURNAL ENTRY UPDATE

Monthly Transaction Register

(MTR)

The Monthly Transaction Register prints an activity report for all accounts or

only those accounts with current month activity or year-to-date balances. Profit

or loss is calculated, printed on the report and posted in the current year profit

amount and the company summary account set up in the Posting Accounts file

(GL/PAE). The profit account is printed on the balance sheet (GL/BSP). If any

accounts ending balance does not equal the year-to-date amount in the GL Master

file (GL/MFM), it will be indicated on the report.

Transactions entered through Journal Entry (GL/JE) will not appear on this report

unless the Journal Entry Audit file has been updated. The monthly transaction

register can be run as many times as desired prior to month end closing. It must

be run any time the Journal Entry (GL/JE) or the Interface Listing (GL/IL) has

been updated to calculate the current year profit.

These transactions are cleared from the Transaction file (GL/YTR) by the month

end closing (GL/MC) if the Clear G/L Transactions flag in the System file (SYS)

is M or by the year-end closing (GL/YCR) if the flag is Y.

Field Explanations

PRINT FOR ONE G/L ACCOUNT? (Y/N)

To print one GL accounts activity, type Y and press Return. This is a

report only; the profit will not be calculated.

To print all GL accounts and calculate the monthly profit, type N and

press Return.

ENTER G/L ACCOUNT NUMBER

Displays if printing for one account only. Enter the GL account to be

printed and press Return.

PRINT ALL TRANSACTIONS? (Y/N)

To print all accounts with current month activity in the Transaction file

or current year-to-date balances in the GL Master file (GL/MFM), type Y

and press Return.

To print only the totals and any differences, type N and press Return.

PRINT ZERO ACTIVITY ACCOUNTS? (Y/N)

To print all accounts in the GL Master file (GL/MFM), type Y and press

Return.

To suppress printing of zero balance accounts (no current month

transactions and a zero ending balance), type N and press Return.

GL - 22 FPD/201

MONTHLY TRANSACTION REGISTER (MTR)

CONTINUE? (Y/N)

To continue, type Y and press Return. The GL account number will

display while printing.

To exit without printing, type N and press Return.

CSM POSTING ACCOUNT NOT FOUND/PFT POSTING ACCOUNT

NOT FOUND

The two accounts that must be in the posting file (GL/PAE), Profit and

Company Summary, are not there. See Posting Accounts (GL/PAE).

*****NOT ALL ENDING BALANCES ARE EQUAL TO CURRENT

Y-T-D FIGURES*****

The ending balance does not equal the current year-to-date in the Master

file (GL/MFM).

The beginning balance is calculated by the following method:

• Account types 1, 2, and 3 - Month 1 in the Master file (GL/MFM)

• Account types 4, 5, and 6 - Months 1 through 12 in the current

fiscal year are added together.

The current month transactions are added to the beginning balance. This

is the ending balance. If this total does not equal the current year balance

in the Master file (GL/MFM) this error message is printed at the end of

the report.

This will occur if changes have been made to any GL account balances

in Master File Maintenance (GL/MFM) or if journal entries have been

entered for the current month and not updated.

To correct, run the Journal Entry (GL/JE) print and update the

transactions or correct the totals in the Master File Maintenance

(GL/MFM).

FPD/201 GL - 23

MONTHLY TRANSACTION REGISTER (MTR)

Income Statement Print (ISP)

This program prints a profit/loss statement for the current month and current

year-to-date sales and expense accounts coded to appear on financial statements

in the Master file (GL/MFM, Account types 4, 5, and 6, except for Tran code 5).

The format of the income statement is largely dependent on how the chart of

accounts (GL/MFM) has been set up. The transaction code, account code, space

code, and total level code of each account is monitored and the statement is

printed accordingly.

Note: The income statement prints the current month and year balances in the

Master file (GL/MFM), not from the Transaction file (GL/MTR, GL/YTR).

Totals are calculated from the Master file based on how the Master file

(GL/MFM) chart of accounts has been set up.

Field Explanations

CONTINUE? (Y/N)

To begin printing, type Y and press Return.


GL - 24 FPD/201

INCOME STATEMENT PRINT (ISP)

Balance Sheet Printing (BSP)

This program prints a formal balance sheet for all asset, liability, and equity

accounts in the Master file (GL/MFM, Account types 1, 2, and 3). The format of

the balance sheet is largely dependent on how the chart of accounts (GL/MFM)

has been set up. Zero balance accounts may be or cannot be included on the

report.

Note: The balance sheet prints the current year balance in the Master file

(GL/MFM), not from the Transaction file (GL/MTR, GL/YTR). Totals are

calculated from the Master file (GL/MFM) based on how the Master file

(GL/MFM) chart of accounts has been set up.

Field Explanations

CONTINUE? (Y/N)



DO YOU WANT ZERO BALANCE ACCOUNTS TO PRINT? (Y/N)

To include all balance sheet accounts in the Master file (GL/MFM,

Account types 1, 2, and 3), type Y and press Return.

To exclude all balance sheet accounts with no current month or

year-to-date balances, type N and press Return.

FPD/201 GL - 25

BALANCE SHEET PRINTING (BSP)

Yearly Transaction Register (YTR)

This program prints all saved transactions for the current year. The report lists

each account’s balances: beginning year, monthly, and the ending year. The

profit or loss for the year is printed at the end of the report. All ending balances

are balanced to the current year balance in the Master file (GL/MFM) and an

error message is printed for the out of balance accounts.

Note: This report is available only if you entered Y in the Clear G/L Transactions

field of the System file (SYS). This report must be run prior to the Monthly

Closing (GL/MC) for the last GL month of the fiscal year. If you print after

closing the last month of the fiscal year, an error will occur in the program.

The Consolidate Ledger Transactions portion of the Monthly Closing (GL/MC)

may be run before the yearly transaction register (if it is has not already been

done monthly), in order to eliminate a long listing of the source entries. The

Consolidate Ledger Transactions is a part of the Monthly Closing (GL/MC)

program, but may be run without closing the month. See Monthly Closing

(GL/MC) for an explanation.

Field Explanations

DO YOU WANT TO PRINT ZERO BALANCE/ACTIVITY ACCOUNTS?

(Y/N)

To print all accounts in the Master file (GL/MFM), type Y and press

Return.

To exclude accounts with zero beginning balances and no current year

date transactions, type N and press Return.

CONTINUE? (Y/N)

To begin printing the register, type Y and press Return. The GL account

numbers will display while printing.

To exit without printing the register, type N and press Return.

COMPANY SUMMARY POSTING ACCOUNT NOT IN POSTING FILE

PROFIT POSTING ACCOUNT NOT IN POSTING FILE

Is displayed if the two accounts that must be in the posting file

(GL/PAE), Profit and Company Summary, are not there. See Posting

Accounts (GL/PAE).

GL - 26 FPD/201

YEARLY TRANSACTION REGISTER (YTR)

*****NOT ALL ENDING BALANCES ARE EQUAL TO CURRENT

Y-T-D FIGURES*****

Is displayed if the ending balance does not equal the current year-to-date

in the Master file (GL/MFM).

The beginning balance is calculated by the following method:

Account types 1, 2, and 3 - G/L last year close in the Master file

(GL/MFM).

If last year close = 0, then the amount in month X in the Master file

(GL/MFM).

X = GL fiscal month in the System file (SYS)

Account types 4, 5, and 6 - Beginning balance = 0

The monthly transactions are added to the beginning balance. This is the

ending balance. If this total does not equal the current year balance in the

Master file (GL/MFM), this error message is printed at the end of the

report.

This will occur if changes have been made to any GL account balances

in Master File Maintenance (GL/MFM). Correct the totals in the Master

File Maintenance (GL/MFM).

FPD/201 GL - 27

YEARLY TRANSACTION REGISTER (YTR)

Month-End Closing (MC)

This program has two segments.

• The first consolidates ledger transactions and can be run at any time

without having to close the month. The consolidate ledger transactions

consolidates all transactions with the same Journal code into one total for

each month, making the Monthly Transaction Register (GL/MTR) and

Yearly Transaction Register (GL/YTR) much shorter.

• The second segment, the month end closing, closes the current month after

all entries and adjustments have been made, updates history, rolls the

months balances, clears current month’s balances in sales and expense

accounts in the Master file (GL/MFM) and updates the accounting month

in the System file (SYS).

The sales accounts (Account types 4 and 6, and expense Account type 5, in the

Master file) are balanced to the company summary account (CSM set up in the

Posting Accounts file for each company) on the first pass through the GL Master

file. If the companies are in balance, a second pass is made, setting all income

and expense account current month amounts and the company summary account

balances to zero. The history totals are also updated.

Based on the flag in the Clear G/L Transactions field of the System file (SYS),

the monthly transactions are either cleared (flag = M) or saved until the Yearly

Closing (GL/YCR) has been run (flag = Y).

Prepayments and Accruals: If the JRNL reference as ACC or PRE; when the

Journal Entry (GL/JE) was made, each transaction will create a reversing entry to

the original transaction in the following month—except on the last month of the

fiscal year. Transactions with ACC or PRE in the journal reference will not be

consolidated to facilitate this processing.

Field Explanations

DO YOU WANT TO CONSOLIDATE LEDGER TRANSACTIONS? (Y/N)

This may be run alone, without closing the month. An option to continue

with the monthly closing will be given after the transactions have been

consolidated.

All entries with the same code entered for JRNL in Journal Entry

(GL/JE) and all entries updated by the Interface file (GL/IL) with the

same JRNL code listed will be consolidated into one total. Each month’s

transactions are consolidated. Months are never consolidated. The

Journal code is listed under SRC on the Monthly Transactions Register

(GL/MTR).

GL - 28 FPD/201

MONTH-END CLOSING (MC)

Note: GL accounts flagged N to consolidate in the Master file will not be

consolidated.

To consolidate all ledger transactions with the same journal reference

into one amount, type Y and press Return.

To leave each transaction as entered, type N and press Return.

CONTINUE? (Y/N)

To run the monthly closing process, type Y and press Return.

To exit without running the monthly close process, type N and press

Return.

MONTH END CLOSING FOR THIS MONTH HAS ALREADY BEEN

RUN

Is displayed if the GL accounting month has already been closed. The

System file (SYS) GL fiscal month indicates that the sign on month has

already been closed. To exit, press Return.

COMPANY SUMMARY RECORD MISSING

Is displayed if the company summary account is not found on file in the

Posting Accounts file (GL/PAE) or the chart of accounts (GL/MFM), or

if the Tran code in the Master file (GL/MFM) is not a 5. To exit, press

Return.

NO HISTORY RECORD FOR G/L ACCOUNT NO...PRESS TO

CONTINUE

Is displayed if the GL account has no history record. Press Return to

continue the month end closing for the rest of the chart of accounts.

When the monthly closing is complete, enter the GL accounts noted as

not having history in the Master file (GL/MFM). All data will display

and the history record will be created. Correct month 1 to equal the

correct amount for the month closed. A yearly transaction report

(GL/YTR) may be printed to achieve this total if the Clear G/L

Transactions field is flagged with Y in the System file (SYS).

COMPANY OUT OF BALANCE...PRESS RETURN TO CONTINUE

Press Return to exit. Run the Monthly Transaction Register (GL/MTR),

printing all detail to find the out of balance accounts. Correct the errors

in either Journal Entry (GL/JE) or in the Master file (GL/MFM). Errors

should only be corrected in the Master file (GL/MFM) if the error had

originally been caused by a change made in the Master file.

FPD/201 GL - 29

MONTH-END CLOSING (MC)

Delete Interface Listing File (DIL)

This program deletes the entire Interface file for the company you are signed on

to. Run this program only if the interface is not being used. If the GL interface is

not being used, this program should be run once a month.

Field Explanations

DO YOU WANT TO CONTINUE? (Y/N)

To delete the GL Interface file for the company you are signed on to, type Y and

press Return.

To exit without deleting the GL Interface file, type N and press Return.

GL - 30 FPD/201

DELETE INTERFACE LISTING FILE (DIL)

Year-End Closing (YCR)

This program performs the following functions:

• Closes the chart of accounts for current year.

• Clears the profit account, indicated by PFT in the Posting Account file

(PAE), by adding the amount to the retaining earnings account, indicated

by R/E in the Posting Account file (PAE) and moving zero to the profit

account.

• Moves the current year-end balances to the last year-ending balances.

• Clears sales and expense accounts.

• Resets the accounting month in the System file (SYS) to 1, indicating the

first accounting month of a new year.

Field Explanations

CONTINUE? (Y/N)

To begin with the yearly closing process, type Y and press Return.

To exit without closing the year, type N and press Return.

MONTH END HAS NOT BEEN RUN

Is displayed if the GL fiscal month in the System file (SYS) is 12,

indicating the Monthly Closing (GL/MC) has not been run for the last

month of the fiscal year.

Press Skip. Close the month by running Monthly Closing (GL/MC), then

the yearly closing may be run.

Do not change the GL fiscal month in the System file (SYS).

YEAR-END ALREADY RUN

Is displayed if the GL fiscal month in the System file (SYS) is 1,

indicating the first month of the fiscal year.


NOT THE END OF YEAR

Is displayed if the GL fiscal month in the System file (SYS) is not 13,

indicating the last month of the fiscal year has not been closed.


FPD/201 GL - 31

YEAR-END CLOSING (YCR)

ILLEGAL MONTH IN SYS

Is displayed if the GL month in the System file (SYS) is not a valid

month. Only 1 through 13 are valid months.

Correct the GL fiscal month in the System file (SYS) to the correct GL

month.

RETAINED EARNINGS POSTING ACCOUNT NOT IN POSTING FILE

PROFIT POSTING ACCOUNT NOT IN POSTING FILE

Is displayed if the two accounts that must be in the posting file

(GL/PAE), Retained Earnings and Profit are not there. See Posting

Accounts (GL/PAE).

R/E ACCOUNT NOT ON FILE IN MASTER FILE

Is displayed if the retained earnings account entered in the Posting

Account file (GL/PAE) is not on file in Master File Maintenance

(GL/MFM).

Enter the account in Master File Maintenance (GL/MFM) or correct the

posting account in GL/PAE before rerunning the year-end closing.

PROFIT ACCOUNT NOT IN MASTER FILE

Is displayed if the profit account entered in the Posting Account file

(PAE) is not on file in the Master File Maintenance (GL/MFM).

Enter the account in GL Master file or correct the Posting Account

(GL/PAE) before rerunning the year-end closing.

GL - 32 FPD/201

YEAR-END CLOSING (YCR)

Chart Of Accounts List No

Balances (CA)

This program lists the chart of accounts (GL/MFM) without the balances. The

account number will display while printing is in progress. Only Tran types 1, 2,

and 4 will print; title and total accounts are not printed. The report double spaces

when the Account type changes.

Field Explanations

CONTINUE? (Y/N)



FPD/201 GL - 33

CHART OF ACCOUNTS LIST NO BALANCES (CA)

Periodic Operating Report (POR)

This program lists accounts having a transaction code of 2. All activity that has

occurred between the dates specified for the report will be summed and printed

along with the current month and current year-to-date. If the beginning and

ending dates are the same, the program functions as a daily operating report.

Note: To run this report, yearly transactions must be saved (SYS Clear Monthly

Transactions=Y).

Field Explanations

CONTINUE? (Y/N)

To run report, type Y and press Return.

To exit without running the report, type N and press Return.

ENTER BEGINNING DATE

Enter the date for beginning the report and press Return.

ENDING DATE

Enter the date for ending the report and press Return.

GL - 34 FPD/201

PERIODIC OPERATING REPORT (POR)

Comparison Report (CR)

After a year’s data has been accumulated, use this report to provide a

comparative analysis of this year’s balances with last year’s balances. Only Tran

types 1 and 2 are printed.

Field Explanations

CONTINUE? (Y/N)

Enter Y to begin printing. The account numbers are displayed on the

screen as they print.

Enter N to exit.

The following are listed on the report from the totals in the Master file

(GL/MFM).

• CMONTH = Current Month

• THIS MONTH LAST YEAR = Month 12

• VAR % = 0 if this is period 12

= 999.99 if the Current Month is 0

= XXX.XX (Current Month - Month 12 x 100.0) / Current

Month

• Y.T.D THIS YEAR = Current YTD

• Y.T.D. LAST YEAR = Last Yr Close with the following exception:

For accounts 4, 5, 6 if not in period 12

= Total of Month X through Month 11 (X = the

current GL month in SYS)

• VAR % = 0 if Current Y.T.D Last year = 0

= 999.99 if the Current YTD is 0

= XXX.XX (Current YTD - YTD Last Year x 100.00) /

Current YTD

FPD/201 GL - 35

COMPARISON REPORT (CR)

Chart Of Accounts Listing With

Balances (CAL)

This program lists the chart of accounts (GL/MFM) with the current year-to-date

balance. The account number will display while printing is in progress. Only

Tran types 1, 2, and 4 will print, title and total accounts are not printed.

Field Explanations

CONTINUE? (Y/N)

Enter Y to begin printing.

Enter N to exit.

GL - 36 FPD/201

CHART OF ACCOUNTS LISTING WITH BALANCES (CAL)

Master File Maintenance (MFM)

This program is the entry point for the original chart of accounts to the GL

Master and History files. Inquiry into an existing GL account, deletion of a zero

balance account with no transactions, or modification of the information of an

existing account can be done through this program.

A chart of accounts is necessary to operate the general ledger system. Each

account must have an account number and a description. The account numbers

should be in the same sequence as the account would print on a Balance Sheet or

Income Statement. For example: all assets in the 1000 series, liabilities in the

2000 series, net worth in the 3000 series, sales in the 4000 series, expenses in the

5000 series and other income and expenses in the 6000 or 7000 series.

Field Explanations

G/L NUMBER

Skip to exit.

Enter a GL account number up to 10 characters. The account data

displays if an existing account number was entered. NEW displays if

there is no account on file for the specified number.

This is a left-justified field. We recommend that you enter the same

amount of digits for each GL master account number. A sub-number,

such as .01 or -01 can be added after the master account number. This

number is still considered by the system to be a separate GL account.

The following example demonstrates how accounts with a different

number of characters would be printed on the income statement and/or

balance sheet, and what the account number should have been.

Entered Order printed Should have been

1 1 01

1.9 1.11 01.09

1.11 1.9 01.11

2 10 02

3 12 03

10 2 10

12 20 12

20 3 20

FPD/201 GL - 37

MASTER FILE MAINTENANCE (MFM)

01 ACCOUNT TITLE

Enter the appropriate title of the account. Blanks can be inserted before

the title to allow for indentation on financial statements.

Skip to exit.

02 TRANS CODE

Enter the transaction code (0-5).

0 - Title and total accounts only; no transactions are allowed to be posted

to this account.

1 - Valid GL account for entering transactions.

2 - Valid GL account for entering transactions, will appear on the

periodic operating report (GL/POR).

3 - Financial statement—total of income and expense accounts, allows

different Account types to be added together.

4 - Financial statement—non-print, add to next higher level of the same

Account type.

5 - Company summary account. Must be the last account number on the

chart of account.

03 ACCOUNT TYPE

Enter the Account type code (1-6). Account types 1, 2, and 3 will print

on the balance sheet (GL/BSP). Account types 4, 5, and 6 print on the

income statement (GL/ISP).

1 - Asset account (debit balance)

2 - Liability account (credit balance)

3 - Net worth account (credit balance)

4 - Sales account (credit balance)

5 - Expense account (debit balance)

6 - Sales & percentage account—used for % calculations on the income

statement (credit balance)

WILL CHECK FOR TRANSACTIONS ARE YOU SURE (Y/N)?

Is displayed if this is not a new account.

Enter Y to change this Account type. The Transaction files (GL/IL,

GL/JE, GL/MTR) will be checked. If any transactions are found on file,

a message will display indicating so and this Account type cannot be

changed.

Enter N to leave the Account type the same.

GL - 38 FPD/201


04 COLUMN

Enter 1 or 4 for any title account, total level 9. Columns cannot be

specified for title accounts. A column value of 4 suppresses printing of a

title on balance sheet accounts, Account type 1, 2 or 3.

Enter 1 for any Account type 4, 5 or 6. Columns cannot be specified on

the income statement (GL/ISP), the current month prints in the first

column and the year-to-date prints in the second column.

On the balance sheet (GL/BSP), Account type 1, 2 or 3, three columns

are available. Enter the balance sheet column (1,2,3) where account

balance is to print.

When using profit centers, a percent of all sales may be calculated by

entering 9 in column for a title account. All percentages after this will be

as a percent of all prior type 6 sales accounts, not just those since last

profit account.

05 SPACING

Enter the number of vertical spaces (1-8) before the account prints.

Enter 9 to start a new page with this account number.

06 TOTAL LEVEL

Enter the total level code (0-9).

0 - Does not print but will add to the next higher total level of the same

Account type.

1 through 7 - Add to the next higher total level of the same Account type.

8 - Last total level.

9 - Title account only, no totals are added to this level

07 LAST UPDATE

Updated by the system. The date the last time this time this account was

updated by Journal Entry (GL/JE), Interface Listing (GL/IL), or Yearly

Closing (GL/YCR). The account is updated with the sign on date at the

time these programs are updated.

08 CURRENT MONTH

Total balance for the current month. Updated by the system by Journal

Entry (GL/JE) and Interface Listing (GL/IL). You cannot change this.

For the income statement accounts, Account type 4, 5, and 6, this will be

the total of the transactions updated by Interface file (GL/IL) and Journal

Entry (GL/JE).

For the balance sheet accounts, Account type 1, 2, and 3, the current

month must equal the current year-to-date.

FPD/201 GL - 39


09 CURRENT YTD

Total amount for the current year-to-date.

For the income statement accounts, Account type 4, 5, and 6, this will be

the total of the transactions updated by Interface file (GL/IL) and Journal

Entry (GL/JE). This total should also equal the month 1 through 12 that

apply to the current fiscal year.

For the balance sheet accounts, Account type 1, 2, and 3, the current

year-to-date must equal the current month.

10 LAST YR CLOSE

Amount of last year-to-date balance. May be manually updated for

beginning input.

11 ANNUAL BUDGET

Enter budget amount. This amount will print on the Master File Listing

(GL/MFL).

12 through 23 MONTH 1 through 12

History balances for the last 12 months. Month 1 is the balance one

Month Ago, month 2 is two Months Ago, and so on. This is not a

calendar month. It is updated by the system when Monthly Closing

(GL/MC) is updated.

You can manually update month balances as long as the current

year-to-date total balances with the amounts entered and the current

month transactions updated by Journal Entry (GL/JE) and Interface

(GL/L).

Type 1, 2, 3 accounts require balances. Month 1 is used as the beginning

balance when the Monthly Transaction Register (GL/MTR) is balanced.

Type 4, 5, 6 accounts require activity. Months 1 through 12 that apply to

the current year are used to calculate the beginning balance when the

Monthly Transaction Register (GL/MTR) is balanced.

24 CONSOLIDATE

Enter Y to consolidate transactions when the consolidate portion of

Monthly Closing (GL/MC) is run.

Enter N and this account will not be consolidated when the consolidate

portion of Monthly Closing (GL/MC) is run.

SELECT

Enter the field number to change or Return to re-enter the GL number.

Enter DELETE to delete the account from the Master file. The account

may only be deleted if all balances are zero and there are no transactions

in any of the files (GL/JE, GL/IL, GL/MTR, GL/YTR).

GL - 40 FPD/201


Error Messages

The following messages may appear while attempting to delete an account or

change an Account type:

TRANSACTION ON G/L INTERFACE FILE - SKIP

The account has transaction(s) on the Interface file (GL/L) that have not

been updated to the Master file. The balances must be zero.

TRANSACTION ON G/L WORK FILE - SKIP

The account has journal entry transaction(s) on the work file (GL/JE)

which have not been updated to the Master file. The balances must be

zero.

TRANSACTION ON G/L TRANSACTION FILE - SKIP

The account has transactions on the Transaction file (GL/MTR,

GL/YTR). The Transaction file must be cleared before the account may

be deleted or the Account type changed. The transaction register is

cleared when you run the Monthly Closing (GL/MC) and the Clear

Monthly Transactions field in the System file is flagged with M, or when

you run the Yearly Closing (GL/YCR) and the Clear Monthly

Transactions field in the System file is flagged with Y.

CURRENT BALANCE(S) ARE NOT ZERO HISTORY BALANCE(S) ARE NOT

ZERO DO YOU WANT TO TRANSFER THE WHOLE RECORD TO ANOTHER

ACCOUNT NUMBER? (Y/N)

Enter N to continue, making no changes to this account.

Enter Y to transfer data to another account number, while deleting the

original account from the Master file.

ENTER THE NEW ACCOUNT NUMBER FOR THIS RECORD

Enter the new account number for this account. All balances will be

transferred to the new account number and this account number will be

deleted.

ACCOUNT NUMBER ALREADY ON FILE

Is displayed if the specified account number is found in the GL Master

file.

CURRENT TOTALS NOT ZERO - SKIP

The current month and year-to-date must be zero before this account may

be changed.

FPD/201 GL - 41


HISTORY TOTALS NOT ZERO...SIGN MUST BE CHANGED IF ACCOUNT

TYPE IS CHANGED

This indicates that one or more months (1-12) have balances. If the

Account type is changed from a debit to a credit type account, or vice

versa, the sign must be changed. For example, if the amounts were

positive, they should now be a negative number.

GL - 42 FPD/201


Master File Listing (MFL)

This program prints, by account number, all accounts in the Master file

(GL/MFM). The account number, title codes, current month, year, and annual

budget balances.

Field Explanations

CONTINUE? (Y/N)

Enter Y to begin printing. The account numbers are displayed while

printing.

Enter N to exit.

FPD/201 GL - 43

MASTER FILE LISTING (MFL)

Chart Of Accounts Maintenance

(CM)

Use this program to delete a company’s entire chart of accounts or to produce a

new chart of accounts by copying an existing company’s chart of accounts. No

balances are copied. Copying or deleting a consolidation company is not allowed.

Change the company so it is not a consolidation company. See the System

Maintenance Reference Manual in Volume 5 for detailed information.

Field Explanations

DELETE A COMPANY’S CHART OF ACCOUNTS? (YES/N)

Enter N to continue to the next question.

Enter YES if you wish to delete a company’s chart of accounts.

COMPANY TO DELETE

Skip to exit.

Enter the company number of the chart of accounts you wish to delete.

ARE YOU SURE?

Enter Y to delete this company’s chart of accounts.

Enter N to exit.

DELETING ACCOUNT NO

The account numbers are displayed as they are deleted.

COMPANY DELETE COMPLETE

The deletion process has completed. The company’s chart of accounts is

deleted.

COPY A COMPANY’S CHART OF ACCOUNTS TO ANOTHER

COMPANY?

Enter YES to copy an existing chart of accounts to another company.

Balances are not copied.

Enter N to exit.

GL - 44 FPD/201

CHART OF ACCOUNTS MAINTENANCE (CM)

COPY COMPANY

TO COMPANY

Skip to exit.

Enter the company number you wish to copy from.

Enter the company number you wish to copy to. Copying to the same

company will zero all balances in the Master file (GL/MFM) for this

company. Any existing transactions in the Interface file (GL/IL) or the

Transaction file (GL/MTR, GL/YTR) will be left on file.

COPYING ACCOUNT

The account numbers are displayed as they are copied.

COMPANY COPY COMPLETED

The copy is complete.

FPD/201 GL - 45

CHART OF ACCOUNTS MAINTENANCE (CM)

Consolidation (CON)

The General Ledger System has a consolidation option. It allows the

consolidation of numerous companies Master files (GL/MFM) into a

Consolidation Master file for printing financial statements.

You must set up a consolidation company in the System file (SYS) by entering

CONSOLIDATE for the Federal ID. This classifies the company as a

consolidation company and prompts for the company numbers to be consolidated

together when the consolidation programs are run.

Consolidation Processing (COP)

Use this program to combine charts of accounts from 2 to 20 companies into a

consolidation file. For companies set up to be consolidated, company data is

added horizontally by account number through all companies creating the

Consolidation Master file.

The consolidation chart of accounts is created by each company’s chart of

accounts. The Consolidation Master file is checked if the account number is

found and the balance is added to the existing totals. If it is not found, the

account number is added to the Consolidation Master file.

Every account number is updated, therefore, if companies have different title

account numbers, it is possible for the consolidation company’s financial

statements to have multiple titles for the same account.

Field Explanations

ENTER CONSOLIDATION CO. NO

Enter a consolidation company number.

Skip to exit.

NOT A CONSOLIDATION COMPANY

Displays if the specified company number is not a consolidation

company. The Federal ID in the System file (SYS) for this company is

not CONSOLIDATE.

Press Return to exit.

GL - 46 FPD/201

CONSOLIDATION (CON)

Consolidation Income Statement (COI)

Use this program to print a profit/loss statement for current month and current

year-to-date sales and expense accounts coded to appear on financial statements

in the Consolidation Master file (Account types 4, 5, and 6, except for Tran

code 5).

The format of the income statement is largely dependent on how the chart of

accounts has been created in the Consolidation Master file by the individual

companies Master files (GL/MFM). The transaction code, account code, space

code, and total level code of each account is monitored and the statement is

printed accordingly.

Field Explanations

CONTINUE? (Y/N)


Enter N to exit.

FPD/201 GL - 47

CONSOLIDATION INCOME STATEMENT (COI)

Consolidation Balance Sheet (CBS)

Use this program to print a formal balance sheet for all asset, liability, and equity

accounts in the Consolidation Master file (Account types 1, 2, and 3).

The format of the balance sheet is largely dependent on how the chart of accounts

has been created in the Consolidation Master file by the individual companies

Master files (GL/MFM). The transaction code, account code, space code, and

total level code of each account is monitored and the statement is printed

accordingly.

Field Explanations

CONTINUE? (Y/N)


Enter N to exit.

DO YOU WANT ZERO BALANCE ACCOUNTS TO PRINT? (Y/N)

Enter Y to include zero balance accounts on the balance sheet.

Enter N to include only outstanding accounts on the balance sheet.

GL - 48 FPD/201

CONSOLIDATION (CON)

Consolidation Master Listing (CML)

Use this program to print a listing of all accounts in the Consolidation Master file

that were updated by the individual company’s Master file (GL/MFM) when you

ran Consolidation Process (GL/CON/COP).

Field Explanations

CONTINUE? (Yes/N)

Enter YES to continue.

Enter N to exit.

FPD/201 GL - 49

CONSOLIDATION MASTER LISTING (CML)

Interface Maintenance (IM)

When transactions in the GL Interface file do not balance, no update is allowed.

The entire files debits and credits, for all months, must balance before any update

is allowed.

The out of balance transactions can only be found by manually checking the

Interface Listing (GL/IL).

To correct the error, any transaction may be deleted or modified. No additions to

the Interface file (GL/IL) are allowed through this program.

G/L INTERFACE UPDATE

CO:

SYS PROG TRAN NO DATE G/L NUMBER REFERENCE DESCRIPTION

DEBIT:CREDIT:

Field Explanations

SYS

Enter the Journal code (JRNL) shown on the Interface Listing (GL/IL).

Skip to exit.

TRAN NO.

Enter the transaction number shown on the Interface Listing (GL/IL) for

the record to be modified or deleted.

Skip to exit.

GL - 50 FPD/201

INTERFACE MAINTENANCE (IM)

SELECT...(NXT, CHG, DEL, END, OR SKIP)

Enter NXT to display the next transaction number.

Enter CHG to modify the transaction displayed.

Enter DEL to delete the transaction displayed.

Skip to enter another transaction.

ARE YOU SURE? (Y/N)

Enter Y to delete this transaction.

Enter N to select another option.

Enter END to exit.

Error Messages

The following are error messages that may occur:

RECORD NOT FOUND

The specified transaction is not found in the Interface file (GL/IL). Make

sure the Journal code and transaction number are correct.

**INVALID ACCOUNT NUMBER**

The GL account number for the specified transaction is not found on the

GL Master file (GL/MFM). This GL number must be entered in the GL

Master file (GL/MFM) or the GL number changed to a valid account

number.

SESSION NET CHANGE

Displays the dollar amount for the changes made to the Interface file

(GL/IL).

FPD/201 GL - 51

INTERFACE MAINTENANCE (IM)

History Report (HR)

Use this program to print the account number, title, current YTD, current MTD,

last YTD, and month totals for month 1 through 12. All accounts are included.

Field Explanations


Enter Y to print the History Report for all account.

Enter N to exit the program without printing the History Report.

GL - 52 FPD/201

HISTORY REPORT (HR)

Posting Accounts

Universal Posting Accounts control the interface from other systems into the

general ledger. This supports the feature that any general ledger account number

scheme set up on the system may be interfaced to without modifications to the

chart of accounts.

The system comes with a working general ledger and Posting Account files

already defined. You can use them “as is” until the general ledger system is ready

to be used. Then you can enter another chart of accounts or continue to use the

existing chart of accounts, adding and deleting accounts if necessary.

General ledger account numbers must be on file in the GL Master file

(GL/MFM) before you can enter any posting accounts.

FASPAC Posting Accounts Listing

The following is a list of the codes that come already set up on the FASPAC

system.

SYSTEM SOURCE GL ACCOUNT TRANSACTION

CODE

BUSINESS

TYPE

AP A/P 002100 Accounts Payable

AR A/R 001200 Accounts Receivable Trade

AR A/R 024200 Sales Discounts A2

AR A/R 014200 Sales Discounts AL

AR A/R 014100 Sales - Resale CD

AR A/R 001120 Bank - Checking CP

AR A/R 025120 Freight F2

AR A/R 015120 Freight FR

AR A/R 015120 Freight FRT 01


AR A/R 014100 Sales - Resale OI

AR A/R 014300 Service Charges SC

AR A/R 014300 Service Charges SC A

AR A/R 014300 Service Charges SC B

AR A/R 024300 Service Charges SC C

AR A/R 024300 Service Charges SC D

AR A/R 014100 Sales - Resale SLS 01

FPD/201 GL - 53

POSTING ACCOUNTS


CODE

BUSINESS

TYPE


AR A/R 002300 Sales Taxes TAX 01


AR A/R 002300 Sales Taxes TX

GL CSM 999999 COMPANY SUMMARY ACCOUNT

GL DIS 015300 Purchase Discounts

GL PFT 003200 Net Profit

GL R/E 003100 Retained Earnings

GL - 54 FPD/201

POSTING ACCOUNTS

Mandatory Posting Accounts

There is no limit to the number of posting accounts that you can enter, but there

are a few posting accounts that must be on file before you make entries in the

accounting systems of FASPAC. The GL account number and descriptions

shown are for the FASPAC GL chart of accounts. If another chart of accounts is

being used, enter the correct GL account numbers that apply for each posting

account entered.

For Accounts Payable:


CODE

BUSINESS

TYPE

AP A/P 002100 Accounts Payable Trade

GL DIS 015300 Purchase Discounts

The accounts payable trade posting account is the GL account number used for

the offsetting entry to the invoice register (AP/IR) G/L distribution accounts and

the check register (AP/CR) G/L bank account.

The purchase discounts posting account is the GL account for any discounts

taken when the check register (AP/CR) is updated. This posting account is

mandatory for the accounts payable system even if discounts are not used.

For Accounts Receivable:


CODE

BUSINESS

TYPE

AR A/R 001200 Accounts Receivable Trade

AR A/R 014200 Sales Discounts AL

AR A/R 014100 Sales - Resale CD

AR A/R 001120 Bank - Checking CP

AR A/R 015120 Freight FR


AR A/R 014100 Sales - Resale OI

AR A/R 014300 Service Charges SC



AR A/R 002300 Sales Taxes TX 01

FPD/201 GL - 55

MANDATORY POSTING ACCOUNTS

The Accounts Receivable Trade posting account is the GL account number used

for the offsetting entry to the cash receipt register (AR/CR) and the adjustment

register (AR/AR) transactions.

The posting accounts with transaction codes FRT, SLS, and TAX are used in the

manual Invoice Entry (AR/MIE) program.

Posting accounts with the transaction code SC are used with the service charge

calculation (AR/SCC) program.

The other accounts receivable posting accounts are used with the cash receipts

entry (AR/CRE) and adjustment entry (AR/AE) programs. Any two-character

code is valid and there is no set limit for the number of posting accounts

transaction codes entered. Cash receipts entry (AR/CRE) prompts the transaction

code of CP for cash payments and no other code may be used for cash payments.

Cash receipts entry (AR/CRE) will prompt with the code AL; for allowances

(discounts), but any code may be used as long as a posting account with that

transaction code is on file. No business type codes are used for these accounts.

For the General Ledger System:


CODE

BUSINESS

TYPE

GL CSM 999999 COMPANY SUMMARY ACCOUNT

GL PFT 003200 Net Profit

GL R/E 003100 Retained Earnings

The Retained Earnings (R/E) posting account when the Yearly Closing

(GL/YCR) is run. The net profit (PFT) posting account total is added to the

retained earnings in the GL Master file (GL/MFM) and the profit account is

zeroed for the new year.

The profit is calculated by the GL Monthly Transaction Register (GL/MTR) and

is added to the profit account designated by the profit (PFT) posting account. The

net profit account in the general ledger Master file (GL/MFM) is a cumulative

account for the fiscal year and is a balance sheet account, an Account type 3 in

the GL Master file (GL/MFM).

The Company Summary account (CSM) is used with the profit account when the

GL Monthly Transaction Register (GL/MTR) is run. The GL account number

assigned in the Master file (GL/MFM) must be the last account number in the

file. Since the GL monthly transaction can be run numerous times during a

month, the profit calculated for the current month must be saved. The company

summary account (CSM) is used to save this amount.

GL - 56 FPD/201

POSTING ACCOUNTS

When you run the GL monthly transaction again during the same month, the total

in the GL Company Summary account is subtracted from the total in the GL

Profit account. The new profit total is calculated and updated to the GL Company

Summary account, and added to the GL Profit account. When you run GL

Monthly Closing (GL/MC), the GL Company Summary account total will be

zero.

FPD/201 GL - 57

MANDATORY POSTING ACCOUNTS

Mandatory Posting Accounts if Updating the ARInvoice Register to the GL

If you want to update the AR invoice register to the general ledger, posting

accounts must be on file even if they are not used.

When entering these posting accounts, the SYSTEM will always be AR. The

BUSINESS TYPE will be the warehouse number (01, 02, etc.).

Posting accounts for sales and cost of sales must be entered. The SOURCE for

these posting accounts is I/R. The GL accounts and TRANSACTION CODES

are as follows:

GL TRANSACTION CODE

Accounts Receivable Trade A/R

Cost of Sales CST

Deposits DEP

Export Sales EXP

Freight FRT

Government Sales GOV

Industrial Process Sales IND

Inventory INV

Non-Profit Sales NOP

Out of State Sales OOS

Other Sales ($ entered in OP/ME) OTH

Resales Sales RSL

Taxable Sales TAX

If you do not break out sales into different GL accounts, you must still enter them

in GL/PAE, but you can enter the same GL account number for each.

You must enter a posting account for each miscellaneous code set up in SYSCD.

The SOURCE for these posting accounts is I/R. The TRANSACTION CODE or

each is the Miscellaneous code.

You must enter Posting accounts for each state, county, and city for which taxes

are calculated. The SOURCE for these posting accounts is TAX.

• The TRANSACTION CODE for each state tax is a combination of ST and

the state code set up in SYSCD (for example, the TRANSACTION CODE

for California is STCA).

GL - 58 FPD/201

POSTING ACCOUNTS

• The TRANSACTION CODE for each county tax is a combination of CO

and the county code set up in SYSCD (for example, the TRANSACTION

CODE for San Diego county is COSD).

• The TRANSACTION CODE for each city tax is a combination of CI and

the city code set up in SYSCD (for example, the TRANSACTION CODE

for Los Angeles is CILA).

You must enter Posting accounts for each state, county, and city in which taxes

are calculated on freight or miscellaneous charges.

• The SOURCE for freight charges if FRT.

• The SOURCE for miscellaneous charges is MIS.

The TRANSACTION CODE for each is the same as the posting accounts for

state, county, and city taxes (see above).

FPD/201 GL - 59

MANDATORY POSTING ACCOUNTS IF UPDATING THE AR INVOICE REGISTER TO THE GL

Posting Accounts Entry (PAE)

Use this program to enter the necessary posting accounts for updating to the GL

Interface file (GL/IL) from other systems such as Accounts Payable and

Accounts Receivable.

Field Explanations

SYSTEM

Enter ? to display the valid entries for this field. They are:

AR - For accounts receivable posting accounts

AP - For accounts payable posting accounts

GL - For general ledger posting accounts and for the accounts

payable purchase discount posting account

SOURCE

Skip to exit.

If AR was entered for SYSTEM, enter A/R.

If AP was entered for SYSTEM, enter A/P.

If GL was entered for SYSTEM, enter one of the following:

DIS Purchase discounts

PFT Profit account

CSM Company summary account

R/E Retained earnings

You can enter a partnership in the general ledger system by entering the

first capital account with the source as PFT, and the second capital

account with the source as PF1. When the GL Monthly Transaction

Register (GL/MTR) calculates the monthly profit from the transactions,

the profit will be divided between the two capital accounts. Also use one

of the capital accounts as the retained earnings R/E posting account. This

will void the use of retained earnings in a partnership.

The GL account number for the company summary account must be the

last GL account in the GL Master file (GL/MFM) with the Tran type of 5

and the Account type of 5.

G/L ACCOUNT

Enter a valid GL account number on file in the GL Master file

(GL/MFM) for this posting account. This will be the GL account number

used for updating to the Interface file (GL/IL).

The GL account number for the profit account must be a balance sheet

account.

GL - 60 FPD/201

POSTING ACCOUNTS

TRANSACTION CODE

Displays if AR was entered for the SYSTEM.

Examples of transaction codes:

TX - TAX

BD - Bad Debts

AL - Allowances

SC - Service charges

CP - Cash Payments

FR - Freight

BUSINESS TYPE

Business type codes are entered for the following transaction codes:

Transaction Code Business Type

SC The service charge codes used inthe customer Master file (CP/MAI)

FRT Warehouse number, used inmanual invoice entry (AR/MIE)

SLS Warehouse number, used inmanual invoice entry (AR/MIE)

TAX Warehouse number, used inmanual invoice entry (AR/MIE)

You can post to different GL accounts for specific customers by:

Entering all posting accounts for the AR system with a business type

code, and

Entering the business type code in the customers Master file for the A/R

Business Type (#27 in the second segment of Customer Maintenance

(CP/MAI).

CORRECT Y/N

Enter N to re-enter the codes.

Enter Y to add this entry to the Posting Account file.

ACCOUNT ON FILE, DELETE POSTING ACCOUNT YES/N?

Displays if Y was replied to the Correct prompt and the posting account

is already in the Posting Account file.

Enter YES to delete the posting account.

Enter N to leave on the Posting Account file.

FPD/201 GL - 61

POSTING ACCOUNTS ENTRY (PAE)

Posting Accounts Listing (PAL)

Use this program to print a listing of all posting accounts you entered through

Posting Accounts Entry (PAE).

Field Explanations



Enter N to exit.

GL - 62 FPD/201

POSTING ACCOUNTS

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