General Ledger

Merchandise Management System (MMS) Software
General Ledger Training Tutorial Release 4R4 August, 1999
Copyright 1995 - 1999 by JDA Software, Inc. All rights reserved. These materials are protected by the Copyright Act of 1976, as amended, as an unpublished work and the foregoing notice and legend shall not be deemed to constitute publication or an intent to publish thereunder. These materials are proprietary and confidential information of JDA Software, Inc., and may be disclosed and used only as authorized in the License Agreement and Confidentiality Agreement controlling such disclosure and use.
JDA reserves the right, at any time and without notice, to change these materials or any of the functions, features or specifications of any of the software described herein. JDA SHALL HAVE NO WARRANTY OBLIGATION WITH RESPECT TO THESE MATERIALS OR THE SOFTWARE DESCRIBED HEREIN, EXCEPT AS PROVIDED IN JDA'S SOFTWARE LICENSE AGREEMENT WITH AN AUTHORIZED LICENSEE.
Table of Contents
Module Overview ....................................................................................................................... 1 General Ledger Setup.................................................................................................................. 2 Manual Journal Entries ............................................................................................................... 3 Inventory Interfaces to G/L ......................................................................................................... 4 Suspended Batches...................................................................................................................... 5 General Ledger Inquiries ............................................................................................................. 6 Automatic Journal Entries ........................................................................................................... 7 Allocation Setup and Process ...................................................................................................... 8 Budgets ...................................................................................................................................... 9 Standard Report Writer..............................................................................................................10 Comparative Report Writer ........................................................................................................11 General Ledger Reports..............................................................................................................12 Period End/Year End Processing ................................................................................................13 Retail Stock Ledger....................................................................................................................14
GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW
Table of Contents
Lesson 1 - Module Overview........................................................................................................3 General Ledger Application Menu................................................................................................5 Option Records Used In General Ledger.......................................................................................8 Interfaces to the General Ledger.................................................................................................10 General Ledger Lesson Outline ..................................................................................................13
AUGUST, 1999 --- LESSON 1-1
LESSON 1 - MODULE OVERVIEW

BUSINESS PURPOSE/OBJECTIVES q Provide financial control q Facilitate business management q Compute the cost of sales (retail method of accounting) q Provide an audit trail of financial transactions q Support multiple companies q Eliminate manual entry of merchandise system journal entries q Produce user-definable financial statements
SYSTEM FEATURES/FUNCTIONS The General Ledger module is a multiple company financial control and reporting system. The flexible account structure and reporting mechanisms provide the reports necessary for financial management. User-definable reports can be generated using the General Ledger Report Writer. The format of the reports, the accounts to include, and the amounts on which to report are user controlled. The system supports twelve or thirteen periods per year with user-defined period end dates. AREA OF RESPONSIBILITY - Area of responsibility is a reporting mechanism that allows accounts to be grouped in non-traditional account structures. Any account can exist in an area of responsibility, or it can exist in more than one area of responsibility. This powerful tool is available for account selection on inquiry screens, on standard reports, and on the report writer. JOURNAL ENTRIES - Journal entries can be posted to the General Ledger from many sources other than manual journal entries. Although manual journal entries are necessary for period end adjustments and unautomated business areas, the integration of the General Ledger module with other Merchandise Management System (MMS) modules means that most entries will be input via the standard General Ledger interfaces. All journal entry batches, manual and systemcreated, can be posted to any period in the current year. RECURRING JOURNAL ENTRIES - In addition to standard journal entries, the General Ledger automates recurring journal entries. This is done through the use of recurring journal entries, automatic journal entries, and General Ledger allocations.
LESSON 1 - MODULE OVERVIEW (CONT)

SYSTEM FEATURES/FUNCTIONS (CONT) RETAIL STOCK LEDGER - The General Ledger module also supports the retail method of accounting. The inventory cost of sales is computed at the MMS inventory department or subdepartment level. At period end, the journal entry for the inventory cost of sales can be automatically created for posting to the General Ledger. BUDGETING - To assist in financial planning, the General Ledger module supports multiple budgets. Budgets can be created to support any groupings of accounts.
MENU DIAGRAM The following diagram shows the major menu options available with the General Ledger module:
General Ledger Applications (MENUGL)
G/L File Maintenance (MENGL1) G/L Posting Functions (MENGL3) General Ledger Allocations (MENALL) Budgeting (MENGL9) Retail Stock Ledger (MENGLA) G/L Inquiry Functions (MENGL4) G/L Standard Reports (MENGL5) Standard Financial Formats (MENGLZ) Comparative Financial Formats (MENGLX) General Ledger Trend Reports (MENGLT)
Menu: MENUGL DSP07 USER
Training Company (4R4) General Ledger Application
Date: Time:
1/12/96 9:35:25
| RETAIL STOCK LEDGER______ | 17 G/L Retail Stock Ledger | | | JOURNAL ENTRY POSTING | INQUIRIES AND REPORTS_____ 7 Journal Entry Processing | 22 G/L Account Inquiries 8 G/L Posting Functions | 23 G/L Standard Reports 9 G/L Allocations | | GENERAL LEDGER BUDGETS | FINANCIAL REPORT WRITERS___ 12 Budgeting | 27 Standard Financial Formats | 28 Comparative Financial Formats | 29 General Ledger Trend Reports | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2
FILE MAINTENANCE G/L File Maintenance
GENERAL LEDGER APPLICATION MENU

MENU SUMMARY The menu shown above is used to access all of the functions needed to maintain files, post journal entries, perform inquiries, generate reports, define report formats, and maintain budgets and allocations. MENU OPTIONS n OPTION 2 - G/L FILE MAINTENANCE - Use this option to access and maintain all of the following General Ledger files. q q q q q q Company Control File Financial Calendar Major Account Table Chart of Accounts File Areas of Responsibility Currency Code Maintenance
n OPTION 7 - JOURNAL ENTRY PROCESSING - Use this option to access an existing suspended journal entry batch or create a new journal entry batch. n OPTION 8 - G/L POSTING FUNCTIONS - Use this option to access all of the following G/L posting functions: q q q q Listing and posting suspended batches Setting up and posting automatic journal entries Reversing/removing a journal entry batch Updating G/L Year and closing periods.
Menu: MENUGL DSP07 USER
Training Company (4R4) General Ledger Application
Date: Time:
1/12/96 9:35:25
| RETAIL STOCK LEDGER______ | 17 G/L Retail Stock Ledger | | | JOURNAL ENTRY POSTING | INQUIRIES AND REPORTS_____ 7 Journal Entry Processing | 22 G/L Account Inquiries 8 G/L Posting Functions | 23 G/L Standard Reports 9 G/L Allocations | | GENERAL LEDGER BUDGETS | FINANCIAL REPORT WRITERS___ 12 Budgeting | 27 Standard Financial Formats | 28 Comparative Financial Formats | 29 General Ledger Trend Reports | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2
FILE MAINTENANCE G/L File Maintenance
GENERAL LEDGER APPLICATION MENU (CONT)

MENU OPTIONS (CONT) n OPTION 9 - ALLOCATIONS - Use this option to automate the allocation of amounts in the General Ledger to use with the cost or retail accounting ledger. You can allocate accounts or groups of accounts based on a fixed or variable percentage. The calculations can be based on a selected period or range of periods. The following functions are included in this option: q q q q q Create and maintain allocations Simulate and process allocations List allocation formulas List inquiries by groups, accounts, or group balances View allocation overview documentation
n OPTION 12 - BUDGETING - Use this option to maintain budget amounts for any account in the General Ledger. The following functions are included under this heading: q q q q q q Create and maintain Prorate Copy, delete, or print Maintain Budget Detail Detail or Status Reporting Budget Detail Inquiry
GENERAL LEDGER APPLICATION MENU (CONT)

MENU OPTIONS (CONT) n OPTION 17 - G/L RETAIL STOCK LEDGER - The retail stock ledger requires that you use the retail method of accounting. It is normally set up by store and inventory department or subdepartment level. It is used to calculate the ending inventory at cost, cost of goods sold, and gross margin for a store and department or subdepartment for the current period and year to date. It is also used to create the journal entries to post the cost of sales to the General Ledger. The G/L major accounts must correspond to the inventory department/ subdepartment numbering. n OPTION 22 - G/L ACCOUNT INQUIRIES - Use this option to access all of the G/L account inquiries that can be used to view general and detailed account information, batch detail, and areas of responsibility. n OPTION 23 - G/L STANDARD REPORTS - Use this option to access all of the options used to produce standard General Ledger reports (General Journal, General Ledger Listings, Trial Balance, Revenue Statements, etc.) It is also used to access loan amortization functions. n OPTION 27 - STANDARD FINANCIAL FORMATS - Use this option to access the standard report writer. The standard financial report writer prints account numbers down the page and amounts across the page. The user defines reports with report and section headings, total line descriptions, and footnotes. Report lines define the report line text spacing, number of decimals to print, amount scaling, account selections, and other parameters. n OPTION 28 - COMPARATIVE FINANCIAL FORMATS - Use this option to access the comparative report writer. The comparative financial report writer prints locations down the page and accounts or groups of accounts across the page. To set up a comparative financial report, create columns to identify the accounts to be included and to provide column headings. Create rows to select regions, districts, or stores. Then, define a report format to combine the columns and rows to create the report. n OPTION 29 - GENERAL LEDGER TREND REPORTS - This menu Option provides access to the trend reports available with the General Ledger module. These trend reports show financial information by period for all periods in the current year. One of the available reports has a pre-defined format. The other report gets its format from a user-defined report writer definition (typically a profit and loss report).
OPTION RECORDS USED IN GENERAL LEDGER

SET UP OPTIONS Options 1011-1014 - Users who can post suspended journal entry batches to the General Ledger Option 1030 - Can journal entry batches be removed without also being retrieved? Option 2011 - Protect retail fields Option 2200 - Product classification level for Retail Stock Ledger Option 2013 - Determines whether two currencies are allowed in G/L Option 2212 - Number of periods in the future to allow posting CHART OF ACCOUNTS OPTIONS Option 0106 - Major/minor account to use in Store Use Interface for offset to expense account Option 1025 - 1027 - Major Account for inter-store auto-balance feature Option 2252 - Minor account for Purchases Clearing Option 2253 - Minor account for Freight Clearing Option 2301 - 2309 Use these option records to set your default minor account number for the Retail Stock Ledger only:
2301 - Minor account for Beginning Inventory 2302 - Minor account for Purchases 2303 - Minor account for Freight 2304 - Minor account for Markups 2305 - Minor account for Sales 2306 - Minor account for Customer Returns 2307 - Minor account for Markdowns 2308 - Minor account for Shortage 2309 - Minor account for Promo Markdown Estimate 2321 - Minor account for Cost of Goods Sold Option 2210 - Default accrual account for open receivers accrual Option 2211 - Default offset account for open receivers accrual
OPTION RECORDS USED IN GENERAL LEDGER (Cont)

POSTING OPTION RECORD Option 1011- 1014 - Post suspended batches (see set up options) Option 2005 - Suspense account to use for invalid accounts and accounts that do not allow posting that are encountered when posting a suspended journal entry batch to G/L
MISCELLANEOUS OPTION RECORDS Option 1061 - Are purchase orders entered at department/subdepartment level? Option 2250 - Credit cash discounts by location (store)? Option 5007 - Place batch on error for no cost on account with a "Retail Type" of '1' (No Retail) or '2' (Retail Required) Option 5116 - Should Retail Type errors be an error or warning?
ACCOUNTS PAYABLE
Trade Payables Expense Payables Freight Payables Check Run Exchange Gain/Loss Void Checks Invoice Cancellation Open Receivers Accrual Unmatched Invoice Accrual Discounts Tax Accounts
INVENTORY CONTROL
Purchase Receipts Transfers In/Out Inventory Adjustments Cost Adjustments Rebates Markups/Markdowns Inventory Stock Ledger Store Use Landed Costs
Manual Journal Entries Recurring Entries Automatic Entries Allocations Retail Stock Ledger
Suspended G/L Batch File
GENERAL LEDGER
SALES AUDIT
Sales Tender / Deposits Returns Discounts Markdowns / Markups Cash Disbursements Cash Receipts Over / Short Adjustments Cost of Goods Sold
ACCOUNTS RECEIVABLE
Commercial Accounts Co-opAdvertising Wholesale Orders

INTERFACE OPTION RECORDS USED Option 2213 - Allow auto-posting of journal entry batches created from Invoice Cancellation Interface? Option 2214 - G/L interface parameters (autopost flag and posting period) for Check Run and Exchange Gain/Loss Interface Option 2215 - Allow auto-posting of journal entry batches created from Freight Payables Interface? Option 2216 - Allow auto-posting of journal entry batches created from Trade Payables Interface? Option 2217 - Allow auto-posting of journal entry batches created from Void Check Interface? Option 2218 - Allow auto-posting of journal entry batches created from Expense Payables Interface? Option 2225 - G/L interface parameters (autopost flag and posting period) for Retail Stock Ledger Interface Option 2228 - G/L interface parameters (autopost flag and posting period) for Store Use Interface Option 2229 - G/L interface parameters (autopost flag and posting period) for Generic G/L Interface Option 2231 - G/L interface parameters for Open Receivers Accrual: default G/L company autopost flag default posting period/year
Option 2235 - G/L interface parameters (autopost flag and posting period) for Sales Audit

FINANCIAL REPORT OPTIONS Option 5001 - Print header page of report specifications when printing financial reports? Option 5004 - Print account number or description when printing account detail? Option 5100 - Default location type (C=Company, R=Region, D=District, S=Store) for financial reports Option 5101 - Consolidate locations on financial reports? Option 5102 - Print account detail on financial reports? Option 5103 - Use next year's budget on financial reports? Option 5104 - Default forms type for financial reports Option 5105 - Default number of characters positions to roll left/ right in Maintain G/L Report Formats (2 GLZ000) Option 5106 - Characters per inch (CPI) to print on financial reports Option 5107 - Maximum width of financial reports Option 5108 - Maximum width of comparative reports (in characters) Option 5109 - Default characters per inch (CPI) for comparative reports Option 5110 - Default forms type for comparative reports Option 5111 - When reporting in whole dollars, should cents be rounded up or dropped?
GENERAL LEDGER LESSON OUTLINE
DAY ONE Lesson 1 - General Ledger Overview Lesson 2 - General Ledger Setup Lesson 3 - Manual Journal Entries Lesson 4 - Inventory Interfaces to G/L Lesson 5 - Suspended Batches Lesson 6 - General Ledger Inquiries
DAY TWO Lesson 7 - Automatic Journal Entries Lesson 8 - Allocation Setup and Process Lesson 9 - Budgets Lesson 10 - Standard Financial Reports
DAY THREE Lesson 11 - Comparative Financial Reports Lesson 12 - General Ledger Reports Lesson 13 - Period End/Year End Processing Lesson 14 - Retail Stock Ledger
NOTES
GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP
Table of Contents
Lesson 2 - G/L File Maintenance Menu........................................................................................4 Step 1 - Define The Company ......................................................................................................6 Enter Company Information .....................................................................................................6 Step 2 - Define The Company Calendar........................................................................................8 Enter Period Information..........................................................................................................8 Step 3 - Assign Store/Location To Company ................................................................................9 Assign Company Number ........................................................................................................9 Step 4 - Define Current Period For Company .............................................................................10 Step 5 - Define Major Accounts .................................................................................................11 Enter Major Account Information...........................................................................................11 Step 6 - Define Chart Of Accounts.............................................................................................12 Enter Account Number...........................................................................................................12 Enter Account Information .....................................................................................................14 Create Complete Chart Of Accounts For Store .......................................................................16 Step 7 - Define Areas Of Responsibility .....................................................................................17 Assign Responsibility Code....................................................................................................17 Enter Accounts ......................................................................................................................18 Option Records Used .................................................................................................................19 Hands On Exercises...................................................................................................................21 Lesson Review Questions...........................................................................................................23
LESSON 2 - GENERAL LEDGER SETUP

LESSON SUMMARY This lesson covers the process used to initially set up the General Ledger. The main aspect of any General Ledger system is the chart of accounts. The JDA account number structure includes following four components:
CCC
MMM
mmm
LLLLL
CCC
Represents the G/L Company as defined in Maintain Company Control File (GL0001). Represents major portion of the account number as defined in Maintain Major Accounts (1 GL0004). The merchandise department can be defined as a substitution. Represents the minor portion of the account number as defined in Chart of Accounts Maintenance (GL0002). Represents the Store/Location/Warehouse/Office as defined in Store Table Maintenance (TBL005). Each location can be linked to only one G/L Company.
MMM
mmm
LLLLL
The actual chart of accounts consists of a major and a minor account number. You may assign each location to ONLY one general ledger company. LESSON OUTLINE STEP 1 - Define the Company STEP 2 - Define Company Calendar STEP 3 - Assign the Store/Location to the Company STEP 4 - Define Current Period for Company STEP 5 - Define Major Accounts STEP 6 - Define Chart of Accounts STEP 7 - Define Areas of Responsibility
Menu: MENGL1 DSP140 USER
Training Company (4R4) G/L File Maintenance
Date: 2/11/96 Time: 11:14:16
2 3
G/L COMPANIES__________ Maintain Company Control File Maintain G/L Dates CHART OF ACCOUNTS________ Maintain Major Accounts Maintain Chart of Accounts List Chart of Accounts Maintain Areas of Responsibility CURRENCY ACCOUNTS_________ Maintain Currency Codes
6 7 8 9
12
=========================== Training Company, Inc. =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
G/L FILE MAINTENANCE MENU

ACCESS METHOD Access this menu by selecting Option 2 (G/L File Maintenance) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access the functions that are used to set up and maintain the General Ledger. LESSON SELECTIONS n OPTION 2 - MAINTAIN COMPANY CONTROL FILE - Use this option to create, modify, or delete a General Ledger company. q q q q Establish up to 999 different companies Assign a Profit/Loss account for each company Identify the head office location for each company Maintain ending dates for periods and years for the financial calendars for each company
n OPTION 3 - MAINTAIN G/L DATES - Use this option to define the current G/L period for a company. This option should be used only when first setting up the General Ledger; it should not be used after that time. The current G/L period for a company is "rolled" at each period and year end when the Month-End Close Out (GL0105) is run.
G/L FILE MAINTENANCE MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 6 - MAINTAIN MAJOR ACCOUNTS - Use this option to create, maintain, or delete major accounts. The major account number is the primary classification of accounts (expenses, operating revenue, assets, liabilities, equity, etc.). However, for major accounts included in the retail stock ledger, the major account must correspond to the applicable department or subdepartment number in the Product Classification (INVDPT) file. These major accounts are used for inventory-related G/L accounts. Remember the major account number is the second component of the JDA chart of account number: CCC Major mmm LLLLL
n OPTION 7 - MAINTAIN CHART OF ACCOUNTS - Use this option to create, maintain, or delete the minor portion of the account numbers with the majors that you have already established. CCC MMM Minor LLLLL
n OPTION 9 - MAINTAIN AREAS OF RESPONSIBILITY - Use this option to maintain the areas of responsibility for responsibility reporting and budgeting. An area of responsibility is an identifiable portion or segment of a company's operations, the activities of which are the responsibility of a particular individual. OTHER MENU SELECTIONS n OPTION 8 - LIST CHART OF ACCOUNTS - Use this option to generate a complete chart of accounts listing for a selected company. n OPTION 12 - MAINTAIN CURRENCY CODE - Use this option to set up currency codes for home and foreign currencies. You will also assign the general ledger account numbers that are required for each currency code. Only one currency code can be designated as "home" currency. Home currency does not require exchange liability or exchange gain/loss accounts.
+ CURRENCY CODE MAINTENANCE This is covered in more detail in the

Accounts Payable Tutorial.
GL0001
Training Company (4R4) Company Control Record Company Number: 2
Date: 9/24/98 Time: 09:40:17
Company Name........: Street/Box .........: Suite .........: Attention .........: City .........: State .........: Country .........: Phone Number........: Managers Name.......: No./PERIODS (12/13).: Profit Account......: Federal Tax ID......: State Tax ID........: Current Budget......: Head Office Location:
Cost Training Company 5001 N. Granite Reef Rd.
Short Name:
Cost
Scottsdale, AZ 85258 Scottsdale AZ Zip Code :85258 USA 6029464083 ___________________________ 12 031-001-99998 (Used in Year End) 352189127 665494189 ________ Next Years Budget...:________ 99998
=========================== Training Company (4R4) =========================== F1=Return F3=Cursor Search F6=Maintain G/L Calendar F5=Search Menu F23=Delete
STEP 1 - DEFINE THE COMPANY Enter Company Information

ACCESS METHOD Select Option 2 (Maintain Company Control File) from the G/L File Maintenance Menu (MENGL1). Then access this screen by entering a company number and pressing ENTER. STEP SUMMARY Use this step to define and maintain the company's address and financial information.
Company
MMM
mmm
LLLLL
KEY FIELDS/CONCEPTS n Company Name/Address - The name and address for the company. This name will appear on various reports for the company. The name and address are printed on 1099 forms for the company. n No./PERIODS (12/13) - The number of accounting periods (12 or 13) in the company's fiscal year. n Profit Account - The profit account that is updated at the end of the fiscal year with the retained earnings amount. SYSTEM IMPACT - When the year-end close out procedure is run, the revenue, cost of sales, and expense accounts are closed out and posted to this account.
STEP 1 - DEFINE THE COMPANY Enter Company Information (CONT)

KEY FIELDS/CONCEPTS (CONT) n Federal Tax ID - The company's federal tax identification number. This tax number is printed on 1099s for the company. n State Tax ID - The company's state tax identification number. n Current Budget - The current year's default company-wide budget. Budgets are defined in Budget Master File Maintenance (GLB010). SYSTEM IMPACT - The "Current Budget" becomes the default budget used in budget comparisons for the company in G/L inquiries and reports, including user-defined financial statements. n Next Years Budget - The next year's default company-wide budget. Budgets are defined in Budget Master File Maintenance (GLB010). SYSTEM IMPACT - When printing financial statements from the G/L report writers, the company's "Current Budget" can be overridden with the "Next Years Budget". This is used when the current year (1997, for example) has not yet been closed, but postings are being made to the next year (1998). Even though the current year is not yet closed, financial statements still need to be prepared for the periods in the next year. With the "Next Years Budget" the correct budget amounts can be obtained for the reports. n Head Office Location - The location number of the head office for the company as defined in the store table maintenance (MENTB1) of the Master/Database Files. Each general ledger company must have its own head office. SYSTEM IMPACT - In the Sales Audit module, report lines defined in Maintain Cash Balancing Report File (CSH004) with a 'Y' in the "Overhead A/C" field use this head office location. If the "Overhead A/C" field is set to 'Y', the amount on the report line is posted to the account specified for the report line; however, the head office location for the company is used as the location portion of the account.
GL0100
Training Company (4R4) General Ledger Calendar Maintenance Company Number: Period 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 1 Year: 96 Literal JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Date: 1/10/96 Time: 10:37:41
Ending Date 1/27/96 2/24/96 3/30/96 4/27/96 5/25/96 6/29/96 7/27/96 8/24/96 9/28/96 10/26/96 11/23/96 12/28/96
=========================== Training Company (4R4) =========================== F1=Return F4=Delete
STEP 2 - DEFINE THE COMPANY CALENDAR Enter Period Information

ACCESS METHOD Press F6 (Maintain G/L Calendar) from the Company Control Record. Then to access this screen enter the company number and year that you want to maintain. STEP SUMMARY Use this step to define and maintain the fiscal calendars and period ending dates for each company. You must create the calendar for a company before the system will allow you to post to the general ledger. KEY FIELDS/CONCEPTS n Period Number - The system-assigned period number. The number of periods in a company's fiscal calendar is defined as either 12 or 13 on the Company Control Record Screen (GL0001). n Ending Date - The last day of each period. n Literal - A 3-character code for each period. It can be the month name (JAN, FEB, etc.) or a code name (P01, P02, etc.)
+ MERCHANDISE MANAGEMENT NOTE - The General Ledger calendar is

separate from the Merchandising Calendar defined in Calendar Creation (INVD21) on the Calendar Management Menu (MENCAL). The periods for the two calendars do not have to match. However, for reporting purposes it could simplify analysis if the two do match.
3 TBL005
Training Company, Inc. Store Table Maintenance 6 Phoenix G/L Company...: 2 A/P Allocation: Y (Y/N) Alloc. Factor.: 1.00 Replen. Zone..: ____
Date: 2/06/96 Time: 11:02:25
Store Number......: Active on...
G/L: Y (Y/N) A/P: Y (Y/N)
A/R: N (Y/N) Replenishment: N (Y/N) Data Interchange: N (Y/N) Costing Method....: A ?
Average Cost
Open Sunday.......: Y (Y/N) Sales Audit Clerk.: JDA ? Output Queue......: _____________
=========================== Training Company, Inc. ========================== F1=Return F2=Position Cursor F7=Polling Maint F3=Replen Zone Search F24=Delete
STEP 3 - ASSIGN STORE/LOCATION TO COMPANY Assign Company Number

ACCESS METHOD Select Option 5 (Store) from the Company Organization Menu (MENTB1), within the Database/Master Files Subsystem. STEP SUMMARY This crucial step allows you assign each Store/Location to only one G/L company.
CCC
MMM
mmm
Location
KEY FIELDS/CONCEPTS n Active on G/L - Determines whether financial transactions will be posted to locationspecific G/L accounts. If 'Y' (yes), users must also enter the applicable G/L company. n G/L Company - The number of the company to which this store's financial transactions are posted. In Chart of Accounts Maintenance (GL0002), the company portion of accounts defined for a location must correspond to the company number defined here.
+ MULTI-COMPANY NOTE - If you are using multiple G/L companies, a head office
store location will need to be set up for each company. That location will have accounts (accounts payable, inter-company balancing, etc.) defined for it within each company.
GL0023 2
Training Company (4R4) Maintain G/L Dates
Date: 2/25/96 Time: 13:39:28
Company Number:
Cost Training Company 5011 N. Granite Reef Rd. Scottsdale, AZ 85250 12
Current Fiscal Period: Current Fiscal Year..: Numeric G/L Date:....: Literal G/L Date:....:
8 96
(01-13)
Periods in Fiscal Year:
8/24/96 Saturday,August the 24th, 1996
=========================== Training Company, Inc. =========================== F1=Return
STEP 4 - DEFINE CURRENT PERIOD FOR COMPANY

ACCESS METHOD Access this screen by selecting Option 3 (Maintain G/L Dates) from the G/L File Maintenance Menu (MENGL1). STEP SUMMARY Use this step to define the current G/L period for the company.
+ SET UP NOTE - This option should be used only when first setting up the General
Ledger; it should not be used after that time. The current G/L period for a company is "rolled" at each period and year end when the Month-End Close Out (GL0105) is run. KEY FIELDS/CONCEPTS n Current Fiscal Period - The number of the current period for the company. This period number corresponds to the periods defined in General Ledger Calendar Maintenance (GL0100) for the company. n Current Fiscal Year - The number of the current year for the company. This year number corresponds to the years defined in General Ledger Calendar Maintenance (GL0100) for the company.
GL0004 2
Training Company (4R4) Major Account Maintenance
Date: 02/12/96 Time: 10:54:48
Major: Name: Include in Retail Stock Ledger Y/N: Department:
10 Cash N
=========================== Training Company, Inc. ========================== F1=Return F4=Delete
STEP 5 - DEFINE MAJOR ACCOUNTS Enter Major Account Information

ACCESS METHOD Selecting Option 6 (Maintain Major Accounts) from the G/L File Maintenance Menu (MENGL1). Then to access this screen, enter a major account number and press ENTER. STEP SUMMARY Use this step to define and maintain information about the major account. The major account number is the primary classification of accounts, such as expenses, operating revenue, assets, liability, equity. CCC Major mmm LLLLL
KEY FIELDS/CONCEPTS n Include in Retail Stock Ledger (Y/N) - Determines whether or not the major account should interface to the Retail Stock Ledger. Accounts that affect inventory are the accounts that are reported in the Retail Stock Ledger. n Department - The number of the merchandising department to which the major account will report in the Retail Stock Ledger.
+ RETAIL STOCK LEDGER NOTE - The inventory-related accounts used in the

Retail Stock Ledger must have a major account that corresponds to the merchandising department or subdepartment. Whether the department or subdepartment is used is based on the setting of Option 2200.
GL0002
Training Company (4R4) Chart of Accounts Maintenance
Date: 2/12/96 Time: 12:57:04
Enter Account Number: Company: Major: Account: Store/Location: 2 10 1 99998
=========================== Training Company, Inc. =========================== F1=Return F5=Account Search Roll Keys to Page F3=Major Accts F12=Add Complete Chart Of Accts For Store
STEP 6 - DEFINE CHART OF ACCOUNTS Enter Account Number

ACCESS METHOD Access this screen by selecting Option 7 (Maintain Chart of Accounts) from the G/L File Maintenance Menu (MENGL1). STEP SUMMARY Use this step to define and maintain account numbers in the Chart of Accounts (GLMSTR) file, by pulling the components together.
+ PREREQUISITE - The company number, major account number, and location number
must be set up in the system before the account number can be added. The screen validates these fields. KEY FIELDS/CONCEPTS n Company - The G/L company portion of the account. G/L companies are defined and maintained in Company Control Record (GL0001).
+ USER PROFILE NOTE - For security purposes, you may choose to limit certain
user profiles to allow access to only one company. n Major - The major portion of the account. Major accounts are defined and maintained in Major Account Maintenance (GL0004). n (F12) Add Complete Chart Of Accts For Store - Use this function to access another screen that allows you to duplicate the chart of accounts from one store to another store.
STEP 6 - DEFINE CHART OF ACCOUNTS Enter Account Number (Cont)

KEY FIELDS/CONCEPTS (CONT) n Account - The minor portion of the account. The minor portion of the account is not validated. It can be used to further subdivide the major portion of the account. For example, using a major account of '053' for Utilities Expense, the minor portion of the account could be used to denote the type of utility expense: 053-001 Electricity 053-002 Water and Sewer 053-003 Telephone
+ DEPARTMENT LEVEL REPORTING NOTE - For a cost basis ledger at the

merchandising department level, use the department as the major portion and the minor portion of the account to denote the classification of the account. For example, the following accounts could be defined for department 400: 400-040 Sales 400-041 Customer Returns 400-059 Cost of Goods Sold
+ RETAIL STOCK LEDGER NOTE - For the retail basis ledger use the
merchandising department or subdepartment as the major portion of inventory-related accounts. Use the minor portion of the account to denote the classification of the account. For example, the following accounts could be defined for department 400: 400-013 400-014 400-040 400-057 Beginning Inventory Purchases Sales Freight
n Store/Location - The number of the location (store, warehouse, office) for the account. This location must be assigned to the company in the company portion of the account.
+ CLASSIFICATION NOTE - Use Option 2200 to designate at what level the generic
G/L interface will create journal entries, for accruing open receivers.
GL0002
Date: 2/12/96 Time: 12:57:14
Company: 2 Cost Training Company Major: 10 Cash Account: 1 Store/Location: 99998 Central Office Account Description: Cash in Bank____________ Account Type: 1 Retail Type: 1 Further Reference: Allow Posting (Y/N) Y Do Not Print Detail (X): X (On G/L Detail Listing) Currency Type: (Blank for U.S., 'C' for Other Currency) Last Year Account: Active: Account Asset Liab. Inter/Co Equity Types 5 = Revenue 6 = C.O.S. 7 = Expense 9 = Statistic | Retail Types | 1.No Retail | 2.Ret'l Req'd | 3.Retail Only | | Present Balances___________ | Balance Beg/Year: .00 | Balance Beg/Month: .00 | Cur Mon.Postings: .00 | Balance: .00 |__________________________________
1 2 3 4
= = = =
=========================== Training Company, Inc. =========================== F1=Return F10=Add Acct to Responsibility F4=Delete F5=Acct Search F12=Add Acct to all Stores Dupe Key Available
STEP 6 - DEFINE CHART OF ACCOUNTS Enter Account Information

ACCESS METHOD Access this screen by entering the account number on the Enter Account Number Screen (GL0002) and pressing ENTER. STEP SUMMARY Use this step to enter or maintain the descriptive and financial information for an account. KEY FIELDS/CONCEPTS n Account Type - The type of account: 1 2 3 4 Asset Liability Inter-company Equity 5679Revenue Cost of Sales Expense Statistical
SYSTEM IMPACT - Revenue (5), Cost of Sales (6), and Expense (7) accounts are "closed out" during year-end processing and posted to the profit account defined for the applicable company on the Company Control Record (GL0001).
STEP 6 - DEFINE CHART OF ACCOUNTS Enter Account Information (Cont)

KEY FIELDS/CONCEPTS (CONT) n Retail Type - The retail amount requirements for transactions interfacing to the account: 1 - No Retail 2 - Retail and Cost are required 3 - Retail only
+ RETAIL STOCK LEDGER NOTE - Retail types 2 and 3 are used for accounts
requiring retail amounts to derive the Retail Stock Ledger. Option 5116 determines whether the system issues an error or warning when the retail type requirement is violated during posting. n Allow Posting (Y/N) - Determines whether or not postings can be made to the account. This setting is used when an account is no longer used and closed to further posting. n Do Not Print Detail (X) - An 'X' indicates the transaction detail associated with the account should not be printed on the G/L Detail Listing (GL0027) or the G/L Detail Listing by Month (GL0090). This setting can be overridden at the time the listing is printed. n Currency Type - A 'C' indicates a currency other than U.S. currency is used for the account. The exchange rate between the "other currency and the U.S. ("home") currency is maintained in Maintain Canadian/U.S. Exchange Rate (TBL022). n Last Year Account - The corresponding account from the previous year, if different. This account is used in prior year comparisons.
+ ACTIVE NOTE - An 'A' indicates the account has a non-zero balance or has had
some activity in the current year. Active accounts cannot be deleted. n (F10) Add Account to Area of Responsibility - Allows for the selection of the areas of responsibility to which the selected account should be added. n (F12) Add Account to All Stores - Adds the selected account to all stores within the G/L company.
GL0002
Date: 2/12/96 Time: 13:01:07
Add all Accounts in the Chart of Accounts From This Store: To this Store: 6 7 Phoenix San Diego
Note: Accounts which already exist will not be affected.
=========================== Training Company, Inc. =========================== F1=Return F5=Accept
STEP 6 - DEFINE CHART OF ACCOUNTS Create Complete Chart of Accounts for Store
ACCESS METHOD Access this screen by entering the company number and pressing F12 (Add Complete Chart of Accts For Store) from the header of the previous screen. STEP SUMMARY Use this step to duplicate the chart of accounts from one store to another. KEY FIELDS/CONCEPTS n From/To Store - The number of the location from which to copy the chart of accounts and the number of the location to which to copy the chart of accounts.
+ STORE NOTE - Both stores must belong to the G/L company specified on the
previous screen.
GL0120
Training Company (4R4) Maintain Area of Responsibility File
Date: 2/15/96 Time: 12:29:50
Responsibility Code:
STEX1
=========================== Training Company, Inc. =========================== F1=Return F3=File Search Roll Keys Active F5=Print File
STEP 7 - DEFINE AREAS OF RESPONSIBILITY Assign Responsibility Code

ACCESS METHOD Access this screen by selecting Option 9 (Maintain Areas of Responsibility) from the G/L File Maintenance Menu (MENGL1). STEP SUMMARY Use this step to define and maintain the areas of responsibility for responsibility reporting (GL0126). An area of responsibility is an identifiable portion or segment of a company's operations, the activities of which are the responsibility of a particular individual. SYSTEM IMPACT - In the G/L Report Writers, responsibility codes can be used anywhere a report line set can be used. KEY FIELDS/CONCEPTS n Responsibility Code - The code assigned to identify the area of responsibility.
+ CODE NOTE - This code cannot conflict with the code for line sets or A/P expense
allocations.
GL0120
Training Company, Inc. Maintain Area of Responsibility File STEX1 3
Date: 2/12/96 Time: 12:29:56
Responsibility Code: Report Type:
Description: Store Expenses - Company 2
Cmp 2 2 2 2 2 2 2 2 2 2
1. Balance Sheet. Override Budget: __________ 2. P & L. User Allowed: *ALL______ 3. Monthly Spread._____________________________ Account Number Description______________________ 50 1 6 Office Supplies Expense 50 1 7 Office Supplies Expense 50 1 8 Office Supplies Expense 50 1 9 Office Supplies Expense 50 1 10 Office Supplies Expense 50 1 982 Office Supplies Expense 51 2 6 Rent Expense (Off-Site Storage) 51 2 7 Rent Expense (Off-Site Storage) 51 2 8 Rent Expense (Off-Site Storage) 51 2 10 Rent Expense (Off-Site Storage)
=========================== Training Company, Inc. =========================== F1=End F3=Add Multiple Accounts F4=Delete F5=Accept Entries Roll Keys to Page
STEP 7 - DEFINE AREAS OF RESPONSIBILITY Enter Accounts

ACCESS METHOD Access this screen by entering a responsibility code on the previous screen and pressing ENTER. STEP SUMMARY Use this step to enter the accounts to be included in the selected area of responsibility. KEY FIELDS/CONCEPTS n Report Type - The default report format for the area of responsibility: 1 - Balance Sheet: Prints the period's ending balance for each account. 2 - Profit & Loss: Compares current period and year to date figures with budget amounts for each account. 3 - Monthly Spreadsheet: Lists each account with no printed data. Instead, a blank report is provided to use as a worksheet. SYSTEM IMPACT - The specified report type is presented as a default during Selection of Responsibility Reports (GL0126). It can be overridden when the area of responsibility is selected for reporting. n Override Budget - The default budget to use on responsibility reports for the area of responsibility. If blank, the "Current Budget" for the company is used as the default budget. n User Allowed - The user profile of the user who can print responsibility reports for the area of responsibility. An entry of '*ALL' allows access to all users.
OPTION RECORDS USED

Option 2200 - Product classification level for Retail Stock Ledger Option 2013 - Determines whether two currencies are allowed in G/L Option 5116 - Should Retail Type errors be an error or warning?
NOTES
HANDS ON EXERCISES
SCENARIO - SET UP GENERAL LEDGER COMPANY
In the following exercises, you will maintain your G/L company and verify the validity of your stores. Then, you set up some additional account numbers and an area of responsibility code.
EXERCISE 1
Verify your Company Control Record - Enter an address and a manager for the company that was assigned to you on your student database sheet. MENU/OPTION MENUGL/02 (GL File Maintenance). MENGL1/02 (Maintain Company Control File)
EXERCISE 2
Verify the G/L Period - Verify the that Current G/L period is the same period as stated on your student database sheet. MENU/OPTION MENGL1/03 (Maintain G/L Dates) Current G/L Period: _______________________________
EXERCISE 3
Enter your head office location. - Then, check to make sure that the interface between your head office and your GL company is active. MENU/OPTION MASTER/05 (Database/Master Files) MENMNT/03 (Company Organization) MENTB1/05 (Store) HINT - Press F7 (Accept) to continue to second screen.
EXERCISE 4
Define Accounts - Define the following accounts for all of your assigned stores using the following numbering scheme: Account Description Petty Cash Office Supplies Security System Major 010 050 051 Minor 003 050 030
HINT - To make this exercise go faster, use the F12 (Add Acct to All Stores) function key after entering the detail information for each account.
HANDS ON EXERCISES (CONT)

EXERCISE 5 List Chart of Accounts - Print a listing of your assigned company's chart of accounts. MENU/OPTION MENGL1/08 (List Chart of Accounts)
EXERCISE 6
Area of Responsibility - Create one area of responsibility and assign the applicable accounts to it. Be sure to press F5 to accept entries. MENU/OPTION MENGL1/09 (Maintain Areas of Responsibility) Responsibility Code: Account Number _________________________ Description
EXERCISE 7
Record the Balances of your Area of Responsibility Using the inquiry identified, record the current period balances by major account for the Area of Responsibility you defined in Exercise 6. MENU/OPTION MENUGL/22 (G/L Account Inquiries) MENGL4/12 (Areas of Responsibility Inquiry) Dpt/Major Description Actual Budget
LESSON REVIEW QUESTIONS

1) How many accounting periods can a company's fiscal calendar contain? ___________________________________________________________________
2)
What option record determines the product classification level for posting to the General Ledger? ___________________________________________________________________
3)
The chart of accounts for a store in one company can be copied to the store of another company. (True/False) __________
4)
How many currencies does the General Ledger support? __________
5)
What are the eight account types? ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________
6)
Which of the eight account types are closed out at year end? ___________________________________________________________________
7) 8)
Active accounts cannot be deleted. (True/False) __________ What is an area of responsibility? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
NOTES
GENERAL LEDGER TUTORIAL --- MANUAL JOURNAL ENTRIES
Table of Contents
Lesson 3 - Manual Journal Entries ...............................................................................................3 Step 1 - Create New Journal Entry Batch .....................................................................................4 Step 2 - Enter Batch Header Information ......................................................................................5 Step 3 - Enter Journal Entry Detail...............................................................................................7 Step 4 - Post the Journal Entry Batch .........................................................................................12 Option Records Used .................................................................................................................16 Hands on Exercises....................................................................................................................17 Lesson Review Questions...........................................................................................................19
LESSON 3 - MANUAL JOURNAL ENTRIES

LESSON SUMMARY The lesson covers the process of entering manual journal entries and recurring journal entries in the General Ledger. Although most journal entries are interfaced from other modules in the Merchandise Management System (MMS), manual journal entries are still needed for period-end adjustments and non-automated business areas.
ENTER A MANUAL JOURNAL ENTRY Is it a recurring journal entry?

YES Adds to recurring suspended batch NO Adds to one-time suspended batch
POST to the General Ledger
LESSON OUTLINE STEP 1 - Create New Journal Entry Batch STEP 2 - Enter Batch Header Information STEP 3 - Enter Journal Entry Detail STEP 4 - Post the Journal Entry Batch
GLJRNL USER
Training Company (4R4) Journal Entry Control
Date: 2/20/96 Time: 10:50:59
Select An Option:
1. Select Existing J/E Batch 2. Create New J/E Batch 2 Option
=========================== Training Company, Inc. =========================== F1=Exit
STEP 1 - CREATE NEW JOURNAL ENTRY BATCH

ACCESS METHOD Access this screen by selecting Option 7 (Journal Entry Processing) from the General Ledger Application Menu (MENUGL). STEP SUMMARY Use this step to create a new journal entry batch for a manual journal entry. KEY FIELDS/CONCEPTS n Select An Option - The following options are available: 1 - Select Existing J/E Batch - Use this option to view and maintain existing suspended journal entry batches. Existing suspended journal entry batches can be a combination of manual entries or journal entries created through the interface program of other modules that have not yet been posted to the General Ledger. 2 - Create New J/E Batch - Use this option to create a new journal entry batch for manual postings to the General Ledger. USER PROFILE NOTE - Use option records 1011-1014 to designate the four users who can view, maintain and post any journal entry batch. All other users can only view the manual entries that they created.
1 GL0008
Training Company (4R4) Entry of Journal Entries Batch Number: Company: Reference: Date: Source Code: Description: JE000918 2 RGENCHEV 8/04/96 J.E. Monthly Petty Cash (Y/N) (Y/N) (A) 8 / 96 8 / 96 AUG
Date: 8/04/99 Time: 13:03:37
Recurring Entry: Y Retain Amounts: N Auto Post: Posting Per/Year: Current Per/Year:
========================= Training Company 4R4 ============================= F1=Return Help available
STEP 2 - ENTER BATCH HEADER INFORMATION

ACCESS METHOD Access this screen by selecting Option 2 (Create New J/E Batch) from the Journal Entry Control Screen (GLJRNL). STEP SUMMARY Use this step to enter the header information for the journal entry batch. KEY FIELDS/CONCEPTS n Batch Number - The system assigns a number for each journal entry batch. For manual journal entries, the batch number consists of the source code, 'JE' and a unique six-digit system-generated number (JExxxxxx). n Company - The number of the G/L company for the journal entry batch. n Date - The date the journal entry batch was created. This date has no effect on the posting period for the journal entry batch. n Trans Description - The description of the journal entry batch. n Recurring Journal Entry (Y/N) Y - Yes: Indicates the journal entry batch will recur in the next period. Once a recurring journal entry is posted for a period, a new suspended journal entry batch for the next period is created. N - No: Indicates a one-time journal entry.
1 GL0008
Training Company (4R4) Entry of Journal Entries Batch Number: Company: Reference: Date: Source Code: Description: JE000918 2 RGENCHEV 8/04/96 J.E. Monthly Petty Cash (Y/N) (Y/N) (A) 8 / 96 8 / 96 AUG
Date: 8/04/99 Time: 13:03:37
Recurring Entry: Y Retain Amounts: N Auto Post: Posting Per/Year: Current Per/Year:
========================= Training Company 4R4 ============================= F1=Return Help available
STEP 2 - ENTER BATCH HEADER INFORMATION (CONT)

KEY FIELDS/CONCEPTS (CONT) n Retain Amounts When Posted (Y/N) - Use Only for recurring journal entry batches. Y - Yes: Indicates the transaction amounts for the batch are also recurring. The entire journal entry batch will been retained and the posting date will be rolled to the next period. N - No: Indicates the transaction amounts should not be used in the journal entry batch created for the next period. The amounts will have to be re-entered before each posting. This is useful for recurring journal entries that have the same accounts, but the amounts vary from period to period. n Automatic Posting (A) - An 'A' indicates the batch can be automatically posted to the General Ledger when the auto-post job is processed using the Auto-Post Suspended J.E. Batches function (GL0104) on the G/L Posting Functions Menu (MENGL3). n Default Posting Month/Year - The fiscal period and year to which the journal entry batch should be posted.
+ POST NOTE - Journal entries can be posted to prior periods in the current year;
however, they cannot be posted to prior years. n Current G/L Date - The current G/L date defined for the company in Maintain G/L Dates (GL0023).
GL0008
Training Company (4R4) Entry of Journal Entries Posting Period: 08 / 96 Retain Amounts: Y Total Lines: 5 Retail
Date: 8/04/99 Time: 17:09:53 Reference: RGENCHEV Date: 8/04/96 Source: J.E.
Batch Number: JE000918 Recurring: Y Page/Line: 1 Cmp 2 2 2 2 2 2 2 2 2 2 Account No. 10 2 7 10 2 8 10 2 9 10 2 10 10 1 99998 ___ ___ _____ ___ ___ _____ ___ ___ _____ ___ ___ _____ ___ ___ _____ Total:
Amount 100.00 100.00 100.00 100.00 400.00___________ ___________ ___________ ___________ ___________ .00
.00
Description Rev Seq# Monthly Petty Cash 1 Monthly Petty Cash 2 Monthly Petty Cash 3 Monthly Petty Cash 4 Monthly Petty Cash 5 _________________________ _________________________ _________________________ _________________________ _________________________ Total Reversals: .00
=========================== F1=Return F2=Change Defaults F3=Account Search
Training Company (4R4) =========================== F5=Calculator F10=Clear Desc F7=Toggle Protect F12=Toggle Retail F9=Fold/Truncate Roll/Dup Keys Active
STEP 3 - ENTER JOURNAL ENTRY DETAIL

ACCESS METHOD Access this screen by entering the required information on the previous screen and pressing ENTER. STEP SUMMARY Use this step to enter the debits and credits of the journal entries. The account number and amount must be entered. If the account requires a retail amount, it must also be entered. KEY FIELDS/CONCEPTS n Cmp - The company portion of the account to debit/credit. The company defaults to the company assigned to the journal entry batch. n Account No. - The major, minor, and location portions of the account to debit/credit. n Amount - The amount to be debited or credited to the specified account.
+ ENTRY NOTE
Debits (DR) - Enter debits as positive amounts. Credits (CR) - Enter credits as negative amounts.
GL0008
Training Company (4R4) Entry of Journal Entries Posting Period: 08 / 96 Retain Amounts: Y Total Lines: 5 Retail
Date: 8/04/99 Time: 17:09:53 Reference: RGENCHEV Date: 8/04/96 Source: J.E.
Batch Number: JE000918 Recurring: Y Page/Line: 1 Cmp 2 2 2 2 2 2 2 2 2 2 Account No. 10 2 7 10 2 8 10 2 9 10 2 10 10 1 99998 ___ ___ _____ ___ ___ _____ ___ ___ _____ ___ ___ _____ ___ ___ _____ Total:
Amount 100.00 100.00 100.00 100.00 400.00___________ ___________ ___________ ___________ ___________ .00
.00
Description Rev Seq# Monthly Petty Cash 1 Monthly Petty Cash 2 Monthly Petty Cash 3 Monthly Petty Cash 4 Monthly Petty Cash 5 _________________________ _________________________ _________________________ _________________________ _________________________ Total Reversals: .00
=========================== F1=Return F2=Change Defaults F3=Account Search
Training Company (4R4) =========================== F5=Calculator F10=Clear Desc F7=Toggle Protect F12=Toggle Retail F9=Fold/Truncate Roll/Dup Keys Active
STEP 3 - ENTER JOURNAL ENTRY DETAIL (CONT)

KEY FIELDS/CONCEPTS (CONT) n Retail - The retail amount associated with accounts that require retail for the retail method of accounting. This is a toggle protect field, press F7 to toggle access for entry.
+ RETAIL NOTE - Whether an account requires a retail amount is determined by the

"Retail Type" field in Chart of Accounts Maintenance (GL0002). n Description - The description for the journal entry detail line. Defaults from the "Trans Description" on the batch header. n Rev - An 'R' indicates the corresponding journal entry detail line is to be automatically reversed in the next period. That is, the same amount with the opposite posting sign (+/-) is posted to the same account in the next period. n Totals - The total amounts (Cost and Retail) accumulated by the system for the journal entry batch. If the "Total Amount" field contains a total other than zero, the entry is considered out of balance and cannot be posted until the problem is resolved.
+ BALANCE NOTE - The General Ledger accounts can contain balances for both cost
and retail amounts. The cost amounts must balance and net to zero. The retail amounts are used only when creating the Retail Stock Ledger; therefore, they do not need to net to zero.
+ STATISTICAL ACCOUNT NOTE - Postings to statistical accounts are not

included in the totals calculation when determining if a journal entry batch is in balance. Statistical accounts have an account type of '9', as defined in Chart of Accounts Maintenance (GL0002).
STEP 3 - ENTER JOURNAL ENTRY DETAIL (CONT)

KEY FIELDS/CONCEPTS (CONT) n Total Reversals - The balance of the reversing entries. If this total does not equal zero, the entry is considered out of balance and cannot be posted until the problem is resolved. n Fold/Truncate - Pressing F9 (Fold/Truncate) displays or hides the following fields on a second detail line: q q q q Reference Date Subledger Account Description
n Reference - The reference for the journal entry detail line. Defaults from the "Reference" on the batch header. n Date - The date for the journal entry detail line. Defaults from the "Date" on the batch header.
+ NOTE - This date has no effect on the posting period for the journal entry batch.
n Subledger - Further identifies the journal entry detail line. For example, journal entries interfaced from the Accounts Payable module use this field for the vendor number. n Warnings and Errors - The following table outlines all of the warnings and errors that can occur on this screen. Journal entry batches that contain only warnings can be posted to the General Ledger. Journal entry batches with errors cannot be posted to the General Ledger until the errors are resolved.
Message Company Number Invalid
Error or Warning Error
Explanation The highlighted company number does not exist in the Company Control file (GLCNTL). The highlighted account number does not exist in the Chart of Accounts file (GLMSTR). An amount is required in the highlighted Amount field.
Corrective Action Set up the appropriate company number or enter a different (valid) company number. Set up the appropriate account number in Chart of Accounts maintenance (GL0002) or enter a different (valid) account number. Enter an amount in the highlighted Amount field or set Option 5007 from Y to N to only make this a warning and allow the suspended batch to be posted to the General Ledger. For accounts that require a retail amount (retail type is 2 or3), the Retail field must contain a non-zero amount before the suspended batch can be posted to the General Ledger. For accounts that do not require a retail amount (retail type is 1), the Retail field must be blanked out before the suspended batch can be posted to the General Ledger. Replace the incorrect entry in the Reversal field with an R or . Enter a valid date. Either (10 open the account up for postings by setting the Allow Posting (Y/N) field to Y in Chart of Accounts Maintenance (GL0002), or (2) enter another account that does allow posting. No corrective action is required. However, since the highlighted retail amount is not required for the account, the amount can be removed. Make the necessary adjustments to existing posting amounts or make additional postings to bring the Total Amount to zero.
Account Number Invalid
Error
Transaction Amount Required
Error
Retail Amount Invalid
Error
The highlighted Retail field contains a zero amount.
Reversal Invalid
Error
The highlighted Reversal field contains an entry other than R or . The highlighted Date field contains a invalid date. The highlighted account does not allow postings.
Date Invalid Posting Not Allowed For This Account
Error Error
WARNING!!! Retail Amount Invalid
Warning
The highlighted Retail field contains a non-zero amount for an account that does not require a retail amount. The Total Amount field does not equal zero. Before a suspended batch can be posted to the General Ledger, the non-retail debits and credits must net to zero.
Transaction Amounts Are Out Of Balance
Error
Message Reversal Totals Are Out Of Balance
Error or Warning Error
Explanation The Total Reversals field does not equal zero. Before a suspended batch can be posted to the General Ledger, the reversal debits and credits must net to zero. The batch is in balance (Total Amount field is zero); however, the non-retail debits and credits for accounts that are in the home currency (currency type on the account is blank) do not net to zero. The batch is in balance (Total Amount equals is zero); however, the transaction amounts for the specified company do not equal zero. Before a suspended batch can be posted to the General Ledger, the non-retail debits and credits for each company must net to zero. The batch reversals are in balance (Total Reversals field is zero); however, the reversals for the specified company do not equal zero. Before a suspended batch can be posted to the General Ledger, the reversals for each company must net to zero. The batch is in balance (Total Amount field is zero); however, the non-retail debits and credits for the specified companys accounts that are in the base (home) currency (currency type on the account is blank) do not net to zero. There is a zero amount in the highlighted Amount field and the corresponding account is not a retail only account. The location the location portion of the account is not active on G/L, as defined in Store Table Maintenance (TBL005).
Corrective Action Make the necessary adjustments to existing posting amounts or make additional postings to bring the Total Reversals to zero. Make the necessary adjustments to existing posting amounts or make additional postings to being the total of debits and credits and credits for home currency accounts to zero. Make the necessary adjustments to existing posting amounts or make additional postings to being the total of debits and credits and credits for home currency accounts to zero.
Home Currency Amounts Are Out Of Balance
Error
Company XXX Transaction Amounts Out of Balance by: XXXXXXX.XXX
Error
Company XXX Reversal Amounts Out Of Balance by: XXXXXXX.XXX
Error
Make the necessary adjustments to existing posting amounts or make additional postings to bring the total reversals for the specified company to zero.
Company XXX Base Currency Amts Out Of Balance by: XXXXXXX.XXX
Error
Make the necessary adjustments to existing posting amounts or make additional postings to bring the specified companys total of debits and credits for base (home) currency accounts to zero. No corrective action is required.
Warning: Transition Amount is 0
Warning
Posting Not Allowed For This Store
Error
Either (1) enter another account with a location that is active on G/L, or (2) make the location active on G/L by changing the flag in Store Table Maintenance (TBL005).
5 GL0008
Training Company (4R4) Entry of Journal Entries JE000918 Errors in Batch: N
Date: 8/04/99 Time: 13:08:17
Batch Number:
Description: Monthly Petty Cash Batch Balance: .00 Batch Reversals: .00 Posting Per/Yr: 8 / 96
Total Amount: Total Other: Current Per/Yr:
.00 .00 8 / 96 AUG
Select Option:
1. Submit Journal Entry Listing and Exit Program. 2. Exit Program
Option: 1 You cannot post this far in the future. Save and post later
========================= Trainng Company 4R4 ============================= F1=Return F2=Previous Help available
STEP 4 - POST THE JOURNAL ENTRY BATCH

ACCESS METHOD Access this screen by pressing F1 (Return) from the previous screen. STEP SUMMARY Use this step to verify the batch totals and posting period before posting the journal entry batch to the General Ledger. KEY FIELDS/CONCEPTS n Batch Errors Y N Yes: Indicates the journal entry batch has errors that must be resolved before posting to the General Ledger is allowed. No: Indicates no errors exist and the batch can be posted.
n Batch Balance - The total of debits and credits for the journal entry batch. If the "Batch Balance" is not zero, the journal entry batch cannot be posted to the General Ledger. n Total Amount - The total of debits and credits for the "home" currency accounts on the journal entry batch. If the "Total Amount" is not zero, the journal entry batch cannot be posted to the General Ledger. n Batch Reversals - The total of debits and credits for the reversals on the journal entry batch. If the "Batch Reversals" is not zero, the journal entry batch cannot be posted to the General Ledger. n Total Other - The total of debits and credits for "other" currency accounts on the journal entry batch. If the "Total Other" is not zero, the journal entry batch cannot be posted to the General Ledger.
STEP 4 - POST THE JOURNAL ENTRY BATCH (CONT)

KEY FIELDS/CONCEPTS (CONT) n Batch Posting Period/Year - The fiscal period and year to which the journal entry batch is to be posted. n Current Per/Year - The current G/L period for the company assigned to the journal entry batch. The current period for the company is defined in Maintain G/L Dates (GL0023). n Select An Option - The following options are available: 1 - Submit Journal Entry Listing and Exit Program - This option submits a batch job to produce an edit listing of the journal entry batch, as described in the Report Output section. 2 - Exit Program - This option returns to the Journal Entry Processing Menu (GLJRNL). 3 - Post the Journal Entry - Accesses the General Ledger J/E Post/Delete Screen (GL0013) where the journal entry batch can be posted to the General Ledger or deleted from the system. The journal entry batch must be free of errors before it can be posted to the General Ledger. OPTION NOTE - This option is available only for users whose user profile is assigned to Option 1011, 1012, 1013, or 1014. 4 - Delete the Journal Entry - Accesses the General Ledger J/E Delete Screen (GL0008) where the user can confirm the deletion of the journal entry batch. OPTION NOTE - This option is available only for users whose user profile is assigned to Option 1011, 1012, 1013, or 1014. n Warnings and Errors - The following table outlines all of the warnings and errors that can occur in suspended journal entry batches. Suspended batches that contain only warnings can be posted to the General Ledger. Suspended batches with errors cannot be posted to the General Ledger. REPORT OUTPUT n Journal Entry Edit List (GL0012) - This report provides information on the selected journal entry batch, such as batch totals. It can be used to review the selected journal entry batch before it is posted to the General Ledger files.
Message Posting Period is Different from Current Posting Period WARNING!! Actual Posting Period is prior to Current Posting Period. Financial Statements must be rerun to be accurate. You cannot post this far in the future. Save and post later.
Error or Warning Warning
Explanation The posting period for the batch differs from the current G/L period defined in Maintain G/L Dates (GL0023). The posting period on the batch is prior to the current G/L period defined in Maintain G/L Date (GL0023).
Corrective Action No corrective action necessary. posted to the General Ledger.
The batch can be
Warning
No corrective action is necessary. However, if the batch is posted to a prior period, financial statements for that period are no longer accurate and must be rerun. Either (1) save the batch an post it in a later period, (2) change the number of periods in the future to allow posting on Option 2212, or (3) change the posting period on the batch so it can be posted to the General Ledger.
Error
The posting period on the batch is further in the future than the number of periods specified in Option 2212.
GL0012 USER Company: 002 Cost Training Company Batch: JE000503 Descr.: Monthly Petty Cash Rec Account A-C-C-O-U-N-T No. ----- Number ---- D-E-S-C-R-I-P-T-I-O-N 1 2 3 4 5 002-010-002-00007 002-010-002-00008 002-010-002-00009 002-010-002-00010 002-010-002-99998 Petty Cash Petty Cash Petty Cash Petty Cash Cash in Bank
Training Company (4R4) Journal Entry Edit List
Time:
11:12:07
Date: Page:
2/01/96 1 2 Yr: 96
Posted to per:
----------T-R-A-N-S-A-C-T-I-O-N-----------Reference Date Amount Retail PETTY PETTY PETTY PETTY PETTY CASH CASH CASH CASH CASH 2/01/96 100.00 .00 2/01/96 100.00 .00 2/01/96 100.00 .00 2/01/96 100.00 .00 2/01/96 400.00.00 ------------------------Total .00 .00 =========================
Rev Monthly Monthly Monthly Monthly Monthly Petty Petty Petty Petty Petty Cash Cash Cash Cash Cash
Batch totals Total Total Total Total Total Amount Retail reversal base currency other currency
Debit 400.00 .00 .00 400.00 .00
Credit 400.00 .00 .00 400.00 .00
Total .00 .00 .00 .00 .00
*----- No errors detected - batch acceptable ----* *** End of Report ***
OPTION RECORDS USED

Options 1011-1014 Users who can post suspended batches to the General Ledger
Option 2005 - Suspense account to use for invalid accounts and accounts that do not allow posting that are encountered when posting a suspended journal entry batch to G/L
Option 2011 - Protect retail fields
Option 2212 - Number of periods in the future to allow posting
Option 5007 - Place batch on error for no cost on account with a "Retail Type" of '1' (No Retail) or '2' (Retail Required)
Option 5116 - Should Retail Type errors be an error or warning?
HANDS ON EXERCISES
SCENARIO 1 - CREATE A RECURRING JOURNAL ENTRY BATCH In the following exercises, you will enter and post a recurring journal entry batch.
EXERCISE 1
Create a New Batch - Using the menu option identified, create a new batch. Mark it as a recurring manual journal entry to the current period that takes cash from your assigned company's head office bank account (010-001-9999?) and places some in each of your assigned store's petty cash accounts. You decide whether or not to retain the amounts when posted. MENU/OPTION MENUGL/07 (Journal Entry Processing) Batch Number: ________________________ Retain Amounts: _______________________ Automatic: ____________________________ Posting Period: _________________________
EXERCISE 2
Print Listing - Print a Journal Entry Edit List of the journal entry batch. (HINT: Press F1 from the main journal entry screen and select Option 1.)
EXERCISE 3
Post Entries - Post the journal entry batch to the General Ledger. (HINT: Select Option 1 (Select Existing J/E Batch) on the Journal Entry Control Screen (GLJRNL).)
EXERCISE 4
View Your Recurring Batch - Access/view the recurring journal entry batch for the next period. (HINT: Press F5=Toggle Recurring Batches) Were the amounts retained or not (based on your decision)? MENU/OPTION MENUGL/07 (Journal Entry Processing) Post Date: _________________________ Last Post Date: _________________________ (Additional exercises on the next page.)

SCENARIO 2 - CREATE A JOURNAL ENTRY BATCH In the following exercises, you will enter and post a non-recurring journal entry batch.
EXERCISE 1
Create a non-recurring manual journal entry. Post an expense of office supplies using petty cash for one or more of your assigned stores. Batch Number: _____________________
EXERCISE 2
Post Entries - Post the journal entry batch to the General Ledger.
EXERCISE 3
Current Account Balance - Inquire upon one of the accounts in the journal entry using the Account Detail - Current Period option. MENU/OPTION MENUGL/22 (G/L Account Inquiries) MENGL4/01 (General Account Inquiry)

1) How do recurring journal entries work? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
2)
What does an 'A' in the Autopost field on the journal entry batch header indicate? ___________________________________________________________________ ___________________________________________________________________
3)
Retail amounts are required on every journal entry detail line. (True/False) __________
4)
The date on the journal entry detail line determines the period to which the transaction is posted. (True/False) __________
5)
Credits are entered as _______________ amounts.
6)
A journal entry batch can be posted to the General Ledger with an out of balance retail balance. (True/False) __________
7)
How does the system determine how many periods in the future to allow posting? ___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________
LESSON REVIEW QUESTIONS (CONT)

8) Journal entries can be posted to the prior periods of the current year. (True/False) __________
9)
Journal entries can be posted to the prior year. (True/False) __________
10) How does the system determine who can post suspended journal entry batches to the General Ledger? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
11) What does an 'R' in the "Rev" field of a journal entry detail line indicate? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
GENERAL LEDGER TUTORIAL --- INVENTORY INTERFACES
Table of Contents
Lesson 4 - Inventory Interfaces.....................................................................................................3
Store Inventory Use System Menu ............................................................................................4 Step 1 - Create A Store Use Expense Code ...........................................................................6 Step 2 - Enter A Store Use Expense......................................................................................7 Enter Header Information .................................................................................................7 Enter Transactions ...........................................................................................................8 Step 3 - Post To General Ledger.........................................................................................11
Inventory To G/L Interface Menu ...........................................................................................16 Step 1 - Create G/L Interface For Transaction Codes..........................................................17 Enter Transaction Code ..................................................................................................17 Enter G/L Posting Information........................................................................................19 Step 2 - Create G/L Journal Entries ....................................................................................22 Option Records Used .................................................................................................................25 Hands On Exercises...................................................................................................................27 Lesson Review Questions...........................................................................................................29
LESSON 4 - INVENTORY INTERFACES

LESSON SUMMARY This lesson contains the information on the two main interfaces in the Inventory Control Module (MENINV): STORE USE INTERFACE - This interface allows you to create transactions made for store use purposes. Items taken from inventory for use by store personnel (i.e., office supplies, charitable donations, etc.) must be processed in order to keep accurate on-hand balances. Once a store use transaction has been recorded and approved, the system will create INVTRN records to adjust the on-hand balance at the designated location. The Post to G/L option must then be run to create a suspended journal entry batch for the transaction: DR Expense Account CR Inventory XXX XXX
GENERIC G/L INTERFACE - There are several possible interface transactions that you can create using this feature; some are required and others are optional. An example of a required transaction, if you are tracking your inventory at the store level, is to use this feature to create journal entry batches to reflect the transfers between stores. LESSON OUTLINE LESSON 4A - Store Use Interface STEP 1 - Create a Store Use Expense Code STEP 2 - Enter a Store Use Expense STEP 3 - Post to General Ledger LESSON 4B - Generic G/L Interface STEP 1 - Create G/L Interface for Transaction Codes STEP 2 - Create G/L Journal Entries
Menu: MENSTU DSP11 USER
Training Company (4R4) Store Inventory Use System
Date: 2/27/96 Time: 13:35:18
1 2 3 4 5 6 8
Store Store Store Store Store Store
Use Entry Detail Entry Detail Listing Use Adjustments Entry Use Adjustments Posting Use File Purge
Expense Code Maintenance
=========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: 08 Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
STORE INVENTORY USE SYSTEM MENU

ACCESS METHOD Access this menu by selecting Option 9 (Store Use System) from the Inventory Control Menu (MENINV). MENU SUMMARY This menu provides access to the functions used to enter and maintain store use transactions on the system. Store use transactions are used to record the use of inventory by a store for such reasons as charitable donations, back office use, office parties, etc. These items can then be posted to inventory and the General Ledger in order to adjust on-hand quantities and inventory accounts. LESSON SELECTIONS n OPTION 1 - STORE USE ENTRY - Use this option to enter and maintain transactions to record the internal use of inventory. Press F5 to access the store detail entry screen now or use Option 2 later. n OPTION 2 - STORE DETAIL ENTRY - Use this option to make the following modifications to store use records that were assigned in Option 1, but not yet approved. q Add additional items q Delete items from a store use batch q Approve a store use batch
+ APPROVE NOTE - After you approve a store use batch using either Option 1 or
Option 2, the system reduces the on-hand balance at the "from" location. It also creates an INVTRN record for this adjustment with a transaction type of 62 (Adjustment for Store Use).
STORE INVENTORY USE SYSTEM MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 5 - STORE USE ADJUSTMENT POSTING - Use this option to create a G/L suspended journal entry batch for the transactions approved in Option 1 or Option 2. n OPTION 8 - EXPENSE CODE MAINTENANCE - Use this option to create and maintain store use expense codes. Store use expense code are used to describe the store use being entered and ensure the transaction is posted to the correct General Ledger expense account.
OTHER MENU SELECTIONS n OPTION 3 - STORE DETAIL LISTING - Use this option to print a detailed or summary listing of all store use transactions for a specific date range. The user is able to print approved or unapproved transactions. A transaction is considered approved when the store use batch has been approved and submitted using Option 1. n OPTION 4 - STORE USE ADJUSTMENTS ENTRY - You must use this option to make modifications to store use transactions once they have been approved in either option 1 or option 2. n OPTION 6 - PURGE INVENTORY USE FILES - Use this option to purge processed store use batches, within a specified date range, from the system. This option should be submitted periodically to increase storage space on the system.
2 TBL056
Training Company (4R4) Store Use Expense Code Maintenance
Date: 2/27/96 Time: 13:35:23
Expense Code: Code Description: Short Description: G/L Maj/Min Account:
SP Store Use of Office Supplies SUPPLIES 50-001
=========================== Training Company (4R4) =========================== F1=Return F7=Accept F23=Delete
STEP 1 - CREATE A STORE USE EXPENSE CODE

ACCESS METHOD Access this screen by selecting Option 8 (Store Use Expense Code Maintenance) from the Store Inventory Use System Menu (MENSTU). STEP SUMMARY Use this step to create an expense code to be used when creating store use inventory transactions. Expense codes are used to describe the reason for a store use and determine which expense account the transaction will be charged to at the "Bill to Location." KEY FIELDS/CONCEPTS n Expense Code - The 2-character code used to represent the store expense. n Code Description - A statement that describes the expense code. n G/L Maj/Min Account - Enter the default major and minor account numbers for the expense code. Refer to the step that defines posting these transactions to general ledger for a broader definition of this account structure.
CCC
MMM
mmm
LLLLL
When you enter a store use expense for a location, you are also assigning the G/L company to which the location belongs.
2 INV179
Training Company (4R4) Store Use Entry
Date: 2/27/96 Time: 13:35:38
Store Use Number: From Location: Expense Location: Use Date:
117 6 6 2/27/96
=========================== Training Company (4R4) =========================== F1=Return F5=Accept/Save F23=Delete F3=Location Search F7=Accept/Process Detail
STEP 2 - ENTER A STORE USE EXPENSE Enter Header Information

ACCESS METHOD The store use expense screens are accessed by selecting Option 1 (Enter/Update Use Transactions) from the Store Inventory Use System Menu (MENSTU). STEP SUMMARY Use this step to enter the header information for the store use batch. KEY FIELDS/CONCEPTS n Store Use Number - You can assign a number to each store use batch or let the system assign a number by pressing F5=Assign Next #. n From Location - The location at which inventory will be reduced. n Expense Location - The location at which the expense will be charged (debited). n Use Date - The date on which the item was used at the "From Location." This date is used as the transaction date when creating (INVTRN) records during the approval process. n Accept/Save - Press F5 to accept and save the store use header now and enter the detail at a later time. n Accept/Process Detail - If you want to accept the header and enter the detail now, press F7.
2 INV182
Training Company (4R4) Store Use Detail Entry 112 2/27/96 From Store: Expense Store: Cd Desc SP Supplies 6 PHOENIX 6 PHOENIX Qty 10 Cost 12.00
Date: 2/27/96 Time: 13:36:30
Store Use No.: Store Use Date: D
Item No. Desc 5993 Paper
Retail 23.99
=========================== Training Company (4R4) =========================== F1=Return F3=Cursor Search F5=Accept/Save F7=Accept/Approve F4=Toggle Protect 'D'=Delete Item Roll Keys Available
STEP 2 - ENTER A STORE USE EXPENSE Enter Transactions

ACCESS METHOD Access this screen by entering the required information on the previous screen and pressing F7=Accept/Process Detail or by selecting Option 2 (Store Detail Entry) on the Store Use System Menu (MENSTU). STEP SUMMARY Use this step to enter the items and quantities to be included in the store use batch. KEY FIELDS/CONCEPTS n Item No. - Enter the SKU number that you want to adjust. n Cd - Enter the Expense Code that contains the proper G/L expense account to debit/charge the item to at the "Bill To Location." n Qty - The sell unit quantity that will reduce the on-hand balance of the item at the "From Location" when the entry is approved. n Unit Cost - Displays the cost for a single sell unit of measure. The cost can be changed by opening the field using the F7 (Toggle) function key. n Unit Retail - Displays the current regular retail assigned to a single sell unit of measure. The retail can be changed by opening the field using the F7 (Toggle) function key.
STEP 2 - ENTER A STORE USE EXPENSE Enter Transactions (Cont)

KEY FIELDS/CONCEPTS (CONT) n Accept/Save - Press F5 to accept and save all entries in the batch. You may re-access a batch using this option until the batch is approved. n Accept/Approve - If the batch is approved using the F7 to accept and approve function key, a batch job is submitted to create INVTRN records for each item approved. The batch job reduces the on-hand quantity for each item at the "From Location." SYSTEM IMPACT - Each time a batch is approved the system changes the "Approved Y/N" flag to a 'Y' and creates inventory transactions (INVTRN) records for each item in the batch. REPORT OUTPUT n Inventory Transactions Listing (INV041) - This report lists the items and quantities for the store use inventory transactions that have been created. A new page is printed for each "from location". Both the extended cost and retail impact of the transaction are listed. The store use inventory transaction creates a type 62. PRINTING NOTE - Use Option 1915 to designate whether or not the Inventory Transactions Listing (INV041) prints.
INV041 Job Name: R0091141 Store: 6 Phoenix
Training Company (4R4) Inventory Transactions
Time
8:14:42
DatePage-
2/27/96 1
S.K.U. Transact Number Description............... Date 62 Adjustment for Store Use 5993 Copy Paper/Case/20# 2/27/96
Qty
Unit Retail
Home Cost
Extended Retail
Extended Cost
Transaction Description
10-
23.99
12.000
239.90239.90239.90-
120.000- STORE USE BATCH# - 000112 120.000120.000-
Trans.Type TotalStore Total-
1 INV187
Training Company (4R4) Store Use Adjustments Posting Prompt
Date: 2/27/96 Time: 13:39:21
Company...........:
Cost Training Company
Enter Range Of Dates To Post From Date.........: To Date...........: 2/25/96 2/27/96
Enter Store Number To Post Store.............: (Blank for All Stores)
=========================== Training Company (4R4) =========================== F1=Return F7=Accept/Submit
STEP 3 - POST TO GENERAL LEDGER

ACCESS METHOD Access this screen by selecting Option 5 (Store Use Adjustments Posting) from the Store Use System Menu (MENSTU). STEP SUMMARY Use this step to post all approved store use expense entry batches to a general ledger suspended journal entry batch.
+ SUSPENDED JOURNAL ENTRY BATCH - The system assigns a description of "Store

Use Interface" to the suspended journal entry batch. The batch number for these batches consists of the source code, 'SU' and a unique six-digit system-generated number (SUxxxxxx). KEY FIELDS/CONCEPTS n Company - Enter the G/L company with store use transactions. n From/To Date - The system will select the store use transactions whose "Use Date" is within the date range that you enter.
+ DATE NOTE - These dates must be within the same G/L period for the selected
company. The accounting periods for a company are defined in General Ledger Calendar Maintenance (GL0100). If the transactions to be posted are not within the same period, multiple date ranges must be posted.
1 INV187
Training Company (4R4) Store Use Adjustments Posting Prompt
Date: 2/27/96 Time: 13:39:21
Company...........:
Enter Range Of Dates To Post From Date.........: To Date...........: 2/25/96 2/27/96
Enter Store Number To Post Store.............: (Blank for All Stores)
=========================== Training Company (4R4) =========================== F1=Return F7=Accept/Submit
STEP 3 - POST TO GENERAL LEDGER (CONT)

KEY FIELDS/CONCEPTS (CONT) n Store - Enter a location number to post transactions for a specific "From Location". Leave the field blank to post transactions for all "From Locations" assigned to the G/L company specified above. n Batch Job - Press F7 to accept and submit the batch job. This batch job creates a suspended journal entry batch for the store use transactions to be posted to the General Ledger. SUSPENDED JOURNAL ENTRY BATCH NOTE - Option 2228 n Autopost Flag Option - Whether or not the suspended journal entry batch will be eligible for auto-posting is determined by the entry (Y or N) in the "Question Status" field of Option 2228. Suspended journal entry batches that are eligible for auto-posting can be posted by period using the Auto-Post Suspended J.E. Batches (GL0104) function on the G/L Posting Functions Menu (MENGL3). n Posting Period - The "Alpha Value" field of Option 2228 determines the posting period for the suspended journal entry batch. The following settings are valid for the "Alpha Value" field: D - The G/L period for the company that corresponds to the "Use Date" is used. P - The current G/L period for the company, as defined in Maintain G/L Dates (GL0023), is used.
STEP 3 - POST TO GENERAL LEDGER (CONT)

n Debit - A debit is made for the cost and retail amount of the transaction using the account CCC-MMM-mmm-LLLLL, where: CCC MMM = G/L company assigned to "Expense Location" in Store Table Maintenance (TBL005) = Major account number assigned to expense code. If blank, and Option 2200 is set to 'STOR, the major account number assigned to Option 0106. Otherwise, department or subdepartment as determined by Option 2200 = Minor account number assigned to expense code If blank, the minor account assigned to Option 0106. = "Expense Location"
mmm LLLLL
n Credit - A credit is made for the cost and retail amount of the transaction using the account CCC-MMM-mmm-LLLLL, where: CCC MMM = G/L company assigned to "From Location" in Store Table Maintenance (TBL005) = If Option 2200 is set to 'STOR, the major account number assigned to Option 0106. Otherwise, department or subdepartment as determined by Option 2200 = Minor account number assigned to Option 0106 = "From Location"
Mmm LLLLL
+ DEBIT/CREDIT NOTE - This is to further clarify where the system derives the
portions of the G/L account number for the store use journal entry batches.
CCC
MMM
mmm
LLLLL
LESSON 4B - GENERIC G/L INTERFACE

LESSON SUMMARY This lesson covers the functions that are used to create journal entry batches from inventory transactions. The journal entry batch must then be reviewed and corrected (if necessary) before actually posting it to the General Ledger. Usually, the Sales Audit programs create sales journal entries, while the Accounts Payable programs create the purchases and freight journal entries. However, the user could have the Generic G/L Interface create these types of journal entries from the merchandising detail transactions using receipts and sales. All other inventory journal entries should be created using the Generic G/L Interface. Typically, this option is used to create journal entries for the following types of transactions: TRANSFERS IN/OUT Transfers In (41) DR Inventory XXX CR Transfers XXX Transfers Out (42) DR Transfers XXX CR Inventory XXX
REGULAR (61) PHYSICAL INVENTORY (71) ADJUSTMENTS Overage DR Inventory XXX CR Inventory Adj XXX Shrink DR Inventory Adj CR Inventory
XXX XXX
MARKUPS/MARKDOWNS (Retail Only) Markups (65) DR Markups XXX Markdowns (66) CR Markdowns
XXX
AVERAGE COST ADJUSTMENTS (34) Increase DR Inventory CR Inv Cost Adj Decrease DR Inv Cost Adj CR Inventory
XXX XXX
XXX XXX
LESSON SUMMARY (CONT) To create journal entries for the following types of transactions is optional: COST OF GOODS SOLD (11) DR Cost of Sales CR Inventory XXX XXX RECEIPTS (31) DR Inv/Purchases XXX CR Unmatched Receipts XXX
+ ACCOUNT NUMBER STRUCTURE - When creating general ledger accounts,

remember the major account number is the second component of the JDA chart of account number: CCC MMM mmm LLLLL
MAJOR NOTE - Depending on how Option 2200 is set, the major portion of the account will default to one of the following choices: STOR DEPT SDPT CLAS SCLS = = = = = Maj/Min provided Department replaces Major Sub-department replaces Major Class replaces Major Sub-class replaces Major
REBATE COST ADJUSTMENTS A/P (35) DR Rebate Clearing XXX CR Purch Rebates (A/P) XXX A/R (36) DR Rebate Clearing XXX CR Purch Rebates (A/R) XXX
+ REBATE TRANSACTIONS NOTE - The two rebate transactions (35-Rebate Cost

Adjustments for A/R and 36-Rebate Cost Adjustments for A/P) must be defined with the Rebate Clearing account as the offset account. This will enable the correct account to be relieved when the rebate is actually claimed and posted to A/R or A/P. Refer to the Vendor Rebates User Reference Manual for additional information. LESSON OUTLINE STEP 1 - Create G/L Interface for Transaction Codes STEP 2 - Create G/L Journal Entries
Menu: MENIGL DSP140 USER
Training Company (4R4) Inventory to G/L Interface Menu
Date: 2/15/96 Time: 12:58:52
1 2 3
Maintain Transaction Codes Search Transaction Codes Post G/L Journal Entries
=========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
INVENTORY TO G/L INTERFACE MENU

ACCESS METHOD Access this screen by selecting Option 23 (Inventory to G/L Interface) from the Inventory Control Menu (MENINV). MENU SUMMARY This menu provides access to the functions that are used to create the interface between inventory transactions and the General Ledger. It also provides access to the function used to create journal entry batches from inventory transactions. The journal entry batch must then be reviewed and corrected (if necessary) before actually posting it to the General Ledger files. LESSON SELECTIONS n OPTION 1 - MAINTAIN TRANSACTION CODES - Use this option to create and maintain the G/L interface defaults for inventory transaction codes. This allows the user to define the general ledger account number to be debited or credited, the offset account number, a description for all journal entries created for each transaction code, the journal batch wave, and any value added tax information. n OPTION 3 - CREATE G/L JOURNAL ENTRIES - Use this option to create suspended journal entry batches for all transactions within a specified date range. The selection can be further limited by location and/or wave. Once the transactions are processed to the ledger, they are flagged to avoid duplicate processing.
1 INV195
Training Company (4R4) Inv Trans for G/L Interface Maintenance
Date: 12/28/95 Time: 9:59:20
Transaction Code : SKU Type :
41 ? Transfer In ?
=========================== Training Company (4R4) =========================== F1=Return F3=Search Roll Keys Active
STEP 1 - CREATE G/L INTERFACE FOR TRANSACTION CODES Enter Transaction Code
ACCESS METHOD Access this screen by selecting Option 1 (Maintain Transaction Codes) from the Inventory to G/L Interface Menu (MENIGL). STEP SUMMARY Use this option to create or maintain the general ledger information used when generating suspended journal entry batches for inventory transactions.
+ SET UP NOTE - Only those transactions that need to be interfaced to the General Ledger
and G/L Retail Stock Ledger must be set up in this option. Transactions that have no impact on the General Ledger (i.e. warehouse movement transactions) should not be set up here. Some examples of transactions that should be set up here include the following: Transfers In Transfers Out Markups Markdowns Markup Cancellations Markdown Cancellations Physical Inventory Adjustments Regular Inventory Adjustments Average Cost Adjustments Cost of Goods Sold Receipts Rebate Cost Adjustments
KEY FIELDS/CONCEPTS n Transaction Code - The 2-digit inventory transaction code to be entered or maintained. The following transaction codes are used throughout the system to track the movement of inventory:
1 INV195
Training Company (4R4) Inv Trans for G/L Interface Maintenance
Date: 12/28/95 Time: 9:59:20
Transaction Code : SKU Type :
41 ? Transfer In ?
=========================== Training Company (4R4) =========================== F1=Return F3=Search Roll Keys Active
STEP 1 - CREATE G/L INTERFACE FOR TRANSACTION CODES

KEY FIELDS/CONCEPTS (CONT)
TRN TRN CODE DESCRIPTION CODE DESCRIPTION ----------------------------------------------------------------------------------------------------------------------------------------------11 Regular Sale 43 Internal Whse Move(from Slot) 12 Return Reg Sale Item 44 Internal Whse Move (to Slot) 13 Regular Sale (from Set) 45 Allocation Adjustment 14 Return Reg Sale (from Set) 46 Transfer - Cost Adjustment 15 Markup/Markdown Sale 47 Warehouse Balance Adjustment 16 Return Markup/Markdown Sale 48 Wholesale Sale 17 Markup/Markdown Set Sale 49 Wholesale Return 18 Return Markup/Markdown Sale 50 Return to Stock (R.T.S.) 19 Markup of Transferred Item 51 Return to Vendor 20 Markdown of Transferred Item 55 RTV-Rebate Cost Adj (A/R) 21 Ad Sale 56 RTV-Rebate Cost Adj.(A/P) 22 Return Ad Sale Item 57 RTV - Freight Cost 23 Ad Sale (from Set) 58 RTV - Other Landed Cost 24 Return Ad Sale (from Set) 61 Adjustment 25 Promotional Markdown 62 Adjustment for Store Use 26 POS Markdown 65 Markup (Price Change) 31 Receipt 66 Markdown (Price Change) 33 Receipt - Cost Adjustment 67 Markup Cancellation 34 Average Cost Adjustment (G/L) 68 Markdown Cancellation 35 Rebate Cost Adjustment for A/R 71 Physical Inventory Adjustment 36 Rebate Cost Adjustment for A/P 83 Initial Load 37 Receipt - Freight Cost 91 Tenders 38 Receipt - Other Landed Cost 92 Taxes 41 Transfer In 93 Voids 42 Transfer Out 99 Man Hrs (Qty)/Customer Count
n SKU Type - A user-defined code which identifies the type an item represents. SKU types are maintained in General Table Maintenance (field ISTYPE in TBLF01). For example, you may choose to allow posting of receipts of non-merchandise SKUs that have been received from expense vendors.
2 INV195
Training Company (4R4) Inv Trans for G/L Interface Maintenance 041 Transfer In
Date: 7/08/96 Time: 10:07:21
Trans Code: SKU Type..:
Maj Min Posting Level Debit/Credit 0 - 14 0 0 = Location Level D (D/C) 1 = Head Office Level G/L Offset Account.: 0 - 16 0 G/L Account Number.: Journal Description: TRANSFER IN Journal Batch Wave.: 1 Report..............: Y (Y/N)
Use Retail for Cost: N (Y/N)
Retail Only.........: N (Y/N) (offset not required if 'Y')
=========================== Training Company (4R4) =========================== F1=Return F3=G/L Account Search F23=Delete
STEP 1 - CREATE G/L INTERFACE FOR TRANSACTION CODES Enter G/L Posting Information
ACCESS METHOD Access this screen by entering a transaction code on the previous screen or by selecting a transaction code from F3 Search Screen. STEP SUMMARY Use this step to enter the general ledger account detail for the system to use when creating G/L suspended journal entry batches for inventory transactions. You may choose between the following reporting levels on each account: n Department Level n Head Office Level n Location Level
+ ACCOUNT NUMBER STRUCTURE - You have the option to define default major and
minor accounts for each transaction code.
CCC
MMM
mmm
LLLLL
BLANK MAJOR ACCOUNT NOTE - If you leave the major portion of the account blank, the system will assign the transaction to the department depending on how you have Option 2200 set.
2 INV195
Training Company (4R4) Inv Trans for G/L Interface Maintenance 031 Receipt
Date: Time:
2/15/96 8:44:01
Trans Code:
Maj Min Posting Level Debit/Credit 0 - 14 0 0 = Location Level D (D/C) 1 = Head Office Level G/L Offset Account.: 20 1 1 G/L Account Number.: Journal Description: RECEIVE PURCHASES Journal Batch Wave.: 7 Report..............: Y (Y/N)
Use Retail for Cost: N (Y/N) VAT Type...........: N VAT Summary Group..:
Retail Only.........: N (Y/N) (offset not required if 'Y') ? N/A (VAT Not Applicable) ?
========================== Training Company (4R4) ============================ F1=Return F3=G/L Account Search F23=Delete
STEP 1 - CREATE G/L INTERFACE FOR TRANSACTION CODES Enter G/L Posting Information (Cont)
KEY FIELDS/CONCEPTS n G/L Account Number - The account number to which this transaction code should be posted. The system will not verify that this is a valid account in G/L; however, it will flag the suspended journal entry batch as containing errors if the account number is invalid. n Debit/Credit - Designates whether the G/L account number will be a D = Debit or a C = Credit. n G/L Account Number (Offset Account) - The account number to which an offsetting entry for this transaction code should be posted. The system will not verify that this is a valid account in G/L; however, it will flag the suspended journal entry batch as containing errors if the account number is invalid. n Posting Level - The posting level allows you to post the G/L account at a different level than the G/L offset. The most common use is posting inventory at the location level while maintaining the accounts payable at the head office. 0 = Location Level -Enter a '0' and the system will assign the location number associated with the transaction in the (LLLLL) portion of the account number. 1 = Head Office Level -Enter a '1' and the system will assign the head office location in the (LLLLL) portion of the account number. The head office location is defined in the G/L Company maintenance screen (GL0001).
STEP 1 - CREATE G/L INTERFACE FOR TRANSACTION CODES Enter G/L Posting Information (Cont)
KEY FIELDS/CONCEPTS (CONT) n Journal Description - The transaction description used on journal entry detail lines for the debit/credit account. n Journal Batch Wave # - Enter a valid wave number ('01' to '99') .A journal batch wave is used to group transactions together in one suspended journal entry batch. One suspended journal entry batch will be created for each wave. For example, Wave 1 Transfers In Transfers Out This will ensure you that the offset accounts will net to zero or is equal to the transfer quantity in transit. n Report - Designates whether to print a report listing all of the transactions for the transaction code when they are posted to G/L. n Use Retail for Cost - Designates whether or not the transaction's retail amount should be used as the cost amount when creating the suspended journal entry batch. The only time a user would want to enter 'Y' in this field is when setting up transaction codes for sales or customer returns. This creates a journal entry with the cost portion of the entry equal to the retail portion. Y - To use the retail value for the transaction cost in G/L. N - To use book the transaction at both cost and retail.
+ ACCOUNT NOTE - G/L accounts can contain balances for both cost and retail
amounts. The cost amounts must balance and net to zero. The retail amounts are only used when creating the G/L Retail Stock Ledger; therefore, they do not need to net to zero. n Retail Only - To create an entry recording only the retail value of the transaction, enter 'Y' in this field. If only retail values are used for the suspended journal entry batch, an offset will not be created. Offsets are not created since the JDA system only requires debits to equal credits on the cost portion of a transaction. Use 'Retail only' when a transaction is created and the cost of the transaction is not relevant. For example, the interface for Markups and Markdowns would be created with "Retail Only" set to 'Y'.
1 INV197
Training Company (4R4) Inventory Transactions Interface to G/L
Date: 8/06/99 Time: 11:26:58
Enter the following: Company: Store..: Wave...: 6 2 6 (Blank = All) (Blank = All)
Range of Transaction Dates: From...: To.....: 9/01/96 9/23/96
========================= Training Company 4R4 ============================= F1=Return F3=Maintain Tran Codes F7=Accept F5=Search Tran Codes/Waves
STEP 2 - CREATE G/L JOURNAL ENTRIES

ACCESS METHOD Access this screen by selecting Option 3 (Create G/L Journal Entries) from the Inventory to G/L Interface Menu (MENIGL). STEP SUMMARY Use this step to create journal entries for all transactions contained in the selected wave(s), one G/L company at a time. The description assigned to the suspended journal entry batch is "INVENTORY TO G/L INTERFACE: WAVE xx", where xx is the wave number assigned to the transaction code. The batch number consists of the source code, 'GI' and the next available six digit number (GIXXXXXX). KEY FIELDS/CONCEPTS n Company and Store - The store must belong to the G/L company that you choose. If you choose all stores the system will select all stores belonging to the company that you are posting at this time. n Wave Number - Enter the wave number to process a specific group of journal entries. If you leave this field blank, all waves will post in the same batch. n Range of Transaction Dates - The date range that you enter must fall within a single G/L period. All unprocessed transactions dated within this date range for the selected store/wave combination will be released to a suspended batch file.
STEP 2 - CREATE G/L JOURNAL ENTRIES (CONT)

KEY FIELDS/CONCEPTS (CONT) n Batch Job - Press F7 to submit a batch job that will execute the following procedures: q Create journal entries for the selected company and store/wave combinations. The journal entries are created in a suspended journal entry batch and must be reviewed and corrected, if necessary, before actually posting to the General Ledger. q If the transaction code is set up with the "Report (Y/N)" prompt set to 'Y', the batch job also prints the Generic G/L Interface Report described in the Report Output section. q To avoid duplicate processing of transactions, the batch job flags the selected transactions in the Inventory Audit (INVAUD) file as processed. SUSPENDED BATCH NOTE - OPTION 2229 n Autopost Flag - Whether or not the suspended journal entry batch will be eligible for autoposting is determined by the entry (Y or N) in the "Question Status" field of Option 2229. Suspended journal entry batches that are eligible for auto-posting can be posted by period using the Auto-Post Suspended J.E. Batches (GL0104) function on the G/L Posting Functions Menu (MENGL3). n Posting Period - Designate the posting period for the suspended journal entry batch using the "Alpha Value" field of Option 2229. D - The G/L period for the company that corresponds to the transaction date is used. P - The current G/L period for the company, as defined in Maintain G/L Dates (GL0023), is used. REPORT OUTPUT n Generic G/L Interface Report (INV199) - This report lists the store, SKU number, transaction type, transaction date, extended retail and cost amounts, a transaction description, and the product classification for all detailed transactions that make up the total dollars in the journal entry batch(es). A total line showing quantity and dollar totals is listed for each transaction type, and final totals are also printed. This report should be used as an audit trail for the created journal entries. If the department or subdepartment and location number were used in the account number, this report can be used to verify the account numbers used. If an invalid account was used, this can be used to verify the product classification of the item so the needed database or G/L account number changes can be made before posting the suspended journal entry batch to the General Ledger.
INV199 USER
Training Company (4R4) GENERIC G/L INTERFACE
Time-
17:16:39
Date- 2/25/96 PAGE1
TRANS TRANS EXTD EXTD LOCATION SKU NUMBER TYPE DATE QTY RETAIL COST DESCRIPTION DEPT SUB CLSS SUB -----------------------------------------------------------------------------------------------------------------------------------TYPE 65 Markup - Price Change 00001 00001 00001 00001 00001 00001 00001 000005570 000005573 000005644 000005645 000005646 000005647 000005648 65 65 65 65 65 65 65 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 TOTAL150 150 90 150 90 90 90 810 75.00 75.00 45.00 75.00 45.00 45.00 45.00 405.00 Markup Markup Markup Markup Markup Markup Markup Price Price Price Price Price Price Price Change Change Change Change Change Change Change 860 860 500 500 500 500 500 861 861 520 520 520 520 520 862 862 020 020 020 020 020 868 875 060 060 060 060 060
Markup - Price Change TYPE
66 Markdown - Price Change 00001 00001 00001 00001 00001 00001 00001 00001 000005569 000005571 000005572 000005605 000005606 000005607 000005608 000005609 66 66 66 66 66 66 66 66 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 2/02/96 TOTAL150 150 150 90 150 90 90 90 960 1770 75.00 75.00 75.00 45.00 75.00 45.00 45.00 45.00 480.00 885.00 *** END OF REPORT *** Markdown Markdown Markdown Markdown Markdown Markdown Markdown Markdown Price Price Price Price Price Price Price Price Change Change Change Change Change Change Change Change 860 860 860 500 500 500 500 500 861 861 861 520 520 520 520 520 862 862 862 020 020 020 020 020 867 869 872 060 060 060 060 060
Markdown - Price Change
GRAND TOTALS-
SEPTEMBER, 1999 --- LESSON 4-24
OPTION RECORDS USED
STORE USE OPTION RECORDS USED Option 0106 - Major/minor account to use in Store Use Interface for offset to expense account Option 1915 - Print Inventory Transaction Listing (INV041) in Store Use System? Option 2200 - Product classification level at which to track inventory
GENERIC INTERFACE OPTION RECORDS USED Option 2228 - G/L interface parameters (autopost flag and posting period) for Store Use Interface Option 2229 - G/L interface parameters (autopost flag and posting period) for Generic G/L Interface
NOTES
HANDS ON EXERCISES
SCENARIO 1 - STORE USE EXERCISES In the following exercises you will create a store use transaction. EXERCISE 1 Create an Expense Code - Using the option identified, create an expense code. The Major-Minor account number. Your store use expense code for office supplies is 50-001. MENU/OPTION MASTER/06 (Inventory Control and Report) MENINV/09 (Store Use System) MENSTU/08 (Expense Code Maintenance)
EXERCISE 2
Create a Store Use Batch - Select Option 1 (Store Use Entry) and create a store use transaction for one of your locations. (HINT: Remember you can press F7 to save the header and enter detail now.) SKU Number: ________________________
EXERCISE 3
Post a Store Use Batch - After you accept and approve your transaction, post it to your general ledger company. (HINT: Select Option 5 Store Use Adjustments Posting from MENSTU.)
SCENARIO 2 - GENERIC INTERFACE
EXERCISE 1
View Inventory Transaction - Enter the store and SKU number that you used in Exercise 2. Roll through the data and record the types of transactions. MENU/OPTION MENINV/28 (Inventory Inquiries) MENINQ/24 (Transaction Audit) Store: ____________________________ Type Description
NOTES

1) List the two inventory interfaces to G/L. ______________________________ __________________________________
2) Transactions from the two inventory interfaces are posted directly to the General Ledger account balances. (True/False) __________
3) What function must be performed before a Store Use Batch can be posted to the General Ledger Suspended Batch File? _____________________________________________________________________
4) How is the offset to the expense account determined in the Store Use Interface? Company Major Minor Location ____________________________________________________________ ______________________________________________________________ ______________________________________________________________ _____________________________________________________________
5) List some examples of transaction codes that should be set up in the Generic G/L Interface for your company. _____________________________ _____________________________ _____________________________ ____________________________________ ____________________________________ ____________________________________
6) What is a journal entry wave and how is it used in the Generic G/L Interface? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

7) Transactions created from within the Generic G/L Interface can be posted at Location level or at the Head Office level. _______________ (True/False)
8) When defining an inventory transaction code, why would you leave the Major portion of the account number blank? ______________________________________________________________________
GENERAL LEDGER TUTORIAL --- SUSPENDED BATCHES
Table of Contents
Lesson 5 - Suspended Journal Entry Batches ................................................................................3 G/L Posting Functions Menu........................................................................................................4 Step 1 - List Suspended Journal Entry Batches .............................................................................6 Select Batches To List..............................................................................................................6 Select Sort Option....................................................................................................................8 Select Batches To Post...........................................................................................................12 Step 2 - Post Suspended Journal Entry Batches ..........................................................................13 Post The Batches ...................................................................................................................14 Step 3 - Auto-Post Suspended Journal Entry Batches..................................................................16 Step 4 - Retrieve/Reverse/Remove A Journal Entry Batch...........................................................17 Option Records Used .................................................................................................................20 Hands On Exercises...................................................................................................................21 Lesson Review Questions...........................................................................................................23
LESSON 5 - SUSPENDED JOURNAL ENTRY BATCHES

LESSON SUMMARY Manual journal entries that have not yet been posted and automated journal entries from other modules in the Merchandise Management System (MMS) are placed in suspended journal entry batches. These batches remain in a suspended state and have no effect on account balances until they are posted to the General Ledger files. This lesson outlines the steps used to obtain listings of the suspended batches and post them to the General Ledger files. Two methods of posting are covered: q Individual selection q Automatically by Period Correcting a batch that has already been posted to the General Ledger files is also covered.
LESSON OUTLINE STEP 1 - List Suspended Journal Entry Batches STEP 2 - Post Suspended Journal Entry Batches STEP 3 - Auto-Post Suspended Journal Entry Batches STEP 4 - Retrieve/Reverse/Remove a Journal Entry Batch
Training Company (4R4) G/L Posting Functions
Date: 2/15/96 Time: 10:29:57
| SUPERVISOR FUNCTIONS | 17 Retrieve/Reverse/Remove Batch | 18 Update G/L Year Opening Balances | 19 Period-End Close Out Procedure | AUTOMATIC JOURNAL ENTRIES | 7 Define Automatic Journal Entries | 8 List Automatic Journal Entries | 9 Post Automatic Journal Entries | | | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4
SUSPENDED BATCHES List G/L Suspended Batches Post G/L Suspended Batches Auto-Post G/L Suspended Batches
G/L POSTING FUNCTIONS MENU

ACCESS METHOD Access this menu by selecting Option 8 (G/L Posting Functions) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access all of the G/L posting functions. These functions include processing suspended journal entry batches, setting up and posting automatic journal entries, removing/reversing a journal entry batch, and closing periods. LESSON SELECTIONS n OPTION 2 - LIST G/L SUSPENDED BATCHES - Use this option to print a listing of General Ledger suspended batches. The listing can be sorted by account number. n OPTION 3 - POST G/L SUSPENDED BATCHES - Use this option to post suspended journal entry batches to the General Ledger. n OPTION 4 - AUTO-POST G/L SUSPENDED BATCHES - Use this option to automatically post suspended journal entry batches that are marked for automatic posting for a specified period. An 'A' in the "Automatic Posting" field on the journal entry batch indicates that the batch is eligible for automatic posting using this option.
G/L POSTING FUNCTIONS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 17 - RETRIEVE/REVERSE/REMOVE BATCH - Use this option to correct batch posting errors. It can be used only for batches posted to the current year. The following corrections can be made using this option: q Retrieve - Creates a suspended journal entry batch from the requested journal entry batch. q Reverse - Duplicates the journal entry batch, changing debits to credits and vice versa. q Remove - Deletes all debits and credits for the batch. A batch cannot be reversed and removed at the same time. However, a batch can be retrieved and reversed or removed at the same time. OTHER MENU OPTIONS
+ AUTOMATIC JOURNAL ENTRIES - Lesson 7 of this tutorial covers the three menu
options in this section. n OPTION 18 - UPDATE G/L YEAR OPENING BALANCES - CAUTION - This option will allow you to submit a job that changes the year's opening balances. If you run this program by mistake and make changes to the account balances you MUST get the MIS Director to rebuild the G/L account balances. n OPTION 19 - PERIOD-END CLOSE OUT PROCEDURE - Lesson 13 is entirely devoted to this option.
GLP009 QPADEV0005 Company: Batch X Number AR000905 AR000907 AR000908 AR000916 AR000917 AT000885 AX000892 CH000887 GI000893 GI000920
Training Company (4R4) Suspended Batches 2
Date: 8/06/99 Time: 12:14:17
Post Last No. of Original Err Description Recur Date Aut Post Records W/S(job) Y/N COMM ACCTS RECEIVABLE INT N 9/96 2 ARZPOST N COMM ACCTS RECEIVABLE INT N 9/96 2 ARZPOST N WHSL ACCOUNTS RECEIVABLE INT N 9/96 A 3 ARZPOST Y COOP ACCTS RECEIVABLE INT N 9/96 3 ARZPOST N COOP ACCTS RECEIVABLE INT N 9/96 4 ARZPOST N Trade Payables Interface N 8/96 A 3 AP0213 N Expense Payables Interface N 8/96 A 2 AP0213 N CHECK RUN INTERFACE N 8/96 A 2 APCHEK04 N INV. TO G/L INTERFACE: WAVE 02 N 7/96 A 25 INV199 N INV. TO G/L INTERFACE: WAVE 06 N 9/96 A 2 INV199 N
........ Select G/L Batch to Update or Delete .... ========================= Training Company 4R4 ============================= F1=End F5=Toggle Recurring Select with an 'X' F7=Accept Selections
STEP 1 - LIST SUSPENDED JOURNAL ENTRY BATCHES Select Batches to List

ACCESS METHOD Access this screen by selecting Option 2 (List G/L Suspended Batches) from the G/L Posting Functions Menu (MENGL3). OPTION NOTE - Accounting supervisors (those whose user profiles are assigned to Options 1011-1014) are the only users who can access this selection. STEP SUMMARY Use this step to print a listing of General Ledger suspended journal entry batches. The listing can be sorted by account number. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for which to display suspended journal entry batches. n Batch Number - The system-assigned batch number for the suspended journal entry batch. The batch number consists of a two-character source code and a unique six-digit systemgenerated number. The following is a list of source codes:
AC - Invoice Cancellation AF - Freight Payables Interface AJ - Automatic Journal Entry AL - Allocation Journal Entry AR - Accounts Receivable Interfaces AT - Trade Payables Interface AX - Expense Payables Interface CH - Check Run Interface Exchange Gain/Loss CS - Cost of Sales (Retail Stock Ledger) GI - Generic G/L Interface (Inventory) IS - COGS - Inventory Stock Ledger JE - Manual Journal Entry OR - Open Receivers Accrual SA - Sales Audit Interface SU - Store Use Interface UM - Unmatched Accrual VC - Void Check Interface
STEP 1 - LIST SUSPENDED JOURNAL ENTRY BATCHES Select Batches to List (Cont)
KEY FIELDS/CONCEPTS (CONT) n Recur - Indicates whether or not the journal entry batch is recurring. Recurring journal entry batches are displayed separately. They can be viewed by pressing F5 (Toggle Recurring Batches). n Post Date - The posting period and year for the journal entry batch. n Aut - An 'A' indicates the journal entry batch is eligible to be automatically posted using Auto-Post Suspended J.E. Batches (GL0104). n Last Post - For recurring journal entry batches, the last period and year to which the batch was posted. n Err Y/N - Indicates whether or not the suspended journal entry batch contains errors. Suspended journal entry batches that contain errors cannot be posted to the General Ledger until the errors are resolved.
MESPMT ( 00123 )
Training Company (4R4) Prompt - Requires Response.
Time: 10:31:48 Date: 2/15/96
DO YOU WISH TO HAVE A LIST BY ACCOUNT NUMBER FOR THE BATCHES YOU SELECTED.
ENTER 'YES', 'NO', OR 'CANCEL'
ENTER YOUR ANSWER HERE: NO =========================== Training Company (4R4) =========================== F1=Cancel F12=Continue
STEP 1 - LIST SUSPENDED JOURNAL ENTRY BATCHES Select Sort Option

ACCESS METHOD Access this screen by selecting the desired suspended journal entry batches with an 'X' and pressing ENTER on the previous screen. STEP SUMMARY Use this step to specify the sort order of the report and to confirm that the listing is to be generated. KEY FIELDS/CONCEPTS n ENTER YOUR ANSWER HERE - Enter one of the following: YES Generates a Current Month List Suspended Batches (GL0044) report. This report lists all of the selected journal entry batches by account number. Generates a Journal Entry Edit List (GL0012) for each of the selected journal entry batches. Cancels the request to generate the listing(s).
NO
CANCEL
n Batch Job - This program submits a batch job when ENTER or F12 (Continue) is pressed. The batch job produces the Current Month List Suspended Batches and/or Journal Entry Edit List, depending on the sort option selected. These reports are described in the Report Output section.
REPORT OUTPUT n Current Month List Suspended Batches (GL0044) - This report provides information on all selected journal entry batches by account number. This listing can be used to determine what effect the selected journal entry batches will have on a particular account before they are posted to the General Ledger. n Journal Entry Edit List (GL0012) - This report provides information on the selected journal entry batches, such as batch totals. It can be used to review the selected journal entry batches before they are posted to the General Ledger. A separate report is printed for each selected journal entry batch.
GL0044
DATE PRINTED- 2/29/96
Training Company (4R4) CURRENT MONTH LIST SUSPENDED BATCHES
G/L DATE- 2/29/96 Thursday,February the 29th,1996
PAGE
COMPANY-002 Cost Training Company ACCOUNT NUMBER SUB. TRANSACTION LEDGER REFERENCE BATCH NUMBER *-DATE-* SRCE TRANSACTION DATE CODE DESCRIPTION TRANSACTION AMOUNT RETAIL AMOUNT
050-001-00006 050-001-00006
Advertising Expense USE_JRNL SU000774 02-29-96 STUS Store Use Total-
24.00 24.00
.00 .00
860-014-00006 860-014-00006
Inventory (Stationery) USE_JRNL SU000774 02-29-96 STUS Store Use- PRICE CHANGE Total-
24.00CR 24.00CR
.00 .00
GL0012 USER Company:002 Cost Training Company Batch: SU000774 Descr.: Store Use Interface Rec Account A-C-C-O-U-N-T No. ----- Number ---- D-E-S-C-R-I-P-T-I-O-N 1 002-860-014-00006 Inventory (Stationery) 2 002-500-001-00006 Advertising Expense
Time:
10:34:59
Date: Page:
2/29/96 1 2 Yr: 96
Posted to per:
-----------T-R-A-N-S-A-C-T-I-O-N-----------Reference Date Amount Retail 2/25/96 24.00.00 2/25/96 24.00 .00 ------------------------Total .00 .00 =========================
Rev Store Use Store Use
Debit 24.00 .00 .00 24.00 .00
Credit 24.00 .00 .00 24.00 .00
Total .00 885.00 .00 .00 .00
GLP009 QPADEV0007 Company: Batch X Number AR000905 AR000907 AR000908 AR000916 AR000917 AT000885 AX000892 CH000887 GI000893
Training Company (4R4) Suspended Batches 2
Date: 8/04/99 Time: 13:34:18
Post Last No. of Original Err Description Recur Date Aut Post Records W/S(job) Y/N COMM ACCTS RECEIVABLE INT N 9/96 2 ARZPOST N COMM ACCTS RECEIVABLE INT N 9/96 2 ARZPOST N WHSL ACCOUNTS RECEIVABLE INT N 9/96 A 3 ARZPOST Y COOP ACCTS RECEIVABLE INT N 9/96 3 ARZPOST N COOP ACCTS RECEIVABLE INT N 9/96 4 ARZPOST N Trade Payables Interface N 8/96 A 3 AP0213 N Expense Payables Interface N 8/96 A 2 AP0213 N CHECK RUN INTERFACE N 8/96 A 2 APCHEK04 N INV. TO G/L INTERFACE: WAVE 02 N 7/96 A 25 INV199 N
........ Select G/L Batch to Update or Delete .... ========================= Trainng Company 4R4 ============================= F1=End F5=Toggle Recurring Select with an 'X' F7=Accept Selections
STEP 2 - POST SUSPENDED JOURNAL ENTRY BATCHES Select Batches to Post

ACCESS METHOD Access this screen by selecting Option 3 (Post G/L Suspended Batches) from the G/L Posting Functions Menu (MENGL3). OPTION NOTE - Accounting supervisors (those whose user profiles are assigned to Options 1011-1014) are the only users who can access this option. STEP SUMMARY Use this step to post suspended journal entry batches to the General Ledger. POSTING PERIOD - Entries that are dated in a period that is too far in the future to allow posting are highlighted, and the selection field is protected. Option 2212 determines how many periods in the future to allow posting. The following warning message also appears at the bottom of the screen: THE HIGHLIGHTED ENTRIES ARE TOO FAR IN THE FUTURE TO POST KEY FIELDS/CONCEPTS n Company - The number of the G/L company for which to display suspended journal entry batches.
STEP 2 - POST SUSPENDED JOURNAL ENTRY BATCHES Select Batches to Post (Cont)
KEY FIELDS/CONCEPTS (CONT) n Batch Number - The system-assigned batch number for the suspended journal entry batch. The batch number consists of a two-character source code and a unique six-digit systemgenerated number. The following is a list of source codes:
n Recur - Indicates whether or not the journal entry batch is recurring. Recurring journal entry batches are displayed separately. They can be viewed by pressing F5 (Toggle Recurring Batches). n Post Date - The posting period and year for the journal entry batch. n Aut - An 'A' indicates the journal entry batch is eligible to be automatically posted using Auto-Post Suspended J.E. Batches (GL0104). n Last Post - For recurring journal entry batches, the last period and year to which the batch was posted. n Err Y/N - Indicates whether or not the suspended journal entry batch contains errors. Suspended journal entry batches that contain errors cannot be posted to the General Ledger until the errors are resolved. n (F7) Accept Selections - Accepts the suspended journal entry batches selected with an 'X' and proceeds to the next screen.
1 GL0013
Training Company (4R4) General Ledger J/E Post/Delete JE Batch: AT000885 Description: Trade Payables Interface
Date: 8/04/99 Time: 17:12:55
Date Created: 5/30/96 Time Created: 11:12 Number/Records: 3 File Balance: .00 Original Source: AP0213 Error in Batch: N ______________________________________________________________________________ Enter Option: 1. Post this JE Batch to the General Ledger 4. Delete this JE Batch
Option:
========================= Training Company 4R4 ============================= F1=Return
STEP 2 - POST SUSPENDED JOURNAL ENTRY BATCHES Post the Batches

ACCESS METHOD Access this screen by selecting the desired suspended journal entry batches for posting with an 'X' and pressing F7 (Accept Selections) on the previous screen. STEP SUMMARY Use this step as a batch summary display to ensure that the correct batch has been selected for posting. The journal entry batch can either be posted to the General Ledger or deleted from the system.
+ DISPLAY NOTE - One of these screens is displayed for every suspended journal entry
batch selected for posting to the General Ledger. KEY FIELDS/CONCEPTS n Batch Number - The batch number of the selected journal entry batch. n File Balance - The balance on all amounts (not including retail) for the selected journal entry batch. This amount includes both "home" and "other" currency amounts. This amount must be zero to be in balance.
+ STATISTICAL ACCOUNT NOTE - Postings to statistical accounts are not

included in the totals calculation when determining if a journal entry batch is in balance. Statistical accounts have an account type of '9', as defined in Chart of Accounts Maintenance (GL0002). n Batch Errors - Indicates whether or not the selected journal entry batch contains any errors. Only error-free suspended journal entry batches can be posted to the General Ledger.
STEP 2 - POST SUSPENDED JOURNAL ENTRY BATCHES Post the Batches (Cont)
KEY FIELDS/CONCEPTS (CONT) n Enter Function - Enter one of the following: 1 - Posts the suspended journal entry batch to the General Ledger. 4 - Deletes the suspended journal entry batch from the system. This option proceeds to a confirmation screen so the deletion can be confirmed. n Batch Job - This program submits a batch job when the word 'POST' is entered. The batch job posts the suspended journal entry batch to the General Ledger. This process updates the current year's G/L posting file (GLYEAR) and the G/L summary file of period balances (GLSUMF).
1 GL0104
Training Company (4R4) Auto-Post Suspended J.E. Batches
Date: 3/27/98 Time: 15:09:09
Company Number:
2 Cost Training Company
Current Per/Yr: 8 / 96 ____________________________________________________________________________ Any suspended JE batch with the following Posting Period and Year AND and Auto Post flag set to A will be posted to the General Ledger. Period/Year to Auto Post: 8 / 96
Do not run this procedure when other users are accessing G/L batches.
=========================== Training Company (4R4) =========================== F1=Return F7=Accept
STEP 3 - AUTO-POST SUSPENDED JOURNAL ENTRY BATCHES

ACCESS METHOD Access this screen by selecting Option 4 (Auto-Post G/L Suspended Batches) from the G/L Posting Functions Menu (MENGL3). OPTION NOTE - Accounting supervisors (those whose user profiles are assigned to Options 1011-1014) are the only users who can access this selection. STEP SUMMARY Use this step to automatically post suspended journal entry batches that are marked for automatic posting for a specified period. An 'A' in the "Automatic Posting" field on the journal entry batch indicates that the batch is eligible for automatic posting using this option. KEY FIELDS/CONCEPTS n Enter Company - The number of the G/L company for which to auto-post suspended journal entry batches to the General Ledger. n Current Period/Year - The current G/L date for the specified company, as defined in Maintain G/L Dates (GL0023). n Enter the period and year for posting - The number of the period and year for which to auto-post suspended journal entry batches to the General Ledger. All error-free suspended journal entry batches that are marked for automatic posting and have a default posting date that corresponds to the period and year entered here will be posted to the General Ledger.
GL0095
Training Company (4R4) G/L Batch Reversal/Removal
Date: 2/15/96 Time: 10:33:51
Enter Company Number:
Enter Batch Number: SU000774
Do you wish to Retrieve the Batch: If so, do you wish to Reverse the Batch: Do you wish to completely Remove the Batch:
YES NO YES
Yes or No Yes or No Yes or No
========================== Training Company (4R4) =========================== F1=Cancel F5=Accept
STEP 4 - RETRIEVE/REVERSE/REMOVE A JOURNAL ENTRY BATCH

ACCESS METHOD Access this screen by selecting Option 17 (Retrieve/Remove/ Reverse Batch) from the G/L Posting Functions Menu (MENGL3). OPTION NOTE - Accounting supervisors (those whose user profiles are assigned to Option 1011-1014) are the only users who can access this option. If other users attempt to access this selection, a screen displaying the following message appears: User ________________ is not authorized to Retrieve, Reverse, or Remove a G/L batch STEP SUMMARY Use this step to correct batch posting errors. It can be used only for batches posted to the current year, as defined in Maintain G/L Dates (GL0023). The following corrections can be made using this option: n Retrieve - Creates a suspended journal entry batch from the requested journal entry batch. n Reverse - Duplicates the batch, changing debits to credits and vice versa. n Remove - Deletes all debits and credits for the batch. A batch cannot be reversed and removed at the same time. However, a batch can be retrieved and reversed or removed at the same time. RECOMMENDATION - Option 1030 determines whether or not a batch can be removed from the system without being retrieved. Set option record 1030 to N, so that journal entries CAN NOT be removed WITHOUT being retrieved.
GL0095
Training Company (4R4) G/L Batch Reversal/Removal
Date: 2/05/96 Time: 10:33:51
Enter Company Number:
Enter Batch Number: SU000774
Do you wish to Retrieve the Batch: If so, do you wish to Reverse the Batch: Do you wish to completely Remove the Batch:
YES NO YES
Yes or No Yes or No Yes or No
========================== Training Company (4R4) =========================== F1=Cancel F5=Accept
STEP 4 - RETRIEVE/REVERSE/REMOVE A J/E BATCH (CONT)

STEP SUMMARY (CONT) For example, if a journal entry batch was posted to the incorrect period, the batch should be reversed and retrieved.
+ NOTE - This process requires two steps.
The first step involves reversing and retrieving the batch. The second step involves simply retrieving the batch.
This will create two suspended journal entry batches: n A copy of the original batch with the opposite posting signs n An exact copy of the original batch The batch with the opposite posting signs should be posted to the same period the batch was originally posted to so the effect of original batch is "reversed" with an audit trail. The exact copy of the original batch should be posted to the correct period. KEY FIELDS/CONCEPTS n Enter Company Number - The number of the G/L company for which to retrieve, reverse, or remove a journal entry batch. n Enter Batch Number - The number of the journal entry batch to retrieve, reverse, or remove. n Do you wish to Retrieve the Batch - Enter the word 'YES' to create a copy of the specified journal entry batch and place it in a suspended journal entry batch.
STEP 4 - RETRIEVE/REVERSE/REMOVE A J/E BATCH (CONT)

+ NOTE - If reversing a journal entry batch, it must also be retrieved.
Therefore, in order to reverse a journal entry batch, the word 'YES' must be entered here.
n If so, do you wish to Reverse the Batch - Enter the word 'YES' to duplicate the selected journal entry batch, changing debits to credits and vice versa. This option creates a suspended journal entry batch for the reversing entries. n Do you wish to completely Remove the Batch - Enter the word 'YES' to delete all debits and credits for the selected journal entry batch. It will be as if the journal entry batch had never been posted to the General Ledger. OPTION NOTE - Whether or not the "Remove" function is allowed to be performed alone (without using "Retrieve" also) is determined by Option 1030.
OPTION RECORDS USED

Options 1011-1014 - Users who can post suspended journal entry batches and view/maintain other users' batches
Option 1030 - Can journal entry batches be removed without also being retrieved?
Option 5007 - Place batch on error for no cost on account with a "Retail Type" of '1' (No Retail) or '2' (Retail Required)
Option 5116 - Should Retail Type errors be an error or warning?
HANDS ON EXERCISES
SCENARIO - WORK WITH SUSPENDED JOURNAL ENTRY BATCHES
In the following exercises, you will list and post a Suspended Journal Entry batch, and post those batches flagged to auto post. You will use inquiry to view your posted entries and then reverse a batch for correction.
EXERCISE 1
Print a Journal Edit Listing - Print Journal Entry Edit Lists for one of the suspended journal entry batches for your assigned company. MENU/OPTION MENUGL/08 (G/L Posting Functions) MENGL3/02 (List G/L Suspended Batches) Batch Number: _________________________________
EXERCISE 2
Post Journal Entries - Post one of your suspended journal entry batches using Option 3 (Post G/L Suspended Batches). Batch Number: _________________________________
EXERCISE 3
Use the Auto Post Function - Auto-post suspended journal entry batches for your assigned company for the current period.
EXERCISE 4
Use GL Inquiry - Using the identified option, inquire on some of the accounts in your posted journal entry batches. MENU/OPTION MENGL4/04 (Account Detail - Current Period)
EXERCISE 5
Correct Posting Period - For the journal entry batch posted in Exercise 2, perform the steps necessary to reverse the batch out of the current period and re-post it to the following period.
New Batch Number: ______________________________
NOTES

1) Suspended journal entry batches that contain errors can be posted to the General Ledger files. (True/False) __________
2) Which users are allowed to post suspended journal entry batches to the General Ledger account balances files? _________________________________________________________________________ _________________________________________________________________________
3) How does the system determine how many periods in the future to allow posting? _________________________________________________________________________
4) What is a suspense account and how is it used? _________________________________________________________________________ _________________________________________________________________________
5) How does the system determine whether or not a suspended journal entry batch is eligible for auto-post? _________________________________________________________________________ _________________________________________________________________________
6) A journal entry batch must always be retrieved in order to be removed. (True/False) __________
7) How can you make the system require that a journal entry batch must always be retrieved in order to be removed? _______________________________________________________________________
NOTES
GENERAL LEDGER TUTORIAL --- G/L INQUIRIES
Table of Contents
Lesson 6 - General Ledger Inquiries .............................................................................................3 G/L Inquiry Functions Menu........................................................................................................4 General Account Inquiry ..............................................................................................................6 Account Activity Inquiry............................................................................................................10 Account Detail - Current Period .................................................................................................12 Account Detail - Current Year ...................................................................................................16 Account Detail - Period Summary ..............................................................................................20 Batch Detail - Current Period.....................................................................................................22 Area of Responsibility Inquiry....................................................................................................26
LESSON 6 - GENERAL LEDGER INQUIRIES

LESSON SUMMARY This lesson reviews the inquiries available within the General Ledger module. These inquiries can be used to view general and detailed account information, batch detail, and areas of responsibility. LESSON OUTLINE General Account Inquiry Account Activity Inquiry Account Detail - Current Period Account Detail - Current Year Account Detail - Period Summary Batch Detail - Current Period Area of Responsibility Inquiry
Menu: MENGL4 DSP141J USER
Training Company (4R4) G/L Inquiry Functions
Date: 2/15/96 Time: 11:52:04
1 2 4 5 6 7 9 10 12
General Account Inquiry Account Activity Inquiry Account Account Account Account Detail Detail Detail Detail Current Period Current Year Prior Year Period Summary
Batch Detail - Current Period Batch Detail - Current Year Area of Responsibility Inquiry
=========================== Training Company (4R4) ========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
G/L INQUIRY FUNCTIONS MENU

ACCESS METHOD Access this menu by selecting Option 22 (G/L Account Inquiries) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu is used to access all of the G/L account inquiries that can be used to view general and detailed account information, batch detail, and areas of responsibility. LESSON SELECTIONS n OPTION 1 - GENERAL ACCOUNT INQUIRY - Use this option to view detail for a selected account. It can be used to access most of the other inquiries available on the G/L Inquiry Functions Menu (MENGL4). n OPTION 2 - ACCOUNT ACTIVITY INQUIRY - Use this option to view detailed information on an account's activity for a period, the current year, or the prior year. It shows the selected account's beginning of year and beginning of period balances, the period postings, and the end of year balance. Command keys let the user view and graph the account's balances by period for the year, as well as view current actual or extract budget data for the account. n OPTION 4 - ACCOUNT DETAIL - CURRENT PERIOD - Use this option to display a list of all transactions posted to a selected account for the current period and view detailed information on a selected transaction.
GL INQUIRY FUNCTIONS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 5 - ACCOUNT DETAIL - CURRENT YEAR - Use this option to display a list of all transactions posted to a selected account for the current year and view detailed information on a selected transaction. n OPTION 7 - ACCOUNT DETAIL - PERIOD SUMMARY - Use this option to view the postings by period for a selected account for a fiscal year. A command key lets the user toggle between displaying the net dollar amount of transactions involving the account and the corresponding retail balance. Other command keys let the user view a graph of the column displayed and print the graph. n OPTION 9 - BATCH DETAIL - CURRENT PERIOD - Use this option to view all transactions for a journal entry batch for the current period and view detail on a selected transaction. Detailed information includes the account type, retail type, retail balances, subledger (e.g., a vendor number for an A/P invoice posting), and the margin. n OPTION 12 - AREA OF RESPONSIBILITY INQUIRY - Use this option to view area of responsibility data for a selected account. It shows detailed information on a selected account under a specific area of responsibility code. It also shows actual and budget totals and the variance for the entire area of responsibility for the year to date or the current period, as well as a summary for the area of responsibility code. OTHER MENU SELECTIONS n OPTION 6 - ACCOUNT DETAIL - PRIOR YEAR - Use this option to display a list of all transactions posted to a selected account for the previous year and view detailed information on a selected transaction. n OPTION 10 - BATCH DETAIL - CURRENT YEAR - Use this option to view all transactions for a journal entry batch for the current year and view detail on a selected transaction. Detailed information includes the account type, retail type, retail balances, subledger (e.g., a vendor number for an A/P invoice posting), and the margin.
1 GL0025
Training Company (4R4) Account Balance Display
Date: 8/06/99 Time: 13:09:49
Enter Account to start display at
Company: 2 Should zero balance accounts be Acct.No: 860 - 40 eliminated from display Y/N: N Per/Yr: 8 / 96 Current Per/Yr: 8 / 96 Account No. Account Description Per Postings Y-T-D Rtl 860-040-00006 Sales (Stationery) 16621.80CR 94744.26CR 1 860-040-00007 Sales (Stationery) 16621.80CR 148765.11CR 1 860-040-00008 Sales (Stationery) 16621.80CR 148765.11CR 1 860-040-00009 Sales (Stationery) 16621.80CR 148765.11CR 1 860-040-00010 Sales (Stationery) 16621.80CR 94744.26CR 1 860-040-00174 Sales (Stationery) 16621.80CR 75906.22CR 1 860-041-00006 Customer Returns (Stationery .00 .00 1 860-041-00007 Customer Returns (Stationery .00 .00 1 860-041-00008 Customer Returns (Stationery .00 .00 1 860-041-00009 Customer Returns (Stationery .00 .00 1 860-041-00010 Customer Returns (Stationery .00 .00 1 860-041-00174 Customer Returns (Stationery .00 .00 1 Cost Training Company
T Y P 5 5 5 5 5 5 5 5 5 5 5 5
========================= Training Company 4R4 ============================= F1=End I=Inquiry F5=View by Store Roll Keys Available
GENERAL ACCOUNT INQUIRY Account Summary Display (Cont)

ACCESS METHOD Access this screen by by selecting Option 1 (General Account Inquiry) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to view detail for a selected account. It can be used to access most of the other inquiries available on the G/L Inquiry Functions Menu (MENGL4). KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the accounts to display. n Acct. No - The major, minor, and location portions of the account with which to begin the display of accounts. n Should zero balance accounts be eliminated from display Y/N - Enter 'Y' to display only accounts that have a non-zero year-to-date balance. Enter 'N' (default) to display all accounts, regardless of their year-to-date balance. n Per/Yr - The period and year for which to display current postings. The default is the current period for the company, as defined in Maintain G/L Dates (GL0023). n Per Postings - The total of all debits and credits in the selected period for the corresponding account. A credit total is denoted with a 'CR'.
GENERAL ACCOUNT INQUIRY Account Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Y-T-D - The year-to-date balance for the corresponding account. The year-to-date balance is calculated as follows: Beginning of Year Balance + YTD Postings = YTD Balance n Rtl - The retail type for the corresponding account, as defined in Chart of Accounts Maintenance (GL0002). The following is a list of valid retail types:
1 - No Retail 2 - Retail and Cost are required 3 - Retail only is required n TYP - The account type for the corresponding account, as defined in Chart of Accounts Maintenance (GL0002). The following is a list of valid account types: 1 - Asset 2 - Liability 3 - Intercompany 4 - Equity 5 - Revenue 6 - Cost of Sales 7 - Expense 9 - Statistical
2 GL0025
Training Company (4R4) Account Balance Display
Date: 8/06/99 Time: 13:28:31
Company: 2 Cost Training Company Account: 860 - 40 7 Sales (Stationery) A=Active: A Account Type: 5 Retail Type: 1 X=Do not Prt Detail: Further Reference: Last Year Account: Current Per/Year: Displayed Per/Year: Balance Beg/Year: Balance Beg/Period: Period Postings: Ending Balance: 8 / 96 8 / 96 Retail .00 132,143.31CR 16,621.80CR 148,765.11CR
========================= Training Company 4R4 ============================= F1=Return Inquiries: F3=Period F6=Current Year F4=Period Summary F7=Last Year F5=Current Budget
GENERAL ACCOUNT INQUIRY Account Detail Display

ACCESS METHOD Access this screen by entering an 'I' in the selection field next to at least one account and pressing ENTER on the previous screen. STEP SUMMARY This step displays detailed account balance information for the selected account. NOTE - The top portion of the screen displays specific account information defined in Chart of Accounts Maintenance (GL0002). KEY FIELDS/CONCEPTS n Last Year Account - The corresponding account number from the previous year, as defined in Chart of Accounts Maintenance (GL0002), if the account number was different. n Balance Beg/Year - The beginning of the year balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Balance Beg/Period - The beginning of the period balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Period Postings - The net postings for the displayed period (cost and retail) for the selected account. It is calculated by adding together all of the debits and credits for the period. A credit total is denoted with a 'CR'.
GENERAL ACCOUNT INQUIRY Account Detail Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n F3 (Period) - Accesses the G/L Transaction Inquiry Screen (GL0018). This screen displays a list of all transactions posted to the selected account for the selected period. Refer to "Account Detail - Current Period" within this lesson for more information. n F4 (Period Summary) - Accesses the General Ledger Account Summary Screen (GL0032). This screen is used to view the postings by period for the selected account. Refer to "Account Detail - Period Summary" within this lesson for more information. n F5 (Current Budget) - Accesses the Budget Detail Inquiry Screen (GLB046). This screen displays budget detail information for the selected account within the "Current Budget" assigned to the selected company in the Company Control Record (GL0001). n F6 (Current Year) - Accesses the G/L Transaction Inquiry Screen (GL0028). This screen is used to display a list of all transactions posted to the selected account for the current year. Refer to "Account Detail - Current Year" within this lesson for more information. n F7 (Last Year) - Accesses the G/L Transaction Inquiry Screen (GL0028). This screen is used to display a list of all transactions posted to the selected account for the previous year. If the selected account has an assigned "Last Year Account", that account is used for the prior year inquiry.
1 GL0128
Training Company (4R4) Account Activity Display
Date: 8/06/99 Time: 13:40:10
Enter Account to start display at
Account No. 400-040-00006 400-040-00007 400-040-00008 400-040-00009 400-040-00010 400-040-00174 400-040-00981 400-041-00006 400-041-00007 400-041-00008 400-041-00009 400-041-00010
Company: 2 Cost Training Company Acct.No: 400 - 40 Display Zero Bal Accts: Y (Y/N) Per/Yr: 8 / 96 Current Period: 8 / 96 Current Period Var Prior Var Description Budget Actual % Year % Sales (Women's) 176017962.04 1796.00 Sales (Women's) 170017965.64 1796.00 Sales (Women's) 170017965.64 1796.00 Sales (Women's) 170017965.64 1796.00 Sales (Women's) 170017965.64 1796.00 Sales (Women's) 15001796- 19.73 0 100.00Sales (Women's) 0 0 .00 0 .00 Customer Returns ( 0 0 .00 0 .00 Customer Returns ( 0 0 .00 0 .00 Customer Returns ( 0 0 .00 0 .00 Customer Returns ( 0 0 .00 0 .00 Customer Returns ( 0 0 .00 0 .00
========================= Training Company 4R4 ============================= F1=End. F5=Toggle Account/Store Roll Keys to Page. 'I' = Inquiry F7=Toggle Current/Y-T-D
ACCOUNT ACTIVITY INQUIRY Account Summary Display

ACCESS METHOD Access this screen by by selecting Option 2 (Account Activity Inquiry) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to view detailed information on an account's activity for a selected period. Budget and prior year comparisons are also provided. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the accounts to display. n Acct. No - The major, minor, and location portions of the account with which to begin the display of accounts. n Display Zero Bal Accts - Enter 'N' to display only accounts that have a non-zero year-todate balance. Enter 'Y' (default) to display all accounts, regardless of their year-to-date balance. n Per/Yr - Enter the number of the period and year for which to display account activity information. The default is the current period for the company, as defined in Maintain G/L Dates (GL0023).
ACCOUNT ACTIVITY INQUIRY Account Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Budget - The corresponding account's budget amount for the selected period or for the year (up to and including the selected period). These amounts come from the "Current Budget" assigned to the company in the Company Control Record (GL0001). This screen's display can be toggled between the selected period and year-to-date using the F7 function key. n Actual - The corresponding account's net activity for the selected period or for the year (up to and including the selected period). This screen's display can be toggled between the selected period and year-to-date using the F7 function key. Net activity is calculated as follows: Period Debits + Period Credits = Net Activity n Var % - The percent difference between budget and actual, calculated as follows: Actual - Budget ----------------------- X 100 = Var % Budget
+ NOTE - If the Budget amount is zero, this field is set to '100.00'.

n Prior Year - The corresponding account's net activity for the current period of the previous year or for the previous year (up to and including the current period of the previous year). This screen's display can be toggled between the current period and year-to-date using the F7 function key.
+ NOTE - This column works off of the current period, not the selected period.
activity is calculated as follows:
Period Debits + Period Credits = Net Activity
Net
n Var % - The percentage difference between the current and prior year, calculated as follows: [(Prior Year - Current Actual) / Current Actual] X 100 = Var % NOTE: If Current Actual is zero, this field is set to '100.00'. n F5 (Toggle Account/Store) - Toggles between a display of accounts by account number and a display of accounts by location number. n F7 (Toggle Current/YTD) - Toggles between a display of the selected period's activity and a display of the year's activity through the selected period.
1 GL0018
Training Company (4R4) G/L Transaction Inquiry Comp: 2 Cost Training Company Acct: 12 1 99998 Accounts Receivable-COMM Beg: Per/Yr: 9 / 96 Current Per/Yr: 8 / 96 Cur: R/C: C (Retail/Cost) Bal: Date Sub Description Reference 1/03/97 001007 TOTL A/R COMM INVOICE 00007720 00007720 9/22/96 001008 TOTL A/R COOP INVOICE 00000016 00000016 9/22/96 001008 TOTL A/R COOP INVOICE 00000017 00000017
Date: 8/06/99 Time: 13:49:02 .00 11,000.00 11,000.00 Amount RV 10,000.00 500.00 500.00
========================= Training Company 4R4 ============================= F1=Return F3=Account Search Roll Keys to Page F5=Printed Analysis Inquire with an 'I'
ACCOUNT DETAIL - CURRENT PERIOD Transaction Summary Display

ACCESS METHOD
Access this screen by selecting Option 4 (Account Detail - Current Period) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to display a list of transactions posted to a selected account for the current period. Detailed information for a selected transaction can also be viewed. KEY FIELDS/CONCEPTS n Comp - The number of the G/L company for the account for which to display G/L transaction information. n Acct - The major, minor, and location portions of the account for which to display G/L transaction information. n Per/Yr - The period and year for which to display G/L transaction information for the selected account. n R/C - Enter 'R' to display the retail amount in the Amount field for each transaction. Enter 'C' to display the cost amount in the Amount field for each transaction. n Beg - The selected account's balance as of the beginning of the selected period. A credit balance is denoted with a 'CR'. n Cur - The total of all debit and credit transactions for the selected account and period. A credit total is denoted with a 'CR'.
ACCOUNT DETAIL - CURRENT PERIOD Transaction Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Bal - The selected account's balance as of the end of the selected period. A credit balance is denoted with a 'CR'. The ending balance is calculated as follows: (display only) Beginning Balance + Current Postings = Ending Balance n RV - An 'R' indicates that the transaction was reversed in the following period.
2 GL0018
Training Company (4R4) G/L Transaction Inquiry
Date: 8/06/99 Time: 13:50:54
Company: 2 Cost Training Company Account: 12 1 - 99998 Accounts Receivable-COMM A=Active: A Account Type: 1 Retail Type: 1 X=Do not Prt Detail: Further Reference: Retail Balance Beg/Year: .00 Balance Beg/Period: .00 Cur Period Postings: 11,000.00 Ending Balance: 11,000.00 Date: Sub Ledger: Description: Reference: Batch Number: Amount: 9/22/96 Period: 9 Year: 96 001008 TOTL A/R COOP INVOICE 00000016 Source Code: COOP 00000016 Further Reference: 000000 AR000917 Reverse Next Month: 500.00 Retail Amount: Margin
========================= Training Company 4R4 ============================= F1=Return F5=Batch Inquiry
ACCOUNT DETAIL - CURRENT PERIOD Transaction Summary Display

ACCESS METHOD Access this screen by entering an 'I' in the selection field next to at least one transaction and pressing ENTER on the previous screen. STEP SUMMARY This step displays detailed transaction information for the selected transaction.
+ NOTE - The top portion of the screen displays specific account information defined in
Chart of Accounts Maintenance (GL0002). KEY FIELDS/CONCEPTS n Balance Beg/Year - The beginning of the year balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Balance Beg/Period - The beginning of the period balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Cur Period Postings - The net postings for the selected period (cost and retail) for the selected account. It is calculated by adding together all of the debits and credits for the period. A credit total is denoted with a 'CR'. n Ending Balance - The selected account's balance (cost and retail) as of the end of the selected period, calculated as follows: Balance Beg/Period + Cur Period Postings = Ending Balance
ACCOUNT DETAIL - CURRENT PERIOD Transaction Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Sub Ledger - The subledger for the selected transaction. For example, transactions interfaced from the Accounts Payable module contain the appropriate vendor number in this field. n Batch Number - The system-assigned batch number for the suspended journal entry batch. The batch number consists of a two-character source code and a unique six-digit systemgenerated number. The following is a list of source codes:
n Amount - The cost amount of the selected transaction. A credit amount is denoted with a 'CR'. n Retail Amount - The retail amount of the selected transaction. A credit amount is denoted with a 'CR'. n Margin - The percentage of cost to retail, calculated as follows: Retail Amount - Amount ---------------------------------- X 100 = Margin Retail Amount
GL0028 CURRENT YEAR Company: Account: 400 - 40 R=Ret/C=Cost Per/Yr Sub 4/96 000000 5/96 000000 6/96 000000 7/96 000000 8/96 000000 9/96 001007
Training Company (4R4) G/L Transaction Inquiry Cost Training Company Beg: Year: End: Reference INV199 INV199 INV199 INV199 INV199 00007720
Date: 8/06/99 Time: 13:54:24 .00 20,239.48CR 20,239.48CR Amount Srcd 1,796.40CR GINT 1,556.88CR GINT 3,293.40CR GINT 1,796.40CR GINT 1,796.40CR GINT 10,000.00CR COMM
6 Sales (Women's) C Start at Per/Yr: 1 - 96 Description SALES SALES SALES SALES SALES TOTL DST COMM INVOICE 00007720
========================= Training Company 4R4 ============================= F1=Return F3=Account Search Roll Up/Down to Page Inquire with an 'I' F5=Printed Analysis
ACCOUNT DETAIL - CURRENT YEAR Transaction Summary Display

ACCESS METHOD Access this screen by selecting Option 5 (Account Detail - Current Year) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to display a list of all transactions posted to a selected account for the current year. Detailed information for a selected transaction can also be viewed. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the account for which to display G/L transaction information. n Account - The major, minor, and location portions of the account for which to display G/L transaction information. n R=Ret/C=Cost - Enter 'R' to display the retail amount in the Amount field for each transaction. Enter 'C' (default) to display the cost amount in the Amount field for each transaction. n Start at Per/Yr - The number of the period and year with which to begin the display of G/L transactions for the current year. This period and year corresponds to the periods and years defined in General Ledger Calendar Maintenance (GL0100) for the selected company. n Beg - The selected account's balance (retail or cost) as of the beginning of the current year. A credit balance is denoted with a 'CR'.
ACCOUNT DETAIL - CURRENT YEAR Transaction Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Year - The total of all debit and credit transactions (retail or cost) for the current year. A credit total is denoted with a 'CR'. n End - The selected account's balance (retail or cost) as of the end of the current year. A credit balance is denoted with a 'CR'. The ending balance is calculated as follows: Beginning Balance + Current Postings = Ending Balance
GL0028
Training Company (4R4) Date: 8/06/99 G/L Transaction Inquiry Time: 13:58:26 Company: 2 Cost Training Company Account: 400 - 40 6 Sales (Women's) A=Active: A Account Type: 5 Retail Type: 1 X=Do not Prt Detail: Further Reference: Last Year Account: Retail Balance Beg/Year: .00 Cur Year Postings: 20,239.48CR Ending Year Balance: 20,239.48CR Balance Beg/Per: 20,239.48CR Cur Per Postings: .00 Ending Per Balance: 20,239.48CR
Date: 1/03/97 Per/Yr: 9 / 96 Sub Ledger: 1007 Description: TOTL DST COMM INVOICE 00007720 Source Code: COMM Reference: 00007720 Further Reference: Batch Number: AR000905 Reverse Next Month: Amount: 10,000.00CR Retail Amount: Margin
========================= Training Company 4R4 ============================= F1=Return F5=Batch Inquiry
ACCOUNT DETAIL - CURRENT YEAR Transaction Summary Display

Chart of Accounts Maintenance (GL0002). The middle portion of the screen displays account balance information. The bottom portion of the screen displays information about the selected transaction. KEY FIELDS/CONCEPTS n Balance Beg/Year - The beginning of the year balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Cur Year Postings - The total of all debits and credits (retail and cost) for the current year. A credit total is denoted with a 'CR'. n Ending Year Balance - The selected account's balance (cost and retail) at the end of the current year. A credit balance is denoted with a 'CR'. The ending balance is calculated as follows: Balance Beg/Year + Cur Year Postings = Ending Year Balance
ACCOUNT DETAIL - CURRENT YEAR Transaction Summary Display (Cont)

KEY FIELDS/CONCEPTS (CONT) n Balance Beg/Per - The selected account's balance (cost and retail) at the beginning of the current period for the company, as defined in Maintain G/L Dates (GL0023). A credit balance is denoted with a 'CR'. n Cur Per Postings - The selected account's net postings (cost and retail) for the current period for the company, as defined in Maintain G/L Dates (GL0023). It is calculated by adding together all of the debits and credits for the period. A credit total is denoted with a 'CR'. n Ending Per Balance - The selected account's balance (cost and retail) at the end of the current period for the company, as defined in Maintain G/L Dates (GL0023). It is calculated as follows: Balance Beg/Per + Cur Per Postings = Ending Per Balance NOTE: A credit balance is denoted with a 'CR'. n Sub Ledger - The subledger for the selected transaction. For example, transactions interfaced from the Accounts Payable module contain the appropriate vendor number in this field. n Batch Number - The system-assigned batch number for the suspended journal entry batch. The batch number consists of a two-character source code and a unique six-digit systemgenerated number. The following is a list of source codes:
n Amount - The cost amount of the selected transaction. A credit amount is denoted with a 'CR'. n Retail Amount - The retail amount of the selected transaction. A credit amount is denoted with a 'CR'. n Margin - The percentage difference between cost and retail, calculated as follows: Retail Amount - Amount ------------------------------------ X 100 = Margin Retail Amount
1 GL0032 Company: 2 Account: 400 Year: 96 Per. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
40 -
Training Company (4R4) General Ledger Account Summary Cost Training Company 6 Sales (Women's)
Date: 8/06/99 Time: 13:59:21
Activity Begining: .00 .00 .00 1,796.40CR 1,556.88CR 3,293.40CR 1,796.40CR 1,796.40CR 10,000.00CR .00 .00 .00
Balance .00 .00 .00 .00 1,796.40CR 3,353.28CR 6,646.68CR 8,443.08CR 10,239.48CR 20,239.48CR 20,239.48CR 20,239.48CR 20,239.48CR
| | | | | | | | | | | | |
Retail Begining: .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
Balance .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
========================= Training Company 4R4 ============================= F1=Return F5=Graph Activity Roll for Next Record F3=Account Search F7=Toggle Graph
ACCOUNT DETAIL - PERIOD SUMMARY

ACCESS METHOD Access this screen by selecting Option 7 (Account Detail - Period Summary) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to view the postings by periods for a selected account for a fiscal year. Command keys let the user view a graph of the selected information and print the graph. KEY FIELDS/CONCEPTS n Company - The number of the G/L company of the account for which to display period summary information. n Account - The major, minor, and location portions of the account for which to display period summary information. n Year - The number of the fiscal year for which to display period summary information. This year number corresponds to the fiscal years defined for the selected company in General Ledger Calendar Maintenance (GL0100). n Beg - The beginning of year balance (cost and retail) for the selected account and fiscal year. A credit balance is denoted with a 'CR'. n Activity - The total of all debit and credit cost transactions for the corresponding periods in the selected fiscal year for the selected account. A credit total is denoted with a 'CR'.
ACCOUNT DETAIL - PERIOD SUMMARY (CONT)

KEY FIELDS/CONCEPTS (CONT) n Balance - The selected account's end-of-period cost balance for the corresponding periods in the selected fiscal year. A credit balance is denoted with a 'CR'. This balance is calculated as follows: Previous Period Balance + Current Period Activity n Retail - The total of all debit and credit retail transactions for the corresponding periods in the selected fiscal year for the selected account. A credit total is denoted with a 'CR'. NOTE - Whether an account requires a retail amount is determined by the retail type assigned to the account in Chart of Accounts Maintenance (GL0002). n Balance - The selected account's end-of-period retail balance for the corresponding periods in the selected fiscal year. A credit balance is denoted with a 'CR'. This balance is calculated as follows: Previous Period Retail Balance + Current Period Retail Activity
GL0034 CURRENT MONTH Company Number: Batch Number..: R=Ret/C=Cost..: G/L Account I 400-059-00002 500-059-00002 860-059-00002 900-059-00002 400-014-00002 500-014-00002 860-014-00002 900-014-00002 400-059-00003 500-059-00003 860-059-00003 900-059-00003
Training Company (4R4) G/L Inquiry by Batch Number 1 Retail Training Company GI000622 C Date Description 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD 2/02/96 INV. TO G/L INTERFACE: 2/02/96 INV. TO G/L INTERFACE: 2/02/96 INV. TO G/L INTERFACE: 2/02/96 INV. TO G/L INTERFACE: 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD 2/02/96 COST OF GOODS SOLD
Date: 4/28/98 Time: 10:20:47
WAVE WAVE WAVE WAVE
01 01 01 01
Amount RV 1,200.00 21,438.84 8,041.60 7,809.40 1,200.00CR 21,438.84CR 8,041.60CR 7,809.40CR 1,200.00 21,438.84 8,041.60 7,809.40
=========================== Training Company (4R4) =========================== F1=Return F3=Batch Search Inquire with an 'I' F5=Printed Analysis Roll Keys to Page
BATCH DETAIL - CURRENT PERIOD Transaction Summary Display

ACCESS METHOD Access this screen by selecting Option 9 (Batch Detail - Current Period) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to view all of the transactions for a selected journal entry batch. Detailed information about each transaction is also available by entering an 'I' in the selection field. Detailed information includes the account type, retail type, cost and retail balances, subledger, and margin. KEY FIELDS/CONCEPTS n Company Number - The number of the G/L company for the journal entry batch for which to display G/L transaction information. n Batch Number - The number of the journal entry batch for which to display G/L transaction information. n R=Ret/C=Cost - Enter 'R' to display the retail amount in the Amount field for each transaction. Enter 'C' (default) to display the cost amount in the Amount field for each transaction. n RV - An 'R' indicates that the transaction was reversed in the following period.
GL0034 CURRENT MONTH
Training Company (4R4) G/L Inquiry by Batch Number
Date: 4/28/98 Time: 10:21:18
Company: 1 Retail Training Company Account: 400 - 59 2 Cost of Goods Sold (Women's) A=Active: A Account Type: 6 Retail Type: 2 X=Do not Prt Detail: Further Reference: Last Year Account: Retail Balance Beg/Year: .00 Balance Beg/Month: 9,539.70 Cur Month Postings: 1,199.88 Ending Balance: 10,739.58 Date: Sub Ledger: Description: Reference: Batch Number: Amount: 2/02/96 000000 COST OF GOODS SOLD INV199 GI000622 1,200.00 Year/Period: 96 Month: 2
Source Code: GINT Further Reference: 000000 Reverse Next Month: Margin
Retail Amount:
=========================== Training Company (4R4) =========================== F1=Return
BATCH DETAIL - CURRENT PERIOD

Transaction Detail Display
Chart of Accounts Maintenance (GL0002). The middle portion of the screen displays account balance information. The bottom portion of the screen displays information about the selected transaction. KEY FIELDS/CONCEPTS n Last Year Account - The corresponding account number from the previous year, as defined in Chart of Accounts Maintenance (GL0002), if the account number with which the selected transaction is associated was different in the previous year. The Last Year Account is assigned to the current year's account in Chart of Accounts Maintenance (GL0002). n Balance Beg/Year - The beginning of the year balance (cost and retail) for the account with which the selected transaction is associated. A credit balance is denoted with a 'CR'.
GL0034 CURRENT MONTH
Training Company (4R4) G/L Inquiry by Batch Number
Date: 4/28/98 Time: 10:21:18
Company: 1 Retail Training Company Account: 400 - 59 2 Cost of Goods Sold (Women's) A=Active: A Account Type: 6 Retail Type: 2 X=Do not Prt Detail: Further Reference: Last Year Account: Retail Balance Beg/Year: .00 Balance Beg/Month: 9,539.70 Cur Month Postings: 1,199.88 Ending Balance: 10,739.58 Date: Sub Ledger: Description: Reference: Batch Number: Amount: 2/02/96 000000 COST OF GOODS SOLD INV199 GI000622 1,200.00 Year/Period: 96 Month: 2
Source Code: GINT Further Reference: 000000 Reverse Next Month: Margin
Retail Amount:
=========================== Training Company (4R4) =========================== F1=Return

Transaction Detail Display (Cont)
KEY FIELDS/CONCEPTS (CONT) n Balance Beg/Month - The selected account's balance (cost and retail) at the beginning of the current period for the company, as defined in Maintain G/L Dates (GL0023). A credit balance is denoted with a 'CR'. n Cur Month Postings - The selected account's net postings (cost and retail) for the current period for the company, as defined in Maintain G/L Dates (GL0023). It is calculated by adding together all of the debits and credits for the period. A credit amount is denoted with a 'CR'. n Ending Balance - The selected account's balance (cost and retail) at the end of the current period, as defined in Maintain G/L Dates (GL0023). It is calculated as follows: Balance Beg/Month + Cur Month Postings = Ending Balance
+ NOTE -
A credit amount is denoted with a 'CR'.
n Sub Ledger - The subledger for the selected transaction. For example, transactions interfaced from the Accounts Payable module contain the appropriate vendor number in this field.

Transaction Detail Display (Cont)
KEY FIELDS/CONCEPTS (CONT) n Batch Number - The system-assigned batch number for the suspended journal entry batch. The batch number consists of a two-character source code and a unique six-digit systemgenerated number. The following is a list of source codes:
n Amount - The cost amount of the selected transaction. A credit a 'CR'.
amount is denoted with
n Retail Amount - The retail amount of the selected transaction. A credit amount is denoted with a 'CR'. n Margin - The percentage difference between cost and retail, calculated as follows: Retail Amount - Amount ------------------------------------ X 100 = Margin Retail Amount
GL0125
Training Company (4R4) Area of Responsibility Account Display Per/Yr: 8 / 96 Current Period Actual Budget 200 200 200 200 200 1,000 510 510 510 510 1,530 13
Date: 4/28/98 Time: 10:23:42
Resp.Code: STEX1
Dpt Account Description 50 Overhead Expenses 1 1 1 Advertising Expense 1 1 2 Advertising Expense 1 1 3 Advertising Expense 1 1 4 Advertising Expense 1 1 982 Advertising Expense 51 1 1 1 1 1 1 Building Expense Rent (Building) Rent (Building) Rent (Building) Rent (Building) Rent (Building) Rent Expense (Off-Si
V a r i a n c e Amount Per. 2002002002002001,0005105105105101,53013100.0100.0100.0100.0100.0100.0100.0100.0100.0100.0100.0100.0-
1 1 1 1 1 2
1 2 3 4 982 1
=========================== Training Company (4R4) =========================== F1=Exit F3=Search Codes F7=Summary Data 'I' = Inquiry F5=Toggle Current/Y-T-D Roll Keys to Page.
AREA OF RESPONSIBILITY INQUIRY

Account Display
ACCESS METHOD Access this screen by selecting Option 12 (Area of Responsibility Inquiry) from the G/L Inquiry Functions Menu (MENGL4). STEP SUMMARY Use this step to view area of responsibility data for a selected account. It shows detailed information on a selected account under a specific area of responsibility. It also shows actual and budget totals and variance for the entire area of responsibility for the year to date or the current period, as well as summary data by account type. PREREQUISITE - Areas of responsibility are defined in Maintain Area of Responsibility File (GL0120). KEY FIELDS/CONCEPTS n Resp. Code - The code for the area of responsibility for which to display account information. n Per/Yr - The number of the period and year for which to display current period account information. n Actual - The total of all debits and credits for the associated accounts for either the selected period or for the year to date. The F5 function key lets the user toggle between a display of information for the selected period and a display of information for the year to date.

Account Display (Cont)
KEY FIELDS/CONCEPTS (CONT) n Budget - The budget amount for the associated accounts for either the selected period or for the year to date. These budget amounts are retrieved from the "Override Budget" assigned to the area of responsibility in Maintain Area of Responsibility File (GL0120). If there is no override budget assigned to the area of responsibility, the budget information is retrieved from the "Current Budget" assigned in the Company Control Record (GL0001) for the company associated with the account. n Variance Amount - The difference between the actual and budget amounts, calculated as follows: Actual Amount - Budget Amount = Variance Amount n Variance Per. - The percentage difference between the actual and budget amounts, calculated as follows: Actual Amount - Budget Amount ---------------------------------------------- X 100 = Variance Percentage Budget Amount n F5 (Toggle Current/Y-T-D) - Toggles between a display of actual and budget amounts for the selected period and a display of actual and budget amounts for the year to date. n F7 (Summary Data) - Accesses a display of summary information by account type.
GL0125
Training Company (4R4) Area of Responsibility Account Balance
Date: 4/28/98 Time: 10:29:22
Company: 1 Prairie Training Company Responsibility: STEX1 Stores Expenses -- Company 001 Account: 50 1 1 Advertising Expense A=Active: A Account Type: 7 Retail Type: 1 X=Do not Prt Detail: Further Reference:
Per/Year: Balance Beg/Year: Balance Beg/Period: Period Postings: Ending Balance:
8 / 96 .00 7,940.00 .00 7,940.00
Retail
=========================== Training Company (4R4) =========================== F1=Return. F4=Period Summary F6=Current Year F3=Period Inquiry F5=Current Budget F7=Last Year

Account Balance Display
ACCESS METHOD Access this screen by by entering an 'I' in the selection field next to at least one account and pressing ENTER on the previous screen. STEP SUMMARY Use this step to display detailed account information for the selected account. KEY FIELDS/CONCEPTS n Per/Year - The number of the period and year selected on the Area of Responsibility Account Display Screen (1 GL0125). n Balance Beg/Year - The beginning of the selected year's balance (cost and retail) for the selected account. A credit balance is denoted with a 'CR'. n Balance Beg/Period - The selected account's balance (cost and retail) at the beginning of the selected period. A credit balance is denoted with a 'CR'. n Period Postings - The selected account's net postings (cost and retail) for the selected period. It is calculated by adding together all of the debits and credits for the period.
+ NOTE - Credits are treated as negative amounts.
A credit total is denoted with a 'CR'.

Account Balance Display (Cont)
KEY FIELDS/CONCEPTS (CONT) n Ending Balance - The selected account's balance (cost and retail) at the end of the selected period. It is calculated as follows: Balance Beg/Period + Period Postings = Ending Balance NOTE - Credits are treated as negative amounts. A credit balance is denoted with a 'CR'. n F3 (Period Inquiry) - Accesses the G/L Transaction Inquiry Screen (GL0018). This screen displays a list of all transactions posted to the selected account for the selected period. Refer to "Account Detail - Current Period" within this lesson for more information. n F4 (Period Summary) - Accesses the General Ledger Account Summary Screen (GL0032). This screen is used to view the postings by period for the selected account. Refer to "Account Detail - Period Summary" within this lesson for more information. n F5 (Current Budget) - Accesses the Budget Detail Inquiry Screen (GLB046). This screen displays budget detail information for the selected account within the current budget assigned to the selected company in Company Control Record (GL0001). n F6 (Current Year) - Accesses the G/L Transaction Inquiry Screen (GL0028). This screen is used to display a list of all transactions posted to the selected account for the current year. Refer to "Account Detail - Current Year" within this lesson for more information. n F7 (Last Year) - Accesses the G/L Transaction Inquiry Screen (GL0028). This screen is used to display a list of all transactions posted to the selected account for the previous year.
GL0125
Training Company (4R4) Responsibility Summary Inquiry
Time: 10:32:02 Date: 4/28/98
Responsibility: Beginning Balance: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
STEX1 Stores Expenses -- Company 001 *----- A c t u a l A c c o u n t D a t a ------* Assets Liabilities Inter-Co. Equity 0 0 0 0 0 0 0 28,845 0 0 0 57,690 0 0 0 86,535 0 0 0 123,493 0 0 0 160,451 0 0 0 197,409 0 0 0 234,367 0 0 0 234,367 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
=========================== Training Company (4R4) =========================== F1 = Exit F3 = Toggle Actual/Budget/Variance F5 = Toggle Balance Sheet/Profit-Loss

Responsibility Summary Inquiry
ACCESS METHOD Access this screen by pressing F7 (Summary Data) on the Area of Responsibility Account Display Screen (1 GL0125). STEP SUMMARY Use this step to display summary account data by account type for the selected area of responsibility. The screen initially appears with a display of balance sheet accounts (assets, liabilities, intercompany, and equity). A function key lets the user display profit/loss accounts (revenue, cost of sales, and expenses). KEY FIELDS/CONCEPTS n F3 (Toggle Actual/Budget/Variance) - The amounts displayed on this screen can be toggled between the following: q Actual Account Data - The total of all debits and credits for the associated accounts for the corresponding periods. q Budget Account Data - The budget amounts for the corresponding periods. These budget amounts are retrieved from the "Override Budget" assigned to the selected area of responsibility in Maintain Area of Responsibility File (GL0120). If there is no override budget assigned to the area of responsibility, the budget amounts are retrieved from the "Current Budget" assigned in the Company Control Record (GL0001) to the company associated with the account.

Responsibility Summary Inquiry (Cont)
KEY FIELDS/CONCEPTS (CONT) F3 (Toggle Actual/Budget/Variance) (Cont) q Variance Account Data - The difference between the actual and budget amounts for the corresponding periods. It is calculated as follows: Actual Amount - Budget Amount = Variance Amount n Revenue - This column contains period amounts for all accounts in the selected area of responsibility that have an account type of '5', as defined in Chart of Accounts Maintenance (GL0002).
+ NOTE - These amounts will normally be negative amounts.

n Cost/Sales - This column contains period amounts for all accounts in the selected area of responsibility that have an account type of '6', as defined in Chart of Accounts Maintenance (GL0002).
+ NOTE - These amounts will normally be positive amounts.

n Expense - This column contains period amounts for all accounts in the selected area of responsibility that have an account type of '7', as defined in Chart of Accounts Maintenance (GL0002).
+ NOTE - These amounts will normally be positive amounts.

n Profit/Loss - This column contains the period profit or loss amounts for all accounts in the selected area of responsibility that have an account type of '5', '6', or '7', as defined in Chart of Accounts Maintenance (GL0002). The profit/loss amount is calculated as follows: Revenue Amount + Cost/Sales Amount + Expense Amount
+ NOTE - A negative amount denotes a profit amount, while a positive amount denotes a
loss. n Period Totals - The last line of the screen shows the selected period and the column totals through the selected period.
NOTES
GENERAL LEDGER TUTORIAL --- AUTOMATIC JOURNAL ENTRIES
Table of Contents
Lesson 7 - Automatic Journal Entries ...........................................................................................3 G/L Posting Functions Menu........................................................................................................4 Step 1 - Define Automatic Journal Entries....................................................................................6 Enter Journal Entry Description ...............................................................................................6 Define Posting Rules................................................................................................................7 Step 2 - List Automatic Journal Entries ......................................................................................10 Step 3 - Post Automatic Journal Entries .....................................................................................12 Hands On Exercises...................................................................................................................13 Lesson Review Questions...........................................................................................................17
LESSON 7 - AUTOMATIC JOURNAL ENTRIES

LESSON SUMMARY Automatic journal entries allow for user-defined periodic (recurring) journal entries to be generated on a straight line or declining balance basis. Automatic journal entries use a working amount as the basis for the calculation of each period's posting amount. This working amount can be defined as a range of accounts or a flat amount. n STRAIGHT LINE METHOD - The straight line method posts an equal amount to each period until the balance of the working amount has been met. Automatic journal entries support this method using either a specified percentage or number of periods to post. When using the number of periods, the total working amount is divided by the number of periods to determine the posting amount for each period: Working Amount --------------------------- = Posting Amount for Each Period Number of Periods n DECLINING BALANCE METHOD - The declining balance method reduces the working amount as postings are made, thereby decreasing the amount posted in future periods. Postings are made each period based on a fixed percentage of the working amount. LESSON OUTLINE STEP 1 - Define Automatic Journal Entries STEP 2 - List Automatic Journal Entries STEP 3 - Post Automatic Journal Entries to G/L
Date: 2/15/96 Time: 16:00:42
| SUPERVISOR FUNCTIONS_____ | 17 Retrieve/Reverse/Remove Batch | 18 Update G/L Year Opening Balances | 19 Period-End Close Out Procedure | AUTOMATIC JOURNAL ENTRIES | 7 Define Automatic Journal Entries | 8 List Automatic Journal Entries | 9 Post Automatic Journal Entries | | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4

ACCESS METHOD Access this menu by selecting Option 8 (G/L Posting Functions) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access all of the G/L posting functions. These functions include processing suspended journal entry batches, setting up and posting automatic journal entries, removing/reversing a journal entry batch, and closing periods. LESSON SELECTIONS n OPTION 7 - DEFINE AUTOMATIC JOURNAL ENTRIES - Use this option to create and maintain automatic journal entry rules. These rules are used to define the following information: q Working amount - account range - flat amount q Period to begin posting q How to determine posting amount - number of periods to post the entry (divides working amount by number of periods) - percent of working amount q Accounts to debit and credit with results n OPTION 8 - LIST AUTOMATIC JOURNAL ENTRIES - Use this option to produce a listing of automatic journal entry rules defined for a specific company. It lists the information maintained in Option 7.
G/L POSTING FUNCTION MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 9 - POST AUTOMATIC JOURNAL ENTRIES - Use this option to post automatic journal entries to the General Ledger according to all or a selected set of automatic journal entry rules. These rules are defined in Option 7. Automatic journal entries should be posted after all normal journal entries have been posted for the period, and before period-end financial statements have been produced. This option creates a suspended journal entry batch with a batch number that begins with 'AJ'.
GLA001
Training Company (4R4) DEFINE AUTOMATIC JOURNAL ENTRIES
Time: 16:00:49 Date: 2/15/96
Enter Company Number..: Enter J.E. Description:
2 DEPRECIATION
=========================== Training Company (4R4) =========================== F1=End Program F3=Search J.E's Roll for next item HELP Available
STEP 1 - DEFINE AUTOMATIC JOURNAL ENTRIES Enter Journal Entry Description

ACCESS METHOD Access this screen by selecting Option 7 (Define Automatic Journal Entries) from the G/L Posting Functions Menu (MENGL3). STEP SUMMARY Use this step to create and maintain automatic journal entry rules. Automatic journal entries allow for user-defined periodic (recurring) journal entries to be generated on a straight line or declining balance basis. KEY FIELDS/CONCEPTS n Enter Company Number - The number of the G/L company for the set of automatic journal entry rules. n Enter J.E. Description - The description for the set of automatic journal entry rules.
GLA001
Training Company (4R4) Time: 16:00:53 DEFINE AUTOMATIC JOURNAL ENTRIES Date: 2/15/96 2 Cost Training Company DEPRECIATION OR Dollars Number OR Accounts Accumulate Initial Used Str of Pct of Bal To post to From/To Amount so far Per Per to take Debit Credit ___ 52000.00 4333.33 _ _ _ _ _ 12 __ __ __ __ __ _______ _______ _______ _______ _______ 7001099998 ___________ ___________ ___________ ___________ ___________ 1900199998 __________ __________ __________ __________ __________
2 ___________ ___________ 3 ___________ ___________ 4 ___________ ___________ 5 ___________ ___________ 6 ___________ ___________
_________ _________ _________ _________ _________
Put 'R' in last column to reverse entry next month ----> + Last Period Posted Was: 0196 =========================== Training Company (4R4) =========================== F1=Bypass F4=Delete Roll Up for Lines 7-12
STEP 1 - DEFINE AUTOMATIC JOURNAL ENTRIES Define Posting Rules

ACCESS METHOD Access this screen by entering the required information on the previous screen and pressing ENTER. STEP SUMMARY Use this step to define the actual automatic journal entry rules. This step illustrates the use of the straight line method, where a flat amount is depreciated by an equal amount over a set number of periods. KEY FIELDS/CONCEPTS n Accumulate From/To - The range of accounts to be referenced to obtain the working amount. The total balance of all accounts in the range will be used for the working amount. -- OR -n Initial Amount - A constant/fixed amount to use for the working amount. n Dollars Used so far - If an initial amount is specified, the system maintains the cumulative amounts generated to date for the automatic journal entry to enable proper handling of straight line processing. Once the used amount equals or exceeds the initial amount, journal entries will no longer be generated for that automatic journal entry rule.
GLA001
Training Company (4R4) Time: 16:00:53 DEFINE AUTOMATIC JOURNAL ENTRIES Date: 2/15/96 2 Cost Training Company DEPRECIATION OR Dollars Number OR Accounts Accumulate Initial Used Str of Pct of Bal To post to From/To Amount so far Per Per to take Debit Credit
1 52000.00 2 ___________ ___________ 3 ___________ ___________ 4 ___________ ___________ 5 ___________ ___________ 6 ___________ ___________ _________ _________ _________ _________ _________ 4333.33 _ _ _ _ _ 12 __ __ __ __ __ _______ _______ _______ _______ _______ 7001099998 ___________ ___________ ___________ ___________ ___________ 1900199998 __________ __________ __________ __________ __________
Put 'R' in last column to reverse entry next month ----> + Last Period Posted Was: 0196 =========================== Training Company (4R4) =========================== F1=Bypass F4=Delete Roll Up for Lines 7-12
STEP 1 - DEFINE AUTOMATIC JOURNAL ENTRIES Define Posting Rules (Cont)

KEY FIELDS/CONCEPTS (CONT) Dollars Used so far (Cont) During the posting process, if the generated amount causes the used amount to exceed the initial amount, the system will only "top off" the used amount to the point of matching the initial amount. For example, if the generated amount is 500.00 and the initial amount is 1000.00 with 900.00 used, the generated amount then becomes 100.00. n Str Per - The number of the period in which to begin posting using this automatic journal entry rule. If zero is entered or the field is left blank, journal entries will be created using this rule at the next posting. n Number of Per - The number of periods for which journal entries should be generated from this rule. This can only be used if an "Initial Amount" is specified. This is primarily used for straight line depreciation situations. For example, if this field is set to '4', the "Initial Amount" would be divided into equal portions spread out over 4 posting periods.
+ NOTE - When specifying an "Initial Amount", an entry can be made in this field or the
"Pct of Bal to take" field. n Pct of Bal to take - A fixed percentage to apply to the working amount (either the balance of the account range or the "Initial Amount"). Values over 100.00 are allowed.
+ NOTE - When specifying an "Initial Amount", an entry can be made in this field or the
"Number of Per" field.
STEP 1 - DEFINE AUTOMATIC JOURNAL ENTRIES Define Posting Rules (Cont)

KEY FIELDS/CONCEPTS (CONT) n Accounts To post to - The accounts to debit and credit with the results of this automatic journal entry rule. n Reverse Entry - An 'R' in the last column reverses the journal entry in the following period. This reversal process is most commonly used with payroll functions. For example, if a company has a two-week payroll period and monthly G/L periods, the ending date for the last payroll period in a G/L period will rarely be the same as the ending date of the G/L period. It would be necessary to reverse entries to ensure a true reflection of the G/L in the next period. n Last Period Post Was - The system updates this field with the last period the automatic journal entry rule was posted. This prevents double posting of automatic journal entries.
Date: 2/15/96 Time: 16:00:42
| SUPERVISOR FUNCTIONS_______ | 17 Retrieve/Reverse/Remove Batch | 18 Update G/L Year Opening Balances | 19 Period-End Close Out Procedure | AUTOMATIC JOURNAL ENTRIES | 7 Define Automatic Journal Entries | 8 List Automatic Journal Entries | 9 Post Automatic Journal Entries | | | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4
STEP 2 - LIST AUTOMATIC JOURNAL ENTRIES

STEP SUMMARY This step (Option 8) is used to produce a listing of automatic journal entry rules defined for a specific company. It lists the information defined and maintained on the Define Automatic Journal Entries Screen (GLA001). KEY FIELDS/CONCEPTS n Batch Job - This program submits a batch job to produce the Automatic Journal Entry Rules Listing described in the Report Output section. REPORT OUTPUT n Automatic Journal Entry Rules Listing (GLA003) - This listing provides information on automatic journal entry rules defined for a specific company. This listing can be used to verify accurate entry after new automatic journal entry rules have been entered.
GLA003 USER CO #- 002 Cost Training Company Rule- DEPRECIATION DEPRECIATION
Training Company (4R4) Automatic Journal Entry Rules
Time- 9:49:44
Date: Page:
2/15/96 1
Accts to Add Up -OR- Initial $ Used Beg # of -OR- Pct *** Accounts to Post to *** From To Amount So Far Per Per of Bal --------- D E B I T ---------- --------- C R E D I T ------------------------------------------------------------------------------------------------------------------------------------------52000.00 4333.33 12 070-001-99998 Depreciation Exp 019-001-99998 Accumulated Depr
*** END OF REPORT ***
GLA002
Training Company (4R4) Create Automatic J.E. Suspended Batches
Time: 16:01:44 Date: 2/15/96
What month and year are you posting into?: Which posting rule do you want to use?...:
MM 08
YY 96 (blank will use all rules)
Please note that this step should only be done journal entries have been posted for the month your month end financial statements. A journal batch with a batch name beginning with AJ will
after all normal AND before you run entry suspended be generated.
=========================== Training Company (4R4) =========================== F1=Return F3=Search J.E. Rules F7=Submit
STEP 3 - POST AUTOMATIC JOURNAL ENTRIES

ACCESS METHOD Access this screen by selecting Option 9 (Post Automatic Journal Entries) from the G/L Posting Functions Menu (MENGL3). STEP SUMMARY Use this step to post automatic journal entries to the General Ledger according to all or a selected set of automatic journal entry rules. Automatic journal entries should be posted after all normal journal entries have been posted for a period, and before period-end financial statements have been produced. This option creates a suspended journal entry batch with a batch number that begins with 'AJ'. KEY FIELDS/CONCEPTS n What month and year are you posting into? - The number of the period and year for which to post automatic journal entries to the General Ledger. n Which posting rule do you want to use? - The description for a specific set of automatic journal entry rules to use when posting automatic journal entries to the General Ledger. Leave this field blank to post automatic journal entries using all available journal entry rules for the company. n Batch Job - This program submits a batch job when F7 (Submit) is pressed. This batch job creates a suspended journal entry batch with a batch number beginning with 'AJ' for the automatic journal entries being created.
HANDS ON EXERCISES
SCENARIO 1 - CREATE AN AUTOMATIC JOURNAL ENTRY In the following exercises, you will define a set of rules for the automatic journal entry feature. You will first need to inquire on your Chart of Accounts to determine the correct account numbers.
EXERCISE 1
Determine Balance - Using the General Account Inquiry, determine the balance of the fixed asset account (18-001) for your company. MENU/OPTION MENUGL/22 (G/L Account Inquiries) MENGL4/01 (General Account Inquiry) Fixed Assets Account Balance: ______________________
EXERCISE 2
Chart of Accounts - Determine the account numbers for the accumulated depreciation and depreciation expense accounts for your assigned company. Accumulated Depreciation: ______ - ______ - _________ Depreciation Expense: ______ - ______ - _________
EXERCISE 3
Define Automatic Journal Entry - Using all or part of the balance of the fixed asset account for your company, either: 1) Create an automatic journal entry that depreciates the amount over a given number of periods -- OR -2) Create an automatic journal entry that depreciates the amount by a percentage. Use the depreciation expense and accumulated depreciation accounts for your company as the posting accounts.
J.E. Description: ______________________________
(Additional exercises on the next page.)

SCENARIO 1 - CREATE AN AUTOMATIC JOURNAL ENTRY (CONT)
EXERCISE 4
Determine Account Numbers - Using the General Account Inquiry, determine the balance of the prepaid insurance account for your company's head office account. MENU/OPTION MENUGL/22 (G/L Account Inquiries) MENGL4/01 (General Account Inquiry) Account _____ - _____ - _____ Balance _________
EXERCISE 5
Account Number - Determine the major and minor portions of the insurance expense accounts for your company. Insurance Expense Account: ________ - ________
EXERCISE 6
Define an automatic journal entry - This Automatic Journal Entry should spread the prepaid insurance as an expense over six (6) periods (beginning with the current period) for each of your stores. (Hint: Appropriate the prepaid insurance evenly to the first four stores on your database sheet. This will create four rules increasing store expense, decreasing head office asset.)
J.E. Description: ______________________________
EXERCISE 7
List Journal Entries Rules - Obtain a listing of the automatic journal entry rules defined for your company. MENU/OPTION
MENGL3/08 (List Automatic Journal Entries)

SCENARIO 2 - POST AUTOMATIC JOURNAL ENTRIES In the following exercises, you will define a set of rules for the automatic journal entry feature. You will first need to inquire on your Chart of Accounts to determine the correct account numbers.
EXERCISE 1
Post Entries - Post the automatic journal entries to the General Ledger as a suspended journal entry batch for the current period. Display Journal Entries - View the suspended journal entry batch created from the automatic journal entries. MENU/OPTION MENUGL/07 (Journal Entry Processing) What amount was posted to the depreciation expense account? _____________________________________________
EXERCISE 2
EXERCISE 3
Post Journal Entries - Post the suspended journal entry batch to the General Ledger.
EXERCISE 4
View the automatic journal entry created in Exercise 3 using Option 7 on the G/L Posting Functions Menu (MENGL3). What is the amount in the "Dollars Used so far" field?
_____________________________________________ Does this amount equal the amount posted to the depreciation expense account?
_____________________________________________
NOTES

1) What two choices are available to define the working amount for an automatic journal entry? ______________________________________________________________________
2)
When using an initial amount as the working amount for an automatic journal entry, how does the system determine when journal entries will no longer be generated? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
3)
How does the system prevent double posting of automatic journal entries? ______________________________________________________________________ ______________________________________________________________________
4)
Only one set of automatic journal entry rules for a company can be posted at a time. (True/False) __________
5)
Automatic journal entries are posted directly to the General Ledger account balances. (True/False) __________
6)
What is the source code used in the batch number for journal entry batches created from automatic journal entries?
______________________________________________________________________
NOTES
GENERAL LEDGER TUTORIAL --- ALLOCATION SETUP AND PROCESS
Table of Contents
Lesson 8 - Allocation Setup And Process......................................................................................3 General Ledger Allocations Menu ................................................................................................4 Step 1 - Define Account Groups...................................................................................................6 Step 2 - Enter Account Group Accounts.......................................................................................7 Step 3 - Assign Numbers For Allocation Formulas .......................................................................8 Step 4 - Enter Allocation Formulas ..............................................................................................9 Step 5 - Simulate An Allocation Formula ...................................................................................14 Step 6 - Use Constants To Add Formulas ...................................................................................16 Step 7 - Define Allocation Batches .............................................................................................17 Step 8 - Process An Allocation Batch .........................................................................................20 Option Records Used .................................................................................................................24 Hands On Exercises...................................................................................................................25 Lesson Review Questions...........................................................................................................27
MARCH, 1998 --- LESSON 8-1
LESSON 8 - ALLOCATION SETUP AND PROCESS

LESSON SUMMARY Allocations allow you to allocate costs within the General Ledger, for either the cost accounting or retail accounting ledger. For example, a corporate advertising expense may need to be allocated to each store based on that store's percentage of total company sales.
STORE/SALES EXPENSE X ---------------------- = TOTAL SALES
ACCOUNT ------------------------ACCOUNT GROUP
Three files are required in the setup of allocations: n ACCOUNT GROUPS - Account groups establish a "parent account" to which multiple related accounts can be associated. The balances (period ending or net activity) of the accounts in the account group are used to establish an "allocate from" amount. They can also be used to define an amount to use in the numerator and/or denominator of a variable percentage calculation. For example, an account group for a company's total sales would be required to define a variable percentage representing a single store's percentage of total sales. n ALLOCATION FORMULAS - Allocation formulas define the accounts that will be used, the journal entries that will be created, and the calculation specs for determining the allocation percentage. n ALLOCATION PROCESSING BATCHES - Allocation batches are groups of allocation journal entries that are to be processed as a single unit.
LESSON OUTLINE STEP 1 - Define Account Groups STEP 2 - Enter Account Group Accounts STEP 3 - Assign Numbers for Allocation Formulas STEP 4 - Enter Allocation Formulas STEP 5 - Simulate an Allocation Formula STEP 6 - Use Constants to Add Formulas STEP 7 - Define Allocation Batches STEP 8 - Process an Allocation Batch
Menu: MENALL DSP140 USER
Training Company (4R4) General Ledger Allocations
Date: 2/06/96 Time: 10:07:26
| REPORTS AND INQUIRIES______ | 17 List Allocation Formulas | | 19 Account Groups Inquiry | 20 Account Group Accounts Inquiry | 21 Account Group Balances Inquiry PROCESS ALLOCATIONS | 22 Allocation Formulas Inquiry 8 Simulate Allocations | 23 Allocation Batches Inquiry 9 Process Allocations | | OVERVIEW DOCUMENTATION | 12 Overview Documentation | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4 5
CREATE/MAINTAIN ALLOCATIONS Maintain Account Groups Maintain Account Group Accounts Maintain Allocation Formulas Maintain Allocation Batches
GENERAL LEDGER ALLOCATIONS MENU

ACCESS METHOD Access this menu by selecting Option 9 (G/L Allocations) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu contains the options used to automate the allocation of amounts in the General Ledger. The allocations can be used with the cost accounting ledger or the retail accounting ledger. LESSON SELECTIONS n OPTION 2 - MAINTAIN ACCOUNT GROUPS - Use account groups to define such things as chain wide sales, data processing expenses, or general overhead. n OPTION 3 - MAINTAIN ACCOUNT GROUP ACCOUNTS - Use this option to assign accounts to an account group. An account can be assigned to an unlimited number of account groups, and an account group can contain an unlimited number of accounts, as long as all of the accounts belong to the same company. n OPTION 4 - MAINTAIN ALLOCATION FORMULAS - Use this option to create and maintain allocation formulas. The allocation formula determines the account, account group, or amount to be allocated from; the account to be allocated to; and the offset account. Other definitions include the journal entry number and flags indicating whether the allocation is reversing, and whether the allocation is a fixed or variable percentage.
GENERAL LEDGER ALLOCATIONS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 5 - MAINTAIN ALLOCATION BATCHES - Use this option to establish batches of allocation journal entries. An allocation batch is used to specify the order in which a group of related allocations will be processed. In other words, allocation journal entries that affect other calculations must be processed and posted to the General Ledger before allocations dependent on them can be processed. n OPTION 8 - SIMULATE ALLOCATIONS - Use this option to simulate the values that will be calculated by an allocation when given certain processing parameters. n OPTION 9 - PROCESS ALLOCATIONS - Use this option to enter the parameters to be used during allocations processing. After entering the parameters, the user can simulate their effect before posting the allocations to the General Ledger, and correct them or cancel the session if necessary.
OTHER MENU SELECTIONS n OPTION 12 - OVERVIEW DOCUMENTATION - This option provides general information concerning the allocation files, the procedures that must be followed to define and process allocations, as well as suggestions and warnings signs for potential problems. n OPTION 17 - LIST ALLOCATION FORMULAS - Use this option to print a report of allocation formulas. It can be sorted by allocation number, "Allocate From" account group, "Allocate From" account number, or journal entry number. n OPTION 19 - ACCOUNT GROUPS INQUIRY - Use this option to view a list of account groups for a specified company. n OPTION 20 - ACCOUNT GROUP ACCOUNTS INQUIRY - Use this option to view a list of accounts in account groups for a specified company. n OPTION 21 - ACCOUNT GROUP BALANCES INQUIRY - Use this option to view the net activity and year-to-date balance for the accounts in an account group. n OPTION 22 - ALLOCATION FORMULAS INQUIRY - Use this option to view a selected allocation formula. It shows the "Allocate From" account, account group, or amount; the account allocated to; and the offset account. It also shows the journal entry number associated with the allocation and other information. n OPTION 23 - ALLOCATION BATCHES INQUIRY - Use this option to view an allocation batch. It shows the processing sequence of journal entries in the batch.
GLL001
Training Company (4R4) Maintain Account Groups
Date: 2/06/96 Time: 10:07:35
Company:
2 Cost Training Company
Account Group: SALES STORE 7 Account Group Description: Sales for Store 7
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Record
STEP 1 - DEFINE ACCOUNT GROUPS

ACCESS METHOD Select Option 2 (Maintain Account Groups) from the General Ledger Allocation Menu (MENALL). Then enter the company number and the Account Group that you want to define. STEP SUMMARY Once you establish the company and name to use for an account group, it will be helpful to give it a description. For example, you might define an account group to encompass chain-wide sales, sales by store, data processing expenses, or general overhead. Account groups can be used in allocation formulas to determine the allocate from amount or the numerator and/or denominator in a variable percentage calculation. This step demonstrates setting up an account group for a single store's sales. KEY FIELDS/CONCEPTS n Account Group Description - A 50-character description for the selected account group. n F4=Delete Record -Pressing F4 on this screen after selecting an account group will delete it.
GLL004
Training Company (4R4) Maintain Account Relationship Master
Date: 2/06/96 Time: 10:07:55
Company:
Account Group: SALES STORE 7_________________
Account Number: 400-040-00007
=========================== Training Company (4R4) =========================== F1=Return F5=Print File Roll Keys to Page F2=Group Maintenance F7=Account Search F3=Group Search F8=Relationship Search
STEP 2 - ENTER ACCOUNT GROUP ACCOUNTS

ACCESS METHOD Access this screen by selecting Option 3 (Maintain Account Group Accounts) from the General Ledger Allocations Menu (MENALL). STEP SUMMARY Use this step to assign accounts to an account group. An account can be assigned to an unlimited number of account groups, and an account group can contain an unlimited number of accounts, as long as the accounts belong to the same G/L company. KEY FIELDS/CONCEPTS n Company and Account Group - Enter the number of the G/L company and account group for which you want to assign account numbers. You can also press F3 to select an account group from the "Group Search". n Account Number - The major, minor, and location portions of the account number to assign to the selected account group. The company portion of the account comes from the G/L company assigned to the selected account group. All the accounts that you add to this account group must belong to this G/L company. n Press ENTER - After you enter the account number, press ENTER and the system will verify the information by also displaying the description for the account group.
GLL007
Training Company (4R4) Maintain Allocation Formulas
Date: 5/06/96 Time: 10:08:14
Company:
Allocation Number: ________
=========================== Training Company, Inc. =========================== F1=Return F3=Allocation Search Roll Keys to Page HELP Available F9=Add Next Allocation #
STEP 3 - ASSIGN NUMBERS FOR ALLOCATION FORMULAS

ACCESS METHOD Access this screen by selecting Option 4 (Maintain Allocation Formulas) from the General Ledger Application Menu (MENUGL). STEP SUMMARY Use this step to define allocation formulas. The allocation formula determines the account, account group, or amount from which to allocate; the account to which to post the allocation; and the offset account. Other definitions include the journal entry number and flags indicating whether the allocation is reversing, and whether the allocation is a fixed or variable percentage. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the allocation formula. n Allocation Number - The number of the allocation formula. When defining new allocation formulas, press F9 (Add Next Allocation #) to retrieve the next available allocation number for the company.
+ ALLOCATION NUMBER NOTE - Each new formula must have a unique

allocation number. This allocation number allows you to access individual formulas to maintain or simulate existing formulas.
GLL007
Training Company (4R4) Maintain Allocation Formulas 2 Cost Training Company
Date: 7/06/96 Time: 10:09:17 Allocation Number: 2
Company Number: Allocate From
Account Number: 5000199998 Advertising Expense or Account Group: Last Change: or Amount: _____________
2/19/96
Allocate To: 5000100007 Offset Account: 5000199998 Journal Entry Number: 1 Reversing Entry: N (Y or N)
Advertising Expense Advertising Expense Desc: Corp. Advertising Allocation Fixed or Variable Percent: V (F or V)
=========================== Training Company (4R4) =========================== F1=Return F2=Account Search F3=Group Search F4=Delete Record F7=Accept F10=Set Constants HELP Available
STEP 4 - ENTER ALLOCATION FORMULAS

ACCESS METHOD Access this screen by pressing F9 (Add Next Allocation #) from the previous screen and pressing ENTER. STEP SUMMARY Use this step to enter the Allocate From and the Allocate To information. KEY FIELDS/CONCEPTS Allocate From - An entry must be made in one of the following three fields. These fields determine the source of the amount to be allocated. This amount is then multiplied by the fixed or variable percentage to determine the amount to be posted to the "Allocate To" account: Allocate From Amount X Allocation Percentage = Allocate To Amount n Account Number - The major, minor, and location portions of the account from which to allocate. n Account Group - Enter the name of the account group. n Amount - A flat amount to allocate.
+ ENTRY NOTE - The field always assumes two decimal positions.

'100' to actually specify '1.00'. n Last Change - The date this allocation formula was last changed.
For example, enter
GLL007
Account Number: 5000199998 Advertising Expense or Account Group: Last Change: or Amount: _____________
2/19/96
Allocate To: 5000100007 Offset Account: 5000199998 Journal Entry Number: 1 Reversing Entry: N (Y or N)
Advertising Expense Advertising Expense Desc: Corp. Advertising Allocation Fixed or Variable Percent: V (F or V)
STEP 4 - ENTER ALLOCATION FORMULAS (CONT)

KEY FIELDS/CONCEPTS (CONT) Allocate To - Enter the actual G/L accounts numbers that will be debited and credited with the calculated amount. n Allocate To - The major, minor, and location portions of the account to receive the allocation. This account will receive an amount with the same sign (debit or credit) as the amount being allocated. n Offset Account - The major, minor, and location portion of the account to use as the offset for the amount posted to the "Allocate To" account. This account will receive an amount with the opposite sign (debit or credit) as the amount being allocated.
+ CREDIT NOTE - Credits are treated as negative amounts.

n Journal Entry Number - A 6-digit journal number to which this allocation is assigned. For audit trail purposes, all related allocations should be placed on the same journal entry. The journal entry number is used to assign the allocation formula to an allocation processing batch. A separate journal entry batch is also created for each journal entry number when allocations are posted to the General Ledger. n Desc - A 30-character purpose/description of the allocation. This description is carried into the General Ledger as the transaction description on the resulting journal entry detail line. n Reversing Entry (Y or N) - A 'Y' indicates the journal entry created from this allocation is to be automatically reversed in the following period. The reversing entries are duplicate entries with opposite posting signs (debit or credit) that are posted to the following period.
GLL007
Account Number: 5000199998 Advertising Expense or Account Group: Last Change: or Amount: ______________
2/19/96
Allocate To: 5000100007 Offset Account: 5000199998 Journal Entry Number: 1 Reversing Entry: N (Y or N) Numerator - Select Only One Account: Group: SALES STORE 7 Amount: Total Sales - Store 00007
Advertising Expense Advertising Expense Desc: Corp. Advertising Allocation Fixed or Variable Percent: V (F or V) Denominator - Select Only One Account: Group: TOTAL SALES COMPANY 2 Amount: ______________________ Total Company Sales

ACCESS METHOD These additional fields display on this screen if you select "V" variable in the "Fixed or Variable Percent:" field. STEP SUMMARY This step demonstrates defining an allocation formula that allocates a corporate advertising expense to the store level based on that store's percentage of total sales for the company. This allocation formula could be expressed mathematically as follows: Store Sales ---------------------------------- X Corporate Advertising Expense Total Company Sales The store's percentage of total sales is represented in the allocation formula as a variable percentage. This variable percentage takes the total sales for the store (SALES STORE 7 account group) and divides by the total sales for the company (TOTAL SALES COMPANY 2 account group). The corporate advertising expense is represented by a single account (50-00199998). KEY FIELDS/CONCEPTS n Fixed or Variable Percent - An 'F' indicates the percentage of the "Allocate From" amount to be allocated is a fixed percentage. A 'V' indicates the percentage of the "Allocate From" amount to be allocated is a variable percentage. The variable percentage is determined by a user-defined numerator and denominator. The numerator and denominator can consist of a single account, an account group, or a flat amount.
GLL007
Account Number: 5000199998 Advertising Expense or Account Group: Last Change: or Amount: ________________
2/19/96
Allocate To: 5000100007 Offset Account: 5000199998 Journal Entry Number: 1 Reversing Entry: N (Y or N) Numerator - Select Only One Account: Group: SALES STORE 7 Amount: Total Sales - Store 00007
Advertising Expense Advertising Expense Desc: Corp. Advertising Allocation Fixed or Variable Percent: V (F or V) Denominator - Select Only One Account: Group: TOTAL SALES COMPANY 2 Amount: ________________ Total Company Sales

KEY FIELDS/CONCEPTS (CONT) n Fixed Pct. Amount - If the allocation is a fixed percentage allocation, enter the percentage of the "Allocate From" amount to be allocated. Using this fixed percentage, the amount to be allocated is calculated as follows: Fixed Pct. Amount ----------------------------- X Allocate From Amount 100
+ FIXED PERCENT NOTE - If you select "F" fixed, a field will display on this screen
to allow you to enter the fixed percent. This field assumes two decimal positions. For example, ENTER "100" to actually specify "1.00". n Variable Percentage - The variable percentage is calculated using a numerator and denominator. The numerator and denominator can come from any of the following sources: q An account q An account group q A flat amount The numerator is usually an account number and the denominator is usually an account group. For example, to use the percentage of a store's sales in relation to total sales for a company, the numerator would be the single sales account defined for the store, and the denominator would be an account group that consists of each store's sales account for the company.

KEY FIELDS/CONCEPTS (CONT) n Variable Percentage (Cont) In this example, an account group would also be required for the store if there were multiple sales accounts for each store. There may be an individual sales account for each department in the store. The following calculation is used to determine the amount to post to the "Allocate To" account: Amount for Numerator ---------------------------------- X Allocate From Amount Amount for Denominator Numerator - Select Only One n Account - The major, minor, and location portions of the account from which to determine the numerator for the variable percentage. n Group - The name of the account group from which to determine the numerator for the variable percentage. n Amount - The flat amount to be the numerator for the variable percentage. Denominator - Select Only One n Account - The major, minor, and location portions of the account from which to determine the denominator for the variable percentage. n Group - The name of the account group from which to determine the denominator for the variable percentage. n Amount - The flat amount to be the denominator for the variable percentage.
+ ENTRY NOTE - The field always assumes two decimal positions.

'100' to actually specify '1.00'.
For example, enter
GLL019 Company: 2 Fiscal Year: 96
Training Company (4R4) Allocation Simulation From Period: 7 Thru Period: 7
Date: 7/29/96 Time: 15:16:32 Cost (C)/Retail (R): C 2
How to Calculate Amount: N
N = Net Activity Allocation: B = YTD Account Balance
From: Advertising Expense 50-001-99998 Percentage: 20.0000
10,000.00
Allocate To: 50-001-00007 Advertising Expense 2,000.00 Offset: 50-001-99998 Advertising Expense 2,000.00-----------------------------------------------------------------------------Over rides for Variable Per: From Period: 7 Thru Period: 7 Method: N Numerator: Sales for Store 7 72,736.20SALES STORE 7 Denominator: Total Sales for Company 2 TOTAL SALES COMPANY 2 363,681.00-
=========================== Training Company (4R4) =========================== F1=Return F3=Allocation Search
STEP 5 - SIMULATE AN ALLOCATION FORMULA

ACCESS METHOD Access this screen by selecting Option 8 (Simulate Allocations) from the General Ledger Application Menu (MENUGL). STEP SUMMARY Use this step to simulate the values that will be calculated by an allocation formula, one formula at a time, when give certain processing parameters. You might want to simulate one formula, before creating a large number of formulas.
KEY FIELDS/CONCEPTS n Company - Enter the G/L company for the allocation formula to be simulated. n Fiscal Year - The fiscal year to use for simulating the processing results of the selected allocation formula. n From/Thur Period - The range of periods to use for calculation the "Allocation From" amount. n Cost (C)/ Retail (R) - A "C" uses cost amount when simulating the processing results of the selected allocation formula.
STEP 5 - SIMULATE AN ALLOCATION FORMULA (CONT)

KEY FIELDS/CONCEPTS (CONT) n How to Calculate Amount - The method to use to calculate the "Allocate From" amount. N - Net Activity - Uses the total debits and credits of the account or account group for the select period(s). B - YTD Account Balance - Uses the balance of the account or account group at the end of the last period in the selected period range. n Allocation - Enter the number of the allocation formula.
+ CALCULATION NOTE - Each variable formula goes through a two step process.
The system calculates the percent, 20.0000 in the following example, for the allocation formula. Then it uses that percent to calculate the percentage of the "From Amount", that becomes the "Allocate To" amount. n Percentage: - The variable percent is calculated as follows: Numerator ---------------------Denominator
X 100 = Variance Percentage
72,736.20 -----------------363,681.00
X 100 = 20.0000
n Allocate To: - The "allocate to" amount for the debit and credit is calculated as follows:
Percentage "From" Amount X ---------------- = "Allocate To" Amount 100 10,000.00 X 20.0000 = 2,000.00
n Over-rides for Variable Percent - These fields default from the periods and method selected above. These fields allow you to over-ride the original periods or method selections to simulate different calculations.
GLL007
Training Company (4R4) Maintain Allocation Formulas
Date: 2/06/96 Time: 10:09:23
Allocate From
Account Number: X or Account Group: X or Amount: X
Place an 'X' after the fields that you wish to remain constant on the data entry screen.
Allocate To: Offset Account: Journal Entry Number: Reversing Entry: Fixed or Variable Percent: Numerator Account: X Group: Amount: X
X X X X
Desc: X Fixed Pct. Amount: X Denominator Account: X Group: X Amount: X
=========================== Training Company (4R4) =========================== F1=Continue F5=Set ALL F10=Clear ALL Constants HELP Available
STEP 6 - USE CONSTANTS TO ADD FORMULAS

ACCESS METHOD Select Option 4 (Maintain Allocation Formulas) from the General Ledger Application Menu (MENUGL). Press F9 (Add Next Allocation #) and then press F10 (Set Constants) to access this screen. STEP SUMMARY This step can be used to add the rest of the formulas more quickly, by selecting certain fields for the selected allocation formula to remain constant on the data entry screen for subsequentlydefined allocation formulas. For example, when defining the allocation illustrated in this lesson for all stores in the company, the only fields that change are the accounts that contain the store ("Allocate To" account and the "Numerator" account group). The field constants, if defined as shown above, would allow allocation formulas for the other stores in the company to be defined by only entering those two account specifications. Everything else would remain constant. KEY FIELDS/CONCEPTS n 'X' (selection fields) - Enter an 'X' next to the field(s) to remain constant for subsequent data entry screens. This is useful when defining several similar allocations. The common fields can be set as constants when defining the first allocation formula. Then, when defining subsequent allocation formulas, the fields set as constants will be set the same as on the allocation formula on which constants were set.
GLL013
Training Company (4R4) Maintain Allocation Batches
Date: 2/06/96 Time: 10:10:25
Company: Batch Name:
MONTHLY
Press F7 to Start Entering Sequence Numbers =========================== Training Company (4R4) =========================== F1=Return F3=Batch Search F7=Start Maintenance Help Available
STEP 7 - DEFINE ALLOCATION BATCHES

ACCESS METHOD Access this screen by selecting Option 5 (Maintain Allocation Batches) from the General Ledger Allocations Menu (MENALL). STEP SUMMARY Use this step to define batches of allocation journal entries. An allocation batch is used to specify the order in which a group of related allocations will be processed. For example, allocation journal entries that affect other calculations must be processed and posted to the General Ledger before allocations dependent on them can be processed. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the allocation batch. n Batch Name - The name of the allocation batch. When naming allocation batches, use names that are easily recognized when it is time to process. For example, use names like 'MONTHLY', 'PAYROLL', 'YEAR-END', 'QUARTER', 'ROUNDING', etc.
GLL013
Training Company (4R4) Maintain Allocation Batches 2 Cost Training Company Process Sequence 10 _____ _____ _____ _____ _____ _____ _____ _____ _____ Journal Number 1 ______ ______ ______ ______ ______ ______ ______ ______ ______
Date: 2/06/96 Time: 10:10:28
Company:
Batch Name: MONTH Post to G/L Yes or No Y _ _ _ _ _ _ _ _ _
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Batch Roll Keys Active F3=J/E Search F7=Accept F12=Resequence Help Available
STEP 7 - DEFINE ALLOCATION BATCHES (CONT)

ACCESS METHOD Access this screen by entering the required information and pressing F7 (Start Maintenance) on the previous screen. STEP SUMMARY Use this step to define the order in which allocation formulas for the batch are processed. To define a processing batch, you must decide three things: n What journal entries are to be included? n What sequence are the entries to be processed? n When should the allocation process pause and post the previously calculated results to the General Ledger? Deciding what journal entries should be included in an allocation batch depends on several variables. The most important is that all of the journal entries within a batch must have the same run-time parameters for processing (posting period, period from which to retrieve balances, etc.). For example, allocations cannot be grouped together if some require period-end balances, while others require the net activity for the period. Do not group monthly allocations with quarterly or year-end allocations. Group similar or related allocation journal entries under the same allocation batch for ease of review and for audit trail purposes.
STEP 7 - DEFINE ALLOCATION BATCHES (CONT)

STEP SUMMARY (CONT) The only thing to consider when determining the processing sequence is which allocation journal entries must be posted to the General Ledger before any other dependent allocations can be processed. For example, if journal number 200 depends on the results of journal number 150, journal number 150 must be processed and posted to G/L prior to processing journal number 200.
+ WARNING -
Never change the processing sequence of an allocation batch while allocations are in process. Also, after changes or corrections have been made to allocation batches, be sure to run the batch simulation to preview the results before the allocations are actually posted to the General Ledger.
KEY FIELDS/CONCEPTS n Process Sequence - The numbers entered in this column determine the order in which allocation journal entries are processed for the allocation batch. Allocation journal entries are processed in ascending order (lowest sequence number is processed first). It is recommended that process sequence numbers be entered in increments large enough to allow for later insertions (i.e., 10, 20, 30, 40, etc.) n Journal Number - The journal entry number of the allocation formula(s) to include in the allocation batch. n Post to G/L (Yes or No) - A 'Y' indicates that the allocation process should pause after processing this allocation journal entry and post this and all previous journal entries in the batch before continuing with the remaining allocations. This is used when other allocations later in the batch sequence depend on a previously calculated allocation. It must be posted to the General Ledger before another allocation journal entry can use the results.
+ NOTE - The last process sequence in an allocation processing batch must be set to 'Y' to
post to the General Ledger. n Deleting an Allocation Batch - To delete the selected allocation batch from the system, press F4 (Delete Batch). OPTION NOTE - Option 5005 determines the password required to delete an allocation batch.
GLL017
Training Company (4R4) Run Time Parameter Maintenance
Date: Time:
2/07/96 8:02:31
Process Allocations For: Post Allocation Results:
Company: To Period:
2 8
Cost or Retail Stock Ledger: C Retrieve Balances: From Period: Thru Period: 8 8
Method:
How to Calculate Amount: N
N = Net Activity B = YTD Account Balance 4.__________ 8.__________ 12.__________ 16.__________ 20.__________
Batches to Process:
1. MONTHLY 5. 9. 13. 17.
2. 6. 10. 14. 18.
3. 7. 11. 15. 19.
Optional over-rides for retrieving Variable Percent Amounts:
From Period: 8 Thru Period: 8 Method: N =========================== Training Company (4R4) =========================== F1=Return F3=Batch Search F7=Accept Help is Available
STEP 8 - PROCESS AN ALLOCATION BATCH

ACCESS METHOD Access this screen by selecting Option 9 (Process Allocations) from the General Ledger Allocations Menu (MENALL). STEP SUMMARY Use this step to process an allocation batch. The run-time parameters are saved from one session to the next. In order to make changes to or accept the run-time parameters, they must be opened using the F10 function key. Then make any necessary changes to the processing parameters. To accept the run-time parameters, press F7 (Accept) after opening the parameters.
+ PROCESSING NOTE - Only one user at a time can simulate or process allocations.
If a user tries to access this option while allocations are processing, a screen similar to one shown below appears.
Maintenance is not allowed - Allocations in Process Processing Allocations For: Company: Cost or Retail Stock Ledger: C Post Allocation Results: Retrieve Balances: To Period: From Period: Thru Period: From Period: Thru Period: 2
8 8 8 8 8
Over-Ride For Variable %:
Start Date:
8/29/96
Start Time: 10:47:46
Maintenance is not allowed - Allocations in Process
GLL017
Date: Time:
5/07/94 8:02:41
Process Allocations For: Cost or Retail: Post Allocation Results: Retrieve Balances: Method:
Company: 2 Cost Training Company C To Period: 8 From Period: 8 Thru Period: 8 How to Calculate Amount: N N = Net Activity B = YTD Account Balance 1. MONTHLY 5. 9. 13. 17. From Period: 2. 6. 10. 14. 18. 8 3. 7. 11. 15. 19. Thru Period: 8 4. 8. 12. 16. 20. Method: N
Batches to Process:
Over-ride Values: 1. 2. 3. 4. To To To To
test these allocations, enter................... SIMULATE !! post these allocations to the GL, enter......... PROCESS !! make a correction to these parameters, enter.... RETURN !! end this update session, enter.................. CANCEL !! Enter your choice: PROCESS =========================== Training Company (4R4) ===========================
STEP 8 - PROCESS AN ALLOCATION BATCH (CONT)

ACCESS METHOD Access this screen by pressing F7 (Accept) from the Enter Processing Parameters Screen (GLL017). STEP SUMMARY Use this step to post a group of allocation batches with the same run-time parameters to the General Ledger. Unlike all other interfaces to the General Ledger, this process posts journal entries directly to the ledger without creating a suspended journal entry batch, provided there are no errors in the allocations. The batch number will have a source code of 'AL' and a unique six digit number (ALXXXXXX). POSTING PERIOD NOTE - Use Option 2212 to designate the number of periods in the future to which error-free journal entry batches can be posted. If the posting period for the allocations is outside of this open posting range, a suspended journal batch is created for the allocations. KEY FIELDS/CONCEPTS n Enter your choice - You must spell out the word and press ENTER to activate one of the following options: SIMULATE - Enter "SIMULATE" to see the effects of your batches without posting to the General Ledger. This option produces a Journal Entry Edit List to allow you to verify that the journal entries are correct. This report is described in the Report Output section.
17
Date: Time:
5/07/94 8:02:41
Process Allocations For: Company: 2 Cost Training Company Cost or Retail: C Allocation Results: To Period: 8 Retrieve Balances: From Period: 8 Thru Period: 8 Method: How to Calculate Amount: N N = Net Activity B = YTD Account Balance Batches to Process: 1. MONTHLY 5. 9. 13. 17. From Period: 2. 6. 10. 14. 18. 8 3. 7. 11. 15. 19. Thru Period: 8 4. 8. 12. 16. 20. Method: N
Over-ride Values: 1. 2. 3. 4. To To To To
test these allocations, enter................... SIMULATE !! post these allocations to the GL, enter......... PROCESS !! make a correction to these parameters, enter.... RETURN !! end this update session, enter.................. CANCEL !! Enter your choice: PROCESS ======================= Training Company (4R4) ==================================
STEP 8 - PROCESS AN ALLOCATION BATCH (CONT)

KEY FIELDS/CONCEPTS (CONT) n Enter your choice (Cont) PROCESS Enter "PROCESS" to post the selected allocation batches to the General Ledger. This option blocks further maintenance of the parameters until the allocation process has completed. It produces a listing of all journal entries created and posted, as described in the Report Output section. Enter RETURN if you want make corrections to the selected parameters . Enter "CANCEL" if you choose to end this session and return to the previous menu.
RETURN CANCEL
REPORT OUTPUT n Batch Job - This program submits a batch job when the "SIMULATE" or "PROCESS" options are chosen. This batch job produces the Journal Entry Edit List described in the Report Output section. n Journal Entry Edit List (GL0012) - This report provides information on the journal entry batch, such as batch totals. It also provides a hard copy audit trail of the journal entry batch created from the selected allocation batches.
GL0012 USER Company:002 Cost Training Company Batch: AL000515 Descr.: GENERAL LEDGER ALLOCATIONS Rec Account A-C-C-O-U-N-T No. ----- Number ---- D-E-S-C-R-I-P-T-I-O-N 1 2 3 4 5 6 7 8 9 10 002-050-001-00006 002-050-001-99998 002-050-001-00007 002-050-001-99998 002-050-001-00008 002-050-001-99998 002-050-001-00009 002-050-001-99998 002-050-001-00010 002-050-001-99998 Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense
Time:
8:03:16
Date: Page:
2/07/96 1 2 Yr: 96
Posted to per:
------------T-R-A-N-S-A-C-T-I-O-N-----------Reference Date Amount Retail Rev AL# AL# AL# AL# AL# AL# AL# AL# AL# AL# 000001 000001 000002 000002 000003 000003 000004 000004 000005 000005 8/07/96 2000.00 .00 8/07/96 2000.00.00 8/07/96 2000.00 .00 8/07/96 2000.00.00 8/07/96 2000.00 .00 8/07/96 2000.00.00 8/07/96 2000.00 .00 8/07/96 2000.00.00 8/07/96 2000.00 .00 8/07/96 2000.00.00 ------------------------Total .00 .00 ========================= Corp. Corp. Corp. Corp. Corp. Corp. Corp. Corp. Corp. Corp. Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising Advertising
Debit 10,000.00 .00 .00 10,000.00 .00
Credit 10,000.00 .00 .00 10,000.00 .00
Total .00 .00 .00 .00 .00
OPTION RECORDS USED

Option 2005 - Suspense account to use for invalid accounts and accounts that do not allow posting that are encountered when posting journal entries to G/L
HANDS ON EXERCISES
SCENARIO 1 - DEFINE AN ALLOCATION
In the following exercises, you will define Account Groups and enter the associated accounts. Then, you will define formulas and group them together in a single journal entry number and batch.
EXERCISE 1
Define Account Groups - Define account groups for each of your assigned store's total sales and an account group for your company's total sales. MENU/OPTION MENUGL/09 (G/L Allocation) MENALL/02 (Maintain Account Groups) _________________________________ _________________________________ _________________________________ _________________________________ _________________________________
EXERCISE 2
Enter G/L Accounts - Assign each department's sales account for each location to the applicable account group defined above. Your company uses the following four departments: Department 400 500 860 900 Description Womens Department Men's Department Stationery Sports Novelty Goods
MENU/OPTION MENALL/03 (Maintain Account Group Accounts) HINT: Press F8 (Relationship Search) to verify that the necessary accounts have been defined for each account group.

SCENARIO 1- DEFINE AND PROCESS AN ALLOCATION (CONT)
EXERCISE 3
Define Allocation Formulas - Define allocation formulas to allocate the amount in your company's corporate advertising expense account to each store's advertising expense accounts based on the store's percentage of total company sales. (HINT: Use the Set Constants function (F10) to expedite data entry of the formulas.) Assign a single journal entry number to all four allocation formulas. Journal Entry Number: _______________
EXERCISE 4
Check your Formulas - Using the option identified, simulate the effects of one or more of your allocation formulas. MENU/OPTION MENALL/08 (Simulate Allocations)
EXERCISE 5
Define an Allocation Batch - You must define a batch to include the allocations formulas defined in Exercise 3, in order to process them. Give the allocation batch a batch name of PER_NET. Remember to keep the processing sequence in mind.
SCENARIO 2 - SIMULATE AND PROCESS AN ALLOCATION EXERCISE 1 Simulate your Batch - Simulate your allocation batch. If it is correct, then go ahead and process it. MENU/OPTION MENALL/09 (Process Allocations) CAUTION - Check to make sure the company number is set to your company before proceeding with the processing.

1) What three things can an account group be used for in an allocation formula? _______________________________ _______________________________ _____________________________________
2)
List the three ways the "Allocate From" amount can be determined in an allocation formula. ________________________________ ________________________________ ____________________________________
3)
What is the difference between the allocation number and the journal entry number? ______________________________________________________________________ ______________________________________________________________________
4)
The amount posted to the offset account for an allocation is made in the same posting sign (+/-) as the "Allocate From" amount. (True/False) __________
5)
Allocations that are to be posted to different periods can be placed in the same allocation processing batch. (True/False) __________
6)
Allocations that require period-end balances can be combined with allocations that require net activity in an allocation processing batch. (True/False) __________ If an allocation depends on the results of a previous allocation in a single allocation processing batch, how should the allocation batch be defined to handle this situation? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
7)

8) What two types of account balances can be used to calculate the "Allocate From" amount? ________________________________________________________________________ ________________________________________________________________________ 9) How many allocation batches can be processed in a single processing run?
_________________________________________________________________________
GENERAL LEDGER TUTORIAL --- BUDGETS
Table of Contents
Lesson 9 - Budgets.......................................................................................................................3 Budgeting Menu ..........................................................................................................................4 Step 1 - Create Budget Header .....................................................................................................6 Enter Budget Name..................................................................................................................6 Enter Budget Header Information .............................................................................................7 Step 2 - Create Budget Accounts..................................................................................................8 Step 3 - Prorate Budget..............................................................................................................10 Step 4 - Maintain Budget Detail .................................................................................................11 Enter Account Number...........................................................................................................11 Maintain Budget Amounts......................................................................................................12 Select New Extract Data For An Account...............................................................................14 Step 5 - Print Budget Data .........................................................................................................16 Step 6 - Copy Budgets ...............................................................................................................19 Hands on Exercises....................................................................................................................21 Lesson Review Questions...........................................................................................................23
LESSON 9 - BUDGETING
LESSON SUMMARY Budgeting involves quantifying the plans of management on the company's operating activities. G/L budgets are defined on an account basis. Normally only profit/loss accounts (revenues and expenses) are included in the budget. To make budget preparation easier, the main company budget can be broken into manageable pieces. For example, budgets could be broken down by any of the following classifications: n n n n n Department (major account) Region District Store Area of Responsibility
After the smaller budgets are completed, they can be copied into the main company budget. This main company budget is then assigned to the Company Control Record (GL0001). This main company budget then becomes the default budget used in budget comparisons for the company in G/L inquiries and reports, including user-defined financial statements. This lesson demonstrates how to create budgets by store and perform budget maintenance by store. Then when these store budgets are finalized, they are copied into the main company-wide budget. LESSON OUTLINE STEP 1 - Create Budget Header STEP 2 - Create Budget Accounts STEP 3 - Prorate Budgets STEP 4 - Maintain Budget Detail STEP 5 - Print Budget Data STEP 6 - Copy Budgets
Training Company (4R4) Budgeting
Date: 2/15/96 Time: 18:27:20
| REPORTS AND INQUIRIES______ | 17 Budget Detail Reports | 18 Budget Status Report | | 20 Budget Detail Inquiry | | | | | | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4 5 6 7
CREATE/MAINTAIN BUDGETS Maintain Budget Master File Create Budgets Prorate Budgets Maintain Budget Detail Copy Budgets Delete Budgets
BUDGETING MENU
ACCESS METHOD Access this screen by selecting Option 12 (Budgeting) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to maintain General Ledger budgets. Budgets can be maintained for any account in the General Ledger. Budgets can be created, prorated, copied, deleted, or printed. LESSON SELECTIONS n OPTION 2 - MAINTAIN BUDGET MASTER FILE - Use this option to maintain budget definitions. These definitions control whether budgets can be added to, copied to, changed, or deleted. n OPTION 3 - CREATE BUDGETS - Use this option to add accounts to a budget. The budget accounts can be created using major account, region number, district number, store number, or responsibility code. Budget data can come from an existing budget or from account data for a specific fiscal year. Balance sheet accounts can also be included in the budget. n OPTION 4 - PRORATE BUDGETS - Use this option to prorate budget data by a specific percentage. An entire budget can be prorated or selected accounts can be prorated by the specified percentage. n OPTION 5 - MAINTAIN BUDGET DETAIL - Use this option to prorate or simulate prorations of an account in a budget. The account can be prorated by a dollar amount or percentage, or specific dollar values can be entered for each period in the budget.
BUDGETING MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 6 - COPY BUDGETS - Use this option to copy budget data from one budget to another. n OPTION 17 - BUDGET DETAIL REPORTS - Use this option to print budget detail reports for selected accounts. The reports can be sorted by account type or account number and be in budget format, profit/loss format, or balance sheet format. Additional budget extract or account data can be included, and the actual account data variance can reflect the total variance or the variance for the year to date. OTHER MENU SELECTIONS n OPTION 7 - DELETE BUDGETS - Use this option to delete all or selected accounts from a budget. n OPTION 18 - BUDGET STATUS REPORT - Use this option to print a status report for a budget. The report can include account detail or be limited to status totals. n OPTION 20 - BUDGET DETAIL INQUIRY - Use this option to display budget information for a selected account. Command keys let the user view the dollar and percentage variance between budget extract and account data for all periods or for the year to date. The user can also graph the data.
GLB010
Training Company (4R4) Budget Master File Maintenance
Date: 2/15/96 Time: 18:27:27
Company: Budget Name:
2 STORE007
=========================== Training Company (4R4) =========================== F1=Return F3=Search File Roll Keys to Page F5=Print File
STEP 1 - CREATE BUDGET HEADER Enter Budget Name

ACCESS METHOD Access this screen by selecting Option 2 (Maintain Budget Master File) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to define the budget header information. These definitions control whether or not the budget can be added to, copied to, changed, or deleted. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the budget. SYSTEM IMPACT - Only accounts for the company specified here can be included in the budget. n Budget Name - The name of the budget. Up to 8 characters are permitted.
GLB010
Training Company (4R4) Budget Master File Maintenance
Date: 2/15/96 Time: 18:27:41
Company: Budget Name: Budget Description: Fiscal Year: Allow Additions Allow Changes Allow Deletions Allow Copy To Y/N: Y/N: Y/N: Y/N:
7 STORE007 Budget for Store __________________ 96 Y Y Y Y
STEP 1 - CREATE BUDGET HEADER Enter Budget Header Information

ACCESS METHOD Access this screen by entering the required information and pressing ENTER on the previous screen. STEP SUMMARY Use this step to specify the functions that can be performed within the selected budget. KEY FIELDS/CONCEPTS n Budget Description - A 40-character description for the budget. n Fiscal Year - The fiscal year for each budget must correspond to a fiscal year already defined for the company in General Ledger Calendar Maintenance (GL0100). SYSTEM IMPACT - When printing a Budget Detail Report (GLB041 or GLB042) and comparing budget amounts to actual account data, this fiscal year is used to determine which fiscal year's account data to include. n Designate the level of protection status on each budget using the following four selections: q q q q Allow Additions Allow Changes Allow Deletions Allow Copy To Y/N Y/N Y/N Y/N
1 GLB015
Training Company (4R4) Budget Creation Selection 2 STORE007 Sel _ _ _ 1 _ Value _____ _____ _____ 7
Date: 9/15/98 Time: 16:55:46
BUDGET TO CREATE: Company Number: Budget Name:
1=Select, Blank=*ALL
CREATE USING:
Major Account: Region Number: District Number: Store Number: Responsibilty Code:
EXTRACT FROM:
Existing Budget Data: Actual Account Data: 95 Balance Sheet Accounts:
(Budget Name) (Fiscal Year) (Y/N)
============================= Training Company (4R4) ======================== F1=Return F3=Cursor Search F7=Accept
STEP 2 - CREATE BUDGET ACCOUNTS

ACCESS METHOD Access this screen by selecting Option 3 (Create Budgets) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to add accounts to a budget. The budget can be created using major account, region number, district number, store number, or responsibility code. Budget data can come from an existing budget or from account data for a specific fiscal year. Balance sheet accounts can also be included.
+ EXISTING BUDGET DETAIL - Any budget detail that exists for the selected budget is
not affected by this process. This step illustrates adding all revenue, cost of sales, and expense accounts to a single store's budget using actual account data from the previous year. KEY FIELDS/CONCEPTS q Budget To Create - The G/L company and name of the budget for which to add accounts.
STEP 2 - CREATE BUDGET ACCOUNTS (CONT)

KEY FIELDS/CONCEPTS (CONT) n Create Budget Using - Select one of the following with an '1' to indicate how to select the accounts to add to the budget. To the right of the selection field, the user can specify a specific entity (major account, region, district, store, area of responsibility) from which to select accounts. q Major Account - Select accounts to add by major account. q Region Number - Select accounts to include by region. The region to which a location belongs is defined in Store Table Maintenance (TBL005). q District Number - Select accounts to include by district. The district to which a location belongs is defined in Store Table Maintenance (TBL005). q Store Number - Select accounts to include by location. q Responsibility Code - Select accounts to include by area of responsibility. Accounts are assigned to an area of responsibility in Maintain Area of Responsibility File (GL0120). n Extract Budget Data - The name of the budget OR the fiscal year from which to extract data for the selected accounts. n Balance Sheet Accounts (Y/N) - Indicates whether or not to include balance sheet accounts in the selected accounts to add to the budget. Balance sheet accounts are those accounts with the following account types: 1 - Asset 2 - Liability 3 - Inter-company 4 - Equity
+ ACCOUNT TYPE NOTE - The account type for an account is defined in Chart of
Accounts Maintenance (GL0002). n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job adds the selected accounts to the specified budget.
GLB030
Training Company (4R4) Prorate Budget Data
Date: 2/15/96 Time: 18:29:04
Company: Prorate Budget Name: Percentage To Prorate:
2 STORE007 10.00
=========================== Training Company (4R4) =========================== F1=Exit F3=Budget Search F7=Accept F5=Account Selection
STEP 3 - PRORATE BUDGET

ACCESS METHOD Access this screen by selecting Option 4 (Prorate Budgets) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to prorate a budget by a specified percentage. An entire budget can be prorated, or selected accounts can be prorated by the specified percentage. This step demonstrates how the budgeted amounts can be increased or decreased by specifying a percentage to prorate. In this example, the entire budget is to be increased by 10 percent. KEY FIELDS/CONCEPTS n Percentage to Prorate - The percentage by which to increase/decrease the selected budget. To increase a budget by a specified percentage, enter a positive number. To decrease a budget, enter a negative number. The calculation used to determine an account's new budget amount for a period is as follows: [Budget Amount X (Percentage to Prorate/100)] + Budget Amount n (F5) Account Selection - To select specific accounts within the selected budget to prorate by the specified percentage, press F5 (Account Selection). n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job increases/decreases each period's budget amount for each selected account in the selected budget by the specified percentage.
LB021
Training Company (4R4) Budget Detail Maintenance
Time: 18:29:14 Date: 2/15/96
Company:
Budget Name: STORE007 Account Number: 400 40 7
========================= Training Company (4R4) =========================== =Return F3=Budget Search Roll Keys to page F5=Account Search
STEP 4 - MAINTAIN BUDGET DETAIL Enter Account Number

ACCESS METHOD Access this screen by selecting Option 5 (Maintain Budget Detail) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to prorate or simulate a proration of a single account in a budget. The account can be prorated by a dollar amount or percentage, or specific dollar values can be entered for each period in the budget. This step demonstrates how manual adjustments to the budget can be applied on an account basis. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the budget to maintain. n Budget Name - The name of the budget to maintain. n Account Number - The major, minor, and location portions of the account for which to create/maintain budget detail.
GLB021 Budget Name: Extract Data: Account Number: Prorate $ 25,688
Training Company (4R4) Budget Detail Maintenance STORE007 Budget for Store 7 ACTUAL 95 400-040-00007 Sales (Women's) % 10.02 Per. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Extract 1,796 1,796 2,245 1,796 1,796 2,796 1,796 1,796 2,245 1,796 1,796 2,245 Budget 1,976 1,976 1,470 1,976 1,976 1,470 1,976 1,976 1,470 1,976 1,976 1,470 $
Time: 18:29:25 Date: 2/15/96
Press HELP for explanation of proration function.
Change 180 180 225 180 180 225 180 180 225 180 180 225
% Change 10.02 10.02 10.02 10.02 10.02 10.02 10.02 10.02 10.02 10.02 10.02 10.02
23,348 25,688 2,340 10.02 =========================== Training Company (4R4) =========================== F1=Exit F5=Select New Extract F4=Delete Record F3=Toggle Extract F7=Accept
STEP 4 - MAINTAIN BUDGET DETAIL Maintain Budget Amounts

ACCESS METHOD Access this screen by entering the required information and pressing ENTER on the previous screen. STEP SUMMARY Use this step to maintain each period's budget amount for the selected budget/account number. In the screen sample shown above, the result of prorating the budgeted amount in Step 3 is displayed. KEY FIELDS/CONCEPTS n Prorate $ - A dollar amount by which to increase/decrease each period's budget amount based on the percentage of each period's extract amount to the total extract amount. Each period's budget amount is calculated as follows: (Period Extract Total Extract) X Prorate $ n Prorate % - A percentage by which to increase/decrease each period's budget amount. Each period's budget amount is calculated as follows: [(100 + Prorate %) 100] X Period Extract
STEP 4 - MAINTAIN BUDGET DETAIL Maintain Budget Amounts (Cont)

KEY FIELDS/CONCEPTS (CONT) n Extract - The budget data on which new budget amounts are based. These extract amounts usually come from another budget or actual account data. The source of the extract amounts is displayed in the "Extract Data" field at the top of the screen.
+ MANUAL ENTRY NOTE - If you choose to manually enter the budget amounts, you
must enter the amounts in both the budget and extract fields. The protection on these fields can be toggled on and off using the F3 (Toggle Extract) function key. If you DO NOT enter the amounts in the extract field, any attempts at prorating the budget amounts will result in clearing any of the manually entered budget amounts. n Budget - The budget amounts for the corresponding periods. Any changes made to these numbers result in corresponding changes in the "Prorate $" and "Prorate %" fields.
+ GENERAL RULE NOTE - Enter all budget amounts as positive amounts.
The system will reflect the sign correctly based on the normal debit/credit balance for the account. returns; the budget amounts for customer returns need to be entered as negative amounts.
+ EXCEPTION - The exception to this rule is for contra accounts such as customer
n $ Change - The difference between the budget amount and extract amount, calculated as follows: Budget Amount - Extract Amount = $ Change n % Change - The percentage difference between the budget amount and the extract amount, calculated as follows: Budget Amount - Extract Amount -------------------------------------------- X 100 = % Change Extract Amount n (F4) Delete Record - The account can be deleted from the budget by pressing F4 (Delete Record). However, the budget must allow deletions, as defined in Budget Master File Maintenance (GLB010). n Changing a Budget Account - If changes are made to the budget data for the selected account, the budget must allow changes, as defined in Budget Master File Maintenance (GLB010). n Adding a New Account - If the selected account is being added to the account, the budget must allow additions, as defined in Budget Master File Maintenance (GLB010).
GLB023
Training Company (4R4) Select New Extract Data Company: 2 Budget for Store 7 7
Date: 2/15/96 Time: 18:29:53
Budget Name: STORE007 Account: 400 Extract Budget Data Existing Budget: STORE007 Actual Account: 400 Fiscal Year: Extract Results: 1 40 41
1 = Replace Existing Extract Data 2 = Add To Existing Extract Data
=========================== Training Company (4R4) =========================== F1=Exit F3=Budget Search F7=Accept F5=Account Search
STEP 4 - MAINTAIN BUDGET DETAIL Select New Extract Data for an Account
ACCESS METHOD Access this screen by pressing F5 (Select New Extract) from the previous screen. STEP SUMMARY Use this step to select new extract data for the selected budget/ account number. This new extract data can be from either an existing budget or from actual account data. The new data can then either replace existing extract amounts for the selected account or be added to existing extract amounts. This step demonstrates copying the budget amounts from one account to another within a budget. In this case, the budget amounts for a department's sales account are being copied into the budget amounts for the same department's customer returns account. That way, if customer returns are budgeted as 5% of budgeted sales, the budget amounts for customer returns can be prorated by -105% to arrive at the correct budget figures for customer returns. The reason for prorating by -105% is to arrive at a figure of 5% of budgeted sales and reverse the sign (since customer returns is a contra account). KEY FIELDS/CONCEPTS n Existing Budget - The name of the budget from which to select new extract data. n Actual Account - The major, minor, and location portions of the account from which to select new extract data. If a budget was specified, new data will be extracted from the budget amounts for this account in that budget.
STEP 4 - MAINTAIN BUDGET DETAIL (CONT) Select New Extract Data for an Account
KEY FIELDS/CONCEPTS (CONT) n Fiscal Year - The number of the fiscal year from which to extract actual account data. n Extract Results - A '1' replaces the existing extract data for the selected budget/account number with the new extract data. A '2' adds the new extract data to the existing extract data for the selected budget/account number.
GLB040
Training Company (4R4) Print Budget Data Company: 2 Print Budget Name: Report Type: STORE007 1 1. By Account Number 2. By Account Type 1. Budget Format 2. Profit/Loss Format 3. Balance Sheet Format 1. Budget Extract Data 2. Actual Account Data 3. No Additional Data 1. Total Variance 2. Y-T-D Variance
Date: 10/26/93 Time: 12:12:01
Report Format:
Include Additional Data:
Actual Account Data Variance:
STEP 5 - PRINT BUDGET DATA

ACCESS METHOD Access this screen by selecting Option 17 (Budget Detail Reports) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to print budget detail reports for a selected budget. KEY FIELDS/CONCEPTS n Report Type - Select one of the following report types: 1 - By Account Number - Prints the report in account number order. 2 - By Account Type - Sorts the accounts on the report by account type (revenue, expense, etc.). In addition to report totals, totals are given by account type. n Report Format - Select one of the following report formats: 1 - Budget Format - Shows all balances as positive. 2 - Profit/Loss Format - Reverses the normal signs for the balances. Debit accounts (expenses, for example) are shown as negatives, and credit accounts (revenues, for example) are shown as positives. 3 - Balance Sheet Format - Shows all balances with normal debit and credit signs. Debit accounts are shown as positives, and credits are shown as negatives.
STEP 5 - PRINT BUDGET DATA (CONT)

KEY FIELDS/CONCEPTS (CONT) n Include Additional Data - Select one of the following options: 1 - Budget Extract Data - Shows budget extract data for each account by period for comparison against budget figures. 2 - Actual Account Data - Shows actual account data for each account by period for comparison against budget figures. The fiscal year assigned to the selected budget in Budget Master File Maintenance (GLB010) is used to determine the fiscal year from which to show actual account data. 3 - No Additional Data - Only reports budget figures. n Actual Account Data Variance - Select one of the following options when including actual account data: 1 - Total Variance - The budget figures for the entire fiscal year are shown regardless of the current period for the company. 2 - Y-T-D Variance - The budget figures are only shown up to the current period for the company, as defined in Maintain G/L Dates (GL0023). n (F5) Account Selection - To select specific accounts from the selected budget to include on the report, press F5 (Account Selection). Otherwise, all accounts for the selected budget are included on the report. n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job prints one of the budget detail reports described in the Report Output section. REPORT OUTPUT n Budget Report By Account (GLB041) - This report provides account information for the specified budget. This report can be used to compare budget amounts with extract data or actual account data by period. The report is presented in account number order. n Budget Report By Type (GLB042) - This report provides account information for the specified budget. This report can be used to compare budget amounts with extract data or actual account data by period. The accounts on the report are sorted by account type (revenue, expense, etc.). In addition to report totals, totals are also provided for each account type. The account type for an account is defined in Chart of Accounts Maintenance (GL0002).
GLB041
Training Company (4R4) BUDGET REPORT BY ACCOUNT BUDGET FORMAT WITH EXTRACT DATA
DATEPAGE-
2/15/96 1
Company 002 Cost Training Company Budget STORE007 Budget for Store 00007 Account Per 01 Per 02 Per 03 400-040-00007 Sales (Women's) EXT $ 1796 1796 2245 BUD $ 1722 1722 1722 VAR $ 225 225 225 VAR % 15.03 15.03 15.03 500-040-00007 Sales (Men's) EXT $ 37392 37392 46740 BUD $ 34366 34366 34366 VAR $ 4481 4481 4481 VAR % 14.99 14.99 14.99 860-040-00007 Sales (Stationery) EXT $ 16621 16621 20777 BUD $ 15928 15928 15928 VAR $ 2077 2077 2077 VAR % 14.99 14.99 14.99 900-040-00005 Sales (Sports Novelty) EXT $ 16926 16926 20777 BUD $ 16124 16124 16124 VAR $ 2103 2103 2103 VAR % 14.99 14.99 14.99 TOTAL EXTRACT TOTAL BUDGET TOTAL TOTAL VAR $ VAR % 59254 68140 8886 14.99 59254 68140 8886 14.99 59254 68140 8886 14.99
Per 04 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 16926 16124 2103 14.99 59254 68140 8886 14.99
Per 05 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 20777 16124 2103 14.99 59254 68140 8886 14.99
Per 06 2245 1722 225 15.03 46740 34366 4481 14.99 20777 15928 2077 14.99 16926 16124 2103 14.99 59254 68140 8886 14.99
Per 07 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 14021 16124 2103 14.99 59254 68140 8886 14.99
Per 08 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 16926 16746 2185 15.00 59794 68762 8968 14.99 ***
Per 09 2245 1722 225 15.03 46740 34366 4481 14.99 20777 15928 2077 14.99 21157 16746 2185 15.00 59794 68762 8968 14.99
Per 10 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 16926 16746 2185 15.00 59794 68762 8968 14.99
Per 11 1796 1722 225 15.03 37392 34366 4481 14.99 16621 15928 2077 14.99 16926 16124 2103 14.99 59254 68140 8886 14.99
Per 12 1796 1722 225 15.03 46740 34366 4481 14.99 20777 15928 2077 14.99 21157 16124 2103 14.99 59254 68140 8886 14.99
Total 17964 20664 2700 15.03 358620 412413 53793 15.00 216076 191144 24932 15.00 224430 195354 25482 15.00 712668 819575 106907 15.00
*** END OF REPORT
GLB025
Training Company (4R4) Copy Budget Data
Date: 2/15/96 Time: 18:30:46
Company: Copy Budget Name: To Budget Name:
2 STORE007 MAIN96
STEP 6 - COPY BUDGETS

ACCESS METHOD Access this screen by selecting Option 6 (Copy Budgets) from the Budgeting Menu (MENGL9). STEP SUMMARY Use this step to copy budget data from one budget to another. The screen sample shown above illustrates copying a single store's budget into the main company-wide budget. The companywide budget is used for reporting and inquiries throughout the General Ledger module.
+ EXISTING BUDGET DETAIL - Any existing budget account data in the "To Budget"
that matches account data in the "Copy Budget" is replaced by the account data from the "Copy Budget". KEY FIELDS/CONCEPTS n Company - The number of the G/L company for the budget from which to copy and the budget to which to copy budget data. n Copy Budget Name - The budget from which to copy budget data. n To Budget Name - The name of the budget to which to copy budget data. This budget must allow copies to be made to it, as defined in Budget Master File Maintenance (GLB010). n (F5) Account Selection - To select specific accounts in the "Copy Budget" to copy to the "To Budget", press F5 (Account Selection). n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job copies the selected accounts from the "Copy Budget" to the "To Budget".
NOTES
HANDS ON EXERCISES
SCENARIO 1 - CREATE STORE BUDGETS FOR YOUR COMPANY In the following exercises, you will define budget headers and create store budgets. After you create budgets for your stores, you will use various functions to maintain the store budgets.
EXERCISE 1
Define Budget Headers - Define a budget header for each of your assigned stores and a main budget for your assigned company. Assign the main budget for your company as the company's "Current Budget". MENU/OPTION MENUGL/12 (Budgeting) MENGL9/02 (Maintain Budget Master File) Budget Name ___________________________ Budget Name ___________________________ Budget Name ___________________________ Budget Name ___________________________ Budget Name ___________________________
EXERCISE 2
Create Budget Detail - Create account data for each store's individual budget. Extract the actual data for each of your assigned stores from the previous fiscal year, 1995. MENU/OPTION MENGL9/03 (Create Budgets)
EXERCISE 3
Prorate Budgets - Prorate each store's budget by a percentage. (Be sure to wait until these batch jobs are finished before proceeding to the next exercise.) Budget Name Percent to Prorate

EXERCISE 4 Enter Budget Amounts. Manually enter budget amounts for the Office Supplies Expense accounts you set up in Lesson 1. Be sure to do this for each store. (HINT: Remember, you also need to define the Extract amounts.)
EXERCISE 5
Copy Budget Amounts and Prorate. For one store's budget, copy the budget amounts for each department's sales account into the corresponding department's customer returns account within the same budget. (HINT: Use the F5 (Select New Extract) function on Budget Detail Maintenance Screen (GLB021).) Prorate the budget amounts for each department's customer returns account by -105% to arrive at a budgeted amount that is 5% of sales for the department.
EXERCISE 6
Verify Prorations. Obtain a Budget Detail Report of one store's budget in budget format. Include extract data. Verify the prorations performed in Exercise 5 and the manuallyentered budget amounts entered in Exercise 4.
EXERCISE 7
Copy Budget. Copy budget data from each store's budget to the main company budget.
EXERCISE 8
Budget Inquiry. Inquire upon the main company budget for a store's sales accounts. Compare budget amounts to actual account data for the current fiscal year-todate. (HINT: Select Option 20 on the Budgeting Menu (MENGL9).)

1) Balance sheet accounts (assets, liabilities, etc.) can be included in a budget. (True/False) __________
2) What sign should be used for the following amounts when entering budgets manually? Sales ________________________________________________________________ _____________________________________________________________
Expense
3)
G/L budgets can be maintained on an individual account and period basis. (True/False) _________
4)
When prorating a budget, the entire budget must be prorated by the specified percentage. (True/False) __________
5)
List the four maintenance restrictions that can be placed on a budget. _________________________ _________________________ __________________________ __________________________
6)
From what two sources can budget extract data be retrieved? _________________________ __________________________
7)
When adding accounts to a budget, the accounts can be selected five different ways. What are those ways? _________________________ _________________________ _________________________ _________________________ _________________________
NOTES
GENERAL LEDGER TUTORIAL --- STANDARD REPORT WRITER
Table of Contents
Lesson 10 - Standard Report Writer .............................................................................................3 Glossary of Terms .......................................................................................................................4 Standard Financial Formats Menu................................................................................................6 Step 1 - Enter Column Headings ..................................................................................................8 Enter Headings For Dollar Amount Columns............................................................................8 Enter Headings For Percentage Columns ..................................................................................9 Enter Headings For Difference And Summation Columns .......................................................10 Step 2 - Define Report Format ...................................................................................................11 Step 3 - Define Report Line Sets ................................................................................................18 Step 4 - Define Report Control File ............................................................................................19 Enter Line Number And Record Type.....................................................................................19 Report Heading......................................................................................................................20 Section Headings ...................................................................................................................22 Account Detail.......................................................................................................................23 Total Sections ........................................................................................................................26 Footnotes...............................................................................................................................28 Step 5 - Print G/L Report File ....................................................................................................29 Step 6 - Run G/L Reports ..........................................................................................................31 Override Default Report Specifications...................................................................................35 General Ledger Trend Reports Menu..........................................................................................38 Step 7 - Print A Report Writer Format Trend Report ..................................................................39 Option Records Used .................................................................................................................43 Hands on Exercises....................................................................................................................45 Lesson Review Questions...........................................................................................................49
LESSON 10 - STANDARD REPORT WRITER

LESSON SUMMARY The Standard Report Writer prints account numbers down the page and amounts across the page. The user defines reports with report and section headings, total line descriptions, and footnotes. Report lines define the report line spacing, number of decimals to print, amount scaling, account selections, and other parameters. The following is an example of a standard financial format: Current Actual Expenses Salaries Supplies Telephone Etc. Total X,XXX X,XXX X,XXX X,XXX XX,XXX Current Budget X,XXX X,XXX X,XXX X,XXX XX,XXX YTD Actual XX,XXX XX,XXX XX,XXX XX,XXX XX,XXX YTD Budget XX,XXX XX,XXX XX,XXX XX,XXX XX,XXX
Var. XXX XXX XXX X,XXX X,XXX
Var. XXX XXX XXX XXX XXX
This lesson demonstrates the setting up of an income statement.
LESSON OUTLINE STEP 1 - Enter Column Headings STEP 2 - Define Report Format STEP 3 - Define Report Line Sets STEP 4 - Define Report Control File STEP 5 - Print G/L Report File STEP 6 - Run G/L Reports STEP 7 - Print a Report Writer Format Trend Report
GLOSSARY OF TERMS
n Absolute/Relative q An absolute account range interprets the account range literally (every account in the range). q A relative account range interprets the account range within the same minor account; therefore, the minor account in the From and To account must be the same number. For example, if a report line is to be comprised of sales (minor of 040) for all departments (stored in the major), the following chart illustrates how this can be accomplished using the absolute or relative method:
Absolute From 100-040-00001 200-040-00001 300-040-00001 " 900-040-00001 To 100-040-99999 200-040-99999 300-040-99999 " 900-040-99999 From 100-040-00001 Relative To 900-040-99999
n Line Set - Line sets consist of multiple account ranges used to determine the source of data to be printed on a report. In the Standard Report Writer, line sets are used to determine the source of data to be printed on account detail lines. n Report Format - A report format determines the order and positions of the columns of data to include on a report. n Report Lines There are five different types of report lines:
Report Heading Section Headings Account Detail Total Sections Footnotes
n Space Before/After - A code corresponding to the amount of space to print before/after a given report line: P - Begins a new page 0 - No line of space 1 - One line of space 2 - Two lines of space 3 - Three lines of space
+ NOTE - The line above/below the given line may also have space defined before/after
it. This will add to the space between the given line and the previous/following line. There must be at least one line of space defined between each line on the report. One line of space between the report lines actually prints one line after another (singlespaced).
GLOSSARY OF TERMS (CONT)

n Levels (1-9) - The levels correspond to the total level affected by amounts associated with an account detail line. Depending on the entry made in the "Add/Subtract" field, the amounts are added to or subtracted from the selected level and all lower levels. When defining account detail lines, the total levels (or buckets) into which the system should add/subtract a line must be specified. When printing report subtotals or totals, the bucket to use for printing the total and whether the bucket should be cleared after printing is specified. The system has 9 levels (or buckets) and a special level called 'X'.
+ LEVEL NOTE - It is rare to need all 9 levels.
For Total Expenses, any level between 1 and 8 could have been selected to print. For Net Profit, level 9 is selected to print.
n Level 'X' - The special level 'X' is totally separate from levels 1 through 9. Level 'X' is used for printing columns that are defined as a percentage of total, where level 'X' is the "total". For example, to show what percentage each expense was to total expenses, level 'X' would need to be defined as "total expenses". To define level 'X', perform the following steps: 1. Set up an account detail line that includes the applicable accounts. This detail line must come before any lines that need to use the 'X' total. Set the "Level" field to 'X'. Set the "Suppress Print" field to be 'Y'. This keeps the account detail line from appearing on the report. The associated amount will simply be added to/subtracted from the 'X' level.
2. 3.
The following example illustrates the results: Cur Act Current as % Period of Total Expenses Salaries Supplies Telephone Recruiting Total Expenses $ 25 $ 10 $ 5 $ 10 $ 50 50.0% 20.0% 10.0% 20.0% 100.0%
In this example, an account detail line to define the 'X' level that includes all accounts for Salaries, Supplies, Telephone, and Recruiting would need to be set up in the report file somewhere before the "Salaries" account detail line.
Menu: MENGLZ DSP140 USER
Training Company (4R4) Standard Financial Formats
Date: 2/15/96 Time: 15:27:32
| RUN REPORTS | 17 Run G/L Reports | 18 Run Report Selections | 19 Delete Report Selections | REPORT LINES | 7 Maintain Report Line Sets | 8 Enter G/L Report File | 9 Copy Report Lines | 10 Resequence Report Lines | 11 Print G/L Report File | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3
REPORT COLUMNS Define Column Headings Define Report Formats
STANDARD FINANCIAL FORMATS MENU

ACCESS METHOD Access this menu by selecting Option 27 (Standard Financial Formats) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access the standard financial report writer.
LESSON SELECTIONS
n OPTION 2 - DEFINE REPORT COLUMNS - Use this option to create and maintain custom headings for General Ledger report columns. These headings are printed above each column on the report. n OPTION 3 - DEFINE REPORT FORMATS - Use this option to define which columns appear on the report, as well as their order and position. n OPTION 7 - DEFINE REPORT LINE SETS - Use this option to maintain line sets. Line sets consist of multiple account number ranges to determine the source of data to be printed on a report line. n OPTION 8 - ENTER G/L REPORT FILE - Use this option to enter report line definitions. The report control file contains the guidelines for the layout of the G/L report or financial statement. The control file allows any G/L account to be grouped in any order for printing, using one or several of the report formats created using Option 3. n OPTION 11 - PRINT G/L REPORT FILE - Use this option to print a listing of one or more sets of report line definitions.
STANDARD FINANCIAL FORMATS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 17 - RUN G/L REPORTS - Use this option to define how General Ledger reports will be run for a period and year. The reports can be printed in a different format and with a different number of decimal positions than is defined in the report definition. The reports can also be for a different location or consolidated locations, include header and account detail, and reflect next year's budget. A command key lets users save these parameters for future use. OTHER MENU SELECTIONS n OPTION 9 - COPY REPORT LINES - Use this option to copy lines from one report definition into another report definition. n OPTION 10 - RESEQUENCE REPORT LINES - Use this option to resequence lines in a report definition to make room for new lines to be inserted. n OPTION 18 - RUN REPORT SELECTIONS - Use this option to run one or more report selections that have been defined and saved using Option 17. n OPTION 19 - DELETE REPORT SELECTIONS - Use this option to delete report running selections that have been defined and saved using Option 17.
1 GLZ006
Training Company (4R4) Enter Headings for G/L Reports
Date: 2/15/96 Time: 15:27:38
- - - - - - - - - - - - - - This Year Last Year
Current
CURRENT PERIOD - - - - - - - - - - - - - - - Diff. to LY Budget Diff. to Bud. Difference to Difference to Same Period of Same Period of Current Period Current Period Period Previous Year Previous Year Budget Budget YEAR TO DATE Diff. to LY Difference to Previous YTD - - - - - - - - - - - - - - - Budget Diff. to Bud. Difference to YTD Budget
- - - - - - - - - - - - - - - This Year Last Year
Current YTD
Previous
YTD
YTD
Budget
- - - - - - - - - - - - - - - - QUARTER TO DATE This Year Last Year Diff. to LY Difference to Previous Year Previous Year Current QTD QTD QTD
- - - - - - - - - - - - - - Budget Diff. to Bud. Difference to QTD Budget
QTD
Budget
=========================== Training Company (4R4) =========================== F1=Return Enter to Continue HELP Available
STEP 1 - ENTER COLUMN HEADINGS Enter Headings for Amount Columns

ACCESS METHOD Access this screen by selecting Option 2 (Enter Column Headings) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to define headings for report columns that contain dollar amounts, including various current period, year-to-date, and quarter-to-date amounts. KEY FIELDS/CONCEPTS n Current Period - The column headings for amounts related to the current period. n Year To Date - The column headings for amounts related to the year to date. n Quarter To Date - The column headings for amounts related to the quarter to date. The following table illustrates how quarters are defined in the General Ledger.
12-Period Fiscal Year Quarter Periods Included 1 2 3 4 1, 4, 7, 10, 2, and 3 5, and 6 8, and 9 11, and 12 13-Period Fiscal Year Quarter Periods Included 1 2 3 4 1, 4, 7, 10, 2, and 3 5, and 6 8, and 9 11, 12, and 13
2 GLZ006
Training Company (4R4) Enter Headings for G/L Reports Pct. Pct. Pct. Pct. Pct. Pct. Diff Diff Diff Diff Diff Diff to to to to to to CUR CUR YTD YTD QTD QTD Budget. Last YR Budget. Last YR Budget. Last YR % % % % % % Diff Diff Diff Diff Diff Diff Curr Prev YTD Prev QTD Prev Curr Prev Curr YTD Prev YTD QTD Prev QTD Budget Year Budget YTD Budget Yr QTD Budget Year Actual Budget YTD Actual Budget Yr QTD Actual
Date: 2/15/96 Time: 15:27:41
CUR BUD as Pct. of Total % Tot CUR LY as Pct. of Total % Tot CUR ACT as Pct. of Total % Tot YTD BUD as Pct. of Total % Tot YTD LY as Pct. of Total % Tot YTD ACT as Pct. of Total % Tot QTD BUD as Pct. of Total % Tot QTD LY as Pct. of Total % Tot QTD ACT as Pct. of Total % Tot
=========================== Training Company (4R4) =========================== F1=Return HELP available
STEP 1 - ENTER COLUMN HEADINGS Enter Headings for Percentage Columns

ACCESS METHOD Access this screen by pressing ENTER on the previous screen.
STEP SUMMARY
Use this step to define headings for columns that contain percentages, including percentage variances and percentages of total. KEY FIELDS/CONCEPTS n Percent Difference Columns - The headings for columns that represent the percentage difference between two other columns representing the current period, year to date, or quarter to date. n Percent of Total Columns - The headings for columns that present information that represents the current detail line's amount as a percentage of a specified 'X' level total (i.e., Sales, Net Income, etc.). On G/L reports, level 'X' is a special level that is not related to other total levels (1-9) hierarchically. If 'X' is specified as a detail line's total level, the detail line is normally suppressed from printing, and data is totaled in a special bucket. This bucket is then retained for comparison with account details and totals printed after the level 'X' line.
3 GLZ006
Training Company (4R4) Enter Headings for G/L Reports
Date: 2/15/96 Time: 15:27:42
The following are 1 line headings that will be used for the headings when a difference or summation field is selected in a report format. - - - - - - - - - - - - - - - CURRENT PERIOD This Year Last Year Diff. to LY Current Period Previous Year Diff to PY - - - - - - - - - - - - - - - Budget Diff. to Bud. Current Budget Diff to Budget
- - - - - - - - - - - - - - - - YEAR TO DATE - - - - - - - - - - - - - - - This Year Last Year Diff. to LY Budget Diff. to Bud. Current YTD Previous YTD Diff to Pr YTD YTD Budget Diff to YTD Bud
- - - - - - - - - - - - - - - - QUARTER TO DATE This Year Last Year Diff. to LY Current QTD Prev Yr QTD Diff to PY QTD
- - - - - - - - - - - - - - Budget Diff. to Bud. QTD Budget Diff to QTD Bud
=========================== Training Company (4R4) =========================== F1=Return Enter to Continue HELP Available
STEP 1 - ENTER COLUMN HEADINGS Enter Headings for Difference and Summation Columns
ACCESS METHOD Access this screen by pressing ENTER on the previous screen. STEP SUMMARY Use this step to enter 1-line headings that will be used for the column headings when a difference or summation field is selected in a report format. For example, when a difference field is selected in a report format, the 3-line column heading is built from the 1-line headings for the two fields that make up the difference calculation. The resulting 3-line heading would be as follows: Difference 1-line heading for field 1 1-line heading for field 2 Summation fields are handled in the same manner, except the literal 'Summation' is used as the first line in the 3-line heading. KEY FIELDS/CONCEPTS n Current Period - The 1-line headings for current period amounts used in difference and summation columns. n Year To Date - The 1-line headings for year-to-date amounts used in difference and summation columns. n Quarter To Date - The 1-line headings for quarter-to-date amounts used in difference and summation columns.
2 GLZ000 Format Type: IS
Training Company (4R4) Maintain G/L Report Formats
Date: 2/15/96 Time: 15:27:52
........10........20........30........40........50........60........70........8 Current Period Budget 99999999999.99Same Prev 99999
****** DESCRIPTION ****** 01. 02. 03. 04. 05. 06. 07. 08. 09. 10. Last Year Current This Year Current Budget Current Last Year Y.T.D. This Year Y.T.D. Budget Y.T.D. TY/LY Current Variance Current/Budget Variance TY/LY Y.T.D. Variance Y.T.D./Budget Variance
Current Period 99999999999.9911. 12. 13. 14. 15. 16. 17. 18. 19. 20.
LY Current pct. of X Total TY Current pct. of X Total Curr. Budget pct.of X Total LY Y.T.D. pct. of X Total TY Y.T.D. pct. of X Total Y.T.D. Budget pct. of X Total TY/LY Current Variance pct. Current/Budget Variance pct. TY/LY Y.T.D. Variance pct. Y.T.D./Budget Variance pct.
=========================== Training Company (4R4) =========================== F1=Return F5=Change Roll Help is available F4=Delete F6=Toggle Options F7=Accept Selections
STEP 2 - DEFINE REPORT FORMAT

ACCESS METHOD Access this screen by selecting Option 3 (Define Report Formats) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to define which columns appear on the report, as well as their order and positions. The report formats defined here are then assigned to G/L report definitions, which contain the row definitions for the report. Together with the row definitions, the entire report is defined. KEY FIELDS/CONCEPTS n Work Line - The work line is displayed in blue and the literal '****** DESCRIPTION ******' appears on it. This description column prints the descriptions (headings, summary descriptions for accounts, account descriptions, total descriptions, etc.) associated with each report line. Report lines are defined in Maintain G/L Report Control File (GLZ002). n Columns Available for Placement - The following table outlines the available columns that can be placed in a report format. These columns are listed at the bottom of the screen. Press F6 to display the remaining columns available for placement. The headings for the columns are defined in Enter Headings for G/L Reports (GLZ006).
OPTION 01 02 03 04 05 06
Description_______________________ Heading Field Name (GLZ006) Las Year Current__________________ CURRENT PERIOD Last Year This Year Current_________________ CURRENT PERIOD This Year Budget Current____________________ CURRENT PERIOD Budget Last Year Y.T.D.__________________ YEAR TO DATE This Year Y.T.D.__________________ YEAR TO DATE This Year Budget Y.T.D._____________________ YEAR TO DATE Budget TY/LY Current Variance____________ CURRENT PERIOD Diff. To LY Current/Budget Variance___________ CURRENT PERIOD Diff. Top Budget TY/LY Y.T.D. Variance_____________ YEAR TO DATE Diff. To LY Y.T.D./Budget Variance____________ YEAR TO DATE to Bud.
Explanation Net activity for the same period previous year. Current periods net activity. Current periods budget amount. Ending balance for the corresponding period of the previous year Current periods ending balance. Total of each periods budget amount for the current year (up to and including the current period). Difference between the current periods net activity and the net activity for the same period of the previous year. The difference between the current periods net activity and the current periods budget amount. The difference between the current periods ending and the ending balance for the corresponding period of the previous year. The difference between the current periods ending balance and the total of each periods budget amount for the current year (up to and including the current period). Net activity for the corresponding period of the previous year as a percentage of the total net activity for the corresponding period of the previous year for all accounts included in the X total. Net activity for the current period as a percentage of the total net activity for the current period for all accounts included in the X total. Current period budget amount as a percentage of the total current period budget amounts for all accounts included in the X total. Ending balance for the corresponding period of the previous year as a percentage of the total ending balance for the corresponding period of the previous year for all accounts included in the X total. Ending balance for the current period as a percentage of the total ending balance for the current period for all accounts included in the X total. of the
Calculation (if applicable)
07
This Year Current - Last Year Current
08
This Year Current - Budget Current
09
This Year Y.T.D. - Last Year Y.T.D.
10
This Year Y.T.D. - Budget Y.T.D.
11
LY Current pct. Of X Total________ CUR LY as Pct. Of Total
Last Year Current -------------------------------- x 100 Last Year Current for X Level Accounts This Year Current ---------------------------------X 100 This Year Current for X Level Accounts Budget Current -------------------------------- X 100 Budget Current for X Level Accounts Last Year Y.T.D. -------------------------------- X 100 Last Year Y.T.D. for x Level Accounts.
12
TY Current pct. Of X Total________ CUR ACT as Pct. Of Total
13
Current Budget pct. Of X Total____ CUR BUD as Pct. Of Total LY Y.T.D. pct. Of X Total_________ YTD LY as Act. Of Total
14
15
TY Y.T.D. pct. Of X Total_________ YTD ACT as Pct. Of Total
OPTION 16
Description_______________________ Heading Field Name (GLZ006) Y.T.D. Budget pct. Of X Total_____ YTD BUD as Pct. Of total
Explanation Total budget amounts for the current year (up to and including the current period) as a percentage of the total budget amounts for the current year (up to and including the current period) for all accounts included in the X total. Percentage difference between the current periods net activity and the net activity for the corresponding period of the previous year. Percentage difference between the current periods net activity and budget amount. Percentage difference between the current periods ending balance and the balance at the end of the corresponding period of the previous year. Percentage difference between the current periods ending balance and the total of budget amounts for the current year (up to and including the current period). Total net activity for the corresponding quarter of the previous year (up to and including the corresponding period of the previous year). Total net activity for the current quarter (up to and including the current period). Total of budget amounts for the current quarter (up to and including the current period). Difference between the total net activity for the current quarter (up to and including the current period) and the total net activity for the corresponding quarter of the previous year (up to and including the corresponding period of the previous year). Difference between the total net activity for the current quarter (up to and including the current period) and the total of budget amounts for the current quarter (up to and including the current period).
Calculation (if applicable) Budget Y.T.D -------------------------------------- X 100 Budget Y.T.D. for X Level Accounts
17
TY/LY Current Variance pct._______ Pct. Diff to CUR Last YR
This Year Cur-rent - Last Year Current -------------------------------------- X 100 Last Year Current This Year Current - Budget Current -------------------------------------- X 100 Budget Current This Year Y.T.D. - Last Year Y.T.D. -------------------------------------- X 100 Last Year Y.T.D. This Year Y.T.D. - Budget Y.T.D. -------------------------------------- X 100 Budget Y.T.D.
18
Current/Budget Variance pct.______ Pct. Diff to CUR Budget TY/LY Y.T.D. Variance pct.________ Pct. Diff to YTD Last YR
19
20
Y.T.D./Budget Variance pct._______ Pct. Diff to YTD Budget
21
Last Year Quarter-To-Date_________ QUARTER TO DATE Last Year
22 23
This Year Quarter-To-Date_________ QUARTER TO DATE This Year Budget Quarter-To-Date____________ QUARTER TO DATE Budget TY/LY Q.T.D. Variance_____________ QUARTER TO DATE Diff. To LY
24
This Year Quarter-To-Date - Last Year QuarterTo-Date
25
Q.T.D./budget Variance____________ QUARTER TO DATE Diff. To Budget
This Year Quarter-To-Date - Budget Quarter-ToDate
OPTION 26
Description_______________________ Heading Field Name (GLZ006) LY Q.T.D. pct of X Total__________ QTD LY as Pct. Of Total
Explanation total net activity for the corresponding quarter of the previous year (up to and including the corresponding period of the previous year) as a percentage of the total net activity for the corresponding quarter of the previous year (up to and including the corresponding period of the previous year) for all accounts included in the X total. total net activity for the corresponding quarter (up to and including the current period) as a percentage of the total net activity for the corresponding quarter (up to total budget amounts for the current quarter (up to and including the current period) as a percentage of the total budget amounts for the current quarter (up to and including the current period) for all accounts included in the X total. Percentage difference between the total net activity for the current quarter (up to and including the current period) and the total net activity for the corresponding quarter of the previous year (up to and including the corresponding period of the previous year). Percentage difference between the total net activity for the current quarter (up to and including the current period) and the total of budget amounts for the current quarter (up to and including the current period). Total net activity for the previous quarter. Total net activity two quarters ago. Total net activity three quarters ago. Total net activity for the previous quarter as a percentage of the total net activity for the previous quarter for all accounts included in the X total.
Calculation (if applicable) Last Year Quarter-To-Date ----------------------------------- X 100 Last Year Quarter-To-Date for X Level Accounts
27
TY Q.T.D. pct of X Total_________ QTD ACT as Pct. Of Total
Last Year Quarter-To-Date ----------------------------------- X 100 This Year Quarter-To-Date for X Level Accounts
28
Budget QTD pct of X Total_________ QTD BUD as Pct. Of Total
Budget Quarter-To-Date ----------------------------------- X 100 Budget Quarter-To-Date for X Level Accounts
29
TY/LY Q.T.D. Variance pct_________ Pct. Diff to QTD Last YR
This Year Quarter-To-Date-Last Yr Qtr-To-Date ----------------------------------- X 100 Last Year Quarter-To-Date
30
Q.T.D./BUDGET Variance pct________ Pct. Diff to QTD Budget
This Year Quarter-to-Date-Budget Quarter-To-Date ----------------------------------- X 100 Budget Year Quarter-To-Date
31 32 33 34
Previous Quarter__________________ Quarter Ending XX/XX/XX (2) Quarters Ago__________________ Quarter Ending XX/XX/XX (3) Quarters Ago__________________ Quarter Ending XX/XX/XX Prev Qtr pct of X Total___________ Qtr. Ended XXXXXX
Previous Quarter ----------------------------------- X 100 Previous Qts for X Level Accounts
OPTION 35
Description_______________________ Heading Field Name (GLZ006) 2nd Qtr pct of X Total_____________ Qtr. Ended XXXXXX
Explanation Total net activity two quarters ago as a percentage of the total net activity two quarters ago for all accounts included in the X total. Total net activity three quarters ago as a percentage of the total net activity three quarters ago for all accounts included in the X total. Total of budget amounts for the remainder of the current year. For example, if the current period for the report is period 6, the total budget amount for periods 7-12 (or 13) is printed.
Calculation (if applicable) (2) Quarters Ago ------------------------------------- X 100 (2) Qtrs Ago for X Level Accounts (3) Quarters Ago ------------------------------------- X 100 (3) Qtrs Ago for x Level Accounts
36
3rd Qtr pct of X Total_____________ Qtr. Ended XXXXXX
37
Budget End of Year________________ Budget End of Year
2 GLZ000 Format Type: IS
Date: 2/15/96 Time: 15:27:52
........10........20........30........40........50........60........70........8 Current Period Budget 99999999999.99Same Prev 99999
****** DESCRIPTION ****** 01. 02. 03. 04. 05. 06. 07. 08. 09. 10. Last Year Current This Year Current Budget Current Last Year Y.T.D. This Year Y.T.D. Budget Y.T.D. TY/LY Current Variance Current/Budget Variance TY/LY Y.T.D. Variance Y.T.D./Budget Variance
Current Period 99999999999.9911. 12. 13. 14. 15. 16. 17. 18. 19. 20.
LY Current pct. of X Total TY Current pct. of X Total Curr. Budget pct.of X Total LY Y.T.D. pct. of X Total TY Y.T.D. pct. of X Total Y.T.D. Budget pct. of X Total TY/LY Current Variance pct. Current/Budget Variance pct. TY/LY Y.T.D. Variance pct. Y.T.D./Budget Variance pct.
=========================== Training Company (4R4) =========================== F1=Return F5=Change Roll Help is available F4=Delete F6=Toggle Options F7=Accept Selections
STEP 2 - DEFINE REPORT FORMAT (CONT)

KEY FIELDS/CONCEPTS (CONT) n F5 (Change Roll) - Overrides the default value for rolling left/right. The default value is assigned in Option 5105. The screen accommodates 79 characters across; the roll up key shifts the display to the left, and the roll down key shifts it to the right. The number of characters to shift on each roll can be changed using this function.
+ MAXIMUM REPORT WIDTH - The number of columns that can be selected is

limited by the maximum width of the report (Option 5107). The ruler that appears on the first line identifies the column positions on the report with the last position punctuated with a '*'. A column placed beyond this mark is truncated when the report prints. n To Select a Column - Type '&' followed by the number of the selected column in the work line, then press ENTER. &01 Press ENTER - to select Last Year Current &02 Press ENTER - to select This Year Current The system inserts an image of the numeric field (either '999999999.99-' for dollar amounts or '999.9-' for percentages) on the work line based on the location of the '&'. At the same time, the description of the selected column on the lower portion of the screen is highlighted. Also, the corresponding heading for the selected column, defined in Enter Headings for G/L Reports (GLZ006), appears above the field. A column can be selected only once for each report format; any subsequent requests for a selected column are ignored.
STEP 2 - DEFINE REPORT FORMAT (CONT)

KEY FIELDS/CONCEPTS (CONT) n Select Calculation of Columns - You may choose to add two columns together or find the difference between two columns. Move the cursor along the work line to the desired position and type '&DFxxyy' ('xx' represents the first column, 'yy' represents the second column) to place a column that represents the difference between any two dollar columns. q For the Summation use 'SMxxyy' in the work line q For the Difference use 'DFxxyy' in the work line Column xx - Column yy n Moving a Column - Once a column has been selected and displayed on the work line, it can be moved to the left or right providing there is sufficient space to position the column. q Left Movement - To move a column to the left, enter a '<' sign for each character position to be moved. Begin the entry of '<' signs in the character position in which the column should begin; end the entry of '<' signs in the character position just to the left of the current position of the column. The system shifts the column as many positions as indicated by the number of '<' signs entered. q Right Movement - To move a column to the right, enter a '>' sign for each character position to be moved. Begin the entry of '>' signs in the character position just to the right of the column. The system shifts the column as many positions as indicated by the number of '>' signs entered.
+ NOTE - Columns can be moved to the left or right over and past other columns on the
report. Typing an '<' or '>' over another column on the work line does not affect that column. It only affects the column being moved. n Deleting a Column from the Report Format - To delete a column from the report format, enter a 'D' in the character position to the left of the column to be deleted and press ENTER. The column is deleted from the work line and the highlight on the deleted column in the list of columns available for placement is removed. n Moving the Description Column - The description column allows for the placement of line descriptions on the report. The line descriptions are defined in Maintain G/L Report Control File (GLZ002). This description, by default appears in column 1, but can be moved like any other field using the '<' or '>' signs explained previously. However, the description cannot be deleted from any report format.
GLZ021
Training Company (4R4) Maintain Report Line Sets Description: GROSS SALES ------- To -----997 - 40 - 99999 - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ - _____ A/R R _ _ _ _ _ _ _ _ _ _ _ -
Date: 2/11/96 Time: 15:28:16
Set Code..: SALES
----- From -----100 - 40 1 -
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Entries Roll Keys to Page F7=Accept Entries Help is available
STEP 3 - DEFINE REPORT LINE SETS

ACCESS METHOD Access the report line sets screens by selecting Option 7 (Maintain Report Line Sets) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to define report line sets. Line sets consist of multiple account ranges to determine the source of data to be printed on a report. In Standard Financial Formats, line sets are used to determine the source of data to be printed on account detail lines. KEY FIELDS/CONCEPTS n Set Code - The 5-character code used to identify the report line set. This code cannot be the same as an already-defined area of responsibility or A/P expense allocation. Areas of responsibility are defined in Maintain Area of Responsibility File (GL0120). A/P expense allocations are defined in Maintain Expense Allocations (APX030). n From/To - The major, minor, and location portions of the beginning and ending account in the range of accounts to include in the report line set. n Absolute/Relative (A/R) - See Glossary of Terms in Lesson Summary.
GLZ002
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE
Time: 15:28:23 Date: 2/15/96
Report Name: Line Number: Record Type:
IS 10 1 1-Report Heading 2-Section Heading 3-Account Detail 4-Total Section 5-Footnotes
=========================== Training Company (4R4) =========================== F1=Return F3=Report Search Help is Available F2=Change Defaults F5=Display File Roll keys to Page
STEP 4 - DEFINE REPORT CONTROL FILE Enter Line Number and Record Type
ACCESS METHOD Access this screen by selecting Option 8 (Enter G/L Report File) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to define report lines. The various types of report lines include the following: (1) Report Heading, (2) Section Heading, (3) Account Detail, (4) Total Section, and (5) Footnotes. Parameters maintained for report lines vary by type and include the accounts to include, the number of spaces before and after the row, whether to print credit amounts as positive, and the total level. KEY FIELDS/CONCEPTS n Report Name - A 4-character code to identify a group of lines. n Line Number - The sequence number used to determine the order in which lines will print on the report. It is recommended that row numbers be entered in increments large enough to allow for insertions of lines later (i.e., 10, 20, 30, 40, etc.). n Record Type - The number of the type of report line: 1 - Report Heading 2 - Section Heading 3 - Account Detail 4 - Total Section 5 - Footnotes
n F2 (Change Defaults) - Lets the user change the default values associated with record types 3 (Account Detail) and 4 (Total Section). When creating new lines with these record types, these defaults will already be set. They can be changed if necessary.
GLZ002
Time: 15:28:36 Date: 2/15/96
Report IS
Line 10
Type 1
(Report Heading) Income Statement Retail Training Company 1 IS 2 (0,2) 1 Period Ending (eg. As of, Period Ending) 1 (1. Calendar) (2. Fiscal)
Report Heading...... Company............. Company Number...... Report Format Type.. Number of Decimals.. Divide Dollars by... Date Prefix......... Date Type...........
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Help is Available F3=Format Type Search
STEP 4 - DEFINE REPORT CONTROL FILE Report Heading

ACCESS METHOD Access this screen by entering a report name and line number, along with a record type of '1' (Report Heading) on the Enter Line Number and Record Type Screen (GLZ002). STEP SUMMARY Use this step to set the title of the report, the default company being reported, the default column format to use for the report, and other various information.
+ NOTE - Normally there is only one report heading record defined per report.
If multiple report heading records exist for a single report, the report will begin a new page for each report heading encountered in the file.
KEY FIELDS/CONCEPTS n Report Heading - The text to print as the report heading on the report. n Company - The default company name to appear at the top of the report. Leave the field blank to use the name assigned to the company in the Company Control Record (GL0001). The company name can be overridden at the time the report is printed. n Company Number - The number of the default G/L company for the report. This company number limits the accounts included in the report to only those accounts for the selected company. The company can be overridden at the time the report is printed.
STEP 4 - DEFINE G/L REPORT CONTROL FILE Report Heading (Cont)

KEY FIELDS/CONCEPTS (CONT) n Report Format Type - The code for the default report format to use when printing the report. The report format controls the columns that appear on the report and is defined in Maintain G/L Report Formats (GLZ000). The report format can be overridden at the time the report is printed. n Number of Decimals - A '2' prints two decimal places (cents) for all dollar amounts on the report. No formatting commas will appear in the dollar amounts (i.e., 546355.75). Zero amounts are printed as '.00'. A '0' (zero) rounds all dollar values to a whole dollar. Formatting commas will appear in the dollar amounts (i.e., 546,356). Option 5111 determines whether amounts are rounded to the nearest whole dollar or the cents are simply "dropped". Zero amounts are printed as blanks. The number of decimal places can be overridden at the time the report is printed. n Divide Dollars by - The factor by which to divide all dollar amounts on the report. For example, to express all dollar amounts on the report as thousands of dollars, enter '1000'. The selected factor will be noted in the heading of the report when it is printed. n Date Prefix - The text to print before the general ledger date on the report. Some examples of date prefixes are 'As of' and 'Period Ending'. n Date Type - The type of general ledger date to print on the report to signify the period for which the report was run: 1 - Calendar - Prints the standard 3-character abbreviation for the month of the period's ending date, the date of the last day in the period, and the number of the year in the following format: 'MMM DD/YY'. The ending date for the period is defined in General Ledger Calendar Maintenance (GL0100) for the selected company. For example, if the ending date for period 3 is April 2, 1994, the date at the top of the report will print as follows: "Apr 02/94". 2 - Fiscal: Prints the period number and year in the following format: 'PP/YY'. The period number and year are defined in General Ledger Calendar Maintenance (GL0100) for the selected company.
GLZ002
Time: 15:28:54 Date: 2/15/96
Report IS
Line 20
Type 2
(Section Heading) REVENUES: 1 (P,0,1,2,3) 0 (P,0,1,2,3) =
Section heading: Space before: Space after: Underline character:
=========================== Training Company (4R4) =========================== F1=Return Help is Available F4=Delete
STEP 4 - DEFINE G/L REPORT CONTROL FILE Section Headings

ACCESS METHOD Access this screen by entering a report name and line number, along with a record type of '2' (Section Heading) on the Enter Line Number and Record Type Screen (GLZ002). STEP SUMMARY Use this step to define section headings for the report. The user-defined parameters for section headings include the text for the heading, spacing above and below the heading, and any underline character for the heading. KEY FIELDS/CONCEPTS n Section heading - The text to print as a section heading on the report. n Space before/after - See Glossary of Terms in Lesson Summary. n Underline character - The character to use as the underline character for the section heading.
GLZ002 Report IS Line 30 Type 3
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE (Account Detail) Maj From Account.......: To Account.........: Absolute/Relative..: Min Loc (A,R)
Time: 15:29:01 Date: 2/15/96
- or -
Line Set SALES
Add/Subtract.......: A (A,S) Level..............: 9 (1-9,X) Space before.......: 1 (0,1,2,3) Suppress Print.....: N (Y,N) Cr. bal as positive: Y (Y,N) Use Beg/Year Balance as YTD Amount: N (Y,N) e.g.: Beginning Inventory Summary Description: Gross Sales (Put in a desc. if you want it to print instead of the individual accts) Percent of balance.: (Leave blank to use 100 pct.) =========================== Training Company (4R4) =========================== F1=Return F4=Delete Help is Available F2=Position Cursor F5=Search Line Sets
STEP 4 - DEFINE G/L REPORT CONTROL FILE Account Detail

ACCESS METHOD Access this screen by entering a report name and line number, along with a record type of '3' (Account Detail) on the Enter Line Number and Record Type Screen (GLZ002). STEP SUMMARY Use this step to define detail lines for the report. The detail lines contain the account's or group of accounts' associated data, as determined by the columns included in the report format. The report format is defined in Maintain G/L Report Formats (GLZ000). The report format is then assigned, as a default, to the report heading of the corresponding report definition(s). KEY FIELDS/CONCEPTS n From/To Account - The major, minor, and location portions of the beginning and ending accounts for the range of accounts to include in the account detail line. n A/R (Absolute/Relative) - See Glossary of Terms in Lesson Summary. - OR n Line Set - The code for the line set or area of responsibility from which to determine accounts to be included in the account detail line. Line sets are defined in Maintain Report Line Sets (GLZ021). Areas of responsibility are defined in Maintain Area of Responsibility File (GL0120).
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE (Account Detail) Maj From Account.......: To Account.........: Absolute/Relative..: Min Loc (A,R)
Time: 15:29:01 Date: 2/15/96
- or -
Line Set SALES
Add/Subtract.......: A (A,S) Level..............: 9 (1-9,X) Space before.......: 1 (0,1,2,3) Suppress Print.....: N (Y,N) Cr. bal as positive: Y (Y,N) Use Beg/Year Balance as YTD Amount: N (Y,N) e.g.: Beginning Inventory Summary Description: Gross Sales (Put in a desc. if you want it to print instead of the individual accts) Percent of balance.: (Leave blank to use 100 pct.) =========================== Training Company (4R4) =========================== F1=Return F4=Delete Help is Available F2=Position Cursor F5=Search Line Sets
STEP 4 - DEFINE G/L REPORT CONTROL FILE

Account Detail (Cont) KEY FIELDS/CONCEPTS (CONT) n Add/Subtract - An 'A' adds the amounts associated with the account detail line to the specified total level. An 'S' subtracts the amounts associated with the account detail line from the specified total level.
+ NOTE - Remember that credit amounts are stored as negative amounts, while debit
amounts are stored as positive amounts. n Level - See Glossary of Terms in Lesson Summary. n Space before - See Glossary of Terms in Lesson Summary.
+ NOTE - An entry of '0' (zero) is valid only when the "Level" is set to 'X'.
n Suppress Print - A 'Y' keeps the account detail line from printing on the report. This is commonly used when defining the 'X' level. n Cr. bal as positive - A 'Y' prints a credit balance on the account detail line as a positive amount and prints a debit balance as a negative amount. Credits are stored in the system as negative amounts; debits are stored as positive amounts. For example, when printing a profit/loss statement, revenues are usually shown as positive amounts. However, since revenue accounts are credit balance accounts, the amounts are stored in the system as negatives. An 'N' prints a credit balance on the account detail line as a negative amount and a debit balance as a positive amount.
STEP 4 - DEFINE G/L REPORT CONTROL FILE Account Detail (Cont)

KEY FIELDS/CONCEPTS (CONT) n Use Beg/Year Balance as YTD Amount - A 'Y' uses the beginning of the year balance instead of the balance at the end of the period selected for the report as the amount in any year-to-date columns. For example, this option could be used to print beginning of the year inventory amounts on the report. n Summary Description - The description to use for the account detail line on the report. If this field is blank, each account included in the account detail line is itemized on the report using the account's description as the line description. In this case, only those accounts that have a non-zero balance are included. n Percent of balance - The percentage of the account balance to print on the account detail line. Leave this field blank to print 100% of the account balance.
GLZ002
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE Line Type 50 4 (Total Description)
Time: 15:29:07 Date: 2/15/96
Report
Total Description...........: Level to total from.........: Clear totals after printing?: Space before................: Space after.................: Character before............: Character after.............: Suppress Print..............: Credit balances a positive..: Percent of total to print...:
Net 9 N 1 1 N Y
Sales (1-9,X) (Y,N) (P,0,1,2,3) (P,0,1,2,3)
(Y,N) (Y,N) (leave blank to print entire total)
====================== Training Company (4R4) ================================== F1=Return F4=Delete Record Help is Available F2=Position Cursor
STEP 4 - DEFINE G/L REPORT CONTROL FILE Total Sections

ACCESS METHOD Access this screen by entering a report name and line number, along with a record type of '4' (Total Section) on the Enter Line Number and Record Type Screen (GLZ002). STEP SUMMARY Use this step to define total sections for the report. KEY FIELDS/CONCEPTS n Total Description - The line description to print on the report for the totals line. n Level to total from - The number of the level (1-9, X) from which to retrieve the totals for the line. See the Glossary of Terms in the Lesson Summary for an explanation of how total levels work. n Clear totals after printing? - A 'Y' clears the selected "Level to total from" and all lower levels. See the Glossary of Terms in the Lesson Summary for an explanation of how the clearing of totals works. In almost all cases, totals should be cleared after printing. n Space before/after - See the Glossary of Terms in the Lesson Summary.
STEP 4 - DEFINE G/L REPORT CONTROL FILE Total Sections (Cont)

KEY FIELDS/CONCEPTS (CONT) n Character before/after - The single characters for the string of characters to print before/after the total line. For example, printing a character before of '-' and a character after of '=' would yield the following results: ----------------109,383 ========== n Suppress Print - A 'Y' keeps the total line from printing on the report. This option is used mainly when defining a line to simply clear totals (e.g., the 'X' level). n Credit balances a positive - A 'Y' prints a credit balance on the total line as a positive amount and prints a debit balance as a negative amount. Credits are stored in the system as negative amounts; debits are stored as positive amounts. For example, when printing a profit/loss statement, profit is usually shown as a positive amount. However, since revenue accounts are credit balance accounts, a profit amount would also be a credit amount (negative amount). An 'N' prints a credit balance on the total line as a negative amount and a debit balance as a positive amount. n Percent of total to print - The percentage of the total(s) to print on the total line. Leave this field blank to print 100% of the total(s).
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE (Footnotes)
Time: 15:29:52 Date: 2/15/96
Cost of Goods Sold is calculated using the retail method of accounting. Space before: Space after: 3 1 (P,1,2,3) (P,1,2,3)
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Record Help is Available
STEP 4 - DEFINE G/L REPORT CONTROL FILE Footnotes

ACCESS METHOD Access this screen by entering a report name and line number, along with a record type of '5 (Footnotes) on the Enter Line Number and Record Type Screen (GLZ002). STEP SUMMARY Use this step to define footnotes for the report.
+ NOTE - The footnotes print according to their assigned sequence number.
If the footnotes should actually be at the bottom of the report, they must be placed last in the report definition (with the highest sequence numbers).
KEY FIELDS/CONCEPTS n Footnote - The text to print as a footnote on the report.
GLZ013
Training Company (4R4) Print Report Control File
Date: 12/09/93 Time: 10:03:06
Enter -
Report Name..........
IS
(leave blank to print all)
=========================== Training Company (4R4) =========================== F1=Return F3=Search Enter to submit
STEP 5 - PRINT G/L REPORT FILE

ACCESS METHOD Access this screen by selecting Option 11 (Print G/L Report File) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to print a listing of line definitions for a selected report or all reports. KEY FIELDS/CONCEPTS n Enter - Report Name - The name of the specific report for which to print a listing of line definitions. Leave this field blank to print a listing of line definitions for all reports in the system. n Batch Job - This program submits a batch job when ENTER is pressed. This batch job produces the G/L Report Control File Listing described in the Report Output section. REPORT OUTPUT n G/L Report Control File Listing (GLZ003) - This report provides information on the lines defined for a report. The listing can be used to verify accurate entry after the report has been set up or maintained.
GLZ003
Training Company (4R4) G/L REPORT CONTROL FILE
DATE- 5/13/94 TIME- 10.08
PAGE
REPORT: IS Line Typ ---------- Description -----------Company 10 1 Income Statement 001-Retail Training Comp Line Typ ---------- Description -----------20 2 REVENUES: Spc Bef 1 Spc Aft 0 Prefix Fmt Period Ending IS Div $1 Dlr 2
Underline = A/S A Level 9 Spc Bef 1 Pct
Line Typ ---------- Description ------------ ---- From --- ----- To ---- Ab/Rel 30 3 GROSS SALES 100-040-00001 997-040-99999 R
40
CUSTOMER RETURNS 100-040-00001 997-041-99999 R
Line Typ ---------- Description -----------50 4 Net Sales Line Typ ---------- Description -----------60 2 COST OF GOODS SOLD:
Level 7 Spc Bef 3
Clear Y Spc Aft 0
Spc Bef Spc Aft 1 1 Underline =
Chr Bef -
Chr Aft
Pct
Line Typ ---------- Description ------------ ---- From --- ----- To ---- Ab/Rel 70 3 COST OF GOODS SOLD 100-059-00001 997-059-99999 R
A/S A
Level 9
Spc Bef 1
Pct
Line Typ ---------- Description -----------80 4 Gross Profit Line Typ ---------- Description -----------90 2 OPERATING EXPENSES: 100 2 Selling Expenses:
Level 8 Spc Bef 3 1
Clear Y Spc Aft 0 0
Spc Bef Spc Aft 1 1 Underline =
Chr Bef -
Chr Aft
Pct
Line Typ ---------- Description ------------ ---- From --- ----- To ---- Ab/Rel 110 3 ADVERTISING EXPENSES 052-001-00001 052-001-99999 A
A/S A
Level 9
Spc Bef 1
Pct
Line Typ ---------- Description -----------120 4 Total Selling Expense
Level 7
Clear Y
Spc Bef Spc Aft 1 1
Chr Bef -
Chr Aft
Pct
GLZ004
Training Company (4R4) FINANCIAL REPORT SELECTION
Date: 8/15/96 Time: 15:30:44
Fiscal Period/Year to use.....: Default Number of Copies......:
8 / 96 (0 for Current) 1 ------------ Overrides ----------Format ? Decimal Positions (0,2) 0 ___ _ ___ _ ___ _ ___ _ ___ _ ___ _ ___ _
Report ? IS ____ ____ ____ ____ ____ ____ ____
Copies 1 __ __ __ __ __ __ __
=========================== Training Company (4R4) =========================== F1=Return F7=Accept Selections Help is available F11=Retrieve Report Selections Roll to page F12=Save Report Selections
STEP 6 - RUN G/L REPORTS

Enter Reports to Print
ACCESS METHOD Access this screen by selecting Option 17 (Run G/L Reports) from the Standard Financial Formats Menu (MENGLZ). STEP SUMMARY Use this step to define how General Ledger reports will be run for a period and year. The reports can be printed in a different format and with a different number of decimal positions than is defined in the report definition. The report(s) can also be for a different location or consolidated locations, include header and account detail, and reflect next year's budget. A command key lets users save these parameters for future use. KEY FIELDS/CONCEPTS n Fiscal Period/Year to use - The number of the period and year to use as the current period for the report. Leave these fields blank to use the current period for the company, as defined in Maintain G/L Dates (GL0023). n Default Number of Copies - The number of copies to print of each report that does not have a specific number of copies specified below. n Report - The name(s) of the report(s) to print. n Copies - The number of copies to print of the corresponding report. If this field is left blank, the "Default Number of Copies" specified above is used.
GLZ004
Training Company (4R4) FINANCIAL REPORT SELECTION
Date: 8/15/96 Time: 15:30:44
Fiscal Period/Year to use.....: Default Number of Copies......:
8 / 96 (0 for Current) 1 ------------ Overrides ----------Format ? Decimal Positions (0,2) 0 ___ _ ___ _ ___ _ ___ _ ___ _ ___ _ ___ _
Report ? IS ____ ____ ____ ____ ____ ____ ____
Copies 1 __ __ __ __ __ __ __
=========================== Training Company (4R4) =========================== F1=Return F7=Accept Selections Help is available F11=Retrieve Report Selections Roll to page F12=Save Report Selections
STEP 6 - RUN G/L REPORTS (CONT)

Enter Reports to Print (Cont)
KEY FIELDS/CONCEPTS (CONT) n Format - To override the default report format for the corresponding report, enter the code for the report format. The report format determines the columns that appear on the report and their placement. Leave this field blank to use the default report format assigned to the report definition in Maintain G/L Report Control File (GLZ002). n Decimal Positions (0,2) - A '2' prints two decimal places (cents) for all dollar amounts on the report. No formatting commas will appear in the dollar amounts (i.e., 546355.75). Zero amounts are printed as '.00'. A '0' (zero) rounds all dollar values to a whole dollar. Formatting commas will appear in the dollar amounts (i.e., 546,356). Option 5111 determines whether amounts are rounded to the nearest whole dollar or the cents are simply "dropped". Zero amounts are printed as blanks. Leave this field blank to use the number of decimal places assigned to the report definition in Maintain G/L Report Control File (GLZ002).
STEP 6 - RUN G/L REPORTS

Enter Reports to Print (Cont)
KEY FIELDS/CONCEPTS (CONT) n F7 (Accept Selections) - Prints the specified report(s). The default report specifications are determined by the following Options: Option 5001 5100 5101 5102 5103 5104 5106 5107 Description Print header page of report specifications? Default location type Consolidate locations? Print account detail? Use next year's budget? Default forms type Characters per inch (CPI) Maximum width of report
+ ENTER KEY NOTE - To override any of the default report specifications, press
ENTER to proceed to the next screen. n F12 (Save Report Selections) - Saves the entered report specifications for later use. For example, the specifications for period-end financial statements could be entered and saved. Then, in later periods, the report selections could simply be run using the "Run Report Selections" option on the Standard Financial Formats Menu (MENGLZ). This saves from having to enter the same specifications over and over again for each period. n Batch Job - This program submits a batch job when F7 (Accept Selections) is pressed. This batch job produces the selected financial report(s), as described in the Report Output section. REPORT OUTPUT n Standard Financial Report (GLZ005) - The Standard Financial Report is a user-defined report. It combines a report format (columns) and report definition (lines) to print a report that prints accounts or groups of accounts down the page and the selected account data (columns) across the page.
GLZ004
Training Company (4R4) FINANCIAL REPORT SELECTION C C R D S = = = = Company Region District Store
Date: 2/15/96 Time: 15:31:03
Location Type.................:
Override Location Number/Name.: Consolidate Locations ........: Print Header .................: Print Account Detail .........: Use Next Year Budget .........: Lines per Page................: Forms Type....................:
_____ Y N N N
__________________________________ (Y/N) (Y/N) (Y/N) (Y/N)
*STD
=========================== Training Company (4R4) =========================== F1=Return F3=Search for Locations Help is available F7=Accept Selections F10=Select Multiple Locations F11=Retrieve Report Selections F12=Save Report Selections
STEP 6 - RUN G/L REPORTS (CONT)

Override Default Report Specifications
ACCESS METHOD Access this screen by entering the required information and pressing ENTER on the previous screen. STEP SUMMARY Use this step to enter additional report specifications for printing the selected G/L report(s). The defaults for most of these additional report specifications are set by Option records. KEY FIELDS/CONCEPTS n Location Type - The location level for the report: C - Company R - Region D - District S - Store
+ NOTE - The default value for this field is defined by Option 5100.
n Override Location Number/Name - The number of the location for the report. This field works in conjunction with the "Location Type" field. For example, if the location type is set to 'R' (region) and the location in this field is set to '1', the report will be run for region 1. If this field were left blank, the report would be run for all regions. If the location type is set to 'C' (company) and this field is left blank, the report will be run for the company defined in the report heading of the report definition, as defined in Maintain G/L Report Control File (GLZ002).
STEP 6 - RUN G/L REPORTS (CONT) Override Default Report Specifications (Cont)
KEY FIELDS/CONCEPTS (CONT) Override Location Number/Name (Cont) An entry can also be made in the field next to the location number to override the name of the entered location. This name will be printed in the report heading of the report. To include multiple locations on the report, use the F10 (Select Multiple Locations) function key. n Consolidate Locations - If multiple locations are included on the report, enter 'Y' to print one report that includes all selected locations. Enter 'N' to print a separate report for each selected location. OPTION NOTE - The default value for this field is defined by Option 5101. n Print Header - A 'Y' prints a header page for the report(s). The header page consists of the specifications made on this screen. OPTION NOTE - The default value for this field is defined by Option 5001. n Print Account Detail - A 'Y' prints each account that is included in an account detail line as a separate line on the report. This can be useful when investigating whether all of the correct accounts are being included in an account detail line. Option 5004 determines whether the account number or account description is used as the line description on each account line on the report. An 'N' prints a single line for each account detail line defined in the report definition. OPTION NOTE - The default value for this field is defined by Option 5102. n Use Next Year Budget - A 'Y' uses the "Next Years Budget" for the selected company as the budget from which to retrieve budget amounts for the report. The "Next Years Budget" for the company is defined in the Company Control Record (GL0001). This option is used when the current year has not yet been closed and financial statements need to be printed for a period in the next year. An 'N' uses the "Current Budget" for the selected company as the budget from which to retrieve budget amounts for the report. The "Current Budget" for the company is defined in the Company Control Record (GL0001). OPTION NOTE: The default value for this field is defined by Option 5103. n Lines per Page - The number of lines to print per page for the report(s).
GLZ004
Training Company (4R4) FINANCIAL REPORT SELECTION C C R D S = = = = Company Region District Store
Date: 2/15/96 Time: 15:31:03
Location Type.................:
Override Location Number/Name.: Consolidate Locations ........: Print Header .................: Print Account Detail .........: Use Next Year Budget .........: Lines per Page................: Forms Type....................:
_ Y N N N (Y/N) (Y/N) (Y/N) (Y/N)
*STD
=========================== Training Company (4R4) =========================== F1=Return F3=Search for Locations Help is available F7=Accept Selections F10=Select Multiple Locations F11=Retrieve Report Selections F12=Save Report Selections
STEP 6 - RUN G/L REPORTS (CONT) Override Default Report Specifications (Cont)
KEY FIELDS/CONCEPTS (CONT) n Forms Type - The name of the form to use for printing the report(s). This allows for specialized forms control if paper other than standard is being used (i.e., 8-1/2 X 11). n F12 (Save Report Selections) - Saves the entered report specifications for later use. For example, the specifications for period-end financial statements could be entered and saved. Then, in later periods, the report selections could simply be run using the "Run Report Selections" option on the Standard Financial Formats Menu (MENGLZ). This saves from having to enter the same specifications over and over again for each period. n Batch Job - This program submits a batch job when F7 (Accept Selections) is pressed. This batch job produces the selected financial report(s), as described in the Report Output section. REPORT OUTPUT n Standard Financial Report (GLZ005) - The Standard Financial Report is a user-defined report. It combines a report format (columns) and report definition (lines) to print a report that prints accounts or groups of accounts down the page and the selected account data (columns) across the page.
GLZ005
Date: 05/13/94 Time: 15:17:16
Retail Training Company Income Statement Period Ending Apr 02/94
Current REVENUES: ========= Gross Sales Customer Returns Net Sales
Period
Current Period Budget
Same Period of Previous Year
Current YTD
YTD
Budget
Previous
YTD
297,155 36-------------297,119
300,807 101--------------300,706
296,379 100--------------296,279
888,714 36--------------888,678
902,215 101--------------902,114
888,937 100------888,837
COST OF GOODS SOLD: =================== Cost of Goods Sold Gross Profit OPERATING EXPENSES: =================== Selling Expenses: Advertising Expenses Total Selling Expense General Expenses: Depreciation Expense Rent Expense Utilities Expense Office Supp Expenses Total General Expense Total Operating Exp Net Income
177,482--------------119,637
170,195--------------130,511
167,690--------------128,589
521,859--------------366,819
502,673--------------399,441
495,271--------------393,566
750--------------750-
760--------------760-
750--------------750-
2,250--------------2,250-
2,280--------------2,280-
2,250--------------2,250-
1,8754,0753,50054--------------9,504--------------10,254--------------109,383 ===============
1,8754,1873,581600--------------10,243--------------11,003--------------119,508 ===============
4,0753,500--------------7,575--------------8,325--------------120,264 ===============
5,62512,22510,50054--------------28,404--------------30,654--------------336,165 ===============
5,62512,56110,7431,800--------------30,729--------------33,009--------------366,432 ===============
12,22510,500--------------22,725--------------24,975--------------368,591 =========
Cost of Goods Sold is calculated using the retail method of accounting.
Menu: MENGLT DSP140 USER
Training Company (4R4) General Ledger Trend Reports
Date: 5/13/96 Time: 15:59:28
1 3
Standard Trend Report Report Writer Format Trend Rept
GENERAL LEDGER TREND REPORTS MENU

ACCESS METHOD Access this menu by selecting Option 29 (General Ledger Trend Reports) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu provides access to the trend reports available with the General Ledger module. These trend reports show financial information by period for all periods in the current year. One of the available reports has a pre-defined format. The other gets its format from a user-defined Standard Report Writer report definition (typically a profit and loss definition). LESSON SELECTION n OPTION 3 - REPORT WRITER FORMAT TREND REPT - This option prompts for a Standard Report Writer report definition, a location, and whether to print actual or budget amounts. Multiple locations can be selected. The report prints, in the format specified by the selected report definition (most typically a profit and loss definition), all of the requested figures for each period of the current year. Lines from the selected report definition are printed down the side of the page, and periods are printed across the top of the page.
1 GL0144
Training Company (4R4) G/L Trend Report: Report Writer Format Title: Profit/Loss by Period Report Name: IS Location Type: C Income Statement C = Company R = Region D = District S = Store Retail Training Company
Date: 5/13/98 Time: 16:00:02
Location:
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Pd 01 Pd 02 Pd 03 Pd 04 Pd 05 Pd 06 Pd 07 Pd 08 Pd 09 Pd 10 Pd 11 Pd 12 A A A B B B B B B B B B A = Actual B = Budget =========================== Training Company (4R4) =========================== F1=Return F3=Report Search F5=Select Multiple Locations F7=Accept Help Available
STEP 7 - PRINT A REPORT WRITER FORMAT TREND REPORT

ACCESS METHOD Access this screen by selecting Option 3 (Report Writer Format Trend Rept) from the General Ledger Trend Reports Menu (MENGLT). STEP SUMMARY This option prompts for a Standard Financial Report report definition, a location, and whether to print actual or budget amounts. Multiple locations can be selected. The report prints, in the format specified by the selected report definition (most typically a profit and loss report definition), all of the requested figures for each period of the current year. Lines from the selected report definition are printed down the side of the page, and periods are printed across the top of the page. KEY FIELDS/CONCEPTS n Title - The title to appear on the report. n Report Name - The name of the Standard Financial Report Writer report definition to use to print the report. This report definition defines all of the lines to appear on the report (section headings, account detail, totals, footnotes). In addition, the General Ledger Report Writer Trend Report prints an additional line after each total line in the report definition for the corresponding totals from the previous year. n Location Type - The location level for the report: C - Company R - Region D - District S - Store
1 GL0144
Training Company (4R4) G/L Trend Report: Report Writer Format Title: Profit/Loss by Period Report Name: IS Location Type: C Income Statement C = Company R = Region D = District S = Store Retail Training Company
Date: 5/13/98 Time: 16:00:02
Location:
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Pd 01 Pd 02 Pd 03 Pd 04 Pd 05 Pd 06 Pd 07 Pd 08 Pd 09 Pd 10 Pd 11 Pd 12 A A A B B B B B B B B B A = Actual B = Budget =========================== Training Company (4R4) =========================== F1=Return F3=Report Search F5=Select Multiple Locations F7=Accept Help Available
STEP 7 - PRINT A REPORT WRITER FORMAT TREND REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) n Location - The number of the location for the report. This field works in conjunction with the "Location Type" field. For example, if the location type is set to 'R' (region) and the location in this field is set to '1', the report will be run for Region 1. To include multiple locations on the report, use the F5 (Select Multiple Locations) function key. n Consolidate - A 'Y' prints one report for all selected locations. An 'N' prints a separate report for each selected location.
+ NOTE - This field appears only if multiple locations were selected using the F5
function key. n Periods - These fields are labeled with the period numbers. When a report name is entered, the system retrieves the company number assigned to the report definition. The system then retrieves the corresponding period mnemonic from the current year's calendar assigned to the selected company in General Ledger Calendar Maintenance (GL0100) and displays it above the corresponding period number. There is a one-character field beneath each period prompt. These fields are used to specify whether to print actual or budget amounts for the corresponding periods. By default, the system specifies actual amounts to be used for periods up to and including the current period, as defined in Maintain G/L Dates (GL0023), and budget amounts to be used for the remaining periods in the year.
STEP 7 - PRINT A REPORT WRITER FORMAT TREND REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) Periods (Cont) Enter 'A' to use the actual net activity (total of debits and credits) for the corresponding period. Enter 'B' to use the budget amount for the corresponding period. The budget amounts are retrieved from the "Current Budget" assigned to the selected company in the Company Control Record (GL0001). n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job produces the General Ledger Report Writer Trend Report described in the Report Output section. REPORT OUTPUT n General Ledger Report Writer Trend Report (GL0145) - This report shows the total requested activity (actual or budget) using the format of the Standard Financial Report specified on the screen. The lines specified in the selected report definition are printed down the side of the report, and periods are printed across the top. The purpose of the report is to analyze period trends. q Last Year Comparisons - For every total line in the standard report writer report definition selected for the report, a second total line prints for prior year comparison. This additional total line prints the corresponding period total from the previous year. q % Sales Comparisons - When the standard report writer report definition selected for the report has an 'X' level total defined within it, a third total line prints for % of sales comparison. This additional total line expresses the total as a percentage of the 'X' total.
GL0145 USER Title: Profit/Loss by Period Company: 001 Retail Training Company Report Name: IS Income Statement
Training Company (4R4) General Ledger Report Writer Trend Report
Time-
9:23:20
Date: 5/31/94 Page 1
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC PER 01 PER 02 PER 03 PER 04 PER 05 PER 06 PER 07 PER 08 PER 09 PER 10 PER 11 PER 12 (Actual) (Actual) (Actual) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) Total ----------------------------------------------------------------------------------------------------------------------------------------------REVENUES: Gross Sales 295,780 295,780 297,155 302,184 302,184 302,184 302,184 304,940 304,940 304,940 302,184 302,184 3,616,639 Customer Returns 0 0 -36 -15,105 -15,105 -15,105 -15,105 -15,245 -15,245 -15,245 -15,105 -15,105 -136,401 -------- -------- -------- -------- -------- -------- -------- -------- -------- -------- -------- -------------Net Sales 295,780 295,780 297,119 287,079 287,079 287,079 287,079 289,695 289,695 289,695 287,079 287,079 3,480,238 Last Year Total 296,285 296,285 296,285 296,285 296,285 296,285 296,285 298,980 298,980 298,980 296,285 296,285 3,563,505 COST OF GOODS SOLD: Cost of Goods Sold Gross Profit Last Year Total
-172,181 -172,197 -176,448 -172,439 -173,438 -174,045 -174,556 -176,235 -176,521 -176,673 -175,404 -175,492 -2,095,629 ------ -------- -------- -------- -------- -------- -------- -------- -------- -------- -------- ----------------123,599 123,583 120,671 114,640 113,641 113,034 112,523 113,460 113,174 113,022 111,675 111,587 1,384,609 134,157 130,828 128,596 127,221 126,237 125,647 125,143 126,185 125,914 125,756 124,312 124,223 1,524,219
OPERATING EXPENSES: Selling Expenses: Advertising Expenses
-750 -------Total Selling Expense -750 Last Year Total -750 General Expenses: Depreciation Expense -1,875 Rent Expense -4,075 Utilities Expense -3,500 Office Supp Expense 0 ------Total General Expense -9,450 Last Year Total -7,576 -------Total Operating Exp -10,200 Last Year Total -8,326 -------Net Income 113,399 Last Year Total 125,831 ========
-750 -750 -765 -765 -765 -765 -765 -765 -765 -765 -765 -------- -------- -------- -------- -------- -------- -------- -------- -------- -------- --------750 -750 -765 -765 -765 -765 -765 -765 -765 -765 -765 -750 -750 -750 -750 -750 -750 -750 -750 -750 -750 -750 -1,875 -4,075 -3,500 0 --------9,450 -7,576 --------10,200 -8,326 -------113,383 122,502 ======== -1,875 -4,075 -3,500 -54 --------9,504 -7,576 --------10,254 -8,326 -------110,417 120,270 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------103,277 118,895 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------102,278 117,911 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------101,671 117,321 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------101,160 116,817 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------102,097 117,859 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------101,811 117,588 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------101,659 117,430 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------100,312 115,986 ======== -1,875 -4,154 -3,569 -1,000 --------10,598 -7,576 --------11,363 -8,326 -------100,224 115,897 ========
-9,135 -------9,135 -9,000 -22,500 -49,611 -42,621 -9,054 -------123,786 -90,912 -----132,921 -99,912 ------1,251,688 1,424,307 ==========
Cost of Goods Sold is calculated using the retail method of accounting. *** End of Report ***
OPTION RECORDS USED

Option 5001 - Print header page of report specifications when printing financial reports?
Option 5004 - Print account number or description when printing account detail?
Option 5100 - Default location type (C=Company, R=Region, D=District, S=Store) for financial reports
Option 5101 - Consolidate locations on financial reports?
Option 5102 - Print account detail on financial reports?
Option 5103 - Use next year's budget on financial reports?
Option 5104 - Default forms type for financial reports
Option 5105 - Default number of character positions to roll left/right in Maintain G/L Report Formats (2 GLZ000)
Option 5106 - Character per inch (CPI) to print on financial reports
Option 5107 - Maximum width of financial reports
Option 5111 - When reporting in whole dollars, should cents be rounded up or dropped?
NOTES
HANDS ON EXERCISES
SCENARIO 1 - DEFINE A PROFIT/LOSS REPORT In the following exercises, you will use the Standard Report Writer to define a report format to print profit/loss statements. EXERCISE 1 Define Columns - When naming your report; include your G/L company number. This distinguishes it from other students' reports. (i.e. R10, R20, R30) MENU/OPTION MENUGL/27 (Standard Financial Format) MENGLZ/03 (Define Report Format) Report Format: ______________ Then select the following columns (in order from left to right) for your statement. 1. This Year Current 2. Budget Current 3. Current/Budget Variance 4. TY Current pct. of X Total 5. ****** DESCRIPTION ****** 6. This Year Y.T.D. 7. Budget Y.T.D. 8. Y.T.D./Budget Variance 9. TY Y.T.D. pct. of X Total
EXERCISE 2
Report Name - Define a report definition which identifies each report line for your profit/loss statement. Assign the first report format you created in Exercise 1 as the default Report Format Type on the report heading line (line 10). MENU/OPTION MENGLZ/08 (Enter G/L Report File) Report Name: ________________________ Report Format Type: _________________ Line # 10 Rec Type 1 Description Report Heading (title)

SCENARIO 1 -DEFINE A PROFIT/LOSS REPORT (CONT) EXERCISE 3 Define Lines - Using the Report Name that you defined in Exercise 2, set up the following lines for each of the following record types: Line # 10 20 30 40 50 60 70 80 EXERCISE 4 Rec Type 1 2 3 3 4 2 3 4 Description Report Title Revenue Heading Sales Account Returns Account Net Sales Total 'COGS' Heading 'COGS' Accounts Gross Margin
Check your work - Now your format should be complete to the Gross Margin line. Print a statement for your company to make sure your totals come out right. Make any necessary corrections before completing your format. MENU/OPTION MENGLZ/17 (Run G/L Reports) Fiscal Period: Period 08 Year 96 Report: ______________________________________
EXERCISE 5
Add detail Expense lines - Add additional report lines to the new report for the following expenses: Advertising Expense Depreciation Expense Rent Expense Insurance Expense Maintenance Expense Utilities Expense Office Supply Expense NOTE - Line sets are already defined for these categories.
EXERCISE 6
Add total Expense line - In the same report, define a total line for total expenses.

SCENARIO 1 -DEFINE A PROFIT/LOSS REPORT (CONT)
EXERCISE 7
Add Net Income/Loss line - Based on the new lines added to this second report, calculate Net Income and display it on the last line of the report. Print Statements - Print a profit/loss statement for your company.
EXERCISE 8
SCENARIO 2 - ADD A PERCENTAGE LINE TO YOUR REPORT In the following exercises, you will use the level X detail line to and the percentage columns to your Standard Report. Then, you will print the completed profit/loss statements for your company. EXERCISE 1 Level X - Insert a special 'X' level line that defines Total Gross Sales. Place this special line before the first expense detail line in the report. This will allow expenses to be expressed as a percentage of sales. (HINT: Use the "Suppress Print" to keep this detail line from printing on the report.)
EXERCISE 2
Print Statement for Company. Print a profit/loss statement for your assigned company using the report definition you just created. Consolidate: Y
EXERCISE 3
Print Statement for Stores. Print a profit/loss statement for each of your assigned stores. Override the default report format with the second report format defined in Exercise 1. Consolidate: N
EXERCISE 4
Trend Report - Print a General Ledger Trend Report using your report definition. MENU/OPTION MENUGL/29 (General Ledger Trend Reports) MENGLT/03 (Report Writer Format Trend Rept) Report Name: ______________
NOTES
LESSON REVIEW QUESTIONS 1) Explain the difference between an absolute and relative account range. ___________________________________________________________________ ___________________________________________________________________
2)
How many lines of space must there be between each line on a standard financial report? ___________________________________________________________________
3)
What are the five types of report lines? _________________________ _________________________ _________________________ _________________________ _________________________
4)
When determining quarter-to-date amounts for a 13-period fiscal year, how does the system handle the 13th period? ___________________________________________________________________
5)
The report format determines the order and position of _______________ on the report.
6) An area of responsibility can be used in place of a report line set on an account detail line. (True/False) __________
7)
Footnotes are always printed at the bottom of the report. (True/False) __________
LESSON REVIEW QUESTIONS (CONT) QUIZ --- STANDARD REPORT WRITER

Determine the value of each Level at the bottom of this report.
Detail (D)/ Total (T) D D T D D D D T T Amount Add (A) / Substract (S) A A Level 7 7 3 A A A A A 7 7 7 7 3 5 Y Clear ?
Sales Returns Net Sales Salaries Supplies Telephone Recruiting Total Expenses Net Profit
<$125> $ 35 <$ 90> $ 35 $ 20 $ 15 $ 15 $ 85 <$ 5>
Quiz
Level Values - Once you determine the value of level at the bottom of this report, enter the amounts here.
Amount Level 1 Level 2 Level 3 Level 4 Level 5 Level 6 Level 7 Level 8 Level 9
GENERAL LEDGER TUTORIAL --- COMPARATIVE REPORT WRITER
Table of Contents
Lesson 11 - Comparative Report Writer .......................................................................................3 Glossary of Terms .......................................................................................................................4 Lesson Outline.............................................................................................................................5 Comparative Financial Formats Menu..........................................................................................6 Step 1 - Define Report Columns...................................................................................................8 Step 2 - Define Report Rows......................................................................................................12 Enter Row Name/Type...........................................................................................................12 Row Heading .........................................................................................................................13 Section Headings ...................................................................................................................14 Detail Lines ...........................................................................................................................15 Total Sections ........................................................................................................................17 Step 3 - Define Report Formats..................................................................................................22 Step 4 - Process Reports ............................................................................................................24 General Ledger Trend Reports Menu..........................................................................................27 Step 5 - Standard Trend Report..................................................................................................28 Option Records Used .................................................................................................................32 Hands On Exercises...................................................................................................................33 Lesson Review Questions...........................................................................................................37
LESSON 11 - COMPARATIVE REPORT WRITER

LESSON SUMMARY The comparative financial report writer prints locations down the page and accounts or groups of accounts across the page. To set up a comparative financial report, create columns to identify the accounts to be included and to provide column headings. Create rows to select regions, districts, or stores. Then, define a report format to combine the columns and rows to create the report. The following is an example of a comparative financial format: Current Period Sales Region 1 Store 1 Store 2 Store 3 Total Current Period Expenses
Net Profit
XXXX XXXX XXXX XXXX
XXXX XXXX XXXX XXXX
XXX XXX XXX XXX
GLOSSARY OF TERMS Absolute/Relative An absolute account range interprets the account range literally (every account in the range). A relative account range interprets the account range within the same minor account; therefore, the minor account in the From and To account must be the same number. For example, if a report column is to be comprised of sales (minor of 040) for all departments (stored in the major), the following table illustrates how this can be accomplished using the absolute or relative method:
Absolute From 100-040-00001 200-040-00001 300-040-00001 " 900-040-00001 To 100-040-99999 200-040-99999 300-040-99999 " 900-040-99999 From 100-040-00001 Relative To 900-040-99999
GLOSSARY OF TERMS (CONT)

Line Set Line sets consist of multiple account ranges used to determine the source of data to be printed on a report. In the Comparative Report Writer, line sets can be used to determine the source of data to be printed in report columns. Report Column Report column definitions include the column heading, the column spacing, and the line set or account range for the column. Report columns are grouped into sets of columns that are assigned to a report format. Report Row There are four types of report rows: q Report Heading q Section Heading q Detail q Total Section The detail line rows determine the locations (regions, districts, or stores) that print down the side of the page. Report rows are grouped into sets of rows that are assigned to a report format. Report Format The report format dictates which row and column definitions are used to generate a given report. Space Before/After A code corresponding to the amount of space to print before/after a given row on a report: P - Begins a new page 0 - No line of space 1 - One line of space 2 - Two lines of space 3 - Three lines of space
NOTE - The row above/below the given row may also have space defined before/after it. This will add to the space between the given row and the previous/following row. There must be at least one line of space defined between each row on the report. One line of space between the report rows actually prints one row after another (single-spaced).
LESSON OUTLINE
STEP 1 - Define Report Columns STEP 2 - Define Report Rows STEP 3 - Define Report Formats STEP 4 - Process Reports STEP 5 - Standard Trend Report
Menu: MENGLX DSP140 USER
Training Company (4R4) Comparative Financial Formats
Date: 5/16/94 Time: 18:37:48
| REPORT FORMATS | 17 Maintain Report Formats | 18 Copy Report Formats | | | | | REPORT ROWS | RUN REPORTS 10 Maintain Report Rows | 25 Run Report Formats 11 Copy Report Rows | 12 Resequence Report Rows | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4 5
REPORT COLUMNS Maintain Report Line Sets Maintain Report Columns Copy Report Columns Resequence Report Columns
COMPARATIVE FINANCIAL FORMATS MENU

ACCESS METHOD Access this menu by selecting Option 28 (Comparative Financial Formats) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu is used to access the comparative financial report writer. LESSON SELECTIONS n OPTION 3 - MAINTAIN REPORT COLUMNS - Use this option to maintain report columns. Report column definitions include the column heading name, the column spacing, and the line set or account range for the column. Account ranges can be defined using absolute or relative ranges of account numbers to determine the source of data to be printed on the report. n OPTION 10 - MAINTAIN REPORT ROWS - Use this option to maintain report rows. The following is a list of the various types of report rows: q q q q Report Heading Section Heading Account Detail Total Section
Parameters maintained vary by type and include the number of spaces before and after the row, the location type (e.g., region, district, or store) and location number, whether to print credit balances as positive, and whether to clear totals after printing.
COMPARATIVE FINANCIAL FORMATS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 17 - MAINTAIN REPORT FORMATS - Use this option to maintain report formats used to print the report. The format dictates which rows and columns are included on the report, the format in which dollar values appear, the date prefix ("As of" or "Period Ending"), and the number of copies of the report to be printed. n OPTION 25 - RUN REPORT FORMATS - Use this option to process and print reports from report formats. OTHER MENU SELECTIONS n OPTION 2 - MAINTAIN REPORT LINE SETS - Use this option to maintain line sets. Line sets consist of multiple account number ranges that determine the source of data to be printed on a report. n OPTION 4 - COPY REPORT COLUMNS - Use this option to create a new column definition using an existing column definition. n OPTION 5 - RESEQUENCE REPORT COLUMNS - Use this option to resequence report columns to make room to insert new columns. n OPTION 11 - COPY REPORT ROWS - Use this option to create a new row definition using an existing row definition. n OPTION 12 - RESEQUENCE REPORT ROWS - Use this option to resequence rows in a report to make room to insert new rows. n OPTION 18 - COPY REPORT FORMATS - Use this option to create a new report format using an existing report format.
2 GLX100
Training Company (4R4) Maintain G/L Report Columns DEPT Seq: 10 This Year Last Year Budget TY/LY Var $ TY/Bud Var $ TY/LY Var % TY/Bud Var % This Year % Tot Last Year % Tot Budget % Tot A/R:
Date: 5/16/94 Time: 18:38:00
Name....: Headings: ($)
Women's _-------------_ (%)
Spacing.....: Print Field.: Maj/Min From: or Line Sets...:
5 1 400 To:
Current (01) (02) (03) (04) (05) (06) (07) (08) (09) (10)
Y-T-D (11) (12) (13) (14) (15) (16) (17) (18) (19) (20)
=========================== Training Company (4R4) =========================== F1=Return F3=Search Line Sets Help is available F4=Delete F10=Enter Multiple Maj/Min
STEP 1 - DEFINE REPORT COLUMNS

ACCESS METHOD Access the screen by selecting Option 3 (Maintain Report Columns) from the Comparative Financial Formats Menu (MENGLX). STEP SUMMARY Use this step to define report columns. Report column definitions include the column heading name, the column spacing, and the line set or account range for the columns. Absolute or relative ranges of account numbers can be defined to determine the source of data to be printed on the report. The set of report columns when combined with a set of report rows form a complete report format. KEY FIELDS/CONCEPTS n Name - The 8-character name for the set of column definitions. n Seq - The sequence number of the column. The sequence number determines the order in which the columns will print across the report. It is recommended that column numbers be entered in increments large enough to allow for insertions of columns later (i.e., 10, 20, 30, 40, etc.). n Headings - The heading to print above the column on the report. Enter the heading in the fields next to the '($)' to define this as a dollar amount column. Enter the heading in the fields next to the '(%)' to define this as a percentage column.
STEP 1 - DEFINE REPORT COLUMNS (CONT)

KEY FIELDS/CONCEPTS (CONT) n Spacing - The number of spaces to print to the left of the column. This specification determines the spacing between this column and the previous column (to the left). n Print Field - The number corresponding to the data to be printed in the column. The table on the following page outlines the available options. n Maj/Min From/To - The major and minor portions of the beginning and ending account for the range of accounts to include in the column. n A/R - Absolute/Relative. See Glossary of Terms in Lesson Summary. n Line Sets - The name of the line set or area of responsibility containing the accounts to include in the column. Line sets are defined in Maintain Report Line Sets (GLZ021). Areas of responsibility are defined in Maintain Area of Responsibility File (GL0120). n F10 (Enter Multiple Maj/Min) - Accesses the Enter Multiple Account Ranges Screen (GLX102). There, multiple account ranges can be specified for the column.
Option 01
Description Current This Year
Explanation The net activity (total of debits and credits) for the current period. The net activity (total of debits and credits) for the corresponding period of the previous year. The budget amount for the current period. The budget amounts are retrieved from the "Current Budget" assigned to the company in the Company Control Record (GL0001). The variance in net activity between the current period and the corresponding period of the previous year. The variance between the current period's net activity and the current period's budget amount. The percentage difference in net activity between The current period and the corresponding period of the previous year. The percentage difference between the current period's net activity and the current period's budget amount. The percentage that the net activity for the current period for the corresponding location contributed to the total of all locations on the report. The percentage that the net activity for the corresponding period of the previous year for the corresponding location contributed to the total
02
Current Last Year
03
Current Budget
04
Current TY/LY Var $
Current This Year - Current Last Year.
05
Current TY/Bud Var $
Current This Year - Current Budget
06
Current TY/LY Var %
07
Current TY/Bud Var %
08
Current This Year % Tot
Current This Year - Current Last Year ----------------------------------------------- X 100 Current Last Year Current This Year - Current Budget --------------------------------------------- X 100 Current Budget Location's Current This Year ---------------------------- X 100 Report Total Location's Current Last Year ----------------------------------- x 100
09
Current Last Year % Tot
10
Current Budget % Tot
The percentage that the current period's budget on the report corresponding location contributed to the total of all locations on the report
Location's Current Budget --------------------------------- X 100 Report Total
Option
11 12 13 14
Description
Y-T-D This Year Y-T-D Last Year Y-T-D Budget Y-T-D TY/LY Var $
Explanation
The current period's ending balance. The balance at the end of the corresponding period of the previous year. The total of the current year's budget amounts through the current period The dollar difference between the current period's ending balance and the balance at the end of the corresponding period of the previous year. The dollar difference between the current period's ending balance and the total of the current year's budget amounts through the current period. The percentage difference between the current period's ending balance and the balance at the end of the corresponding period of the previous year. The percentage difference between the current period's ending balance and the total of the current year's budget amounts through the current period. The percentage that the current period's ending balance for the current period for the corresponding location contributed to the total Report Total for all locations on the report. The percentage that the ending balance for the corresponding period of the previous year for the corresponding location contributed to the total or all locations on the report The percentage that the total of the current year's
Y-T-D This Year - Y-T-D Last Year
15
Y-T-D TY/Bud Var $
Y-T-D This Year - Y-T-D Budget
16
Y-T-D TY/LY Var %
17
Y-T-D TY/Bud Var %
Y-T-D This Year - Y-T-D Last Year --------------------------------- X 100 Y-T-D Last Year Y-T-D This Year - Y-T-D Budget ------------------------------ X 100 Y-T-D Budget
18
Y-T-D This Year % Tot
----------------------------------- X 100 Location's Y-T-D This Year Location's Y-T-D Last Year Report Total
19
Y-T-D Last Year % Tot
20
Y-T-D Budget % Tot
Location's Y-T-D Budget
budget amounts through the current period for the corresponding location contributed to the total of all locations on the report
----------------- X 100 Report Total
GLX103
Training Company (4R4) Maintain G/L Report Rows
Time: 18:38:43 Date: 5/16/94
Row Name...: Sequence #.: Record Type:
COMPANY 10 1 1-Row Heading 2-Section Heading 3-Detail Line 4-Total Section
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Row Roll Keys to Page F3=Search Rows F5=Search Row Details
STEP 2 - DEFINE REPORT ROWS Enter Row Name/Type

ACCESS METHOD Access this screen by selecting Option 10 (Maintain Report Rows) from the Comparative Financial Formats Menu (MENGLX). STEP SUMMARY Use this step to define report rows. The following is a list of the various types of report rows: Report Heading Section Heading Detail Line Total Section
Parameters maintained vary by type and include the number of spaces before and after the row and the location type (region, district, or store). Other parameters include whether to print credit balances as positive and whether to clear totals after printing. KEY FIELDS/CONCEPTS n Row Name - The 8-character name for the set of rows. n Sequence # - The sequence number of the row within the selected set of rows. This sequence number determines the order in which rows will print on the report. It is recommended that row numbers be entered in increments large enough to allow for insertions later (i.e., 10, 20, 30, 40, etc.). n Record Type - The number corresponding to the type of row: 1 - Row Heading 2 - Section Heading 3 - Detail Line 4 - Total Section
GLX103
Time: 18:38:46 Date: 5/16/94
Row COMPANY
Seq 10
Type 1
(Report Heading)
Row Description...: Column Description:
Stores by Company -------- Stores ---------
STEP 2 - DEFINE REPORT ROWS Row Heading

ACCESS METHOD Access this screen by entering a row name and sequence number, along with a record type of '1' (Row Heading) on the Enter Row Name/Type Screen (GLX103) and press ENTER. STEP SUMMARY Use this step to set the description that prints above the column that contains the various locations on the report.
+ NOTE - When the report format is run to generate the report, only one row heading is
recognized - the first one. KEY FIELDS/CONCEPTS n Row Description - The 25-character description for the selected set of rows. n Column Description - The 25-character heading to be printed above the column that contains the various locations on the report.
GLX103
Time: 18:38:52 Date: 5/16/94
Row COMPANY
Seq 20
Type 2
(Section Heading) Company 001 2 (P,0,1,2,3) 2 (P,0,1,2,3) -
Section heading: Space before: Space after: Underline character:
STEP 2 - DEFINE REPORT ROWS Section Headings

ACCESS METHOD Access this screen by entering a row name and sequence number, along with a record type of '2' (Section Heading) on the Enter Row Name/Type Screen (GLX103) and pressing ENTER. STEP SUMMARY Use this step to define section headings for the report. The user-defined parameters for section headings include the text for the heading, spacing above and below the heading, and any underline character for the heading. KEY FIELDS/CONCEPTS n Section heading - The text to print as the section heading. n Space before/after - See Glossary of Terms in Lesson Summary. n Underline character - The character to use as the underline character for the section heading.
GLX103
Training Company (4R4) Maintain G/L Report Rows Seq 30 Type 3
Time: 18:38:59 Date: 5/16/94
Row COMPANY
(Account Detail)
Location Type......:
R = Region D = District L = Locations Multiple Locations
Location Number....: Consolidate........: Consolidated Desc..: Cr. bal as positive: Space Before.......: Space After........:
*****
N (Y/N) ______________________ Y 0 1 (Y/N) (P,0,1,2,3) (P,0,1,2,3)
=========================== Training Company (4R4) =========================== F1=Return F2=Position Cursor F3=Location Search F4=Delete F10=Select Multiple Locations
STEP 2 - DEFINE REPORT ROWS Detail Lines

ACCESS METHOD Access this screen by entering a row name and sequence number, along with a record type of '3' (Detail Line) on the Enter Row Name/Type Screen (GLX103) and pressing ENTER. STEP SUMMARY Use this step to define detail lines for the report. The detail lines contain the actual locations and associated data. KEY FIELDS/CONCEPTS n Location Type - The type of location for the detail line: R - Region D - District L - Location (store, warehouse, office) n Location Number - The number of the location (region, district, or store) for the detail line. To include multiple locations, press F10 (Select Multiple Locations). n Consolidate (Y/N) - A 'Y' indicates the selected locations are to be printed as a single line on the report. If the locations are consolidated, a description must be entered to represent those locations on the report. An 'N' indicates the selected locations are to be printed as separate lines on the report - one for each location.
GLX103
Time: 18:38:59 Date: 5/16/94
Row COMPANY
(Account Detail)
Location Type......:
R = Region D = District L = Locations Multiple Locations
Location Number....: Consolidate........: Consolidated Desc..: Cr. bal as positive: Space Before.......: Space After........:
***** N
(Y/N)
Y 0 1
(Y/N) (P,0,1,2,3) (P,0,1,2,3)
=========================== Training Company (4R4) =========================== F1=Return F2=Position Cursor F3=Location Search F4=Delete F10=Select Multiple Locations
STEP 2 - DEFINE REPORT ROWS Detail Lines (Cont)

KEY FIELDS/CONCEPTS (CONT) n Consolidated Desc - The description to print on the report to represent the consolidated locations. n Cr. bal as positive - A 'Y' prints a credit balance on the detail line(s) as a positive amount. Debits will be printed as negatives. Credits are stored in the system as negative amounts. n Space Before/After - See Glossary of Terms in Lesson Summary.
GLX103
Time: 18:39:04 Date: 5/16/94
Row COMPANY
(Total Description) ----- Company Totals 1 1. Column Field 2. Last Year 4. TY/LY Var % 3. Budget 5. TY/Bud Var % 8 N 0 1 Y (1-9) (Y,N) (P,0,1,2,3) (P,0,1,2,3)
Total Description: Total Field......:
6. TY/LY Var $ 7. TY/Bud Var $
Level to total from.........: Clear totals after printing?: Space before................: Space after.................: Character before............: Character after.............: Credit balances a positive..:
(Y,N)
=========================== Training Company (4R4) =========================== F1=Return F2=Position Cursor F4=Delete Record
STEP 2 - DEFINE REPORT ROWS Total Sections

ACCESS METHOD Access this screen by entering a row name and sequence number, along with a record type of '4' (Total Section) on the Enter Row Name/Type Screen (GLX103) and pressing ENTER. STEP SUMMARY Use this step to define total sections for the report. The parameters that can be defined for the total sections include the level from which to total, whether to clear totals after printing, spacing and characters before and after the row, and whether to print credit balances as positive amounts. KEY FIELDS/CONCEPTS n Total Description -- The text to be printed as the description of this totals row on the report. n Total Field - A '1' prints a line of column totals for each column on the report. If one or more of the columns on the report contains either "Current This Year (01)" or "YT-D This Year (11)", as defined in Maintain G/L Report Columns (GLX100), one of the following selections can be made to print the selected total instead of the corresponding column total. These selections instruct the system to print the selected total in those columns only. All other types of columns will contain a zero total.
GLX103
Time: 18:39:04 Date: 5/16/94
Row COMPANY
(Y,N)
STEP 2 - DEFINE REPORT ROWS Total Sections (Cont)

KEY FIELDS/CONCEPTS (CONT) Total Field (Cont)
Column on Report Total Field (2) (3) (4) (5) (6) (7) Last Year Budget TY/LY Var % TY/Bud Var % TY/LY Var $ TY/Bud Var $ Current This Year (01) Current Current Current Current Current Current Last Year Budget TY/LY Var % TY/Bud Var % TY/LY Var $ TY/Bud Var $ Y-T-D This Year (11) Y-T-D Last Year Y-T-D Budget T-D TY/LY Var % Y-T-D TY/Bud Var % Y-T-D TY/LY Var $ Y-T-D TY/Bud Var $
n Level to total from (1-9) - The number of the level from which to retrieve the totals for this total line. As information is printed on the report, data is totaled in all nine levels (1-9); however, levels can be cleared after they have been printed on the report. For example, the first three detail lines of the report total into all nine levels. When a total line is printed for those three detail lines, the totals could be retrieved from any of the levels, since the three detail lines totaled to all nine levels. If, for example, the total is retrieved out of level 8 and cleared after printing, the totals stored in levels 1-8 would be cleared. When totals are cleared, they are cleared for the specified level and all lower levels. This allows for subtotaling on the report. In this example, subsequent detail lines on the report (after line 3) would total into all nine levels; however, levels 1-8 would contain totals for only those subsequent detail lines, while level 9 would contain the total of all detail lines.
STEP 2 - DEFINE REPORT ROWS

Total Sections (Cont)
KEY FIELDS/CONCEPTS (CONT) Level to total from (1-9) (Cont)

Detail (D)/ total (T) D D D T Amount $100 $ 20 $ 80 $200 Level 9 9 9 8 Clear?
Location 1 Location 2 Location 3 Total
At this point the system added $100 to all nine levels. Then it added $20 and $80 to all nine levels. So, prior to printing any totals, all 9 levels contained $200. Then, to print Subtotal 1, any level could have been chosen. However, for the example, level 8 was chosen. The $200 in level 8 was printed. Then by clearing level 8, the system clears level 8 and all lower levels. After printing and clearing level 8, the level buckets would look as follows: Level 1 2 3 4 5 6 7 8 9 Amount $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $200
Now, assume the following additional detail lines are on the report:
Detail (D)/ total (T) D D D T D D D T T Amount $100 $ 20 $ 80 $200 $150 $ 75 $ 75 $300 $500 Level 9 9 9 8 9 9 9 8 9 Y Clear?
Location 1 Location 2 Location 3 Subtotal 1 Location 4 Location 5 Location 6 Subtotal 2 Report total
GLX103
Time: 18:39:04 Date: 5/16/94
Row COMPANY
(Y,N)
STEP 2 - DEFINE REPORT ROWS Total Sections (Cont)

KEY FIELDS/CONCEPTS (CONT) Level to total from (1-9) (Cont) The system added $150, $75, and $75 to all 9 buckets, which would leave the buckets as follows: Level 1 2 3 4 5 6 7 8 9 Amount $300 $300 $300 $300 $300 $300 $300 $300 $500
For Subtotal 2, levels 1-8 could have been selected to print. For Report Total, level 9 is selected to print. n Clear totals after printing? -- A 'Y' clears the totals stored in the specified level and all lower levels after printing the total line. Totals are normally cleared after printing.
STEP 2 - DEFINE REPORT ROWS

Total Sections (Cont)
KEY FIELDS/CONCEPTS (CONT) Clear totals after printing? (Cont) COMPARISON TOTAL NOTE - A comparison total is any total line with a "Total Field" of 2 - 7. When doing comparison totals, the totals should not be cleared until the final comparison total. For example, consider the following set of rows. Note that level 8 is not cleared until the final comparison total line.
Detail (D)/ total (T) D D D T T T
Location 1 Location 2 Location 3 Total Last Year Budget
Amount $100 $ 20 $ 80 $200 $150 $175
Level 9 9 9 8 8 8
Clear?
N N Y
n Space before/after - See Glossary of Terms in Lesson Summary. n Character before/after - A single character for the string of characters to print before/after the total line. n Credit balances a positive - A 'Y' prints a credit balance on the total line as a positive amount. Debits will be printed as negatives. Credits are stored in the system as negative amounts.
GLX105
Date: 5/16/94 Time: 18:39:19
Report Name........ Title..............
COMPANY Department Net Sales by Company/Store COMPANY DEPT 0 1 Period Ending (eg. As of, Period Ending) ? ? (0,2)
Row................ Column............. Number of Decimals. Divide Dollars by.. Date Prefix........
Number of Copies...
STEP 3 - DEFINE REPORT FORMATS

ACCESS METHOD Access this screen by selecting Option 17 (Maintain Report Formats) from the Comparative Financial Formats Menu (MENGLX). STEP SUMMARY Use this step to define report formats used to print reports. The report format dictates which row and column definitions are used to generate the report. KEY FIELDS/CONCEPTS n Report Name - The 8-character name of the report format. n Title - The title to print at the top of each page on the report. This title will automatically be centered on the report. n Row - The name of the set of row definitions to use for the report. Row definitions are defined in Maintain G/L Report Rows (GLX103) and determine the rows to print on the report. n Column - The name of the set of column definitions to use for the report. Column definitions are defined in Maintain G/L Report Columns (GLX100) and determine the columns to print on the report. n Number of Decimals - A '2' prints two decimal places (cents) for all dollar amounts on the report with no formatting commas (i.e., 546,355.75).
STEP 3 - DEFINE REPORT FORMATS (CONT)

+ NUMBER OF DECIMAL NOTE - A '0' (zero) prints all amounts in whole dollars with
formatting commas (i.e., 546,356). Option 5111 determines whether amounts are rounded to the nearest whole dollar or the cents are "dropped". n Divide Dollars by - The factor by which to divide all dollar amounts on the report. For example, to express all dollar amounts on the report as thousands of dollars, enter '1000'. n Date Prefix - The text to print before the general ledger date on the report. Examples include "As of" and "Period Ending".
+ NOTE - The general ledger date prints the period number and year in the format
PP/YY. n Number of Copies - The number of copies of the report to print each time the report format is selected to be run. Leave this field blank to specify the number of copies to print when the report format is processed and printed.
GLX108
Training Company (4R4) Select G/L Reports for Processing (0 for current) (Y/N) Copies.....:
Date: 5/16/94 Time: 18:39:32 (Default = 1)
Period/Year: / Next Year Budget?
'X' Name COMPANY
Title Department Net Sales by Company/Store
# Dec Copies 0 1
=========================== Training Company (4R4) =========================== F1=Return F5=Accept Selections Roll Keys to Page
STEP 4 - PROCESS REPORTS

ACCESS METHOD Access this screen by selecting Option 25 (Run Report Formats) from the Comparative Financial Formats Menu (MENGLX). STEP SUMMARY Use this step to process report formats and print the corresponding reports. The report format dictates the row and column definitions that are used to generate the report. KEY FIELDS/CONCEPTS n Period/Year - The number of the period and year for which to process and print the selected report formats. Leave the fields blank to use the current period for the company, as defined in Maintain G/L Dates (GL0023).
+ NOTE - Leaving the period/year blank overrides the "Date Prefix" and "Date Type" on
the report format and simply uses 'Current Period' as the date indicator in the report heading. n Copies - The number of copies to print of the report formats that do not have an individual specification for the number of copies to print. The number of copies of each report format can be specified on a format-by-format basis using Maintain G/L Report Formats (GLX105). n Next Year Budget? - A 'Y' uses next year's budget instead of the current budget for the company for retrieving budget amounts for the selected report(s). The "Current Budget" and "Next Years Budget" for the company are defined in the Company Control Record (GL0001).
STEP 4 - PROCESS REPORTS (CONT)

KEY FIELDS/CONCEPTS (CONT) n Batch Job - This program submits a batch job to process and print the selected report format(s) when F5 (Accept Selections) is pressed. This batch job produces the Comparative Financial Reports described in the Report Output section. REPORT OUTPUT n Comparative Financial Report (GLX110) - The Comparative Financial Report is a userdefined report. It combines a column and row definition to print a report that prints locations down the page and accounts or groups of accounts across the page.
GLX110
Date: 02/20/95 Time: 15:45:52
Training Company (4R3) Department Net Sales by Company/Store Current Period
-------- Stores ---------
Women's ---------------
Men's ---------------
Stationery ---------------
Sports Novelty ---------------
Total ---------------
Company 001 ----------Manhattan Boston Cleveland Chicago Dallas ----- Company Totals ----- Last Yr Comparison 1,552 1,617 1,537 1,567 1,517 -------------7,790 7,485 ============== 29,886 29,886 29,886 29,886 29,886 -------------149,430 149,430 ============== 14,237 14,115 13,943 13,933 14,063 -------------70,291 69,260 ============== 13,922 13,922 13,922 13,922 13,922 -------------69,610 70,110 ============== 59,596 59,539 59,288 59,308 59,388 -------------297,119 296,280 ==============
GLX110
Date: 02/20/95 Time: 15:45:52
Training Company (4R3) Department Net Sales by Company/Store Current Period
-------- Stores --------Company 002 ----------Phoenix San Diego Portland Denver Provo Southwest Store 153 Southwest Store 154 ----- Company Totals ----- Last Yr Comparison
Women's ---------------
Men's ---------------
Stationery ---------------
Sports Novelty ---------------
Total ---------------
1,497 1,497 1,497 1,497 1,497 1,497 1,497 -------------10,479 10,479 ============== 18,269 ==============
29,886 29,886 29,886 29,886 29,886 29,886 29,886 -------------209,202 209,202 ============== 358,632 ==============
13,852 13,852 13,852 13,852 13,852 13,852 13,852 -------------96,964 96,964 ============== 167,255 ==============
13,922 13,922 13,922 13,922 13,922 13,922 13,922 -------------97,454 98,154 ============== 167,064 ==============
59,156 59,156 59,156 59,156 59,156 59,156 59,156 -------------414,092 414,792 ============== 711,211 ==============
GRAND TOTALS
Menu: MENGLT DSP140 USER
Training Company (4R4) General Ledger Trend Reports
Date: 5/13/94 Time: 15:59:28
1 3
Standard Trend Report Report Writer Format Trend Rept
GENERAL LEDGER TREND REPORTS MENU

ACCESS METHOD Access this menu by selecting Option 29 (General Ledger Trend Reports) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu provides access to the trend reports available with the General Ledger module. These trend reports show financial information by period for all periods in the current year. One of the available reports has a pre-defined format. The other gets its format from a user-defined Standard Report Writer report definition (typically a profit and loss definition). LESSON SELECTION n OPTION 1 - STANDARD TREND REPORT - This option prompts for a company and a specific account, line set, or multiple accounts. For each of the 12 or 13 periods in the company's fiscal calendar, it also prompts for actual or budget numbers for each of those periods. The prompt defaults to "Actual" up to and including the current period and "Budgets" through the remainder of the periods in the current year. The report produced shows the total requested activity (actual or budget) by location, including totals. Locations are printed down the side of the report, and periods are printed across the top.
1 GL0141
Training Company (4R4) Prompt for G/L Trend Report Title: Period Sales by Store Company: 1 Retail Training Company -- Account -Maj Min Loc Line Set: SALES OR -
Date: 12/07/93 Time: 17:46:16
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Pd 01 Pd 02 Pd 03 Pd 04 Pd 05 Pd 06 Pd 07 Pd 08 Pd 09 Pd 10 Pd 11 Pd 12 A A A B B B B B B B B B A = Actual B = Budget Location Sort: L L = Location Order R = Region Order D = District Order
=========================== Training Company (4R4) =========================== F1=Return F3=Search Line Sets F5=Account Search Help Available F6=Select Mult Accounts F7=Accept
STEP 5 - STANDARD TREND REPORT

ACCESS METHOD Access this screen by selecting Option 1 (Standard Trend Report) from the General Ledger Trend Reports Menu (MENGLT). STEP SUMMARY This step prompts for a company and a specific account, line set, or multiple accounts. For each of the 12 or 13 periods in the company's fiscal calendar, it also prompts for actual or budget numbers for each of those periods. The prompt defaults to "Actual" up to and including the current period and "Budgets" through the remainder of the periods in the current year. The report produced shows the total requested activity (actual or budget) by location, including totals. Locations are printed down the side of the report, and periods are printed across the top. KEY FIELDS/CONCEPTS n Title - The title to appear on the report. n Company - The number of the G/L company for which to print the report. The locations included on the report are limited to the company specified here. The G/L company to which a store belongs is defined in Store Table Maintenance (TBL005).
STEP 5 - STANDARD TREND REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) n Line Set - The name of a report line set or area of responsibility from which to include the associated accounts. Line sets are defined in Maintain Report Line Sets (GLZ021). Areas of responsibility are defined in Maintain Area of Responsibility File (GL0120). - OR n Account (Maj/Min/Loc) - The major, minor, and location portions of a specific account to include on the report. - OR n F6 (Select Multiple Accounts) - Accesses the Prompt for G/L Trend-Multiple Accounts Screen (2 GL0141). There, multiple accounts can be entered to be included on the report. n Periods - These fields are labeled with the period numbers. When a company number is entered, the system retrieves the corresponding period mnemonic from the current year's calendar assigned to the selected company in General Ledger Calendar Maintenance (GL0100) and displays it above the corresponding period number. There is a one-character field beneath each period prompt. These fields are used to specify whether to print actual or budget amounts for the corresponding periods. By default, the system specifies actual amounts to be used for periods up to and including the current period for the company, as defined in Maintain G/L Dates (GL0023). Budget amounts are used for the remaining periods in the year. Enter 'A' to use the actual net activity (total of debits and credits) for the corresponding period. Enter 'B' to use the budget amount for the corresponding period. The budget amounts are retrieved from the "Current Budget" assigned to the selected company in the Company Control Record (GL0001). n Location Sort - The type of location for which to print trend information: L - Location Order - Prints stores down the side of the report. R - Region Order - Prints regions down the side of the report. D - District Order - Prints districts down the side of the report. n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job produces the General Ledger Trend Report described in the Report Output section.
1 GL0141
Training Company (4R4) Prompt for G/L Trend Report Title: Period Sales by Store Company: 1 Retail Training Company - Account -Maj Min Loc Line Set: SALES OR -
Date: 12/07/93 Time: 17:46:16
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Pd 01 Pd 02 Pd 03 Pd 04 Pd 05 Pd 06 Pd 07 Pd 08 Pd 09 Pd 10 Pd 11 Pd 12 A A A B B B B B B B B B A = Actual B = Budget Location Sort: L L = Location Order R = Region Order D = District Order
=========================== Training Company (4R4) =========================== F1=Return F3=Search Line Sets F5=Account Search Help Available F6=Select Mult Accounts F7=Accept
STEP 5 - STANDARD TREND REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) REPORT OUTPUT n General Ledger Trend Report (GL0143) - This report shows the total requested activity (actual or budget) by location (regions, districts, or stores), including totals. Locations are printed down the side of the report, and periods are printed across the top. Report Usage - Use this report to analyze period trends for a selected account or group of accounts for all locations (regions, districts, stores) within a G/L company.
GL0143 USER Title: Period Sales by Store Company: 1 Retail Training Company
Training Company (4R4) General Ledger Trend Report
Time- 13:07:32
Date: Page:
5/17/94 1
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC PER 01 PER 02 PER 03 PER 04 PER 05 PER 06 PER 07 PER 08 PER 09 PER 10 PER 11 PER 12 Location (Actual) (Actual) (Actual) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) (Budget) Total --------------------------------------------------------------------------------------------------------------------------------------------------1 MANHTN -59,156 -59,156 -59,596 -60,436 -60,436 -60,436 -60,436 -60,988 -60,988 -60,988 -60,436 -60,436 -723,488 2 BOSTON -59,156 -59,156 -59,563 -59,845 -59,845 -59,845 -59,845 -60,391 -60,391 -60,391 -59,845 -59,845 -718,118 3 CLEVELND -59,156 -59,156 -59,294 -60,141 -60,141 -60,141 -60,141 -60,689 -60,689 -60,689 -60,141 -60,141 -720,519 4 CHICAGO -59,156 -59,156 -59,314 -59,845 -59,845 -59,845 -59,845 -60,391 -60,391 -60,391 -59,845 -59,845 -717,869 5 DALLAS -59,156 -59,156 -59,388 -60,437 -60,437 -60,437 -60,437 -60,988 -60,988 -60,988 -60,437 -60,437 -723,286 TOTALS -295,780 -295,780 -297,155 -300,704 -300,704 -300,704 -300,704 -303,447 -303,447 -303,447 -300,704 -300,704 -3,603,280
*** End of Report ***
OPTION RECORDS USED

Option 5108 - Maximum width of reports (in characters)
Option 5109 - Default characters per inch (CPI) for reports
Option 5110 - Default forms type for reports
Option 5111 - When reporting in whole dollars, should cents be rounded up or dropped?
HANDS ON EXERCISES
SCENARIO 1 - DEFINE AND PRINT A COMPARATIVE REPORT
In the following exercises, you will define a set of report columns and a set of report rows. Then, you will combine your columns and rows to define a report format.
EXERCISE 1
Report Column - Name and define a set of report columns for department sales for the current period. Each department's sales should be printed in a separate column. MENU/OPTION MENUGL/28 (Comparative Financial Formats) MENGLX/03 (Maintain Report Columns) Column Name: ______________________________ Department 400 500 860 900 Description Womens Department Men's Department Stationery Sports Novelty Goods
EXERCISE 2
Name your Report Row - Define a set of report rows that includes all of your assigned stores with a final total for all stores. MENU/OPTION MENGLX/10 (Maintain Report Rows) Row Name: _________________________________
EXERCISE 3
Report Format - Define a report format for the set of columns defined in Exercise 1 and the set of rows defined in Exercise 2. MENU/OPTION MENGLX/17 (Maintain Report Format) Report Format: _______________
EXERCISE 4
Print Report - Run your report using the option defined. MENU/OPTION MENGLX/25 (Run Report Format)

SCENARIO 2 - DEFINE A SECOND COMPARATIVE REPORT
In the following exercises, you will define another sets of report rows. Then, you will use these row and the set of department columns defined in Scenario 1 to define a second report format.
EXERCISE 1
Define Report Row - Define a set of report rows for a report by district/store for your assigned districts and stores. Include district totals, last year comparison totals, and final report totals. MENU/OPTION MENGLX/10 (Maintain Report Rows) The report might look something like this: District XXX Store xxxxx Store xxxxx Store xxxxx ---District Totals ---Last Year District XXX Store xxxxx Store xxxxx Store xxxxx ---District Totals ---Last Year Report Totals
99,999.99 99,999.99 99,999.99 999,999.99 999,999.99
99,999.99 99,999.99 99,999.99 999,999.99 999,999.99 9,999,999.99
EXERCISE 2
Design Report Format - Define a second report format for the set of columns defined in Exercise 1. Use the rows that you defined in Scenario 1, Exercise 2. MENU/OPTION MENGLX/17 (Maintain Report Format)
Report Format: _______________

SCENARIO 3 - PRINT TREND REPORT In the follow exercises, you will print reports. EXERCISE 1 Run both report formats.
EXERCISE 2
Trend Report - Using the option identified, print a General Ledger Trend Report your assigned company. Use any of the pre-defined report line sets for the range of accounts for your report definition. MENU/OPTION MENUGL/29 (General Ledger Trend Reports) MENGLT/01 (Standard Report Writer) Report Name: ______________
NOTES

1) List the four types of report rows. _______________________________ _______________________________ _______________________________ _______________________________
2)
On comparative financial formats, ____________________ are printed down the side of the report.
3)
What does a 'Y' in the "Credit balances a positive" field indicate? ___________________________________________________________________ ___________________________________________________________________
4)
The amounts printed on each detail line of a comparative financial report are always added to all nine total levels. (True/False) __________
5)
What does the sequence number on the row or column indicate? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
6)
What happens when a specified total level is cleared after printing? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
NOTES
GENERAL LEDGER TUTORIAL --- G/L REPORTS
Table of Contents
Lesson 12 - General Ledger Reports.............................................................................................3 G/L Standard Reports Menu ........................................................................................................4 General Journal - Current Year ....................................................................................................6 G/L Listing By Period..................................................................................................................8 G/L Listing - Current Year.........................................................................................................10 Summary Level General Ledger .................................................................................................15 Opening Of Year Trial Balance..................................................................................................18 Trial Balance .............................................................................................................................20 Revenue Statement.....................................................................................................................24 Area Of Responsibility Report ...................................................................................................27 Source Code Listing...................................................................................................................32 Loan Amortization.....................................................................................................................35
LESSON 12 - GENERAL LEDGER REPORTS

LESSON SUMMARY This lesson reviews the standard reports available within the General Ledger module. LESSON OUTLINE General Journal - Current Year
G/L Listing - Current Year Summary Level General Ledger
Trial Balance Revenue Statement
Source Code Listing Loan Amortization
Training Company (4R4) G/L Standard Reports
Date: 5/10/94 Time: 11:12:04
| REVENUE STATEMENT | 17 Revenue Statement | | GENERAL LEDGER LISTINGS | SPECIAL REPORTS 6 G/L Listing by Period | 21 Area of Responsibility Report 7 G/L Listing - Current Year | 22 Source Code Listing 8 G/L Listing - Prior Year | 9 Summary Level General Ledger | | TRIAL BALANCE REPORTS | LOAN AMORTIZATION 12 Opening of Year Trial Balance | 27 Loan Amortization 13 Trial Balance | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3
GENERAL JOURNAL LISTINGS General Journal - Current Year General Journal - Prior Year
G/L STANDARD REPORTS MENU

ACCESS METHOD Access this menu by selecting Option 23 (G/L Standard Reports) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access all of the options used to produce standard General Ledger reports (General Journal, General Ledger Listings, Trial Balance, Revenue Statements, etc.) It is also used to access loan amortization functions. LESSON SELECTIONS n OPTION 2 - GENERAL JOURNAL - CURRENT YEAR - Use this option to produce a listing of all transactions for a selected period(s) of the current year. n OPTION 6 - G/L LISTING BY PERIOD - Use this option to print a listing of every G/L transaction for all or selected periods. n OPTION 7 - G/L LISTING - CURRENT YEAR - Use this option to print a listing of all transactions in the General Ledger for the current year. The listing can include detail on all transactions or summarize the balance and total postings to each account. The listing can be limited to a range of accounts and periods. n OPTION 9 - SUMMARY LEVEL GENERAL LEDGER - Use this option to print a summary listing showing total debits, credits, and balances for all accounts or a selected account. The listing can be for all or a selected period. It can also be for the current or previous year.
G/L STANDARD REPORTS MENU (CONT)

LESSON SELECTIONS (CONT) n OPTION 12 - OPENING OF YEAR TRIAL BALANCE - Use this option to print a listing of the opening of the year balances for each account. n OPTION 13 - TRIAL BALANCE - Use this option to print a trial balance for a specific period and year. It can be limited to accounts with balances and can include retail or cost amounts. The listing can be in one of the following formats: q Balance Forward (last month, current postings, new balance) q New Balance Only q New Balance Only (expressed in U.S. and Canadian dollars) n OPTION 17 - REVENUE STATEMENT - Use this option to print revenue detail by major and minor account for each period of the current year and a revenue summary report of current and year-to-date figures for each period in the year. n OPTION 21 - AREA OF RESPONSIBILITY REPORT - Use this option to produce selected responsibility reports. The responsibility reports must have previously been defined using Maintain Area of Responsibility File (GL0120). n OPTION 22 - SOURCE CODE LISTING - Use this option to print a listing of G/L transactions for a particular source code. The source code is the two-character prefix of the batch number. The report can be summarized by major/minor, summarized by major, or include all detail; or, all three types of reports can be produced. n OPTION 27 - LOAN AMORTIZATION - Use this option to display and print a loan amortization schedule. OTHER MENU SELECTIONS n OPTION 3 - GENERAL JOURNAL - PRIOR YEAR - Use this option to produce a listing of all transactions for a selected period(s) from the previous year. n OPTION 8 - G/L LISTING - PRIOR YEAR - Use this option to print a listing of all of the previous year's transactions in the General Ledger. The listing can include detail on all transactions or summarize the balance and total postings to each account. The listing can be limited to a range of accounts and periods.
GL0097
Training Company (4R4) G/L Listing Criteria
Date: 5/10/94 Time: 11:12:52
Selection Criteria: Company Number: From Account Number: To Account Number: From Period: To Period: 1 10 10 3 3 1 - 99999 1 - 99999 (Zeros for All)
Year: 94 Year: 94
(Zeros for All)
GENERAL JOURNAL - CURRENT YEAR

ACCESS METHOD Access this screen by selecting Option 2 (General Journal - Current Year) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to enter the report criteria for the General Journal Listing. KEY FIELDS/CONCEPTS n Company Number - The G/L company for which to print a General Journal Listing. n From/To Account Number - The range of accounts to include. Leave these fields blank to include all accounts. n From/To Period/Year - The range of periods to include. Leave the "From Period/Year" field blank to include all periods of the current year prior to the period specified for the "To Period/Year". n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job produces the General Journal Listing described in the Report Output section. REPORT OUTPUT n General Journal Listing (GL0019) - This report lists G/L transactions for the selected account(s) by journal entry batch number for the selected period(s). A final transaction total and total debits and credits are provided.
0019
GENERAL JOURNAL Current Year
DATE- 5/10/94
COMPANY: 001 ACCT RANGE: 10-001-99999 TO PERIOD RANGE: 03/94 TO 03/94
PAGE10-001-99999
ACCOUNT A-C-C-O-U-N-T ---NUMBER---- D-E-S-C-R-I-P-T-I-O-N
SUBLEDGER
TRANSACTION REFERENCE
TRANS. DATE
TRANSACTION AMOUNT
LITERAL DESCRIPTION
CH000418: 010-001-99999 Cash in Bank 010-001-99999 Cash in Bank GI000363: 010-001-99999 Cash in Bank JE000503: 010-001-99999 Cash in Bank SA000428: 010-001-99999 010-001-99999 010-001-99999 010-001-99999 010-001-99999 Cash Cash Cash Cash Cash in in in in in Bank Bank Bank Bank Bank PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL 3/04/94 3/04/94 3/04/94 3/04/94 3/04/94 TOTALTOTAL DEBITS 297,206.16 TOTAL CREDITS 38,010.60 469.06 408.74 140.37 161.64 246.85 259,195.56 Cash Cash Cash Cash Cash PETTY CASH 3/01/94 600.00CR Monthly Petty Cash INV199 2/27/94 295,779.50 CH000418 CH000418 3/25/94 3/25/94 29,085.60CR 8,325.00CR
CH000418 Trade Checks- 003369 To 003371 Expns Checks- 003372 To 003376 GI000363 INV. TO G/L INTERFACE: WAVE 02 JE000503
SA000428
1 GL0089
Training Company (4R4) Current Year G/L Listing by Month
Date: 5/10/94 Time: 11:13:38
Month:
(Blank = All)
=========================== Training Company (4R4) =========================== F1=Return F7=Submit
G/L LISTING BY PERIOD

ACCESS METHOD Access this screen by selecting Option 6 (G/L Listing by Period) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print a listing of every transaction for a selected period or all periods of the current year for a selected company. NOTE - The report only lists those accounts that have had transactions posted to them in the selected period(s). KEY FIELDS/CONCEPTS n Month - The number of the period in the current year for which to print a General Ledger Listing by Period. Leave this field blank to include all periods in the current year. n Batch Job - This program submits a batch job when F7 (Submit) is pressed. This batch job produces the Current Year General Ledger Listing described in the Report Output section. REPORT OUTPUT n Current Year General Ledger Listing (GL0090) - This report provides information on each G/L transaction for each account in the selected period(s). The report lists each account, along with each transaction for the account in the selected period(s) listed under it.
L0090 DATE PRINTED- 5/10/94
Training Company (4R4) CURRENT YEAR GENERAL LEDGER LISTING
G/L DATE- 4/02/94 Saturday,April the 2nd,1994
PAGE
COMPANY-001 Retail Training Company ACCOUNT NUMBER SUB. TRANSACTION LEDGER REFERENCE BATCH NUMBER -DATEMO YR SRCE TRANSACTION CODE DESCRIPTION
D-E-B-I-T
C-R-E-D-I-T
B-A-L-A-N-C-E
010-001-99999
Cash in Bank INV199 CH000418 CH000418 PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL PETTY CASH
GI000363 CH000418 CH000418 SA000428 SA000428 SA000428 SA000428 SA000428 JE000503
03-94 03-94 03-94 03-94 03-94 03-94 03-94 03-94 03-94
GINT CHEK CHEK S/A S/A S/A S/A S/A J.E.
BALANCE FORWARD INV. TO G/L INTERFACE: WAVE 02 295,779.50 Trade Checks- 003369 To 003371 29,085.60 Expns Checks- 003372 To 003376 8,325.00 Cash 469.06 Cash 408.74 Cash 140.37 Cash 161.64 Cash 246.85 Monthly Petty Cash 600.00 ------------ ------------CHANGE 259,195.56 297,206.16 38,010.60 ============= =============
2,324,297.70 2,620,077.20 2,590,991.60 2,582,666.60 2,583,135.66 2,583,544.40 2,583,684.77 2,583,846.41 2,584,093.26 2,583,493.26
010-002-00001
Petty Cash PETTY CASH
JE000503
03-94
BALANCE FORWARD J.E. Monthly Petty Cash CHANGE 100.00
100.00 ------------- ------------100.00 .00 ============= =============
.00 100.00
/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\\ GL0090 DATE PRINTED- 5/10/94 Training Company (4R4) CURRENT YEAR GENERAL LEDGER LISTING G/L DATE- 4/02/94 Saturday,April the 2nd,1994 PAGE 25
COMPANY-001 Retail Training Company ACCOUNT NUMBER SUB. TRANSACTION LEDGER REFERENCE BATCH NUMBER -DATEMO YR SRCE TRANSACTION CODE DESCRIPTION
D-E-B-I-T
C-R-E-D-I-T
B-A-L-A-N-C-E
TOTAL PAGE BALANCE FORWARD .00 279 TRANSACTIONS FOR THIS COMPANY. CURRENT MONTH .00 CHANGE .00 NEW BALANCE .00 **
GL0097
Training Company (4R4) G/L Listing Criteria Printing Option: X Detail Listing Summary Listing (Choose one)
Date: 5/10/94 Time: 11:14:39
Selection Criteria: Company Number: From Account Number: To Account Number: From Period: To Period: 1 10 10 3 3 1 - 99999 1 - 99999 (Zeros for All)
Year: 94 Year: 94
(Zeros for All)
G/L LISTING - CURRENT YEAR

Enter Report Selections
ACCESS METHOD Access this screen by selecting Option 7 (G/L Listing - Current Year) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print a listing of transactions in the General Ledger for the current year. The listing only reports transactions from the Current Year General Ledger file (GLYEAR). The listing can include detail on all transactions or summarize the balance and total postings to each account. The listing can be limited to a range of accounts and periods.
+ NOTE - The report lists only those accounts that have had transactions posted to them in
the selected period(s). KEY FIELDS/CONCEPTS n Printing Option - Enter an 'X' next to one of the following print options: q Detail Listing - Includes a balance forward, each transaction for the period(s), and an ending balance for each account. q Summary Listing - Includes a balance forward, the net activity for the period(s) (total of debits and credits), and an ending balance for each account. n Company Number - The G/L company for which to print a General Ledger Listing.
MARCH, 1998 --- LESSON 12-10

Enter Report Selections (Cont)
KEY FIELDS/CONCEPTS (CONT) n From/To Account Number - The range of accounts to include. Leave these fields blank to include all accounts. n From Period/Year - The range of periods to include. Leave the "From Period/Year" field blank to include all periods prior to the "To Period/Year". n Batch Job - If the Summary Listing option is chosen, this program submits a batch job when F7 (Accept) is pressed. This batch job produces the General Ledger Listing described in the Report Output section. REPORT OUTPUT n General Ledger Listing (GL0027) - This report provides summary information for each account that had activity in the selected period(s). This information includes a balance forward, the net activity (total of debits and credits for the period(s)), and an ending balance.
MARCH, 1998 --- LESSON 12-11
GL0027
Training Company (4R4) GENERAL LEDGER LISTING
PAGE
COMPANY: 001 Retail Training Company ACCT RANGE: 10-001-99999 TO 10-001-99999 PERIOD RANGE: 03/94 TO 03/94
ACCOUNT NUMBER
SUB. TRANSACTION LEDGER REFERENCE
BATCH NUMBER
-DATEMO YR
SRCE TRANSACTION CODE DESCRIPTION
D-E-B-I-T
C-R-E-D-I-T
B-A-L-A-N-C-E
010-001-99999
Cash in Bank
BALANCE FORWARD CHANGE259,195.56
297,206.16
38,010.60
2,735,152.76 2,994,348.32
TOTAL PAGE BALANCE FORWARD 2,735,152.76 CURRENT MONTH 259,195.56 CHANGE 259,195.56 NEW BALANCE 2,994,348.32 **
9 TRANSACTIONS FOR THIS COMPANY.
MARCH, 1998 --- LESSON 12-12
GL0097
Training Company (4R4) G/L Listing Criteria
Date: 5/10/94 Time: 11:14:41
The control record for the accounts selected may have been set up to NOT print detail. Do you wish to override this feature and print detail for all accounts? Yes or No? Y (Y/N)

Account Control Record Override
ACCESS METHOD Access this screen by selecting the Detail Listing option and pressing F7 (Accept) on the previous screen. STEP SUMMARY Use this step to determine whether or not to override the "Do Not Print Detail (X)" field in Chart of Accounts Maintenance (GL0002) for accounts that do not allow printing of detail on the General Ledger Listing. KEY FIELDS/CONCEPTS n Yes or No? (Y/N) - For those accounts that are flagged (X) in Chart of Accounts Maintenance (GL0002) "Do Not Print Detail (X)" on the General Ledger Listing: Yes - to override control and print the detail anyway. No - prints as defined in Chart of Accounts Maintenance n Batch Job - This program submits a batch job when F7 (Accept) is pressed. This batch job produces the General Ledger Listing described in the Report Output section. REPORT OUTPUT n General Ledger Listing (GL0027) - This report provides detail information for each account that had activity in the selected period(s). This information includes a balance forward, each transaction for the period(s), the net activity (total of debits and credits for the period(s)), and an ending balance.
MARCH, 1998 --- LESSON 12-13
GL0027
Training Company (4R4) GENERAL LEDGER LISTING
PAGE
COMPANY: 001 Retail Training Company ACCT RANGE: 10-001-99999 TO 10-001-99999 PERIOD RANGE: 03/94 TO 03/94
ACCOUNT NUMBER
SUB. TRANSACTION LEDGER REFERENCE
BATCH NUMBER
-DATEMO YR
SRCE TRANSACTION CODE DESCRIPTION
D-E-B-I-T
C-R-E-D-I-T
B-A-L-A-N-C-E
010-001-99999
Cash in Bank INV199 CH000418 CH000418 PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL PST_SA_GL PETTY CASH
GI000363 CH000418 CH000418 SA000428 SA000428 SA000428 SA000428 SA000428 JE000503
03-94 03-94 03-94 03-94 03-94 03-94 03-94 03-94 03-94
GINT CHEK CHEK S/A S/A S/A S/A S/A J.E.
BALANCE FORWARD INV. TO G/L INTERFACE: WAVE 02 Trade Checks- 003369 To 003371 Expns Checks- 003372 To 003376 Cash Cash Cash Cash Cash Monthly Petty Cash CHANGE259,195.56
295,779.50 29,085.60 8,325.00 469.06 408.74 140.37 161.64 246.85 297,206.16 600.00 38,010.60
2,735,152.76 3,030,932.26 3,001,846.66 2,993,521.66 2,993,990.72 2,994,399.46 2,994,539.83 2,994,701.47 2,994,948.32 2,994,348.32 2,994,348.32
TOTAL PAGE BALANCE FORWARD 2,735,152.76 CURRENT MONTH 259,195.56 CHANGE 259,195.56 NEW BALANCE 2,994,348.32 **
9 TRANSACTIONS FOR THIS COMPANY.
MARCH, 1998 --- LESSON 12-14

GL0092 Training Company (4R4) Summary Level General Ledger Prompt Date: 5/10/94 Time: 11:15:49
Company: Period: Year: Account Number: 3 94
1 (Blank = All) (Blank = Current Year) (Blank = All)
=========================== Training Company (4R4) =========================== F1=Return F3=Account Search F5=Accept/Submit
SUMMARY LEVEL GENERAL LEDGER

ACCESS METHOD Access this screen by selecting Option 9 (Summary Level General Ledger) from the G/L Standard Reports Menu (MENLG5). STEP SUMMARY Use this step to print a summary listing showing total debits, total credits, and balances for all accounts or a selected account. The listing can be for all or a selected period and for the prior or current year.
+ NOTE - The difference between this report and the General Ledger Listings is that this report lists each
account (regardless of whether any transactions have been posted to it for the selected period(s)). KEY FIELDS/CONCEPTS n Company - The G/L company for which to print a Summary Level General Ledger Report. n Period - The period for which to print a Summary Level General Ledger Report. Leave the field blank to include all periods in the selected year (up to and including the current period). n Year - The year for which to print a Summary Level General Ledger Report. Leave the field blank to use the current year for the company, as defined in Maintain G/L Dates (GL0023). n Account Number - The account to include on the Summary Level General Ledger Report. Leave these fields blank to include all accounts for the selected company.
MARCH, 1998 --- LESSON 12-15

GL0092 Training Company (4R4) Summary Level General Ledger Prompt Date: 5/10/94 Time: 11:15:49
Company: Period: Year: Account Number: 3 94
1 (Blank = All) (Blank = Current Year) (Blank = All)
=========================== Training Company (4R4) =========================== F1=Return F3=Account Search F5=Accept/Submit
SUMMARY LEVEL GENERAL LEDGER (CONT)

KEY FIELDS/CONCEPTS (CONT) n Batch Job - This program submits a batch job when F5 (Accept/ Submit) is pressed. This batch job produces the Summary Level General Ledger Report described in the Report Output section. REPORT OUTPUT n Summary Level General Ledger (GL0093) - This report provides summary level information on a selected account or all accounts. This information includes the following: q Balance Forward q Each transaction for the selected period(s) (if any) q Net postings (total of debits and credits) for the selected period(s) (if any) q Ending balance as of the selected period or the current period (if including all periods).
MARCH, 1998 --- LESSON 12-16
GL0093
Training Company (4R4) Summary Level General Ledger Report 1 Retail Training Company
Date: Page:
5/10/94 1
Company:
Account Mo Yr Transaction D-E-B-I-T C-R-E-D-I-T B-A-L-A-N-C-E ------------------------------------------------------------------------------------------------------------------------------------
010-001-99999
Cash in Bank 3-94 3-94 3-94 3-94
Balance Forward: A/P CHECK INTERFACE UNKNOWN JOURNAL ENTRY TYPE MANUAL JOURNAL ENTRY SALES AUDIT INTERFACE CHANGE: 259,195.56 Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: MANUAL JOURNAL ENTRY CHANGE: Balance Forward: Balance Forward: Balance Forward: AUTOMATIC JOURNAL ENTRY CHANGE: 1,875.00CR Balance Forward: A/P CHECK INTERFACE CHANGE:
37,410.60 295,779.50 600.00 1,426.66 297,206.16 38,010.60
2,735,152.76 2,697,742.16 2,993,521.66 2,992,921.66 2,994,348.32
010-002-00001
Petty Cash 3-94
100.00
100.00 100.00
.00 100.00 .00 .00 100.00 .00 .00 100.00 .00 .00 100.00 .00 .00 100.00 .00 .00 100.00 .00 1,650.06CR 50,000.00 3,750.00CR 5,625.00CR
010-002-00002
Petty Cash 3-94
100.00
100.00 100.00
010-002-00003
Petty Cash 3-94
100.00
100.00 100.00
010-002-00004
Petty Cash 3-94
100.00
100.00 100.00
010-002-00005
Petty Cash 3-94
100.00
100.00 100.00
010-002-00982
Petty Cash 3-94
100.00
100.00 100.00
010-010-99999 018-001-99999 019-001-99999
Discounts Taken Fixed Assets Accumulated Depreciation 3-94
.00
1,875.00 1,875.00
020-001-99999
Accounts Payable (Trade) 3-94
29,085.60
29,085.60 29,085.60
29,085.60CR .00 .00
MARCH, 1998 --- LESSON 12-17
GL0026
Training Company (4R4) Company Selection
Date: 5/10/97 Time: 11:15:56
SELECT COMPANY FOR BEGINNING BALANCE TRIAL BALANCE EXISTING COMPANIES X 1 2 10 20 30 Retail Training Company Cost Training Company Pacific Training Company Midwest Training Company Eastern Training Company
=========================== Training Company (4R4) =========================== F1=Cancel 'X' to Select
OPENING OF YEAR TRIAL BALANCE

ACCESS METHOD Access this screen by selecting Option 12 (Opening of Year Trial Balance) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print a listing of the current year's beginning balances for each account in the selected company. KEY FIELDS/CONCEPTS n Batch Job - This program submits a batch job to produce the report. This batch job creates the Opening Balance Trial Balance Report described in the Report Output section. REPORT OUTPUT n Opening Balance Trial Balance (GL0061) - This report lists the cost and retail beginning of the current year balance for each account in the selected company. Company totals are also provided at the end of the report. Report Usage - This report can be used to verify beginning of year account balances (cost and retail) for any account after balances have been adjusted using G/L Opening Balance Maintenance (GL0060). If the account does not appear on the report, the beginning of year balance is zero.
MARCH, 1998 --- LESSON 12-18
GL0061
Training Company (4R4) Opening Balance Trial Balance
Time- 11:18:06
Date: Page:
5/10/94 1
Company Number-001 Retail Training Company Saturday,April the 2nd,1994 -----------------------------------------------------------------------------------------------------------------Maj/Min/Str Account Type Number Description Beginning Balance Beginning Retail ------------------------------------------------------------------------------------------------------------------1/1 010-001-99999 Cash in Bank 2,324,297.70 .00 4/1 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 031-001-99999 Retained Earnings 400-013-00001 400-013-00002 400-013-00003 400-013-00004 400-013-00005 400-014-00001 400-014-00002 400-014-00003 400-014-00004 400-014-00005 400-914-00001 400-914-00002 400-914-00003 400-914-00004 400-914-00005 Beginning Beginning Beginning Beginning Beginning Purchases Purchases Purchases Purchases Purchases Purchases Purchases Purchases Purchases Purchases Inventory Inventory Inventory Inventory Inventory (Women's) (Women's) (Women's) (Women's) (Women's) Clearing Clearing Clearing Clearing Clearing (Women's) (Women's) (Women's) (Women's) (Women's) (Women's) (Women's) (Women's) (Women's) (Women's) 3,102,281.37CR 5,361.89 5,267.04 5,267.04 5,267.04 5,267.04 28,797.12 28,797.12 28,797.12 28,797.12 28,797.12 28,797.12CR 28,797.12CR 28,797.12CR 28,797.12CR 28,797.12CR .00 7,185.60 7,185.60 7,185.60 7,185.60 7,185.60 43,113.60 43,113.60 43,113.60 43,113.60 43,113.60 43,113.60CR 43,113.60CR 43,113.60CR 43,113.60CR 43,113.60CR
/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\\ GL0061 Training Company (4R4) Opening Balance Trial Balance Time- 11:18:06 Date: Page: 5/10/94 2
Company Number-001 Retail Training Company Saturday,April the 2nd,1994 ------------------------------------------------------------------------------------------------------------------Maj/Min/Str Account Type Number Description Beginning Balance Beginning Retail ------------------------------------------------------------------------------------------------------------------1/2 900-914-00001 Purchases Clearing (Sports Novelty 183,160.80CR 388,296.00CR 1/2 900-914-00002 Purchases Clearing (Sports Novelty 183,160.80CR 388,296.00CR 1/2 900-914-00003 Purchases Clearing (Sports Novelty 183,160.80CR 388,296.00CR 1/2 900-914-00004 Purchases Clearing (Sports Novelty 183,160.80CR 388,296.00CR 1/2 900-914-00005 Purchases Clearing (Sports Novelty 183,160.80CR 388,296.00CR
TOTAL COMPANY (001) ** End of Report **
------------------------------------.00 1,329,699.60 =====================================
MARCH, 1998 --- LESSON 12-19
GL0015
Training Company (4R4) Trial Balance Listing Select the desired print options
Date: 5/10/94 Time: 11:16:10
Period:
03
Year:
94 N N (Y/N) (Y/N)
Do you wish to print only Accounts with a balance: Do you want to print Retail amounts instead of G/L amounts: Select the print format to use: A. B. C. A
Balance Forward (last month),Current Postings,New Balance. New Balance Only. New Balance Only, Expressed in both U.S. & Canadian Dollars.
=========================== Training Company (4R4) =========================== F1=Return F5=Accept Selections
TRIAL BALANCE
ACCESS METHOD Access this screen by selecting Option 13 (Trial Balance) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print a trial balance for a specific period and year. It can be limited to accounts with balances and can include retail or cost amounts. The listing can be in one of the following formats: n Balance Forward (last period, current postings, new balance) n New Balance only n New Balance only (expressed in "home" and "other" currency KEY FIELDS/CONCEPTS n Period - The period for which to print a Trial Balance Report. n Year - The year for which to print a Trial Balance Report. n Do you wish to print only Accounts with a balance - Enter 'Y' to include only those accounts that have a non-zero balance at the end of the selected period. n Do you want to print Retail amounts instead of G/L amounts - Enter 'Y' to print the account's retail amount instead of the cost amount.
MARCH, 1998 --- LESSON 12-20
TRIAL BALANCE (CONT)

KEY FIELDS/CONCEPTS (CONT) n Select the print format to use - Select one of the following: A - Balance Forward - Prints, for each account, a balance forward from the previous period, the selected period's postings, and the ending balance for the selected period. B - New Balance Only - Prints only the ending balance for the selected period for each account. C - New Balance Only (expressed in U.S. and Canadian dollars) - Prints only the ending balance for the selected period for each account. The ending balance is expressed in both "home" and "other" currency. The conversion from one currency to the other is determined by the exchange rate defined in Maintain Canadian/U.S. Exchange Rate (TBL022).
+ SORT ORDER NOTE - The accounts are sorted on the report by major account.
Totals are also provided by major account. n Batch Job - Press F5 (Accept Selections) to submit a batch job that produces the Trial Balance Report. REPORT OUTPUT n Trial Balance Report (GL0015) - This report has three formats: Format A - Prints the following information for each account: q Balance Forward - Balance at the end of the previous period. q Current Postings - Total debits and credits for selected period. (Credits are considered negative amounts.) q New Balance - Calculated as follows: Balance Forward + Current Postings = New Balance q Average Activity - Calculated as follows: Total Activity (through previous period) -----------------------------------------------Current Period - 1 Format B - Prints each account's end of period balance for the selected period. Format C - Prints each account's end of period balance in both "home" and "other" currency. The Trial Balance Report can be used to prove the equality of the debit and credit account balances in the accounts.
MARCH, 1998 --- LESSON 12-21
GL0015
** Format A **
Training Company (4R4) Trial Balance
Time- 11:18:38
Date: Page:
5/10/94 1
Company Number-001 -----------------------------------------------------------------------------------------------------------------------------------Period: 3 Year: 94 Maj/Min/Store Account Average Number Description Balance Forward Current Postings New Balance End/Per 02 -----------------------------------------------------------------------------------------------------------------------------------010 Cash 2,735,152.76 259,195.56 2,994,348.32 .00 100.00 100.00 .00 100.00 100.00 .00 100.00 100.00 .00 100.00 100.00 .00 100.00 100.00 .00 100.00 100.00 1,650.06CR .00 1,650.06CR ------------------------------2,733,502.70 259,795.56 2,993,298.26 /\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\\ GL0015 ** Format A ** Training Company (4R4) Time- 11:18:38 Date: 5/10/94 Trial Balance Page: 10 010-001-99999 010-002-00001 010-002-00002 010-002-00003 010-002-00004 010-002-00005 010-002-00982 010-010-99999 Cash in Bank Petty Cash Petty Cash Petty Cash Petty Cash Petty Cash Petty Cash Discounts Taken
Company Number-001 -----------------------------------------------------------------------------------------------------------------------------------Period: 3 Year: 94 Maj/Min/Store Account Average Number Description Balance Forward Current Postings New Balance End/Per 02 -----------------------------------------------------------------------------------------------------------------------------------900-914-00003 900-914-00004 900-914-00005 900-914-00982 900-957-00001 900-957-00002 900-957-00003 900-957-00004 900-957-00005 900-957-00982 Purchases Clearing (Sports Novelty) Purchases Clearing (Sports Novelty) Purchases Clearing (Sports Novelty) Purchases Clearing (Sports Novelty) Freight Clearing (Sports Novelty) Freight Clearing (Sports Novelty) Freight Clearing (Sports Novelty) Freight Clearing (Sports Novelty) Freight Clearing (Sports Novelty) Freight Clearing (Sports Novelty) 189,147.00CR 189,147.00CR 189,147.00CR .00 763.17CR 763.17CR 763.17CR 763.17CR 763.17CR .00 ----------21,021.82 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 ----------69,433.81CR 189,147.00CR 189,147.00CR 189,147.00CR .00 763.17CR 763.17CR 763.17CR 763.17CR 763.17CR .00 ----------48,411.99CR .00 .00 .00 .00 381.58CR 381.58CR 381.58CR 381.58CR 381.58CR .00 ----------33,624.10CR
Total Company (
1)
------------------------------------------------------.00 .00 .00 =======================================================
113,390.64CR
MARCH, 1998 --- LESSON 12-22
L0015
** Format A **
Training Company (4R4) Trial Balance
Time- 11:18:38
Date: 5/10/94 Page: 11
Company Number-001 -----------------------------------------------------------------------------------------------------------------------------------Balance U.S. $ Assets Liabilities Intercompany Equity Revenue Cost of Sales Expenses Profit 3,438,533.08 87.19CR .00 3,102,281.37CR 888,677.97CR 521,859.45 30,654.00 336,164.52CR Cur.Month U.S. $ 80,384.90 28,998.41 .00 .00 297,118.97CR 177,481.66 10,254.00 109,383.31CR ** End of Report **
MARCH, 1998 --- LESSON 12-23
GL0026
Training Company (4R4) Company Selection
Date: 5/10/94 Time: 11:16:53
SELECT COMPANY FOR REVENUE STATEMENT ......... EXISTING COMPANIES X 1 2 10 20 30 Retail Training Company Cost Training Company Pacific Training Company Midwest Training Company Eastern Training Company
=========================== Training Company (4R4) =========================== F1=Cancel 'X' to Select
REVENUE STATEMENT
ACCESS METHOD Access this screen by selecting Option 17 (Revenue Statement) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print revenue detail by major account for each period of the current year. A revenue summary report of current and year-to-date figures for each period in the year for the selected company is also printed. KEY FIELDS/CONCEPTS n Batch Job - This program submits a batch job to produce the report. This batch job creates the Revenue Statement described in the Report Output section. REPORT OUTPUT n Revenue Summary (GL0088) - This report lists each revenue, cost of sales, and expense account for the selected company. It provides period activity (expressed in thousands of dollars) for each period in the current year. A totals page provides current period and yearto-date totals for revenue, cost of sales, and expenses. Profit is calculated by subtracting cost of sales and expenses from revenue: Revenue - Cost of Sales - Expenses = Profit
MARCH, 1998 --- LESSON 12-24
GL0088
Revenue Summary
Date Printed-
5/10/94
Page
Company Number-001 Retail Training Company Saturday,April the 2nd,1994 In $1,000's -----------------------------------------------------------------------------------------------------------------------------------Maj/Min/Str Account Number Description TOTAL -01- -02- -03- -04- -05- -06- -07- -08- -09- -10- -11- -12- -13-----------------------------------------------------------------------------------------------------------------------------------051 Rent Expense ----------------------------051-001-00001 Rent (Building) 051-001-00002 Rent (Building) 051-001-00003 Rent (Building) 051-001-00004 Rent (Building) 051-001-00005 Rent (Building) 051-001-00982 Rent (Building) 051-002-00001 Rent Expense (Off-Site 051-002-00002 Rent Expense (Off-Site 051-002-00003 Rent Expense (Off-Site 051-002-00004 Rent Expense (Off-Site 051-002-00005 Rent Expense (Off-Site 051-002-00982 Rent Expense (Off-Site
2 2 2 2 2 5 Storage) Storage) Storage) Storage) Storage) Storage)
1 1 1 1 1 2
1 1 1 1 1 2
1 1 1 1 1 2
----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----12 4 4 4 052 Sales Expense -----------------------------052-001-00001 Advertising Expense 052-001-00002 Advertising Expense 052-001-00003 Advertising Expense 052-001-00004 Advertising Expense 052-001-00005 Advertising Expense ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----2 1 1 053 Utilities Expense -----------------------------053-001-00001 Utilities (Electricity) 053-001-00002 Utilities (Electricity) 053-001-00003 Utilities (Electricity) 053-001-00004 Utilities (Electricity) 053-001-00005 Utilities (Electricity) 053-001-00982 Utilities (Electricity) 053-002-00001 Utilities (Phone) 053-002-00002 Utilities (Phone) 053-002-00003 Utilities (Phone) 053-002-00004 Utilities (Phone) 053-002-00005 Utilities (Phone) 053-002-00982 Utilities (Phone)
1 1 1 1 1 1 1 1 1 1 1 ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----11 4 4 4
MARCH, 1998 --- LESSON 12-25
GL0088
Revenue Summary
Date Printed-
5/10/94
Page
Company Number-001 Retail Training Company
Saturday,April the 2nd,1994
In $1,000's
------------------------------------------------------------------------------------------------------------------------------------01- -02- -03- -04- -05- -06- -07- -08- -09- -10- -11- -12- -13-----------------------------------------------------------------------------------------------------------------------------------Revenue.......(Current): Cost of Sales.(Current): Expenses......(Current): Profit........(Current): 295 172 10 113 295 172 10 113 297 177 10 110
Revenue.......( Cost of Sales.( Expenses......( Profit........(
YTD YTD YTD YTD
): ): ): ):
295 172 10 113
590 344 20 226
887 521 30 336
MARCH, 1998 --- LESSON 12-26
GL0126
Training Company (4R4) Selection of Responsibility Reports
Date: 5/10/94 Time: 11:17:04
Start at Resp.Code.....:
Select Responsibility Reports to Run Rprt Override User Mo/Yr Type Budget Profile 3/94 2 *ALL Eliminate # Detail of Y/N Cpys N 1
X Resp. Resp.Description X PL1 Profit/Loss - Store 00001
=========================== Training Company (4R4) =========================== F1=Return Select with an 'X' Roll Keys to Page F7=Accept
AREA OF RESPONSIBILITY REPORT

ACCESS METHOD Access this screen by selecting Option 21 (Area of Responsibility Report) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to produce selected responsibility reports. The responsibility reports must have previously been defined using Maintain Area of Responsibility File (GL0120). KEY FIELDS/CONCEPTS n Mo/Yr - The period and year for which to generate the selected responsibility report. This field defaults to the current period, as defined in Maintain G/L Dates (GL0023). n Type - The type of report to generate for the selected area of responsibility: 1 - Balance Sheet - Prints the selected period's end of period balance for each account in the selected area of responsibility. 2 - Profit-Loss - Compares the selected period's end of period balance with budget amounts for each account in the selected area of responsibility. Variance amounts and percentages are also included. 3 - Monthly Spreadsheet: Lists each account in the selected area of responsibility. However, this format contains no printed data for each account. Instead, a blank
report is provided so it can be used as a worksheet.
MARCH, 1998 --- LESSON 12-27
GL0126
Training Company (4R4) Selection of Responsibility Reports
Date: 5/10/94 Time: 11:17:04
Start at Resp.Code.....:
Select Responsibility Reports to Run Rprt Override User Mo/Yr Type Budget Profile 3/94 2 *ALL Eliminate # Detail of Y/N Cpys N 1
X Resp. Resp.Description X PL1 Profit/Loss - Store 00001
=========================== Training Company (4R4) =========================== F1=Return Select with an 'X' Roll Keys to Page F7=Accept
AREA OF RESPONSIBILITY REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) Rprt Type (Cont) The default for this field comes from the report type assigned to the area of responsibility in Maintain Area of Responsibility File (GL0120). n Override Budget - The budget from which to print budget information for the report. The budget specified here overrides the budget specified on the Company Control Record (GL0001). If there is no budget specified in either place, no budget information is printed on the report. n User Profile - The user profile for the user(s) who can print responsibility reports using the corresponding area of responsibility. A user profile of '*ALL' allows access to all users.
+ NOTE - This screen displays only the areas of responsibility accessible to the user.
n Eliminate Detail Y/N - Enter 'Y' to print only account totals by major account number. Enter 'N' to print detail for each account in the selected area of responsibility. Account totals are also provided by major account number. This is the default. n # of Cpys - The number of copies of the report to print for the selected area(s) of responsibility. This field defaults to '1'.
MARCH, 1998 --- LESSON 12-28
AREA OF RESPONSIBILITY REPORT (CONT)

KEY FIELDS/CONCEPTS (CONT) n Batch Job - This program submits a batch job for every selected area of responsibility when F7 (Accept) is pressed. This batch job(s) produces responsibility reports for the selected area(s) of responsibility, as described in the Report Output section. REPORT OUTPUT n Area Of Responsibility Account Report (GL0127) - The Account Report portion lists the accounts or major accounts associated with the selected area of responsibility. This report can be used to track accounts that are the responsibility of a certain person or group of people in the organization. n Area Of Responsibility Summary Report (GL0127) - The Summary Report portion of the report provides totals by account type (revenue, cost of sales, expenses). These totals are compared to the appropriate budget figures to show variance amounts and percentages.
MARCH, 1998 --- LESSON 12-29
GL0127
Training Company (4R4) Area of Responsibility Account Report 03/94
DATEPage:
5/10/94 1
Code PL1
Profit/Loss - Store 00001 *------------ Current Period ------------* Actual Budget Variance Variance Amount Amount Amount Percent *------------- Year To Date -------------* Actual Budget Variance Variance Amount Amount Amount Percent
DPT Cmp-Act Cmp-Account Number Description
050 Office Expense 050 Office Expense 001 00001 Office Supplies Expense
48 --------48-
0 --------0
48 --------48-
100.0 ----100.0
48 --------48-
0 --------0
48 --------48-
100.0 ----100.0
051 051 001 002
Rent Expense Rent Expense 00001 Rent (Building) 500 00001 Rent Expense (Off-Site Stor 13 --------513-
510 13 --------523-
100 --------10
2.0.0 ----1.9-
1,500 39 --------1,539-
1,530 39 --------1,569-
300 --------30
2.0.0 ----1.9-
052 Sales Expense 052 Sales Expense 001 00001 Advertising Expense
0 --------0
153 --------153-
153--------153
100.0----100.0-
300 --------300-
459 --------459-
159--------159
34.6----34.6-
053 053 001 002
435 443 81.81,304 1,329 251.9180 184 42.2540 552 122.2--------------------------------------------------------61562712 1.91,8441,88137 1.9\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\\ GL0127 Training Company (4R4) DATE5/10/94 Area of Responsibility Page: 2 Account Report 03/94 Code PL1 Profit/Loss - Store 00001 DPT Cmp-Act Cmp-Account Number Description Final Totals *------------ Current Period ------------* Actual Budget Variance Variance Amount Amount Amount Percent 22,510 ========= 24,906 ========= 2,396========= 9.6===== *------------- Year To Date -------------* Actual Budget Variance Variance Amount Amount Amount Percent 69,089 ========= 76,445 ========= 7,356========= 9.6=====
Utilities Expense Utilities Expense 00001 Utilities (Electricity) 00001 Utilities (Phone)
MARCH, 1998 --- LESSON 12-30
GL0127
Training Company (4R4) Area of Responsibility SUMMARY REPORT 03/94
DATEPAGE-
5/10/94 3
Code PL1
Profit/Loss - Store 00001 *------------ Current Period ------------* Actual Budget Variance Variance Amount Amount Amount Percent 59,597 60,438 84135,76134,2291,5321,3261,30323------------ ----------- ----------22,510 24,906 2,396*** END OF REPORT *------------- Year To Date -------------* Actual Budget Variance Variance Amount Amount Amount Percent 1.93.9 .7----9.6-
Account Description Revenue Cost of Sales Expenses
1.4177,909 181,310 3,4014.5 104,939100,9563,9831.8 3,8813,90928 ----- ----------- ----------- ----------9.669,089 76,445 7,356***
MARCH, 1998 --- LESSON 12-31
GL0109
Training Company (4R4) General Ledger Source Code Listing
Date: 5/10/94 Time: 11:19:19
Company: Year: Prefix: Period Range: Store: Type: C 94
Retail Training Company (Blank = Current Year) A/P CHECK INTERFACE 3 (Blank = For All Stores) A B C Blank = = = = Summary by Major/Minor Summary by Major All Detail ALL Reports
CH ? 1 to
=========================== Training Company (4R4) =========================== F1=Return F3=Store Search F7=Accept/Submit
SOURCE CODE LISTING

ACCESS METHOD Access this screen by selecting Option 22 (Source Code Listing) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to print a listing of a selected period's G/L transactions for a particular source code. The source code is the two-character prefix of the batch number. The report can be summarized by major/minor, summarized by major, or include all detail; or, all three types of reports can be produced. KEY FIELDS/CONCEPTS n Company - The G/L company for which to generate the Source Code Listing. n Year - The year for which to generate the Source Code Listing. Leave this field blank to use the current year for the company, as defined in Maintain G/L Dates (GL0023).
MARCH, 1998 --- LESSON 12-32
SOURCE CODE LISTING (CONT)

KEY FIELDS/CONCEPTS (CONT) n Prefix - The source code for which to generate the report:
This source code is compared to the first two characters of the batch number to determine whether or not to include the journal entry batch's transactions on the report. Batch number source code prefixes are defined and maintained in General Table Maintenance (field GLTBCH in TBLF01). n Period Range - The range of periods to include on the report. Only transactions posted within this period range of the specified year are included on the report. n Store - The location for which to generate the Source Code Listing. If this field is left blank, all locations are included on the report. n Type - The number corresponding to the type of report to generate: A - Summary by Major/Minor - Provides totals by major and minor account. B - Summary by Major - Provides totals by major account. C - All Detail - Provides account level detail. If this field is left blank, all three types of reports are produced. n Batch Job - This program submits a batch job when F7 (Accept/ Submit) is pressed. This batch job produces the General Ledger Source Code Listing(s) described in the Report Output section. REPORT OUTPUT n General Ledger Source Code Listing (GL0111) - This report provides information on a group of transactions from one particular source for a period in time. This report can be used for many different investigative and analysis purposes.
MARCH, 1998 --- LESSON 12-33
GL0111 By-USER
Training Company (4R4) General Ledger Source Code Listing From period 1 thru period 3 1 Retail Training Company Type: A/P CHECK INTERFACE
Date- 5/10/94 At-11.20 Page: 1
Company:
Account Mo Yr Batch Date Amount Description -----------------------------------------------------------------------------------------------------------------------------------010-001-99999 010-001-99999 010-001-99999 010-001-99999 010-001-99999 010-001-99999 010-001-99999 Minor: Cash in Bank 010-010-99999 Minor: Discounts Taken 1-94 1-94 1-94 2-94 2-94 3-94 3-94 1-94 CH000386 CH000386 CH000386 CH000403 CH000403 CH000418 CH000418 1/25/94 1/25/94 1/25/94 2/25/94 2/25/94 3/25/94 3/25/94 Minor Total: CH000386 1/25/94 Minor Total: 83,848.7483,848.7483,848.7411,549.7011,549.7029,085.6029,085.60332,816.821,650.061,650.06Trade Trade Trade Trade Trade Trade Trade Checks- 003348 Checks- 003348 Checks- 003348 Checks- 003362 Checks- 003362 Checks- 003369 Checks- 003369 Records: Trade Checks- 003348 Records: To To To To To To To 003354 003354 003354 003362 003362 003371 003371 7 To 003354 1
Major: Cash Major Total: 334,466.88Records: 8 -----------------------------------------------------------------------------------------------------------------------------------020-001-99999 1-94 CH000386 1/25/94 85,498.80 Trade Checks- 003348 To 003354 020-001-99999 2-94 CH000403 2/25/94 11,549.70 Trade Checks- 003362 To 003362 020-001-99999 3-94 CH000418 3/25/94 29,085.60 Trade Checks- 003369 To 003371 Minor: Accounts Payable (Trade) Minor Total: 126,134.10 Records: 3 020-002-99999 1-94 CH000386 1/25/94 8,325.00 Expns Checks- 003355 To 003359 020-002-99999 2-94 CH000403 2/25/94 8,325.00 Expns Checks- 003363 To 003367 020-002-99999 3-94 CH000418 3/25/94 8,325.00 Expns Checks- 003372 To 003376 Minor: Accounts Payable (Expense) Minor Total: 24,975.00 Records: 3 020-003-99999 1-94 CH000386 1/25/94 18,655.50 Frght Checks- 003360 To 003360 Minor: Accounts Payable (Expense) Minor Total: 18,655.50 Records: 1 Major: Cash Major Total: Grand Total: 169,764.60 164,702.28Records: Records: 7 15
**** END OF REPORT ****
MARCH, 1998 --- LESSON 12-34
AM0001
Training Company (4R4) LOAN AMORTIZATION FILL IN TWO OF THE FOLLOWING: | | LOAN AMOUNT.......: 12000.00 | | PAYMENT AMOUNT....: 515.24 | | ANNUAL INTEREST...: 2.90 | CAR PAYMENTS 2.0 0
TIME: 11:20:04 DATE: 5/10/94
JDA SOFTWARE SERVICES
FREQUENCY M M
| | | | | | |
Title:
NUMBER OF YEARS..: NUMBER OF PAYMENTS TO PRINT..:
(REQUIRED) (OPTIONAL-0 will print all payments)
NOTE: PAYMENT FREQUENCY & INTEREST COMPOUND FREQUENCY USE THESE CODES W - WEEKLY Q - QUARTERLY B - SEMI-MONTHLY S - SEMI-ANNUAL M - MONTHLY A - ANNUAL =========================== Training Company (4R4) =========================== F1=Return F5=Print Amortization Schedule
LOAN AMORTIZATION
ACCESS METHOD Access this screen by selecting Option 27 (Loan Amortization) from the G/L Standard Reports Menu (MENGL5). STEP SUMMARY Use this step to display and print an amortization schedule to aid in forecasting loan repayments. KEY FIELDS/CONCEPTS n LOAN AMOUNT - The principal amount to be amortized. If this field is left blank, the loan amount will be automatically calculated based on the payment amount, annual interest, and number of years in the amortization term when ENTER is pressed. n PAYMENT AMOUNT - The payment amount. If this field is left blank, the monthly payment will be automatically calculated based on the loan amount, annual interest, and number of years in the amortization term when ENTER is pressed. n FREQUENCY - The frequency of the payment amount: W - Weekly B - Semi-monthly M - Monthly Q - Quarterly S - Semi-annual A - Annual
n ANNUAL INTEREST - The yearly rate of amortization. If this field is left blank, the annual interest rate is calculated automatically based on the number of years in the amortization term, payment amount, and loan amount.
MARCH, 1998 --- LESSON 12-35
AM0001
Training Company (4R4) LOAN AMORTIZATION FILL IN TWO OF THE FOLLOWING: | | LOAN AMOUNT.......: 12000.00 | | PAYMENT AMOUNT....: 515.24 | | ANNUAL INTEREST...: 2.90 | CAR PAYMENTS 2.0 0
TIME: 11:20:04 DATE: 5/10/94
JDA SOFTWARE SERVICES
FREQUENCY M M
| | | | | | |
Title:
NUMBER OF YEARS..: NUMBER OF PAYMENTS TO PRINT..:
(REQUIRED) (OPTIONAL-0 will print all payments)
NOTE: PAYMENT FREQUENCY & INTEREST COMPOUND FREQUENCY USE THESE CODES W - WEEKLY Q - QUARTERLY B - SEMI-MONTHLY S - SEMI-ANNUAL M - MONTHLY A - ANNUAL =========================== Training Company (4R4) =========================== F1=Return F5=Print Amortization Schedule
LOAN AMORTIZATION (CONT)

KEY FIELDS/CONCEPTS (CONT) n FREQUENCY - The compounding frequency of the interest: W - Weekly B - Semi-monthly M - Monthly Q - Quarterly S - Semi-annual A - Annual
n Title - A title to appear on the printed Amortization Schedule. n Number Of Years - The number of years in the amortization period (one decimal place allowed). n Number Of Payments To Print - The number of payments to print on the Amortization Schedule. If left blank, all payments print. REPORT OUTPUT n Amortization Schedule - The Amortization Schedule lists each period in the amortization term. For each period, the report lists the beginning loan balance, the period's payment amount, the principal amount paid, the interest paid, and the ending balance. The following calculations are used: Principal Paid + Interest Paid = Payment Beginning Balance - Principal Paid = Ending Balance
MARCH, 1998 --- LESSON 12-36

AM0002 5/10/94 12,000.00 515.24 FREQUENCY: MONTHLY 2.90 COMPOUND FREQ: MONTHLY 2.0 EFFECTIVE RATE %: .002416667 END BALANCE 11513.76 11026.34 10537.75 10047.98 9557.02 9064.88 8571.55 8077.02 7581.30 7084.38 6586.26 6086.94 5586.41 5084.67 4581.72 4077.55 3572.16 3065.55 2557.72 2048.66 1538.37 1026.85 514.09 .09 .00 PRINCIPAL PAID 486.24 487.42 488.59 489.77 490.96 492.14 493.33 494.53 495.72 496.92 498.12 499.32 500.53 501.74 502.95 504.17 505.39 506.61 507.83 509.06 510.29 511.52 512.76 514.00 .09 AMORTIZATION SCHEDULE PAGE 1
LOAN AMOUNT: PAYMENT AMT: ANNUAL INT%: NUMBER YRS:
CAR PAYMENTS
PERIOD 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
BEGIN BALANCE 12000.00 11513.76 11026.34 10537.75 10047.98 9557.02 9064.88 8571.55 8077.02 7581.30 7084.38 6586.26 6086.94 5586.41 5084.67 4581.72 4077.55 3572.16 3065.55 2557.72 2048.66 1538.37 1026.85 514.09 .09
PAYMENT 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 515.24 .09
INTEREST PAID 29.00 27.82 26.65 25.47 24.28 23.10 21.91 20.71 19.52 18.32 17.12 15.92 14.71 13.50 12.29 11.07 9.85 8.63 7.41 6.18 4.95 3.72 2.48 1.24 .00
PERIOD 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
BEGIN BALANCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
PAYMENT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
END BALANCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
PRINCIPAL PAID .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
INTEREST PAID .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00
MARCH, 1998 --- LESSON 12-37
NOTES
MARCH, 1998 --- LESSON 12-38
GENERAL LEDGER TUTORIAL --- PERIOD-END/YEAR-END
Table of Contents
Lesson 13 - Period-End/Year-End Processing...............................................................................3 G/L Posting Functions Menu........................................................................................................4 Step 1 - Close the Period/Year..................................................................................................5 Rebuild/Maintenance Functions .................................................................................................10 Step 2 - Rebuild Beginning of Year Balances for Next Year....................................................11 Option Records Used .................................................................................................................12 Lesson Review Questions...........................................................................................................13
AUGUST, 1999--- LESSON 13-1
LESSON 13 - PERIOD-END/YEAR-END PROCESSING

LESSON SUMMARY This lesson covers the process of closing a period or year. Each G/L company's period and year end closing is independent of other company's closings. That is, each company's current period does not have to be the same at all times. n PERIOD END CLOSING - When a G/L company's period is closed, the current period, as defined in Maintain G/L Dates (GL0023), is simply "rolled" to the next period. n YEAR END CLOSING - When a G/L company's period is closed and that period is the last period of the fiscal year, a year-end closing is also performed. The year-end close out procedure copies the current year's information into the previous year's files (GLMSTRLY and GLLAST). It then creates and updates new summary records (beginning of year balances, etc.) in the G/L Summary file (GLSUMF) for the new year. Lastly, it closes out the revenue, cost of sales, and expense accounts. The results are then posted to the profit account assigned to the company in the Company Control Record (GL0001).
LESSON OUTLINE STEP 1 - Close the Period/Year STEP 2 - Rebuild Beginning of Year Balances for Next Year
Date: 2/15/96 Time: 10:29:57
| SUPERVISOR FUNCTIONS________ | 17 Retrieve/Reverse/Remove Batch | 18 Update G/L Year Opening Balances | 19 Period-End Close Out Procedure | AUTOMATIC JOURNAL ENTRIES | 7 Define Automatic Journal Entries | 8 List Automatic Journal Entries | 9 Post Automatic Journal Entries | | | | | | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES 2 3 4

ACCESS METHOD Access this menu by selecting Option 8 (G/L Posting Functions) from the General Ledger Application Menu (MENUGL). MENU SUMMARY Use this menu to access all of the G/L posting functions. These functions include processing suspended journal entry batches, setting up and posting automatic journal entries, removing/reversing a journal entry batch, and closing periods. LESSON SELECTIONS n OPTION 19 - PERIOD-END CLOSE OUT PROCEDURE - Use this option to run the period-end close out procedure. It updates the current G/L date with the next accounting period. It also performs year-end close out when run for the last period of the year. The periods in a company's fiscal calendar are defined in General Ledger Calendar Maintenance (GL0100). WARNING - A backup of the General Ledger files should be performed prior to running the period-end/year-end close out procedure.
MESPMT ( 00015 )
Time: 13:42:57 Date: 2/15/96
YOU HAVE REQUESTED THAT THE G/L MONTH END PROCEDURE BE RUN. THIS WILL CLOSE OUT THE MONTH, AND, IF IT IS THE LAST PERIOD OF THE YEAR, WILL CLOSE OUT THE YEAR. YOU SHOULD HAVE DONE A BACKUP BEFORE ATTEMPTING THIS PROGRAM. ENTER 'CANCEL' OR 'CONTINUE'
ENTER YOUR ANSWER HERE: CONTINUE =========================== Training Company (4R4) =========================== F1=Cancel F12=Continue
G/L POSTING FUNCTIONS MENU Step 1 - Close the Period/Year

ACCESS METHOD Access this screen by selecting Option 19 (Period-End Close Out Procedure) from the G/L Posting Functions Menu (MENGL3). STEP SUMMARY Use this step to run the period-end close out procedure. It updates the current G/L date for the company with the next accounting period. It also performs year-end close out when run for the last period of the year. The periods in a company's fiscal calendar are defined in General Ledger Calendar Maintenance (GL0100). WARNING - A backup of the General Ledger files should be performed prior to running the period-end/year-end close out procedure. KEY FIELDS/CONCEPTS n Next Year - The period-end or year-end procedure can be run at any time after the end of the period or year. For example, most companies need to leave the last period in the year (1996, for example) open for a while to make year-end adjustments. Postings for periods in the next year (1997) can be processed and posted to the appropriate periods based on the number of periods in the future to allow posting, as defined by Option 2212. In addition, financial statements can be run for those future periods (in 1997), even though the current year (1996) has not yet been closed. However, those future periods (in 1997) cannot be closed until the current year (1996) has been closed.
MESPMT ( 00015 )
Time: 13:42:57 Date: 2/15/96
YOU HAVE REQUESTED THAT THE G/L MONTH END PROCEDURE BE RUN. THIS WILL CLOSE OUT THE MONTH, AND, IF IT IS THE LAST PERIOD OF THE YEAR, WILL CLOSE OUT THE YEAR. YOU SHOULD HAVE DONE A BACKUP BEFORE ATTEMPTING THIS PROGRAM. ENTER 'CANCEL' OR 'CONTINUE'
STEP 1 - CLOSE THE PERIOD/YEAR (CONT)

KEY FIELDS/CONCEPTS (CONT) n Financial Statements for Periods in the Next Year - If the current year (1996) has not yet been closed, financial statements can still be run for future periods (in 1997). However, in order to obtain true beginning of year balances and close out revenue, expense, and cost of sales accounts, the beginning of year balances for the next year must first be rebuilt/created. This process can be run by selecting Option 7 (Rebuild G/L BOY Bals (NEXT YEAR)) on the Rebuild/Maintenance Functions Menu (MENMI1). n A/P Date - The Accounts Payable module also keeps track of a current accounting period for each company for accounts payable purposes. The current G/L period cannot be greater than the current A/P period for a company. The G/L period-end close out procedure prevents the G/L period from being "rolled" to a period that is greater than the current A/P period defined for the company in A/P Date Maintenance (AP0169). n Year-End Close Out - The year-end close out procedure copies the current year's information into the previous year's file (GLMSTRLY and GLLAST). It then creates and updates new summary records (beginning balances, etc.) in the G/L Summary File (GLSUMF) for the new year. Lastly, it closes out the revenue, cost of sales, and expense accounts. The results are posted to the profit account as an adjustment to the account's beginning of year balance for the next year. The profit account is assigned to the company in the Company Control Record (GL0001).
STEP 1 - CLOSE THE PERIOD/YEAR (CONT)

KEY FIELDS/CONCEPTS (CONT) n Year-End Close Out (Cont)
+ PROFIT ACCOUNT NOTE - Before running period-end/year-end, a profit account

must be assigned to the company in the Company Control Record (GL0001). If the account assigned there does not exist in the Chart of Accounts file (GLMSTR), the period-end/year-end close out procedure creates the following suspense account in its place: CCC-999-999-99999 where, CCC is the company number. n Batch Job - This program submits a batch job to close out the period and, if it is the last period in the company's fiscal year, year-end is also run. This batch job prints one of the banner pages described in the Report Output section to indicate that the procedure has completed successfully. It is your responsibility to ensure that the procedure finishes properly before attempting to perform any other activity in the General Ledger. REPORT OUTPUT n Month End Close Out Banner Page (GL0037) - The purpose of this report is to inform the user that the period-end close out procedure has completed. n Year End Close Out Banner Page (GL0038) - The purpose of this report is to inform the user that the year-end close out procedure has completed.
GL00037
MONTH END CLOSE OUT
2/15/96
001
Retail Training Company ********************************************************** * * * M O N T H * * * * E N D * * * * C L O S E * * * * O U T * * * * H A S * * * * B E E N * * * * C O M P L E T E D * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 001 Retail Training Company PERIOD- 02 OF 12 * * * * * * * * * * * * * * * * * * * **********************************************************
GL0038
YEAR END CLOSE OUT
2/15/96
001
Retail Training Company ********************************************************** * * * Y E A R * * * * E N D * * * * C L O S E * * * * O U T * * * * H A S * * * * B E E N * * * * C O M P L E T E D * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **********************************************************
Menu: MENMI1 QPADEV0025 GENCHEV
Training Company (4R4) Rebuild/Maintenance Functions
Date: 8/09/99 Time: 10:19:08
Rebuild/Maintenance Functions | 2 Add a Store to Inventory File | 17 Process Chain Average Cost Adj 3 Rebate Trans. Code Maintenance | 4 Re-Convert Foreign Costs-INVMST | 5 Re-Convert Foreign Costs-INVCST | 6 Rebuild G/L Balances (Curr Year) | 7 Rebuild G/L BOY Bals (NEXT YEAR) | 8 Re-Create INVSUM (Store/Day Sls) | 9 Re-Create INVDET (Dept/Week Sls) | 10 Rebuild Sales For a Store | 11 Run INVDET/INVSUM audit report | 12 Rebuild On-Ordr/In-Trnst INVBAL | 13 Rebuild Chain Level INVBAL File | 14 Rebuild OTB Actuals File-OTBSUM | 15 Synchronize INVBAL/INVSSK Costs | ========================= Training Company 4R4 ============================= Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: GROUP, INC.
REBUILD/MAINTENANCE FUNCTIONS
ACCESS METHOD Access this menu by selecting Option 2 (MIS Manager's Menu) from the JDA Software Systems Menu (MENJDA). Then, select Option 2 (Rebuild/Maintenance Functions). MENU SUMMARY This menu provides access to the selections used for purge and rebuild functions, installation, change logs, and communication. LESSON SELECTIONS n OPTION 7 - REBUILD G/L BOY BALS (NEXT YEAR) rebuild beginning of year balances for the next year. This procedure is necessary when the current year has not yet been closed but postings are being made to periods in the next year. statements that are run for those future periods in the next year before the current year is closed. This procedure closes out the revenue, cost of sales, and expense accounts for the Company Control Record (GL0001).
MESPMT ( 00150 )
Time: 13:42:57 Date: 2/15/96
THIS OPTION REBUILDS THE BEGINNING OF YEAR BALANCES AND THIS IS DONE FOR NEXT YEAR!!! MAKE SURE YOUR G/L DATE IS THE CURRENT YEAR BEFORE RUNNING.
ENTER YOUR ANSWER HERE: CONTINUE
F1=Cancel
F12=Continue
REBUILD/MAINTENANCE FUNCTIONS
ACCESS METHOD Access this screen by selecting Option 7 (Rebuild G/L BOY Bals (NEXT YEAR)) from the
STEP SUMMARY Use this step to create/rebuild beginning of year balances for the next year. This procedure is in the next year. It is also necessary to obtain correct beginning of year balances for use on financial statements that are run for those future periods in the next year before the current year company. The results are posted to the profit account assigned to the company in the Company Control Record (GL0001).
adjustments to beginning of year balances for the next year will be made. KEY FIELDS/CONCEPTS Profit Account accounts. The results are posted to the profit account as an adjustment to the account's beginning of year balance for the next year. The profit account is assigned to the company account in the system, the following suspense account is used in its place: CCC-999-999-99999
OPTION RECORDS USED


1) How does the system determine if the year-end close out procedure needs to be run? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
2)
When performing a year-end close out what three types of accounts are closed out? ___________________ ____________________ ____________________
When these accounts are closed out, what does the system do with the results? ___________________________________________________________________ ___________________________________________________________________
3)
If the profit account assigned to a company is not a valid account in the system, how does the system determine the account to use? ___________________________________________________________________ ___________________________________________________________________
4)
The current G/L period for a company can be greater than the company's current A/P period. (True/False) __________
NOTES
GENERAL LEDGER TUTORIAL --- RETAIL STOCK LEDGER
Table of Contents
Lesson 14 - Retail Stock Ledger...................................................................................................3 Retail Stock Ledger Menu............................................................................................................4 Step 1 - Create Retail Stock Ledger File.......................................................................................6 Step 2 - View Retail Stock Ledger For Department/Store .............................................................7 Current Period Inquiry .............................................................................................................8 Step 3 - Create Retail Stock Ledger Journal Entries....................................................................15 Option Records Used .................................................................................................................18 Lesson Review Questions...........................................................................................................19
LESSON 14 - RETAIL STOCK LEDGER

LESSON SUMMARY The G/L Retail Stock Ledger is used with the retail method of accounting. It is normally set up by store and inventory department or subdepartment. It is used to calculate the ending inventory at cost, cost of goods sold, and gross margin for a store and department or subdepartment for the current period and year to date. It is also used to create the journal entries to post the cost of sales to the General Ledger for the current period. The G/L major accounts must correspond to the inventory department/subdepartment numbering scheme. To set up the Retail Stock Ledger, perform the following steps: 1. Create the merchandising product classification hierarchy. If tracking inventory in the General Ledger at the subdepartment level, subdepartment numbers must be unique across all departments. Option 2200 determines whether inventory is tracked by department or subdepartment Option 2011 determines whether retail fields are protected in Journal Entries. This option must be set to No, to allow the retail amounts to be populated.
2.
3. Create the chart of accounts with accounts for each department or subdepartment/store combination that will pass information to the Retail Stock Ledger. The following accounts will need to be defined:
Beginning Inventory Purchases Freight Markups Sales Customer Returns Markdowns Shortage Promo Markdown Estimate Cost of Goods Sold Purchases Clearing Freight Clearing
+ CLEARING ACCOUNT NOTE - The clearing accounts for Purchases and Freight
are used as the offsets to Cost of Goods Sold when the Retail Stock Ledger is posted to the General Ledger. This keeps year-to-date purchases and freight from being cleared from the actual accounts. 4. Assign the applicable minor account to the following Options:
2301 - Beginning Inventory 2302 - Purchases 2303 - Freight 2304 - Markups 2305 - Sales 2306 - Customer Returns 2307 - Markdowns 2308 - Shortage 2309 - Promo Markdown Estimate 2321 - Cost of Goods Sold 2252 - Purchases Clearing 2253 - Freight Clearing
LESSON OUTLINE STEP 1 - Create Retail Stock Ledger File STEP 2 - View Retail Stock Ledger for Department/Store STEP 3 - Create Retail Stock Ledger Journal Entries
Menu: MENGLA DSP148 USER
Training Company (4R4) Retail Stock Ledger
Date: Time:
2/15/96 9:54:25
__ | RETAIL STOCK LEDGER INQUIRIES____ 2 | 17 Retail Stock Ledger Inquiry 3 | 18 Stock Ledger Inquiry by Str/Dpt 4 | 19 Stock Ledger Inquiry by Dpt/Str 5 | | CREATE RETAIL STOCK LEDGER FILE | RETAIL STOCK LEDGER REPORTS_____ 8 Create Retail Stock Ledger File | 23 R.S. Ledger - Detail Listing | 24 R.S. Ledger - Summary By Store POST COGS TO GENERAL LEDGER | 25 R.S. Ledger - Summary By Dept 11 Create R.S.L. Journal Entry | 26 R.S. Ledger - Summary By Period | 27 R.S.L. Report Writer | 28 End of Period Reports | | =========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Option: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES COST OF SALES FUNCTIONS Maintain COS Shrink Percentages Cost of Sales Listing by Store Cost of Sales Listing by Dept Maintain Avg Inv Allowances
RETAIL STOCK LEDGER MENU

ACCESS METHOD Access this screen by selecting Option 17 (G/L Retail Stock Ledger) from the General Ledger Application Menu (MENUGL). MENU SUMMARY This menu is used to access all of the selections necessary for utilizing the G/L Retail Stock Ledger. LESSON SELECTIONS n OPTION 8 - CREATE RETAIL STOCK LEDGER FILE - Use this option to create the Retail Stock Ledger file (GLSTOK). This process should be run prior to closing the period to update the Retail Stock Ledger. n OPTION 11 - CREATE R.S.L. JOURNAL ENTRY - Use this option to create the journal entries to post the cost of goods sold from the Retail Stock Ledger to G/L. It should be used at period-end to create the cost of goods sold journal entries to post to the G/L.
+ JOURNAL ENTRY (GLSTOK) NOTE - If other journal entries have affected the
Retail Stock Ledger file (GLSTOK) since it was last created, you must use Option 8 (Create Retail Stock Ledger File) first to re-generate the file. n OPTION 17 - RETAIL STOCK LEDGER INQUIRY - Use this option to display the detailed Retail Stock Ledger for either the current period or year to date by company/department/subdepartment/store.
RETAIL STOCK LEDGER MENU (CONT)

OTHER MENU SELECTIONS n OPTION 2 - MAINTAIN COS SHRINK PERCENTAGES - Use this option to maintain estimated cost of sales percentages and inventory shrink percentages by department and store. The estimated cost of sales percentages are for reference only. n OPTION 3 - COST OF SALES LISTING BY STORE - Use this option to produce a listing of estimated cost of sales percentages and inventory shrink percentages by store/department. n OPTION 4 - COST OF SALES LISTING BY DEPT - Use this option to produce a listing of estimated cost of sales percentages and inventory shrink percentages by department/store. n OPTION 5 - MAINTAIN AVG INV ALLOWANCES - Use this option to maintain inventory dollar allowances to be applied to the Retail Stock Ledger in the calculation of average retail inventory. n OPTION 18 - STOCK LEDGER INQUIRY BY STR/DPT - Use this option to display a summary inquiry of the retail stock ledger data for all subdepartments for a specific store and department. The information can be displayed for the current period or year to date. n OPTION 19 - STOCK LEDGER INQUIRY BY DPT/STR - Use this option to display a summary inquiry of the retail stock ledger data for all stores for a specific department and subdepartment. The information can be displayed for the current period or year to date. n OPTION 23 - R.S. LEDGER - DETAIL LISTING - Use this option to print a detailed listing of the retail stock ledger. This is the same information that can be displayed using Option 17. n OPTION 24 - R.S. LEDGER - SUMMARY BY STORE - Use this option to print a summary listing of the retail stock ledger by store. The listing can be in cost or retail dollars. n OPTION 25 - R.S. LEDGER - SUMMARY BY DEPT - Use this option to print a summary listing of the retail stock ledger by department. The listing can be in cost or retail dollars. n OPTION 26 - R.S. LEDGER - SUMMARY BY PERIOD - Use this option to print a summary listing of the retail stock ledger for each period in the current year. The listing can include a specific store or the entire chain or select the department or subdepartment level. n OPTION 27 - R.S.L. REPORT WRITER - Use this option to produce retail stock ledger reports for selected stores, departments, and sub-departments in detail or summarized. n OPTION 28 - END OF PERIOD REPORTS - Use this option to produce end of period retail stock ledger revenue reports for a selected company.
MESPMT ( 00114 )
Time: Date:
9:54:27 2/15/96
BY CONTINUING, YOU WILL SUBMIT THE JOB THAT CREATES THE RETAIL STOCK LEDGER FILE (CLEARS THE CURRENT CONTENTS OF THAT FILE) ENTER 'CONTINUE' OR 'CANCEL'
ENTER YOUR ANSWER HERE: CONTINUE =========================== Training Company (4R4) ============================= F1=Cancel F12=Continue
STEP 1 - CREATE RETAIL STOCK LEDGER FILE

ACCESS METHOD Access this screen by selecting Option 8 (Create Retail Stock Ledger File) from the General Ledger Application Menu (MENGLA). STEP SUMMARY This step creates the file (GLSTOK) and should be run at period-end to update the Retail Stock Ledger. You can also use this step to recreate the Retail Stock Ledger, if journal entries affecting Retail Stock Ledger accounts have been made since the file was last created. KEY FIELDS/CONCEPTS n Batch Job - This program submits a batch job when F12 (Continue) is pressed or the word 'CONTINUE' is entered. This batch job creates the Retail Stock Ledger file (GLSTOK). n Account Balances - The system retrieves the balances for the major accounts that are flagged to Retail Stock Ledger in the Major Account file. Then it looks through the Store table for stores active on G/L. It retrieves the minor balances from the accounts defined in Options records 2301 - 2309.
2301 - Beginning Inventory 2302 - Purchases 2303 - Freight 2304 - Markups 2305 - Sales 2306 - Customer Returns 2307 - Markdowns 2308 - Shrink 2309 - Promotional Markdowns
+ STORE OPEN NOTE - If opening date is after the beginning of the year, adjustments
are made to the appropriate calculations (adjustments to GMROI, Turns, etc.) to take into account the number of periods active.
GL0035
Training Company (4R4) Retail Stock Ledger
Date: Time:
2/15/96 9:55:12
Company Dept Sub-Dept Store
1 500 500 2
Retail Training Company MEN'S DEPARTMENT Men's Department Boston
=========================== Training Company (4R4) =========================== F1=Return F3=Dept Search F4=Store Search
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE

ACCESS METHOD Access this screen by selecting Option 17 (Retail Stock Ledger Inquiry) from the Retail Stock Ledger Menu (MENGLA). STEP SUMMARY Use this step to display the detailed Retail Stock Ledger for either the current period or year-todate by company/department/ subdepartment/store. KEY FIELDS/CONCEPTS n Company - The number of the G/L company for which to display retail stock ledger information. n Dept - The number of the merchandising department for which to display retail stock ledger information. n Subdepartment - The number of the major account that corresponds to the department/subdepartment for which to display retail stock ledger information.
+ TRACKING NOTE - If tracking inventory by department, the major accounts for

inventory-related accounts must match the merchandising department number. If by subdepartment, the major accounts must match the merchandising subdepartment number. n Store - The number of the store for which to display retail stock ledger information.
Training Company (4R4) Date: 2/15/96 Retail Stock Ledger Time: 9:55:14 CURRENT. Retail Training Company Company Dept Sub-Dept Store Men's Department 1 500 500 2 Boston Avg Current Y-T-D Ret Inv: 111,619 Turns: 3.2 GMROI: 1.179 GM%: 35.7 36.7 Cost Retail Percent 1 Beginning Inventory 63,440.01 101,067.40 62.8 2 Add: Purchases, Net of Returns 209.98 419.65 3 Freight 4 Markups,Net 255.00 5 Net Additions 209.98 674.65 6 Merch. Available for Sale 63,649.99 101,742.05 62.6 7 Less: Net Sales 29,885.508 Markdowns,Net 255.009 Shortage 597.7110 Promo Markdown Estimate 11 Total Retail Reductions 30,738.2112 Ending Inventory 44,420.00 71,003.84 13 Cost of Goods Sold 19,229.99 14 * Gross Margin 10,655.51 35.7 =========================== Training Company (4R4) =========================== F1=Return F5=Display Y-T-D. Roll keys to Page
GL0035
STEP 2 - VIEW RSL LEDGER FOR DEPARTMENT/STORE Current Period Inquiry

ACCESS METHOD Access this screen by entering the required information and pressing ENTER on the previous screen. STEP SUMMARY Use this step to display the current period's retail stock ledger information for the selected company, department, subdepartment, and store. The current period for the company is the period defined in Maintain G/L Dates (GL0023) at the time the Retail Stock Ledger file (GLSTOK) was created. The information displayed on the screen is stored in the Retail Stock Ledger file (GLSTOK). Therefore, the information is accurate as of the time the file was created.
+ DISPLAY NOTE - The lines on the Retail Stock Ledger are hard-coded and are displayed
only in the sequence shown in the screen sample. If a line is not being used, the corresponding Option record can be "turned off". However, the line will still appear on the screen with a blank amount(s). KEY FIELDS/CONCEPTS n Avg Ret Inv - The average retail inventory, calculated as follows: Total Retail Inventory Balances ------------------------------------------- = Avg Ret Inv # of Periods + 1
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE CURRENT PERIOD INQUIRY (CONT)
KEY FIELDS/CONCEPTS (CONT) Avg Ret Inv (Cont)
+ NOTE - The number of periods in the formula represents the number of periods the
store has been open in the current year. If a store opened in the middle of a period, it is considered open for that entire period; no adjustments are made for partial periods. "Total Retail Inventory Balances" is calculated as follows: Beginning of Year Retail Balance + Ending Retail Balances from Prior Periods of the Current Year + Current Period Ending Retail Balance - Average Inventory Allowances (YTD, through current period) ---------------------------------------------------------------------------Total Retail Inventory Balances
+ NOTE - Average Inventory Allowances are maintained in Maintain Average Inventory

Allowances (GL0054). n Turns - The number of times the average retail inventory balance has sold (turned over) during the current year, calculated as follows: [GMROI / (YTD Gross Margin % / 100)] X 100 = Turns (Retail) [1.179 / ( .367 / 100)] X 100 = 3.2 n GMROI - The gross margin return on investment. This measure of the department or subdepartment's profitability for the current year is calculated as follows: Annualized Gross Margin Dollars ------------------------------------------- = GMROI Average Retail Inventory "Annualized Gross Margin Dollars" is calculated as follows: # of Periods in Fiscal Year ---------------------------------------- X YTD Gross Margin Dollars # of the Current Period If the selected store opened after the first period in the fiscal year, as determined by the "Date Opened" field in Store Table Maintenance (TBL005), "Annualized Gross Margin Dollars" is calculated differently: 13 ---------------------------------------------------------------------- X YTD GM $ # of Current Period - # of the Period Store Opened + 1
GL0035
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE Current Period Inquiry (Cont)
KEY FIELDS/CONCEPTS (CONT) n Current GM% - The percentage difference between retail and cost for the period, calculated as follows: (Gross Margin / Net Sales at Retail) X 100 = Current GM % ( 10,655.51 / 29,885.50 ) X 100 = 35.7 n Y-T-D GM% - The percentage difference between retail and cost for the year to date, calculated as follows: YTD Gross Margin ---------------------------------- X 100 = YTD GM% YTD Net Sales at Retail n Account Balances - The table on the next page outlines how the systems derives account balances for the various lines on the Retail Stock Ledger.
CCC
MMM
mmm
LLLLL
KEY FIELDS/CONCEPTS (CONT) Account Balances (Cont)
Line Description
1 2 3 4 7 8 9 10 Beginning Inventory Purchases, Net of Returns Freight Markups, Net Net Sales Markdowns, Net Shortage Promo Markdown Estimate
Minor Account Option

2301 2302 2303 2304 2305, 2306 2307 2308 2309 NA - Net Activity
Balance
BOP NA NA NA NA NA NA NA
Balance Codes: BOP - Beginning of Period
n Net Additions - The total of the following lines (cost and retail): Purchases, Net of Returns Freight Markups, Net n Merch. Available for Sale - The total merchandise available for sale in both cost and retail dollars. It is calculated as follows: Beginning Inventory + Net Additions = Merch. Available for Sale 63,440.01 + 209.98 = 63,649.99 (Cost) 101,067.40 + 674.65 = 101,742.05 (Retail) The Percent column is the percentage of cost to retail, calculated as follows: ( Cost / Retail ) X 100 = Percent (63,649.99 / 101,742.05) X 100 = 62.6 n Shortage - Any estimated shrink defined in Maintain Cost of Sales Estimates (GL0132). The estimated shrink percentage defined there is multiplied by the net sales at retail to determine the estimated shrink: Estimated Shrink Percentage/100 X Net Sales n Total Retail Reductions - The total of the following lines (retail): Net Sales Markdowns, Net Shortage Promo Markdown Estimate
GL0035
KEY FIELDS/CONCEPTS (CONT) n Ending Inventory - Ending inventory at retail is calculated as follows: Merch Avail for Sale + Total Retail Reductions = Ending Inv (Retail) 101,742.05 + 30,738.21= 71,003.84 Ending inventory at cost is calculated as follows: Merch. Available for Sale (Cost) -------------------------------------------- X Ending Inventory at Retail Merch. Available for Sale (Retail) 63,649.99 ---------------- X 71,003.84 = 44,420.00 101,742.05 n Cost of Goods Sold - The merchandise available for sale at cost less ending inventory at cost: Merch Avail for Sale (Cost) - Ending Inventory (Cost) = COGS 63,649.99 44,420.00 = 19.229.99
KEY FIELDS/CONCEPTS (CONT) n * Gross Margin - The Cost column displays the gross margin dollars for the period, calculated as follows: Net Sales - Cost of Goods Sold = Gross Margin 29,885.50 - 19,229.99 = 10,655.51 The Percent column displays the gross margin percentage for the period, calculated as follows: (Gross Margin / Net Sales) X 100 = Gross Margin Percent ( 10,655.51 / 29,885.50) X 100 = 35.7 n Inventory Turns - The number of times the average inventory balance (cost and retail) is sold (turned over) during the current period. NOTE - These fields can be displayed using the roll up key. Inventory Turns at cost is calculated as follows: GMROI (Cost)/YTD GM% X 100 "GMROI (Cost)" is calculated as follows: Annualized Gross Margin Dollars / Average Cost Inventory "Annualized Gross Margin Dollars" is calculated as follows: # of Periods in Fiscal Year ----------------------------------- X YTD Gross Margin Dollars # of the Current Period If the selected store opened after the first period in the fiscal year, as determined by the "Date Opened" field in Store Table Maintenance (TBL005), "Annualized Gross Margin Dollars" is calculated differently: 13 -------------------------------------------------------------- X YTD GM $ # of Current Period - # of Period Store Opened + 1 "Average Cost Inventory" is calculated as follows: Total Cost Inventory Balances / (# of Periods + 1)
GL0035
KEY FIELDS/CONCEPTS (CONT) Inventory Turns (Cont)
+ OPEN PERIOD NOTE - The number of periods in the formula represents the number
of periods the store has been open in the current year. If a store opened in the middle of a period, it is considered open for that entire period; no adjustments are made for partial periods. "Total Cost Inventory Balances" is calculated as follows: Beginning of Year Cost Balance + Ending Cost Balances from Prior Periods of the Current Year + Current Period Ending Cost Balance ---------------------------------------------------------------------------Total Cost Inventory Balances
Inventory Turns at retail is calculated as follows:
GMROI (Retail)/YTD GM % X 100 n Year-To-Date Inquiry - To display retail stock ledger information for the year to date (through the current period), press F5 (Display Y-T-D).
MESPMT ( 00115 )
Time: Date:
9:55:57 2/15/96
THIS PROGRAM WILL GENERATE COST OF SALE JOURNAL ENTRIES FROM THE RETAIL STOCK LEDGER. THE SUSPENDED BATCH THAT IS CREATED WILL HAVE A BATCH NUMBER BEGINNING WITH 'CS' ENTER 'CANCEL' OR 'CONTINUE'
STEP 3 - CREATE RETAIL STOCK LEDGER JOURNAL ENTRIES

ACCESS METHOD Access this screen by selecting Option 11 (Create R.S.L. Journal Entry) on the Retail Stock Ledger Menu (MENGLA). STEP SUMMARY Use this step at period-end (before actually closing the period) to create the journal entries to post the cost of goods sold from the Retail Stock Ledger to the General Ledger. If journal entries have affected the Retail Stock Ledger file (GLSTOK) since it was last updated, Option 8 (Create Retail Stock Ledger Files) must first be run to regenerate the file with the updated information. The calculations for the amounts involved in the posting of cost of goods to the General Ledger are explained earlier in this lesson in the step for Option 17 (Retail Stock Ledger Inquiry). KEY FIELDS/CONCEPTS n Batch Job - This program submits a batch job when F12 (Continue) is pressed or the word 'CONTINUE' is entered on this screen. This batch job creates the journal entries to post cost of goods sold from the Retail Stock Ledger to the General Ledger. n Suspended Journal Entry Batch - The G/L suspended batch created from this option has the following attributes: n G/L Batch Number and Transaction Description - The transaction description assigned to the suspended journal entry batch is "COST OF SALES J/E". The batch number assigned to the journal entry batch is CSxxxxxx, where xxxxxx is the next available journal entry batch number.
MESPMT ( 00115 )
Time: Date:
9:55:57 2/15/96
THIS PROGRAM WILL GENERATE COST OF SALE JOURNAL ENTRIES FROM THE RETAIL STOCK LEDGER. THE SUSPENDED BATCH THAT IS CREATED WILL HAVE A BATCH NUMBER BEGINNING WITH 'CS' ENTER 'CANCEL' OR 'CONTINUE'
STEP 3 - CREATE RETAIL STOCK LEDGER JOURNAL ENTRIES (CONT)

KEY FIELDS/CONCEPTS (CONT) Suspended Journal Entry Batch (Cont) n Autopost Flag - Whether or not the suspended journal entry batch will be eligible for autoposting is determined by the entry (Y or N) in the "Question Status" field of Option 2225. Suspended journal entry batches that are eligible for auto-posting can be posted by period using the Auto-Post Suspended J.E. Batches (GL0104) functions on the G/L Posting Functions Menu (MENGL3). n Posting Period - The "Alpha Value" field of Option 2225 determines the posting period for the suspended journal entry batch. The following settings are valid for the "Alpha Value" field: P D The current G/L period for the company, as defined in Maintain G/L Dates (GL0023), is used. The period for the company that corresponds to the current system date is used.
STEP 3 - CREATE RETAIL STOCK LEDGER JOURNAL ENTRIES (CONT)

KEY FIELDS/CONCEPTS (CONT) n Journal Entries - This process creates a suspended journal entry batch that contains the following transactions: Amount Beginning inventory for the period Purchases for the period Freight for the period Debit Cost of Goods Sold Credit Beginning Inventory*
Cost of Goods Sold Cost of Goods Sold
Purchases Clearing * Freight Clearing Cost of Goods Sold
Ending inventory for the Beginning Inventory * period Estimated shrink for the period * Postings made for cost and retail
Shrink (retail only)
+ CLEARING ACCOUNT NOTE - The clearing accounts for Purchases and Freight
are used as the offsets to Cost of Goods Sold when the Retail Stock Ledger is posted to the General Ledger. This keeps year-to-date purchases and freight from being cleared from the actual accounts.
OPTION RECORDS USED

Option 2011 Protect Retail Fields on Journal Entry - Set to No Option 2200 - Product classification level (department or subdepartment) for G/L Retail Stock Ledger Option 2225 - G/L interface parameters (autopost flag and posting period) for Retail Stock Ledger interface Option 2252 - Minor account for Purchases Clearing Option 2253 - Minor account for Freight Clearing Option 2301 - Minor account for Beginning Inventory Option 2302 - Minor account for Purchases Option 2303 - Minor account for Freight Option 2304 - Minor account for Markups Option 2305 - Minor account for Sales Option 2306 - Minor account for Customer Returns Option 2307 - Minor account for Markdowns Option 2308 - Minor account for Shortage Option 2309 - Minor account for Promo Markdown Estimate Option 2321 - Minor account for Cost of Goods Sold

1) The G/L Retail Stock Ledger is used to calculate ending inventory at _______________.
2)
What items are added to Beginning Inventory to arrive at Merchandise Available for Sale? ______________________________________________________________________
3)
How is ending inventory at cost calculated in the Retail Stock Ledger? ______________________________________________________________________ ______________________________________________________________________
4)
Ending Inventory at Cost is subtracted from Merchandise Available for Sale at Cost to arrive at _________________________________.
5)
How does the system determine the product classification level at which the Retail Stock Ledger is kept? ______________________________________________________________________
6)
The journal entry created to post cost of goods sold from the Retail Stock Ledger to the General Ledger is placed in a suspended journal entry batch. (True/False) __________
7)
What two-character source code is used in the batch number for the journal entry batch created from posting cost of goods sold from the Retail Stock Ledger to the General Ledger? ______________________________________________________________________
8)
When journal entries are made to the beginning inventory account at period-end to record cost of goods sold, only cost amounts are used. (True/False) __________
NOTES
GENERAL LEDGER TUTORIAL --- ANSWERS
Table of Contents
Lesson 2 - General Ledger Setup..................................................................................................3 Lesson 3 - Manual Journal Entries ...............................................................................................4 Lesson 4 - Inventory Interfaces To G/L ........................................................................................5 Lesson 5 - Suspended Batches......................................................................................................6 Lesson 7 - Automatic Journal Entries ...........................................................................................7 Lesson 8 - Allocation Setup And Process......................................................................................8 Lesson 9 - Budgets.......................................................................................................................9 Lesson 10 - Standard Financial Reports .....................................................................................10 Lesson 10 - Standard Report Writer - Quiz ................................................................................11 Lesson 11 - Comparative Financial Reports................................................................................12 Lesson 13 - Period-End/Year-End Processing.............................................................................13 Lesson 14 - Retail Stock Ledger.................................................................................................14
MARCH, 1998 --- PAGE 1
LESSON 2 - GENERAL LEDGER SETUP

1) How many accounting periods can a company's fiscal calendar contain? 12 or 13
2) What option record determines the product classification level for posting? Option 2200
3) The chart of accounts for a store in one company can be copied to the store of another company. (True/False) False
4) How many currencies does the General Ledger support? 1
5) What are the eight account types? Asset Liability Intercompany Equity Revenue Cost of Sales Expense Statistical
6) Which of the eight account types are closed out at year end? Revenue, Cost of Sales, and Expense
7) Active accounts cannot be deleted. (True/False) True
8) What is an area of responsibility? An area of responsibility is an identifiable portion or segment of a company's operations, the activities of which are the responsibility of a particular individual.
LESSON 3 - MANUAL JOURNAL ENTRIES

1) How do recurring journal entries work? Once a recurring journal entry is posted for a period, a new suspended journal entry batch for the next period is created. 2) What does an 'A' in the Autopost field on the journal entry batch header indicate? An 'A' indicates the batch can be automatically posted to the General Ledger when the auto-post job is processed using the Auto-Post Suspended J.E. Batches function (GL0104) on the G/L Posting Functions Menu (MENGL3). 3) Retail amounts are required on every journal entry detail line. (True/False) False
4) The date on the journal entry detail line determines the period to which the transaction is posted. (True/False) False 5) Credits are entered as negative amounts. 6) A journal entry batch can be posted to the General Ledger with an out of balance retail balance. (True/False) True 7) How does the system determine how many periods in the future to allow posting? Option 2212 8) Journal entries can be posted to the prior periods of the current year. (True/False) True
9) Journal entries can be posted to the prior year. (True/False) False
10) How does the system determine who can post suspended journal entry batches to the General Ledger? Using the user profiles assigned to Options 1011-1014
11) What does an 'R' in the "Rev" field of a journal entry detail line indicate?
An 'R' indicates the corresponding journal entry detail line is automatically reversed in the next period. That is, the same amount with the opposite posting sign (+/-) is posted to the same account in the next period.
LESSON 4 - INVENTORY INTERFACES TO G/L

1) List the two inventory interfaces to G/L. Store Use Interface Generic G/L Interface
2) Transactions from the two inventory interfaces are posted directly to the General Ledger account balances. (True/False) False
3) What function must be performed before a Store Use Batch can be posted to the General Ledger Suspended Batch File? The batch must be accepted and approved.
4) How is the offset to the expense account determined in the Store Use Interface? Company Major Minor Location G/L company assigned to "From Location" If Option 2200 is set to 'STOR', the major account number assigned to Option 0106. Otherwise, department (Option 2200). Option 0106 From Location
5) List some examples of transactions that should be set up in the Generic G/L Interface. Transfers In Physical Inv. Adjustments Receipts Markups Transfers Out Markdowns (only if retail method of accounting)
6) What is a journal entry wave and how is it used in the Generic G/L Interface? A journal entry batch wave is used to group transactions together in one suspended journal entry batch. One suspended journal entry batch will be created for each wave.
7) Transactions created from within the Generic G/L Interface can be posted at Location level or at the Head Office level? (True/False) True
8) When defining an inventory transaction code, why would you leave the Major portion of the account number blank? For departments to default; used in conjunction with Option 2200.
LESSON 5 - SUSPENDED BATCHES

1) Suspended journal entry batches that contain errors can be posted to the General Ledger files. (True/False) False
2) Which users are allowed to post suspended journal entry batches to the General Ledger account balances files? Users whose user profiles are assigned to Options 1011-1014
3) How does the system determine how many periods in the future to allow posting? Option 2212 Whether the G/L calendar is set up to the selected year
4) What is a suspense account and how is it used? A suspense account is used for invalid account numbers and accounts that do not allow posting that are encountered when posting a suspended journal entry batch to G/L. In Option 2005, the suspense account is set to CCC-999-999-99999.
5) How does the system determine whether or not a suspended journal entry batch is eligible for auto-post? An 'A' in the "Autopost" field on the journal entry batch header.
6) A journal entry batch must always be retrieved in order to be removed. (True/False) False
7) How can you make system require that a journal entry batch must always be retrieved in order to be removed? Controlled by setting Option 1030 to No
LESSON 7 - AUTOMATIC JOURNAL ENTRIES

1) What two methods can be used to define the working amount for an automatic journal entry? A range of accounts or a flat amount
2) When using an initial amount as the working amount for an automatic journal entry, how does the system determine when journal entries will no longer be generated? When the "Dollars Use so far" equals the "Initial Amount"
3) How does the system prevent double posting of automatic journal entries? By checking the last post date stored on the automatic journal entry rule
4) Only one set of automatic journal entry rules for a company can be posted at a time. (True/False) False
5) Automatic journal entries are posted directly to the General Ledger account balances files. (True/False) False
6) What is the source code used in the batch number for journal entry batches created from automatic journal entries? 'AJ'
LESSON 8 - ALLOCATION SETUP AND PROCESS

1) What three things can an account group be used for in an allocation formula? "Allocate From" Amount Numerator in a variable percentage Denominator in a variable percentage
2) List the three ways the "Allocate From" amount can be determined in an allocation formula. Account Flat Amount Account Group
3) What is the difference between the allocation number and the journal entry number? The allocation number identifies an individual formula. The journal entry number is used to assign the allocation formula to an allocation processing batch.
4) The amount posted to the offset account for an allocation is made in the same posting sign (+/-) as the "Allocate From" amount. (True/False) False
5) Allocations that are to be posted to different periods can be placed in the same allocation processing batch. (True/False) False 6) Allocations that require period-end balances can be combined with allocations that require net activity in an allocation processing batch. (True/False) False 7) If an allocation depends on the results of a previous allocation in a single allocation processing batch, how should the allocation batch be defined to handle this situation? The previous allocation (the one the later allocation depends on) should be posted to G/L before the later allocation is processed by entering a 'Y' in the "Post to G/L" field on the allocation batch.
8) What two types of account balances can be used to calculate the amount?
Net 9) YTD
"Allocate From"
How many allocation batches can be processed in a single processing run?
20
LESSON 9 - BUDGETS
1) Balance sheet accounts (assets, liabilities, etc.) can be included in a budget. (True/False) True
2) What sign should be used for the following amounts when entering budgets manually? Sales Positive Expenses Positive
3) G/L budgets can be maintained on an individual account and period basis. (True/False) True
4) When prorating a budget, the entire budget must be prorated by the specified percentage. (True/False) False
5) List the four maintenance restrictions that can be placed on a budget. Allow Additions Y/N Allow Deletions Y/N Allow Changes Y/N Allow Copy To Y/N
6) From what two sources can budget extract data be retrieved? Existing Budget Data Actual Account Data
7) When adding accounts to a budget, the accounts can be selected five different ways. What are those ways? Major Account Region Number Responsibility Code Store Number District Number
LESSON 10 - STANDARD FINANCIAL REPORTS

1) Explain the difference between an absolute and relative account range.
An absolute account range interprets the account range literally (every account in the range). A relative account range interprets the account range within the same minor account.
2) How many lines of space must there be between each line on a standard financial report? At least one (1).
3) What are the five types of report lines? Report Heading Section Headings Account Detail Total Sections Footnotes
4) When determining quarter-to-date amounts for a 13-period fiscal year, how does the system handle the 13th period? The 13th period is included in the 4th (last) quarter.
5) The report format determines the order and position of columns on the report.
6) An area of responsibility can be used in place of a report line set on an account detail line. (True/False) True
8) Footnotes are always printed at the bottom of the report. (True/False) False
MARCH, 1998 --- PAGE 10
LESSON 10 - STANDARD REPORT WRITER - QUIZ

QUIZ --- STANDARD FINANCIAL REPORT LEVELS Determine the value of each Level at the bottom of this report.
Detail (D)/ Total (T) D D T D D D D T T Amount Add (A) / Substract (S) A A Level 7 7 3 A A A A A 7 7 7 7 3 5 Y Clear ?
Sales Returns Net Sales Salaries Supplies Telephone Recruiting Total Expenses Net Profit
<$125> $ 35 <$ 90> $ 35 $ 20 $ 15 $ 15 $ 85 <$ 5>
Quiz
Level Values - Once you determine the value of level at the bottom of this report, enter the amounts here.
Amount Level 1 Level 2 Level 3 Level 4 Level 5 Level 6 Level 7 Level 8 Level 9
0 0 0 (5) (5) (5) (5) 0 0
MARCH, 1998 --- PAGE 11
LESSON 11 - COMPARATIVE FINANCIAL REPORTS

1) List the four types of report rows. Report Heading Section Heading Detail Line Total Section
2) On comparative financial formats, locations are printed down the side of the report.
3) What does a 'Y' in the "Credit balances a positive" field indicate? Prints a credit balance on the detail line(s) as a positive amount. Debits will be printed as negatives. Credits are stored in the system as negatives amounts.
4) The amounts printed on each detail line of a comparative financial report are always added to all nine total levels. (True/False) True
5) What does the sequence number on the row or column indicate? The sequence number determines the order in which rows or columns will print on the report.
6) What happens when a specified total level is cleared after printing? The specified level and all lower levels are cleared (set to zero).
MARCH, 1998 --- PAGE 12
LESSON 13 - PERIOD-END/YEAR-END PROCESSING

1) How does the system determine if the year-end close out procedure needs to be run? When a company's period is closed and that period is the last period of the fiscal year, a year-end closing is also performed.
2) When performing a year-end close out what three types of accounts are closed out? Revenue Expense Cost of Sales
When these accounts are closed out, what does the system do with the results? The results are posted to the profit account assigned to the company in the Company Control Record (GL0001) as an adjustment to the account's beginning of year balance for the next year.
3) If the profit account assigned to a company is not a valid account the system determine the account to use? CCC-999-999-99999, where CCC is the company number
in the system, how does
4) The current G/L period for a company can be greater than the company's current A/P period. (True/False) False
MARCH, 1998 --- PAGE 13
LESSON 14 - RETAIL STOCK LEDGER

1) The G/L Retail Stock Ledger is used to calculate ending inventory at cost.
2) What items are added to Beginning Inventory to arrive at Purchases (Net of Returns), Freight, Markups (Net)
Merchandise Available for Sale?
3) How is ending inventory at cost calculated in the Retail Stock Ledger? Merch Available for Sale (Cost) --------------------------------------------- X Ending Inventory at Retail Merch Available for Sale (Retail)
4) Ending Inventory at Cost is subtracted from Merchandise Available for Sale at Cost to arrive at Cost of Goods Sold.
5) How does the system determine the product classification level at which the Retail Stock Ledger is kept? Option 2200
6) The journal entry created to post cost of goods sold from the Retail Stock Ledger to the General Ledger is placed in a suspended journal entry batch. (True/False) True
7) What two-character source code is used in the batch number for the journal entry batch created from posting cost of goods sold from the Retail Stock Ledger to the General Ledger? CS
8) When journal entries are made to the beginning inventory account at period-end to record cost of goods sold, only cost amounts are used. (True/False) False
MARCH, 1998 --- PAGE 14
GENERAL LEDGER TUTORIAL --- DATABASE SHEETS
NOTES
JDA UNIVERSITY ---MARCH, 1998
INSTRUCTOR DATABASE SHEET

AS/400 Commands
User Name Password TRAIN TRAIN
JDA Company Information

G/L Company: Head Office: Region: Districts: Stores: 2 Cost Training Company 99998 2 201 401 6 7 8 9 10 174 South West U. S. Arizona California Phoenix San Diego Portland Denver Provo Laguna Beach
Accounting Information
Method of Accounting Current A/P Period: Current G/L Period: A/P Bank Account: Purchases Minor: Freight Minor: Trade Vendor: Cost Period 8 (07/28/96 - 08/24/96) Period 8 (07/28/96 - 08/24/96) 010-010-001-99998 014 057 1008 Torrance Novelty
Database Information
AS/400 Commands
User Name Password STUDENT1 STUDENT1

G/L Company: Head Office: Region: Districts: Stores: 10 Pacific Training Company 99997 4 401 402 111 112 113 114 166 Pacific California Oregon Pacific Coast Store 111 Pacific Coast Store 112 Pacific Coast Store 113 Pacific Coast Store 114 Pacific Coast Store 166
Method of Accounting Current A/P Period: Current G/L Period: General Ledger Calendar: Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Cost Period 8 (07/28/96 - 08/24/96) Period 8 (07/28/96 - 08/24/96)
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5569 5570 5571 5572 5573 Description Golden Gate Pencil Case Golden Gate Eraser Set/12 Golden Gate Color Pencils/24 Golden Gate Desk Set Golden Gate Ink Pad Set Cost 3.75 2.71 3.96 10.00 3.66 Price $5.99 $4.99 $6.99 $18.99 $12.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872 860/861/862/875
Additional Student Data

Area of Responsibility: ____________________________
AS/400 Commands

G/L Company: Head Office: Region: Districts: Stores: 20 Midwest Training Company 99996 3 Midwest 301 Nebraska 302 Wyoming 121 Midwest Store 121 122 Midwest Store 122 123 Midwest Store 123 124 Midwest Store 124 173 Midwest Store 173
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5584 5585 5586 5587 5588 Description Windy City Pencil Case Windy City Eraser Set/12 Windy City Color Pencils/24 Windy City Desk Set Windy City Ink Pad Set Cost 3.75 2.71 3.96 10.00 3.66 Price $5.99 $4.99 $6.99 $18.99 $12.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872 860/861/862/875

AS/400 Commands

G/L Company: Head Office: Region: Districts: Stores: 30 Eastern Training Company 99995 1 101 102 131 132 133 134 165 Eastern U. S. New York New England Eastern Store 131 Eastern Store 132 Eastern Store 133 Eastern Store 134 Eastern Store 165
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5589 5590 5591 5592 5593 Description Big Apple Pencil Case Big Apple Eraser Set/12 Big Apple Color Pencils/24 Big Apple Desk Set Big Apple Ink Pad Set Cost 3.75 2.71 3.96 10.00 3.66 Price $5.99 $4.99 $6.99 $18.99 $12.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872 860/861/862/875

AS/400 Commands

G/L Company: Head Office: Region: Districts: Stores: 40 Rocky Mt. Training Company 99994 5 Rocky Mountain 501 Colorado 502 Utah 141 Rocky Mountain Store 141 142 Rocky Mountain Store 142 143 Rocky Mountain Store 143 144 Rocky Mountain Store 144 164 Rocky Mountain Store 164
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5579 5580 5581 5582 5583 Description Rocky Mountain Pencil Case Rocky Mountain Eraser Set/12 Rocky Mountain Color Pencils/24 Rocky Mountain Desk Set Rocky Mountain Ink Pad Set Cost 3.75 2.71 3.96 10.00 3.66 Price $5.99 $4.99 $6.99 $18.99 $12.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872 860/861/862/875

AS/400 Commands

G/L Company: Head Office: Region: Districts: Stores: 50 Southwest Training Company 99993 2 201 202 153 154 175 176 Southwest U.S. Arizona Texas Rocky Mountain Store 153 Rocky Mountain Store 154 Rocky Mountain Store 175 Rocky Mountain Store 176
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5686 5687 5688 5689 Description Southern Pencil Case Southern Eraser Set/12 Southern Color Pencils/24 Southern Desk Set Cost 3.75 2.71 3.96 10.00 Price $5.99 $4.99 $6.99 $18.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872

AS/400 Commands

G/L Company: Head Office: Region: Districts: Stores: 60 Prairie Hills Training Company 99992 3 Midwest 302 Wyoming 161 162 163 171 Prairie Store 161 Prairie Store 162 Prairie Store 163 Prairie Store 171
01/27/96 02/24/96 03/30/96 04/27/96 05/25/96 06/29/96 07/27/96 08/24/96 09/28/96 10/26/96 11/23/96 12/28/96
SKU 5691 5692 5693 5694 Description NorthWest Pencil Case NorthWest Eraser Set/12 NorthWest Color Pencils/24 NorthWest Desk Set Cost 3.75 2.71 3.96 10.00 Price $5.99 $4.99 $6.99 $18.99 Product Classification 860/861/862/867 860/861/862/868 860/861/862/869 860/861/862/872


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Merchandise Management System (MMS) Software

General Ledger Training Tutorial Release 4R4 August, 1999

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

AUGUST, 1999 --- LESSON 1-1

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

AUGUST, 1999 --- LESSON 1-2

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

LESSON 1 - MODULE OVERVIEW

AUGUST, 1999 --- LESSON 1-3

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

LESSON 1 - MODULE OVERVIEW (CONT)

General Ledger Applications (MENUGL)

AUGUST, 1999 --- LESSON 1-4

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

Menu: MENUGL DSP07 USER

Training Company (4R4) General Ledger Application

FILE MAINTENANCE G/L File Maintenance

GENERAL LEDGER APPLICATION MENU

AUGUST, 1999 --- LESSON 1-5

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

Menu: MENUGL DSP07 USER

Training Company (4R4) General Ledger Application

FILE MAINTENANCE G/L File Maintenance

GENERAL LEDGER APPLICATION MENU (CONT)

AUGUST, 1999 --- LESSON 1-6

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

GENERAL LEDGER APPLICATION MENU (CONT)

AUGUST, 1999 --- LESSON 1-7

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

OPTION RECORDS USED IN GENERAL LEDGER

AUGUST, 1999 --- LESSON 1-8

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

OPTION RECORDS USED IN GENERAL LEDGER (Cont)

AUGUST, 1999 --- LESSON 1-9

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

Suspended G/L Batch File

AUGUST, 1999 --- LESSON 1-10

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

OPTION RECORDS USED IN GENERAL LEDGER (Cont)

AUGUST, 1999 --- LESSON 1-11

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

OPTION RECORDS USED IN GENERAL LEDGER (Cont)

AUGUST, 1999 --- LESSON 1-12

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

GENERAL LEDGER LESSON OUTLINE

AUGUST, 1999 --- LESSON 1-13

GENERAL LEDGER TUTORIAL --- MODULE OVERVIEW

AUGUST, 1999 --- LESSON 1-14

GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP

AUGUST, 1999 --- LESSON 2-1

GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP

AUGUST, 1999 --- LESSON 2-2

GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP

LESSON 2 - GENERAL LEDGER SETUP

AUGUST, 1999 --- LESSON 2-3

GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP

Menu: MENGL1 DSP140 USER

Training Company (4R4) G/L File Maintenance

Date: 2/11/96 Time: 11:14:16

G/L FILE MAINTENANCE MENU

AUGUST, 1999 --- LESSON 2-4

GENERAL LEDGER TUTORIAL --- GENERAL LEDGER SETUP

G/L FILE MAINTENANCE MENU (CONT)

+ CURRENCY CODE MAINTENANCE This is covered in more detail in the