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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
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
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.
MENU DIAGRAM The following diagram shows the major menu options available with the General Ledger module:
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)
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
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.
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
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
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
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
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
Option 2235 - G/L interface parameters (autopost flag and posting period) for Sales Audit
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
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
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
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
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.
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.
GL0001
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:
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
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.
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
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
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..: ____
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
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
Company Number:
Current Fiscal Period: Current Fiscal Year..: Numeric G/L Date:....: Literal G/L Date:....:
8 96
(01-13)
+ 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
10 Cash N
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.
GL0002
=========================== Training Company, Inc. =========================== F1=Return F5=Account Search Roll Keys to Page F3=Major Accts F12=Add Complete Chart Of Accts For Store
+ 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.
+ 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
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
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).
+ 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
Add all Accounts in the Chart of Accounts From This Store: To this Store: 6 7 Phoenix San Diego
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
Responsibility Code:
STEX1
=========================== Training Company, Inc. =========================== F1=Return F3=File Search Roll Keys Active F5=Print File
+ CODE NOTE - This code cannot conflict with the code for line sets or A/P expense
allocations.
GL0120
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
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.
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
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)
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
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 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
Select An Option:
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
Recurring Entry: Y Retain Amounts: N Auto Post: Posting Per/Year: Current Per/Year:
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
Recurring Entry: Y Retain Amounts: N Auto Post: Posting Per/Year: Current Per/Year:
+ 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
Training Company (4R4) =========================== F5=Calculator F10=Clear Desc F7=Toggle Protect F12=Toggle Retail F9=Fold/Truncate Roll/Dup Keys Active
+ 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
Training Company (4R4) =========================== F5=Calculator F10=Clear Desc F7=Toggle Protect F12=Toggle Retail F9=Fold/Truncate Roll/Dup Keys Active
+ 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.
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.
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.
Error
Error
Error
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.
Error Error
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.
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.
Error
Error
Error
Make the necessary adjustments to existing posting amounts or make additional postings to bring the total reversals for the specified company to zero.
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
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
Batch Number:
Description: Monthly Petty Cash Batch Balance: .00 Batch Reversals: .00 Posting Per/Yr: 8 / 96
Select Option:
Option: 1 You cannot post this far in the future. Save and post later
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.
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.
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).
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
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
*----- No errors detected - batch acceptable ----* *** End of Report ***
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 5007 - Place batch on error for no cost on account with a "Retail Type" of '1' (No Retail) or '2' (Retail Required)
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.)
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)
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)
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? ___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________
9)
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? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
Table of Contents
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
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
1 2 3 4 5 6 8
Use Entry Detail Entry Detail Listing Use Adjustments Entry Use Adjustments Posting Use File Purge
=========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: 08 Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
+ 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).
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
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
117 6 6 2/27/96
=========================== Training Company (4R4) =========================== F1=Return F5=Accept/Save F23=Delete F3=Location Search F7=Accept/Process Detail
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
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
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-
1 INV187
Company...........:
+ 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
Company...........:
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
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
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
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
1 INV195
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
41 ? Transfer In ?
=========================== Training Company (4R4) =========================== F1=Return F3=Search Roll Keys Active
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
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)
=========================== 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
Enter the following: Company: Store..: Wave...: 6 2 6 (Blank = All) (Blank = All)
========================= Training Company 4R4 ============================= F1=Return F3=Maintain Tran Codes F7=Accept F5=Search Tran Codes/Waves
INV199 USER
Time-
17:16:39
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
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
GRAND TOTALS-
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.)
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
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? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________
8) When defining an inventory transaction code, why would you leave the Major portion of the account number blank? ______________________________________________________________________
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 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
| 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
+ 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
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 (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 )
DO YOU WISH TO HAVE A LIST BY ACCOUNT NUMBER FOR THE BATCHES YOU SELECTED.
ENTER YOUR ANSWER HERE: NO =========================== Training Company (4R4) =========================== F1=Cancel F12=Continue
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
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
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 =========================
Batch totals Total Total Total Total Total Amount Retail reversal base currency other currency
*----- No errors detected - batch acceptable ----* *** End of Report ***
GLP009 QPADEV0007 Company: Batch X Number AR000905 AR000907 AR000908 AR000916 AR000917 AT000885 AX000892 CH000887 GI000893
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 (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:
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
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 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:
+ 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.
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
Company Number:
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.
GL0095
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
GL0095
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
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.
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 1030 - Can journal entry batches be removed without also being retrieved?
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 5007 - Place batch on error for no cost on account with a "Retail Type" of '1' (No Retail) or '2' (Retail Required)
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.
NOTES
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? _________________________________________________________________________
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
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
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
1 GL0025
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
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
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
1 GL0128
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
+ 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'
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'.
2 GL0018
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
+ 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
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
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
+ NOTE - The top portion of the screen displays specific account information defined in
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
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
40 -
Training Company (4R4) General Ledger Account Summary Cost Training Company 6 Sales (Women's)
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
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
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
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:
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). 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'.
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:
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 -
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.
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:
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
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
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
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.
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.
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
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:
Retail
=========================== Training Company (4R4) =========================== F1=Return. F4=Period Summary F6=Current Year F3=Period Inquiry F5=Current Budget F7=Last Year
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.
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
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
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.
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 - 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
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
| 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
GLA001
2 DEPRECIATION
=========================== Training Company (4R4) =========================== F1=End Program F3=Search J.E's Roll for next item HELP Available
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
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
+ 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.
| 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
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
GLA002
What month and year are you posting into?: Which posting rule do you want to use?...:
MM 08
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
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.
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.)
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)
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
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
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
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
| 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
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
Company:
Account Group: SALES STORE 7 Account Group Description: Sales for Store 7
GLL004
Company:
=========================== Training Company (4R4) =========================== F1=Return F5=Print File Roll Keys to Page F2=Group Maintenance F7=Account Search F3=Group Search F8=Relationship Search
GLL007
Company:
=========================== Training Company, Inc. =========================== F1=Return F3=Allocation Search Roll Keys to Page HELP Available F9=Add Next Allocation #
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)
=========================== Training Company (4R4) =========================== F1=Return F2=Account Search F3=Group Search F4=Delete Record F7=Accept F10=Set Constants HELP Available
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)
=========================== Training Company (4R4) =========================== F1=Return F2=Account Search F3=Group Search F4=Delete Record F7=Accept F10=Set Constants HELP Available
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
=========================== Training Company (4R4) =========================== F1=Return F2=Account Search F3=Group Search F4=Delete Record F7=Accept F10=Set Constants HELP Available
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
=========================== Training Company (4R4) =========================== F1=Return F2=Account Search F3=Group Search F4=Delete Record F7=Accept F10=Set Constants HELP Available
+ 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.
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-
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.
+ 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
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
Allocate From
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
=========================== Training Company (4R4) =========================== F1=Continue F5=Set ALL F10=Clear ALL Constants HELP Available
GLL013
MONTHLY
Press F7 to Start Entering Sequence Numbers =========================== Training Company (4R4) =========================== F1=Return F3=Batch Search F7=Start Maintenance Help Available
GLL013
Training Company (4R4) Maintain Allocation Batches 2 Cost Training Company Process Sequence 10 _____ _____ _____ _____ _____ _____ _____ _____ _____ Journal Number 1 ______ ______ ______ ______ ______ ______ ______ ______ ______
Company:
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Batch Roll Keys Active F3=J/E Search F7=Accept F12=Resequence Help Available
+ 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
Date: Time:
2/07/96 8:02:31
Company: To Period:
2 8
Cost or Retail Stock Ledger: C Retrieve Balances: From Period: Thru Period: 8 8
Method:
N = Net Activity B = YTD Account Balance 4.__________ 8.__________ 12.__________ 16.__________ 20.__________
Batches to Process:
From Period: 8 Thru Period: 8 Method: N =========================== Training Company (4R4) =========================== F1=Return F3=Batch Search F7=Accept Help is Available
+ 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
Start Date:
8/29/96
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) ===========================
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) ==================================
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
Batch totals Total Total Total Total Total Amount Retail reversal base currency other currency
*----- No errors detected - batch acceptable ----* *** End of Report ***
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.
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.
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)
_________________________________________________________________________
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
| 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.
GLB010
2 STORE007
=========================== Training Company (4R4) =========================== F1=Return F3=Search File Roll Keys to Page F5=Print File
GLB010
Company: Budget Name: Budget Description: Fiscal Year: 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
1=Select, Blank=*ALL
CREATE USING:
Major Account: Region Number: District Number: Store Number: Responsibilty Code:
EXTRACT FROM:
+ 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.
+ 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
2 STORE007 10.00
=========================== Training Company (4R4) =========================== F1=Exit F3=Budget Search F7=Accept F5=Account Selection
LB021
Company:
========================= Training Company (4R4) =========================== =Return F3=Budget Search Roll Keys to page F5=Account Search
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 $
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
+ 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.
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
Budget Name: STORE007 Account: 400 Extract Budget Data Existing Budget: STORE007 Actual Account: 400 Fiscal Year: Extract Results: 1 40 41
=========================== 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
Report Format:
=========================== Training Company (4R4) =========================== F1=Exit F3=Budget Search F7=Accept F5=Account Selection
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
GLB025
2 STORE007 MAIN96
=========================== Training Company (4R4) =========================== F1=Exit F3=Budget Search F7=Accept F5=Account Selection
+ 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 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-to- date. (HINT: Select Option 20 on the Budgeting Menu (MENGL9).)
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
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 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:
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).
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.
| 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
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.
1 GLZ006
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
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
QTD
Budget
=========================== Training Company (4R4) =========================== F1=Return Enter to Continue HELP Available
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
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
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
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
=========================== 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.
****** 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
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
07
08
09
10
11
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
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
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
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
21
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
25
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
Last Year Quarter-To-Date ----------------------------------- X 100 This Year Quarter-To-Date for X Level Accounts
28
29
30
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
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
37
****** 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
+ 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 _ _ _ _ _ _ _ _ _ _ _ -
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Entries Roll Keys to Page F7=Accept Entries Help is available
GLZ002
=========================== 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
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
+ 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.
GLZ002
Report IS
Line 20
Type 2
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE (Account Detail) Maj From Account.......: To Account.........: Absolute/Relative..: Min Loc (A,R)
- or -
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
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE (Account Detail) Maj From Account.......: To Account.........: Absolute/Relative..: Min Loc (A,R)
- or -
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
+ 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.
GLZ002
Training Company (4R4) MAINTAIN G/L REPORT CONTROL FILE Line Type 50 4 (Total Description)
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
====================== Training Company (4R4) ================================== F1=Return F4=Delete Record Help is Available F2=Position Cursor
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
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).
GLZ013
Enter -
Report Name..........
IS
GLZ003
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
Line Typ ---------- Description ------------ ---- From --- ----- To ---- Ab/Rel 30 3 GROSS SALES 100-040-00001 997-040-99999 R
40
Line Typ ---------- Description -----------50 4 Net Sales Line Typ ---------- Description -----------60 2 COST OF GOODS SOLD:
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:
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
Level 7
Clear Y
Chr Bef -
Chr Aft
Pct
GLZ004
8 / 96 (0 for Current) 1 ------------ Overrides ----------Format ? Decimal Positions (0,2) 0 ___ _ ___ _ ___ _ ___ _ ___ _ ___ _ ___ _
Copies 1 __ __ __ __ __ __ __
=========================== Training Company (4R4) =========================== F1=Return F7=Accept Selections Help is available F11=Retrieve Report Selections Roll to page F12=Save Report Selections
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
8 / 96 (0 for Current) 1 ------------ Overrides ----------Format ? Decimal Positions (0,2) 0 ___ _ ___ _ ___ _ ___ _ ___ _ ___ _ ___ _
Copies 1 __ __ __ __ __ __ __
=========================== Training Company (4R4) =========================== F1=Return F7=Accept Selections Help is available F11=Retrieve Report Selections Roll to page F12=Save Report Selections
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).
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
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
*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
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
Location Type.................:
Override Location Number/Name.: Consolidate Locations ........: Print Header .................: Print Account Detail .........: Use Next Year Budget .........: Lines per Page................: Forms Type....................:
*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
Period
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 =========
1 3
=========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
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
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
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
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
+ 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.
GL0145 USER Title: Profit/Loss by Period Company: 001 Retail Training Company Report Name: IS Income Statement
Time-
9:23:20
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
-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 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 5105 - Default number of character positions to roll left/right in Maintain G/L Report Formats (2 GLZ000)
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)
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.
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) __________
Sales Returns Net Sales Salaries Supplies Telephone Recruiting Total Expenses Net Profit
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
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
Net Profit
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
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
| 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
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.
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:
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
Option 01
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
03
Current Budget
04
05
06
07
08
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
10
The percentage that the current period's budget on the report corresponding location contributed to the total of all locations on the report
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
15
16
17
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
----------------------------------- X 100 Location's Y-T-D This Year Location's Y-T-D Last Year Report Total
19
20
budget amounts through the current period for the corresponding location contributed to the total of all locations on the report
GLX103
=========================== Training Company (4R4) =========================== F1=Return F4=Delete Row Roll Keys to Page F3=Search Rows F5=Search Row Details
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
Row COMPANY
Seq 10
Type 1
(Report Heading)
+ 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
Row COMPANY
Seq 20
Type 2
GLX103
Row COMPANY
(Account Detail)
Location Type......:
Location Number....: Consolidate........: Consolidated Desc..: Cr. bal as positive: Space Before.......: Space After........:
*****
=========================== Training Company (4R4) =========================== F1=Return F2=Position Cursor F3=Location Search F4=Delete F10=Select Multiple Locations
GLX103
Row COMPANY
(Account Detail)
Location Type......:
Location Number....: Consolidate........: Consolidated Desc..: Cr. bal as positive: Space Before.......: Space After........:
***** N
(Y/N)
Y 0 1
=========================== Training Company (4R4) =========================== F1=Return F2=Position Cursor F3=Location Search F4=Delete F10=Select Multiple Locations
GLX103
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)
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
GLX103
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)
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
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.
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
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)
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
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.
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
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
COMPANY Department Net Sales by Company/Store COMPANY DEPT 0 1 Period Ending (eg. As of, Period Ending) ? ? (0,2)
Number of Copies...
+ 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.....:
# Dec Copies 0 1
=========================== Training Company (4R4) =========================== F1=Return F5=Accept Selections Roll Keys to Page
+ 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).
GLX110
Women's ---------------
Men's ---------------
Stationery ---------------
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
-------- 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 ---------------
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
1 3
=========================== Training Company (4R4) =========================== Return = F1 or F3 JDA Signoff = F7 Enter Choice: Last Item: SOFTWARE Help !! = Help Key Fast Path: SERVICES
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 -
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
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 -
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
GL0143 USER Title: Period Sales by Store Company: 1 Retail Training Company
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
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)
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
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)
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
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
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
| 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
GL0097
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
0019
DATE- 5/10/94
PAGE10-001-99999
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
Month:
(Blank = All)
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
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
JE000503
03-94
.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)
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
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.
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.
GL0027
PAGE
COMPANY: 001 Retail Training Company ACCT RANGE: 10-001-99999 TO 10-001-99999 PERIOD RANGE: 03/94 TO 03/94
ACCOUNT NUMBER
BATCH NUMBER
-DATEMO YR
D-E-B-I-T
C-R-E-D-I-T
B-A-L-A-N-C-E
010-001-99999
Cash in Bank
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 **
GL0097
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)
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.
GL0027
PAGE
COMPANY: 001 Retail Training Company ACCT RANGE: 10-001-99999 TO 10-001-99999 PERIOD RANGE: 03/94 TO 03/94
ACCOUNT NUMBER
BATCH NUMBER
-DATEMO YR
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
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 **
+ 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.
GL0093
Training Company (4R4) Summary Level General Ledger Report 1 Retail Training Company
Date: Page:
5/10/94 1
Company:
010-001-99999
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:
010-002-00001
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
100.00
100.00 100.00
010-002-00003
100.00
100.00 100.00
010-002-00004
100.00
100.00 100.00
010-002-00005
100.00
100.00 100.00
010-002-00982
100.00
100.00 100.00
.00
1,875.00 1,875.00
020-001-99999
29,085.60
29,085.60 29,085.60
GL0026
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
GL0061
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
GL0015
Training Company (4R4) Trial Balance Listing Select the desired print options
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.
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.
+ 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.
GL0015
** Format A **
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)
113,390.64CR
L0015
** Format A **
Time- 11:18:38
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 **
GL0026
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
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
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
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
GL0088
Revenue Summary
Date Printed-
5/10/94
Page
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
): ): ): ):
GL0126
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
=========================== Training Company (4R4) =========================== F1=Return Select with an 'X' Roll Keys to Page F7=Accept
GL0126
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
=========================== Training Company (4R4) =========================== F1=Return Select with an 'X' Roll Keys to Page F7=Accept
+ 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'.
GL0127
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
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
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-
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)
GL0127
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-
1.4177,909 181,310 3,4014.5 104,939100,9563,9831.8 3,8813,90928 ----- ----------- ----------- ----------9.669,089 76,445 7,356***
GL0109
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
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.
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
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
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
FREQUENCY M M
| | | | | | |
Title:
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.
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
FREQUENCY M M
| | | | | | |
Title:
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
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
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
NOTES
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
LESSON OUTLINE STEP 1 - Close the Period/Year STEP 2 - Rebuild Beginning of Year Balances for Next Year
| 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
MESPMT ( 00015 )
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
MESPMT ( 00015 )
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
GL00037
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
2/15/96
001
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 )
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.
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
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
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
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
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
+ 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.
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
+ 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
Date: Time:
2/15/96 9:55:12
1 500 500 2
=========================== Training Company (4R4) =========================== F1=Return F3=Dept Search F4=Store Search
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
+ 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
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 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
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE CURRENT PERIOD INQUIRY (CONT)
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
Balance
BOP NA NA NA NA NA NA NA
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
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 RETAIL STOCK LEDGER FOR DEPARTMENT/STORE Current Period Inquiry (Cont)
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
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE CURRENT PERIOD INQUIRY (CONT)
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
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
STEP 2 - VIEW RETAIL STOCK LEDGER FOR DEPARTMENT/STORE Current Period Inquiry (Cont)
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'
ENTER YOUR ANSWER HERE: CONTINUE =========================== Training Company (4R4) =========================== F1=Cancel F12=Continue
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'
ENTER YOUR ANSWER HERE: CONTINUE =========================== Training Company (4R4) =========================== F1=Cancel F12=Continue
Ending inventory for the Beginning Inventory * period Estimated shrink for the period * Postings made for cost and retail
+ 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.
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
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
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
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
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.
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
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.
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.
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
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'
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"
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
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
Sales Returns Net Sales Salaries Supplies Telephone Recruiting Total Expenses Net Profit
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
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).
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
4) The current G/L period for a company can be greater than the company's current A/P period. (True/False) False
2) What items are added to Beginning Inventory to arrive at Purchases (Net of Returns), Freight, Markups (Net)
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
NOTES
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
Accounting Information
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
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AS/400 Commands
User Name Password STUDENT2 STUDENT2
Accounting Information
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
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AS/400 Commands
User Name Password STUDENT3 STUDENT3
Accounting Information
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
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AS/400 Commands
User Name Password STUDENT4 STUDENT4
Accounting Information
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
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AS/400 Commands
User Name Password STUDENT5 STUDENT5
Accounting Information
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
Database Information
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AS/400 Commands
User Name Password STUDENT6 STUDENT6
Accounting Information
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
Database Information
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