Post on 21-Oct-2021
Activant Acclaim
Posting Batch Options and Preparing Budgets
General Ledger suite: course 2 of 4
This class is designed for…
Acclaim users responsible for setting up and maintaining the general ledger accounts for your company
Objectives
Review Posting OptionsCreate and maintain posting batchesExplain AutobatchingExplain the Sales Tax AutobatchExplain the Retained Earnings AutobatchReview budget optionsCreate a budget
This course will NOT cover…
Financial ReportingGeneral Ledger Reporting and Closing Procedures
Figures are not batched
Enter Transactions
Manual Journal EntriesPosting Batch Options
Batch Created
Edit Batch
Posting Journal
NoYes
No
Yes
Report Set to
Autobatch?
Post Batches
Print Batch Report
Posting Process
System Generated Journal Entries
Autobatch Defaults
Ready to Post?
Autobatch
“Holding cell” of information
Autobatch
Autobatch
Autobatch
Benefits of Autobatching
Ease of use
Limits the chance for errors
Saves time
Autobatch set up and activated
Autobatching Flow
Report/Register Printed and
Committed/Cleared
Figures “captured”
Journal Entry updated with
figures
Autobatch Defaults
Retained EarningsCash DisbursementsNS Item Cost ChangesA/P Expense
NS Inventory AdjustmentAsset DepreciationUninvoiced Material AccrualPayroll
PO Cost DiscrepancySalesman CommissionsReceived Value of TransfersExternal Receipts
Cost Edit VariancesCash ReceiptsItem Cost ChangesService ChargeCost of Goods SoldSales Tax
Inventory AdjustmentsA/R Revenue (Cylinders)External DisbursementsA/R Revenue (Rentals)
Voided ChecksA/R Revenue (Sales)
Autobatch Example
INVOICE 1000545
TOTAL $106.00
Daily Invoice Register
Invoice # Sales Amt Sales Cost Tax A/R Amount1000545 100.00 85.00 6.00 106.00
Daily Invoice Register 7/31
Daily Invoice Register 7/1
Autobatch Example
Batch Report
A/R Balance01-120-001$2,986.85Sales Tax
01-250-009-$22.28
Stock Sales01-310-100- $2,964.57
Autobatch Screen
Default Level
Branch/Group
Autobatch
Exclude?
Batch Number
Source
Description
Marker
Markers%DATE% %TIME%%YEAR%%PER%%USER%
August 15, 2002Autobatch created %DATE%Autobatch created 08/15/02
Accounts
Autobatch While Invoicing
Notes on Autobatching
Once an autobatch is created, it is just like a journal entry that you manually createdYou can:
Edit the entryDelete the entryPost the entry
Special Autobatches
Sales tax schedule autobatching Autobatching by product groupAutobatching by codeRetained Earnings Autobatch
Sales Tax Schedule Autobatching
Accounts Receivable Revenue default autobatchSales tax is usually batched as one lump sum
When there are several different sales tax schedules
Track each one separately for reporting purposes
Example
Tax Schedule 6 Tax Schedule 7 Tax Schedule 8
01-250-069 01-250-079 01-250-089
Timely Supply
PA NJ NY
Example
PA SALES TAX AUTOBATCH
01-250-069
NY SALES TAX AUTOBATCH
01-250-089 NJ SALES TAX AUTOBATCH
01-250-079
Timely Supply
Sales Tax Clearing Account
Must be the same account number!
Accounts Receivable Revenue Autobatch
Sales Tax Autobatch
Schedule 6 - PACredit 01-250-069 Schedule 7 - NJ
Credit 01-250-079
Schedule 8 -NYCredit 01-250-089
Example
INVOICED SALESTAX REPORT
SCHEDULE 6 TOTAL
SCHEDULE 7 TOTAL
SCHEDULE 8 TOTAL
Creating Autobatches please wait…
PA SALES TAXAUTOBATCH
01-250-069CR $200
Sales Tax AutobatchDefault Clearing Account
01-250-009$900 Debit
NJ TAX $50
PA TAX $75NJ
TAX $25
PA TAX$25NJ
TAX $25
NJ TAX $150
PA TAX $50
PA TAX$50
NY TAX $100
NY TAX $150
NY TAX $150
NJ SALES TAX AUTOBATCH 01-
250-079CR $300
NY SALES TAX AUTOBATCH
01-250-089CR $400
NY SALES TAXAUTOBATCH
01-250-089CR $400
PA SALES TAXAUTOBATCH
01-250-069CR $200 NJ SALES TAX
AUTOBATCH01-250-079CR $300
Sales Tax Autobatch
Default Clearing Account
01-250-009$900 Debit
$0
Sales Tax AutobatchDefault Clearing
Account01-250-009$900 Credit
Autobatching by Sales Tax Rule
NEVER edit the “Period to Date Sales Tax Charged” amounts in any sales tax schedule
Will cause sales tax clearing account to have a non-zero balance when invoice register and sale tax autobatches are posted to the ledger
Autobatching by Product Group
Allows you to track sales for individual product groups by autobatching their data in separate accountsProduct groups not needing separate tracking are autobatched together in a default income account
Product Group100 - Industrial
Product Group200 - Electrical
Product Group400 - Medical
Product Group300 - Plumbing
Product Group 100Autobatch Default
01-310-101
Product Group 300Autobatch Default
01-310-103
Default Income Account
01-310-100
Timely Supply
Sales Product Group Summary
Autobatch by Product Group
Product Group 100 Autobatch
Product Group 300 Autobatch
Autobatching by Code
Set up on a more specific level than existing default autobatchesAllows you to link different types of transactions to specific general ledger accounts
Example
STOCK ADJUSTMENT CODE 50: DAMAGED GOODS
$20 each
INVENTORY - STOCK - - 20.00COST OF GOODS SOLD - 20.00
Autobatch by Adjustment Code
Inventory Stock/Finished Goods
50
Damaged Merchandise
Autobatch Default Report Sample
Calculation Date
Located in the Session DefaultsPlays a very important role in posting ledger activityThe setting determines the default period to which a posting is madeAlways set the Calculation Date before you proceed with any ledger activity
Batch Posting Options
New Posting Batch Screen
Fiscal Year
Defaults to current year in Session Defaults
Fiscal Period
Defaults to current period in Session Defaults
Batch Number
Must be unique!
Source
Identifies batch’s point of origin
AJE - Adjusting Journal EntrySRE- Standard Recurring Entry
Posting Sequence
Labels multiple posts made to the same batch within a given month
Each time a posting is made, the posting sequence is increased by one
Posting Sequence
Fiscal year label
2002-08-1200001-003
Post Sequence #
Batch #
Fiscal Period #
Description
Recurring?
Entry posted multiple times during a period or within a
fiscal year
Reset Amounts?
Indicates whether the posting amounts will be
cleared after posting
Recurring Posts Options
Posts Per Period
Allows you to set the maximum number of postings
that can be made for this batch within a period
Maximum Posts
Allows you to limit the number of posts that can
be made
Determines the number of postings that can be
made within the fiscal year
Posts this Period / Post to Date
Each tracks the number of posts made within the
period and for the fiscal period respectively.
Each of these fields increments by one.
Once they match maximums, they are deleted.
Reversal Batch Options
Reversal Batch Example
Utility Account- Electric
Estimated 500Amount
Actual 450 500Bill
JUNE
Create Reversing Batch
Periods to Skip
Periods to Skip Example
Utility Account- Electric
JUNE JULY
Estimated 500Amount
500Actual 450Bill
Reversal Batch Number
Must be unique!
Exclude?
Prevents individual batches from automatically being posted
Allows questionable batches to be reviewed before being posted
Account Distribution Screen
Account Distribution Screen
Account Distribution Options
Editing a Posting Batch
Editing a Posting Batch
Can edit a posting batch as long as it has not yet been posted
Batch Edit Screen
Edit Account Distribution Screen
Copying a Posting Batch
Copying a Posting Batch Methods
Same Keep the batch detail amounts the same
Reverse Reverse the batch detail amounts
Zero Zero the batch detail amounts
Deleting a Posting Batch
Deleting a Posting Batch
Print a Batch Report
Batch Report Sample
Not Ready to Post Reasons
Batch is out of balanceBatch is excluded from postingBatch has All 0.00 AmountsMissing accountReversal batch already existsRecurring batch already existsBatch has no distribution accounts
Posting Batches
Posted Batch Report
Posting Batch Rules
Once a batch is posted, no edits can be madeIf edits are necessary, create reversing entry and then a new batch
Posting Journal Sample
GENERAL LEDGER 08/15/02 17:03 PAGE 1POSTING JOURNAL
POSTING ENTRY DESCRIPTION SOURCE USER ID DATE TIMEACCOUNT NUMBER ACCOUNT NAME DEBITS CREDITS
2002-08-1200000-001 CORRECTION AJE RAJ 08/10/02 14:1001-440-760 BRANCH 1 TELEPHONE -200.0001-440-160 BRANCH 1 ELECTRIC 200.00
--------- --------TOTAL: 200.00 -200.00
2002-08-1200080-001 A/R REVENUE(SALES) AUTOBATCH CREATED 08/10/02 INV activant 08/10/02 10:5901-120-001 ACCOUNTS RECEIVABLES 2,986.8501-080-004 CASH- STOCK SALES -2,964.5701-250-009 SALES TAX -22.28
--------- ---------TOTAL: 2,986.85 -2,986.85
2002-08-2200100-001 AJE RAJ 08/10/02 13:1202-440-280 BRANCH 2 ADVERTISING -750.0002-440-001 BRANCH 2 ACCOUNTS PAYABLE 750.00
--------- ---------750.00 -750.00
Autobatching Retained Earnings
Posting batches to income/expense accounts creates and updates the Retained Earnings Autobatch
General Ledger
Stock SalesIncome-$50,000
Telephone Expense$1,000
PayrollExpense$25,000
Interest Earned-$5,000
Cost of Goods Sold
$8,000
Non Stock Sales
Income- $7,000
Retained Earnings Autobatch
COGS Acct Ret. Earnings Acct
8,000
8,000
Non Stock Sales -7,000
Retained Earnings Autobatch
7,000
7,000
NS Sales Acct Ret. Earnings Acct
Retained Earnings Autobatch
Net Income: $29,000
RETAINED EARNINGS
COGS EARNED NS SALES INTEREST
8,000
PAYROLL EXPENSE STOCK SALES INCOME
7,000 5,000
25,000 50,000
7,0005,000
50,000
8,00025,000
Retained Earning Posting Rules
Retained Earnings Autobatch cannot be posted using the regular Posting Batch OptionsWhen enabled, this autobatch is automatically placed in Period 14 of the fiscal year
Must be batched and posted during the close of the fiscal year
What is a Budget Category?
Basic unit of storage for budget informationAn unlimited number of budget categories can be definedEach budget category includes:
The net period budget amounts for each accountDefault and overriding account-specific calculation options used to calculate the budget amounts
Steps to Set Up a Budget
1. Define Budget Category information2. Define account-specific calculation options3. Copy calculation options to accounts
Budgeting
Budget Calculation Entry
Budget Calculation Entry
Example
110-01Budget
CalculationsBased on 110-02
110-02Budget
CalculationsBased on 110-01
Budget Category Edit
Budget Category Delete
Deletion Rules
Cannot be deleted if the budget: Is used as a basis for another budgetHas budget amountsIs used in a report
An alert box confirms the budget category deletionAutomatically deletes all budget amounts and account-specific calculation options for each account
Remove Range of Calculations
Remove Rules
All account-specific calculation options for the specified accounts are removedThe default calculation options for the budget category and actual budget amounts are notremovedQ-MODE must be enabled to remove a range of calculation options
Budget Calculation Copy
Copy Calculation Options to Range
Copy Range Rules
Existing account-specific calculation options for accounts in the destination range or that match the destination mask are not overwrittenThe system does not allow specification of a ‘circle’ of budget bases
This is done to prevent the ‘circle’ of budget bases that would result from accounts 110-02 and 110-03 being based on each other
Example
110-01Budget
CalculationsBased on 110-02
110-02Budget
CalculationsBased on 110-03
110-03Budget
CalculationsSelf-based
Copy
Apply Budget Calculations
Displaying Budget Information
Budget Category information can be easily displayed on a financial reportWhen setting up a Format Definition (Column) you can specify a budget column to be included on the reportCan specify any existing budget category in one or more columns
Displaying Budget Information
Complete control over the time periods to be displayedCan calculate variance between budget and fiscal columnsPre-defined formats available
Budget Information Display
Print Budget Category List
Budget Category List Sample
DISTRIBUTORS INC. GENERAL LEDGER 07/29/02 17:11 PAGE 1BUDGET CATEGORIES
BUDGET ID BUDGET DESCRIPTIONBUDGET ACCOUNT NUMBER ACCOUNT NAME
BASIS ACCOUNT NUMBER ACCOUNT NAME TYPE YEAR/ID AVG? BASE% ADDED AMOUNT DIST? PRIOR% AUTO? CLOSE?
UTILITIES ELECTRIC, GAS, WATER Budget UTILITIES Yes 100.00 0.00 No 0.00 No No01-440-591 COST CENTER 1 UTILITIES
01-440-591 COST CENTER 1 UTILITIES Budget UTILITIES Yes 100.00 0.00 No 0.00 No No
Summary
Review Posting OptionsCreate and maintain posting batchesExplain AutobatchingExplain the Sales Tax AutobatchExplain the Retained Earnings AutobatchReview budget optionsCreate a budget
For More Information…
Acclaim Help FilesVisit Activant on the web: www.activant.com
Submit a web caseBrowse Documentation
General Ledger ManualSearch the Solutions databaseView activant University course offerings
Email Professional Services Sales: pss@activant.com
General Ledger suite
Financial ReportingDescribe and set up the three basic components of financial statements
Section DefinitionFormat DefinitionReport Definition
Generate and print a financial report
Reporting and Closing ProceduresView historical posting dataReview the various reports and journals available in the Ledger modulePerform the procedures used to close a fiscal period and a fiscal year